Financial Package Selection
Request for Information

April 12, 2004

RFI Table of Contents

1. ADMINISTRATIVE DETAILS

1. INTRODUCTION


2. CONTRACTUAL OBLIGATIONS


3. PROPOSAL RESPONSES


4. ITEMS REQUIRING CLARIFICATION


5. PROPOSAL CONTENT


6. AUTHORIZED REPRESENTATIVE OF VENDOR


7. PROPOSAL EVALUATION


8. PACKAGE DEMONSTRATIONS


9. CONFIDENTIALITY
10. EFFECTIVE DATES OF BID
11. MARKETING REFERENCES

2. OVERVIEW

1. BACKGROUND


2. OBJECTIVES AND SCOPE


3. ORGANIZATION SCOPE


4. CURRENCY AND LANGUAGE SUPPORT


5. OPERATIONAL SUPPORT

3. PROPOSAL GUIDELINES & REQUIRED FORMAT

1. PROPOSAL FORMAT


2. EXCEPTIONS TO THE RFI


3. VENDOR CONTRACT


4. EVALUATION CRITERIA

4. VENDOR & PACKAGE PROFILE

1. VENDOR'S BACKGROUND


2. VENDOR'S CLIENT-BASE

5. TECHNOLOGY AND TRAINING

1. SYSTEM INSTALLATION AND MAINTENANCE


2. APPLICATION SET UP AND MAINTENANCE


3. ENVIRONMENT CONFIGURATION


4. TRAINING AND DOCUMENTATION

6. PRICING

7. WARRANTY AND SUPPORT

APPENDIX A - BUSINESS AND FUNCTIONAL REQUIREMENTS

1. DETAILED BUSINESS REQUIREMENTS


2. CCI ESSAY QUESTIONS

APPENDIX B - KEY RFI & MEETING DATES

1. ADMINISTRATIVE DETAILS

A. Introduction

Cox Communications (CCI) has retained Cap Gemini Telecom Media & Networks US (CGE&Y) to assist with its ERP system replacement project to achieve the following objectives:

• Replace CCI's current JD Edwards package with a new software platform,
• Replace CCI's current AS400 environment with a new technology platform.
• Provide better information to support CCI's business strategy, decision-making, and reporting needs,
• Support Corporate reporting and closing of the books during a phased implementation and roll out, and
• Set the groundwork for the evolution of CCI's future processes including demand planning and forecasting, strategic sourcing, e-procurement, vendor collaboration, etc.

To support the initial phase of this initiative. CCI has requested CGE&Y to facilitate the ERP package selection process. The package selection is between two leading packages - Oracle and PeopleSoft.

At this time, CCI is soliciting proposals for the selection of an ERP system solution that provides "Best in Class" overall functionality. CCI will also evaluate the most cost effective solution. The purpose of this Request for Information (RFI) is to describe key CCI requirements, and to provide instructions for the preparation of a proposal in response to them. It does not constitute an offer to contract, but instead seeks to establish a common framework by which agreement may be reached.

The information requested will provide CCI with the background as to why you are uniquely qualified to provide the ERP software products to support this implementation. CCI and CGE&Y will maintain all the information that you designate as confidential in your proposal response as confidential.

While we are requesting certain specific information in this RFL, please include all information that you believe is required to complete your response to the RFI.

This RFI also details how vendors should respond, explains the structure of the process, and details the limitations imposed.

We look forward to your response and to the potential of creating a strong business relationship.

B. Contractual Obligations

This RFI does not constitute, and should not be interpreted as, a binding contract between CCI and any of the vendors to whom it will be sent, or any other party. The submission of a proposal to CCI, and subsequent evaluation of that proposal by CCI also does not constitute any kind of contract, even if all of the requirements stated in this RFI are fully met. Only the due execution, by CCI, of a written contract will obligate CCI in accordance with the terms and conditions contained in such a contract.

It should be clearly understood that your response to this RFI constitutes an offer to do business on the terms stated in your response. You understand that CCI may, at its option, incorporate all or any part of your response to this RFI in the contract that will ultimately govern the rights and obligations of the parties.

CCI reserves the right to accept or reject any responses to this RFI and to enter into discussions and/or negotiations with more than one qualified vendor at the same time, should such action be determined to be in the best interest of CCI

This RFI does not commit CCI to pay any expenses incurred by you in the preparation of your response. All responses to this RFI shall become the property of CCI.

C. Proposal Responses

Please submit an electronic copy of your proposal response to the individuals named below, signed by an authorized representative of your organization. Please review section 3 for proposal guidelines and format details.

All submissions must be received by 5pm (ET) on April 16, 2004,end of day on Monday, April 19. 2004. Any submission received after that time will not be accepted. Any request for an extension to the deadline must be made in writing, setting forth the reasons for the requested extension. Any such extensions shall be granted solely at the discretion of CCI.

Vendors should each submit only one proposal, in final form. CCI does not wish to review multiple draft proposals, and these will not be accepted.

Your proposal should be submitted to:

ProjectCornerStone@cox.com

D. Items Requiring Clarification

If, in the judgment of any vendor, any item in this document is unclear or ambiguous, or if there are questions about the RFI or your responses, please submit your requests in writing via e-mail, so that we can document all questions and responses.

Requests for additional information or clarification for information contained in the RFI should be emailed to Mark McGuire.

The following email addresses must be used for all correspondences and requests for information associated with this RFI.

To: Mark McGuire: mark.mcguire2@cox.com
cc.: Wendy Halsey: wendy.halsey@cgey.com

E. Proposal Content

Each vendor should ensure that the proposal they submit is complete and addresses all items in this RFI.

CCI does expect vendors to be able to provide their own solutions to all of the problems discussed in this RFI In the case where a vendor does not have their own solution, CCI encourages the vendor to act in the role of a Primary Supplier and propose the use of third party products, but remain primarily responsible for the solution.

In the case where vendors are unable or unwilling to provide any solution to a particular problem, this must be clearly stated in the proposal. In general, all of the requirements discussed in this RFI are mandatory and must be met. Failure to meet specific requirements may exclude a vendor's proposal from further consideration.

Vendors are strongly encouraged to model the structure of proposals on this RFI. In all cases, where specific requirements are described in this RFI, vendors should ensure that proposals reference each particular point, by number.

Vendors should ensure that they provide detailed costs for all elements of their proposal. The cost figures should be broken down so that CCI can understand how the final figures were derived. If a vendor does not recommend a single solution to a particular requirement, but instead proposes two or more alternative solutions, then the figures provided should give the costs for each solution. (Notice that in this case, vendors should still provide a recommendation as to the preferred option, giving reasons why.) The final total however, must reflect one of the recommended solutions, and vendors must show which one they have included.

F. Authorized Representative of Vendor

The Vendor will provide the name, title, address and telephone number of the individual with the authority to negotiate and contractually bind CCI, and who should be contacted during the proposal evaluation period. The Vendor's proposal must be submitted by an authorized officer of the Vendor.

G. Proposal Evaluation

Proposals will be evaluated and ranked by a selection team, designated by CCI, and will use the information submitted in the proposals, shown during product demonstrations, and provided by your reference sources. CCI will review each RFI response to determine the best overall bid. Each proposal will be evaluated impartially against the same set of criteria. Selection criteria includes, but not necessarily limited to: quality of vendor, quality of software, functional and technical fit, ability to address specific issues outlined in this RFI. vendor's pricing model, training credits, references, and other cost-related factors. The RFI evaluation process will consist of a review of each RFI response, package demonstrations, reference verification, price negotiation, and conclude with package selection recommendation.

Once proposals have been submitted, vendors should not contact CCI or CGE&Y while the evaluation process is underway. Upon completion of the evaluation, vendors will be informed of the status of their proposal.

H. Package Demonstrations

You will be provided with an opportunity to demonstrate your ERP solution at package demonstration sessions scheduled April 28, 2004. The vendor package demonstration sessions are not to exceed four hours in duration. The specific business scenarios that CCI wants you to address and / or demonstrate are included in Appendix C. Failure to demonstrate the specific scenarios requested may result in disqualification of the vendor. The logistics for the demonstrations are as follows:

• Contact: Thomas Kehner - thomas.kehner@cgey.com, 404-541-8411
• Vendors will be provided with access the to internet
• Vendors will be expected to test connectivity at the ASE on the afternoon of Monday, April 26, 2004, between l-9pm - contact Thomas Kehner to arrange time for equipment testing and discuss room layout, special needs for the sessions.
• CGE&Y will provide projectors,
• Vendors will have four-hour blocks of time to present the scenarios outlined within this document. We require the following format to most effectively utilize the time available and cover the scenarios:
  • Group Session
    • Product overview
    • Key features/navigation
    • Business intelligence and reporting features
  • Breakout Session 1: Supply Chain Management (Purchasing / Inventory)
  • Breakout Session 2: Project Accounting, Project Budgeting, and Fixed Assets
  • Breakout Session 3: General Ledger, Accounts Payable, Accounts Receivable, Expense Processing and Financial Reporting
• The three breakout sessions will be conducted in parallel. Vendors are required, at minimum, to demonstrate the scenarios contained in Appendix C.
• Please leave 15-20 minutes at the end of each break-out session for Q&A following the scenario presentations.
• CCI Package Selection Team Members will score each scenario based on Evaluation Criteria established prior to the sessions. Scoring will be consolidated and added to an evaluation of written responses and other considerations (including total cost of ownership) to assist in the selection of a package.
• Each vendor should arrive at the site prepared to demonstrate and answer questions pertaining to all scenarios identified within this document.
• Each vendor should provide sample hard copies of standard reports in a report book format as well as the specific report samples requested in the demonstrations.
• Vendors must complete each scenario using ONLY standard functionality available with each application "As-Is". No customized programs or code should be utilized during demonstrations, unless otherwise indicated in Appendix C.
• Vendors are encouraged to create demonstration data and scenarios based on information provided by CCI, information from prior discussions and based on knowledge of their industry.
• No additional applications should be demonstrated outside the ones requested without specifically stating the need for the additional module.

I. Confidentiality

The information in this RFI, and the issuance of the RFI itself is confidential and proprietary. Disclosure, transmission, copying or use by you or third parties could be damaging to CCI. You are therefore required to maintain the confidentiality and secrecy of the information and this RFI. Your company will not make reference to CCI, its subsidiaries and affiliates, without CCI's express written permission.

The information in this RFI and in any responses to questions from vendors may be made available to only those employees who need to know the information in order to prepare the response. You will not publish, disclose or divulge to any person, firm or corporation, or use directly or indirectly for your own benefit or the benefit of any other person, firm or corporation, any of the information made available to you. In addition, you will take such precautions as are necessary to prevent dissemination of the information to others.

In the event that you elect not to respond to this RFI, then the restrictions shall continue to apply to the use or disclosure of this information. Additionally, you shall immediately return the RFI, certifying in writing to CCI that all copies have been returned to CCI and that no information therein was copied.

J. Effective Dates of Bid

All information submitted including pricing will remain valid and applicable for a minimum of 120 days from the date your proposal is received by CCI, or until contract negotiations are successfully completed.

K. Marketing References

Your firm cannot make any reference to CCI, any of its subsidiaries and affiliates in any literature, promotional material, brochures or sales presentations without the express written consent of CCI.

2. OVERVIEW

A. Background

CCI will select and implement an ERP system that will provide the basis for the evolution of CCI processes and technology to meet their future financial and supply chain goals.

The ERP solution will initially support CCI business processes in the areas of:

• General Ledger,
• Accounts Payable,
• Time & Expense,
• Accounts Receivable
• Fixed Assets,
• Capital Project Management and Budgeting.
• Purchasing.
• Inventory Control / Warehouse Management, and
• Financial Reporting and Ad-hoc Queries

During the evaluation process CCI may determine that one or more of these application modules is not required to support the implementation and may be removed from consideration.

In addition, the initial ERP implementation is considered the first wave of an overall CCI process evolution. CCI requires a package that can evolve with them to meet their long-term goals. The diagram below provides a general overview of the additional scope that the package will be expected to support in the future. Responses should not only address the scope of Wave 1 but also describe in detail how the ERP solution can support CCI's long-term growth.

Project Scope Clarification

B. Objectives and Scope

The objective and scope of this RFI is to identify and select a financial application package software solution that will enable CCI to implement a single application solution that will support company-wide financial and supply chain operations in a decentralized environment.

C. Organization Scope

The following CCI business units are in scope for this financial system implementation:

• 23 Locations (cable system operators across the United States)
• 1 Corporate Office (Atlanta, GA)

The application modules has been estimated as follows:

• General Ledger
• Accounts Payable
• Expense
• Accounts Receivable
• Fixed Assets
• Projects
• Purchasing
• Inventory
• Warehouse Management
• EDI or API

Volume metrics are provided below:

D. Currency and Language Support

CCI business operations require the support of one functional currency, US Dollars. All financial consolidations, budgeting and forecasting will be in US Dollars. The business language for all CCI business units is US English.

E. Operational Support

CCI will provide operations support in a single data center, located in Atlanta, GA, that will host a single implementation of the application modules under consideration.


3. PROPOSAL GUIDELINES & REQUIRED FORMAT

A. Proposal Format

Please respond to the RFI in the exact formal outlined in this document. Your response should be provided on standard 8-1/2x11 inch paper and as an electronic word document to the indicated addresses.

B. Exceptions to the RFI

Additional information included in your response should contain a summary of advantages and additional costs or benefits these exceptions represent to CC1.

C. Vendor Contract

Please include a copy of your license agreement and terms and conditions. CCI reserves the right to negotiate all aspects of your license agreement and terms and conditions.

D. Evaluation Criteria

Listed below are the criteria that CCI will use to evaluate proposals and competing vendors.

Standard Functionality

Technical

Cost

Vendor Stability & Support

4. VENDOR & PACKAGE PROFILE

Please use the following template to answer all questions. Please be concise in your responses.

A. Vendor's Background

B. Vendor's Client-Base

Please provide in an attachment a minimum of three detailed references that are comparable to CCI in size, configuration, complexity, scope/type of services requested, and recommended technical environment. Your references should include as much as possible of the following information:

• Client name
• Title
• Contact information
• Industry
• Application Modules Implemented
• Release Number
• Technology platform

CCI will request telephone meetings with these reference accounts targeting the week of April 19th. Members of the CCI package evaluation team will attend the telephone reference meetings.

Please also provide a list of at least 25 current (within the past year) customers who have bought and implemented the financial applications.

5. Technology and Training

A. System Installation and Maintenance

B. Application Set up and Maintenance

C. Environment Configuration

D. Training and Documentation

6. Pricing

Provide all information relative to pricing of solution offered. Please advise if solution pricing is based on a per user basis, a server license basis, a flat fee basis, a transaction, or other basis. Provide pricing on all individual components or optional services that you believe CCI may be interested. For optional services please note whether these options would be required based on CCI requirements or simply beneficial to CCI's immediate / long-term goals.

We expect this to be an all-inclusive and your best-discounted offer.

If any portion of the solution is priced separately please indicate and provide itemized pricing.

The table below is a suggested format only. Please use a format that best presents your price as long as it is itemized to the lowest level.

7. Warranty and Support

Appendix A - Business and Functional Requirements

A. Detailed Business Requirements

• Please refer to the requirements spreadsheet:
  "Consolidated Requirements 04-10.xls"
  • Please respond Yes or No to each requirement with explanations as you see fit.
  • Indicate the module or application that you are referencing.
  • All answers should be based on standard, out of the box, "delivered" functionality. Where customization or bolt-on software is required, please describe the proposed solution.
  • Please describe where your product is a clear differentiator against the other vendor's product.
  • Do not answer "Y" to any requirement that cannot be supported by the specific application in consideration. Please mark these responses as "N" with an explanation of which additional applications would be required.
  • CGE&Y package specialists will review your responses and may request additional information. Please provide the name of the contact person responsible for each application and their contact information.
  • CCI reserves the right to contact the vendor during the implementation process to request an explanation of "Y".
  • If a requirement is unanswered, it will be interpreted and scored as a "N"

Vendor Response Information

B. CCI ESSAY Questions

An essay question will be used to provide the vendor with the opportunity to address how applications would function when connected with an external application or to address a scenario that requires highly specific configuration and data elements. This enables the vendor to describe how the application works with external tools and to describe the methods of linking an external application.

Please describe your answers to the following questions in the space provided below. Please be concise in your response.

Appendix B - Key RFI & Meeting Dates

Appendix C - Vendor Demonstration Scenarios

Guiding principles for all demonstration scenarios:

• Vendors will be scored on the scenarios provided below. CCI reserves the right to disqualify vendors from the selection process if these specific scenarios are not demonstrated.
• Please emphasize the day-to-day usage aspects of the system in performing your demonstrations. While set-up is important, it is a one-time task. Therefore, please demonstrate only where requested or necessary to demonstrate a specific scenario.
• Please use standard product functionality to demonstrate the scenarios below.
• If an additional application is required to demonstrate the requested functionality, please clearly state this need prior to the demonstration.
• While conducting the demonstrations, please clearly articulate to the audience that you are "now demonstrating Scenario x.x", so the audience can appropriately score each demonstration scenario.
• For financial reporting, please demonstrate using standard tools. If you believe there is value in demonstrating additional reporting tools (e.g. data warehousing, business intelligence, enterprise performance), please do so only after addressing the specific scenarios below. Please make sure you clearly demarcate your demonstration of these tools from the standard products, and inform the audience that you are "now demonstrating the data warehousing tool ...".
• Please leave 15 minutes at the end of your demonstrations for additional questions and comments.
• Sample CCI data has been provided separately to assist you in preparing for your demonstrations. Where specifically requested in the scenarios below, please ensure you use the sample data in your demonstrations.

A. SUPPLY CHAIN SCENARIOS

The following scenarios will review each ERP package's ability to create a flexible materials management processing and reporting structure including the optimization of a shared item master, ability to automatically match a purchase order and receipt of goods, and the ability to associate project and / or asset information to purchase order distribution line items.

KEY PERFORMANCE INDICATORS

#	A. Item Master
Demonstration Scenarios for ASE Session
A.1.1	Add an item to the global item master including the following: Unit of Measure Categorization (i.e. Material Group Code, Item Category Code, Item Class Code, etc ) Item Statuses (i.e. active, inactive, etc ) Multiple Manufacturer Item Numbers Multiple Vendors with different costs and purchasing units of measure. How default issue accounting can be associated to items.
A.1.2	Associate the item from 1.1 to a warehouse (business unit or organization). Add default picking and putaway locations for the item Add putaway rules to the item Add picking rules to the item Show where the item cost can be maintained at the warehouse level.

#	B. Requisitioning & Purchasing
Demonstration Scenarios for ASE Session
B.1.1	Using e-Procurement and the item created in A. 1 1, create a purchase request from a vendor that WILL NOT update inventory balances upon receipt. Assume the purchase request will be drop shipped to a project site. Demonstrate how the user will enter the project number the material is being purchased for.
B.1.2	Using e-Procurement and the item created in A. 1 1. create a purchase request from a vendor that will update inventory balances upon receipt. Demonstrate how the user will enter the warehouse (business unit or organization) the material will be shipped to / received into.
B.1.3	Approve the purchase requests entered in B.1.1 and B.1.2
B.1.4	Using basic sourcing, create one purchase order from the two requisitions. Demonstrate how the system selects a vendor and assigns a price to the purchase requisitions / purchase order.
B.1.5	Define how "Excess" inventory can be identified in the system. Demonstrate how the system can warn or prevent a requestor from placing an order for an item where there is "Excess" inventory available in another warehouse in the organization.

#	C. Inventory
Demonstration Scenarios for ASE Session
C.1.1	Using a handheld device (or emulator), receive the PO entered in B.1.4
C.1.2	Using a handheld device (or emulator), putaway the material received in C. 1.1. Show the resulting debit and credit transactions posted to the sub-ledger.
C.1.3	Understanding that a service technician does not purchase material from a vendor and only requests material from one warehouse, demonstrate your stock request entry process. If using the same tool as a purchase requester would use, highlight how the system differentiates between a purchase request and a stock request and how Cox can ensure technicians don't purchase from vendors and ensure purchase requests are routed to the vendor not the warehouse. Highlight where accounting information and technician number are entered on the order.
C.1.4	Approve the stock request entered in B.1.3.
C.1.5	Stage multiple stock requests for the same item and the same technician. Show how a technician's orders can be grouped together and scheduled to be picked.
C.1.6	Using a handheld device (or emulator), demonstrate how a user is directed where to pick material and how to confirm that material has been picked. Demonstrate how the multiple order lines for the same item in the same location and same technician can be grouped into one picking line on the handheld device.
C.1.7	Assuming the material that was picked in C.1.6 is now staged for "will call" pickup, use a handheld device (or emulator) to demonstrate how pickup (shipment) of the material can be confirmed. Show the resulting debit and credit transactions posted to the sub-ledger.
C.1.8	Cox currently creates project based Bills of Material in their project application and releases the approved bills into inventory to create demand. Using a previously established Bill of Material, demonstrate how that BOM can be released into inventory and be scheduled for picking

#	Sample Supply Chain Data for Demonstration Scenarios
1	Item information for use in the Supply Chain scenarios is included in the attached file. "SCM Sample Data for Demonstrations.xls"

D. Capital Management Scenarios

The following scenarios will review each ERP package's ability to create flexible project accounting roll-up and reporting structures, budget and post capital expenditures at a detailed level report on commitments and actuals against project budgets at a detailed and summary level, and interface completed projects into the fixed asset system. The scenarios focus on the integration points throughout the supply chain and finance organizations.

KEY PERFORMANCE INDICATORS

E. ASSET MANAGEMENT SCENARIOS

#	Sample Capital Data for Demonstration Scenarios
1	Complete Capital Project Hierarchy and project details are included in the attached file for use in the Capital Management/Fixed Asset scenarios. "St. Andrews Development.xls"

F. FINANCE PROCESSING SCENARIOS

The following scenarios will review each ERP package's ability to create flexible General Ledger, Payables, Expense and Receivables transaction processing and reporting. Demonstrate the ability to easily reorganize lines of business, field locations and regional hierarchies based on a dynamic industry. Automatically allocate expenses to projects and accounts, and track and report on statistical data such as subscribers, miles, head counts and hours.

KEY PERFORMANCE INDICATORS

Finance Data for Demonstration Scenarios