RFP #2013-37 ENTERPRISE RESOURCE PLANNING
(ERP) SOFTWARE AND IMPLEMENTATION
ADDENDUM 1
7/19/2013
The following changes are hereby added to and made part of Proposal #2013-37:
Questions, Answers, Clarifications and Revisions:
Question Answer
What is the estimated budget for
the project? Based on preliminary estimates, we anticipate the budget will range between $650,000 to $2,100,000 based on similar types of solutions.
What is the annual IT Budget? Approximately $1.3 million annually.
What is the total Portage County
annual budget? Approximately $110 million annually.
How many employees work for
Portage County? 600-650
What is the population of Portage
County Approximately 70,000
Is the project fully funded and
approved? The project funding will be included in the 2014 budget process for approval in November 2013.
The requirements inquire about GIS technologies. What specific GIS functionality is of interest?
Predominantly, the County would like to integrate with GIS for mapping of assets.
With the historical data loads, can we assume that you will provide the data in the formats we will define or is it expected for us to retrieve and format the data from AS400 or other existing
systems/spreadsheets?
The County is assuming a certain level of participation in the data conversion process. We expect that the vendors will provide a predetermined format or template to facilitate the conversion process. However, County staff will execute the actual download of data and confirm that it should be converted.
The data load guidelines list
Purchase orders twice? The first listing of “current open” purchase orders is deleted. The following remains:
AS400 Purchase Orders and receiving history All open and 2 years of history Is the intention to integrate with
your existing document management solution or other ECM options can be considered?
Other ECM solutions will be considered.
“Electronic receiving of invoices from vendors”? Are your vendors capable of EDI or any other form of electronic invoicing data transfer?
The County would like to move towards electronic processing of information. Some larger vendors already have this capability and would like to reduce processing times.
RFP #2013-37 ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE AND
IMPLEMENTATION ADDENDUM 1
RFP #2013-37 Addendum 1
Page 2 of 5
Question Answer
Time and Attendance? Is it focused on project-level based timesheets (total hours by project by day) or is it important to track the actual clock-in / clock-out timestamps?
The County’s time and attendance needs are focused on providing project level data (total hours by project by day) for staff. Many staff work on multiple projects that have separate charge sources. The County is looking to be able to track this for accounting and reporting purposes. We currently have two departments utilizing time clocks and would need a solution to address their specific needs.
Section 1.7 – Potential Interfaces … please provide more detailed additional information about each interface to help us determine whether the ERP built-in functions can accommodate and better understand the complexity of each interface
Here is a list of additional information for each of the 25 potential interfaces identified in Section 1.7:
1. This may be a function of the ERP system. If the custom AS400 receipting is used we can import/export using text, CSV, XML. 2. Staff enters data into CCAP and the AS400 GL. CCAP has an
import/export utility but we have not investigated its functionality. 3. This may be a function of the ERP system. Currently an AS400 receipting
application.
4. Fidlar has CSV import/export capabilities.
5. Currently, detail is entered into the JailATM applications and a report providing information for entry into the GL as a JE is provided. Unknown level of import/export capability.
6. The AS400 Tax receipting application can import/export using text, CSV, XML.
7. Staff enters data into CCAP and the AS400 GL. CCAP has an
import/export utility but we have not investigated its functionality. 8. Third party custom Parks program provides the interface to the AS400.
No import/export capabilities. This third party system is scheduled for replacement in 2015.
9. Staff enters data into SVRIS and the AS400 GL. Unknown import/export capabilities.
10. RouteMatch has Excel, DBF, Text, and Access export capabilities. 11. WasteWorks has Excel export capabilities.
12. Staff creates a JE from information provided from the bank. Unknown electronic export and download capabilities.
13. ECS has CSV import/export capabilities.
14. The AS400 Medical billing and receipting application can import/export using text, CSV, XML.
15. Stellar has CSV import/export capabilities.
16. The AS400 Tax application can import/export using text, CSV, XML. 17. TriTech has CSV import/export capabilities.
18. We would like to attach drawings from ESRI products to fixed assets. 19. ManageEngine can import/export in XLS and CSV format.
20. Data is received from the bank in Excel format and transferred to the GL. 21. We send them CSV quarterly employment data in CSV format.
22. Primavera-P6 has CSV and XLS import/export capabilities. 23. No current interface. Unknown import/export capabilities. 24. No current interface. Unknown import/export capabilities.
RFP #2013-37 ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE AND
IMPLEMENTATION ADDENDUM 1
RFP #2013-37 Addendum 1
Page 3 of 5
Question Answer
Just to make sure we understand the user landscape, the document lists 600 workstations , 600-650 active users, but over 1200 named users.
Correct. Estimated 600 workstations, 600-650 “active” users that interface with the software regularly with additional users that require occasional access.
When is the decision on Payroll coming through? ADP vs. new ERP?
The following sentence shall be stricken from the RFP:
“The one major variance is if the County decides not to pursue the payroll module of the ERP and instead remain with ADP.”
The County is considering payroll as part of the functionality in its selection. Please list all departments or user
communities expected to use the software (this is to help ascertain the best training method)
> Aging and Disability Resource Center
> Health and Human Services > Finance Department > Highway Department > Sheriff’s Office > Facilities Management > Clerk of Courts > Treasurer’s Department > Emergency Management > Human Resources Department > Health Care Center > Parks Department
> Planning and Zoning
Department > Public Library
> Information Technology > County Clerk > Register of Deeds > Executive Office > Purchasing Department > Solid Waste > Corporation Counsel > Risk Management If Portage County had a preferred
method of training, what would it be?
Our staff believe that learning is best when provided in multiple mediums. Having learning guides, online tutorials and train the trainer sessions are preferred. The County does not expect that all learning for this project will be one on one training; the County would like for vendors to propose the most cost effective approach while taking into account optimal learning environments. Will references be considered that
are not specifically related to similar public sector agencies? Or if references are with public sector agencies, just not full, “live” implementations?
The County prefers solutions that have a proven track record in similarly sized public sector agencies. The preference is for references that are fully
operational on the identified software system. Others can be considered but that they are not fully “live” may affect scoring.
Is it permissible to follow up with additional questions at any time
between July 10th and August 23rd?
The County prefers to answer all questions with this single addendum response. Proposers may submit additional questions if substantial flaws are found or information critical to a response is required. The County may issue additional addenda to answer critical questions, respond directly, or choose not to respond depending on the questions submitted and the timeframe for producing an additional addendum. Proposers are responsible for checking the websites listed in the RFP for additional addenda prior to submitting a response.
RFP #2013-37 ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE AND
IMPLEMENTATION ADDENDUM 1
RFP #2013-37 Addendum 1
Page 4 of 5
Question Answer
Page 28 of the RFP identifies a desired start date of January 1, 2014. Has Portage County identified a desired completion date for this project?
The County has not identified a desired completion date.
General Ledger
- There are references to security by account is it your intent to communicate security that is role-based?
The County would like vendors to propose their software solution in the optimal operating environment. If responding to a requirement in Attachment E, please provide the appropriate response as identified. In the technical response, vendors can identify the optimal operating environment, e.g., user-based vs. role-based security.
General Ledger
- Is the reference to "Other State Reports" a requirement that outlines the need for ad-hoc reporting?
The reference is to other legally mandated reporting that the State requires.
Accounts Payable
- There is a reference to Other P-Card features. Is there a need for an Expense Reporting and
Reimbursement Module that integrates seamlessly with the other financial modules?
The County has provided a number of requirements for expense reimbursement and reporting in the Payroll functional tab of Attachment E.
Budgeting
- Is there a need for Budget Summaries by Funding Stream, Department/Unit, etc?
Yes. The County would like to have substantial flexibility in reporting budget information in a variety of ways.
Have you viewed or been part of any type of demo with a vendor for the ERP solution that is part of this project’s RFP? If so, which solution have you viewed?
The County has not had any formal demos from software vendors to date.
Are your browser requirements for Firefox and Chrome fixed or would internet explorer be sufficient from an inside the firewall?
The County will consider solutions that only use Internet Explorer and exclude FireFox and Chrome.
With your Time and Attendance requirements, is it the goal of the County to use time clocks?
The County is considering time and attendance for leave, payroll and project accounting purposes. We currently have two departments utilizing time clocks and would need a solution to address their specific needs.
RFP #2013-37 ENTERPRISE RESOURCE PLANNING (ERP) SOFTWARE AND
IMPLEMENTATION ADDENDUM 1
RFP #2013-37 Addendum 1
Page 5 of 5
Question Answer
With respect to “Time Entry” – it appears you currently have an automated system from Kronos. Is the County looking to replace this system? If so, must a replacement system handle both time (both worked & leave times) as well as “Attendance” matters (ie. When an individual clock’s in, with rounding rules for early / late)?
The County is considering time and attendance for leave, payroll and project accounting purposes. We currently have two departments utilizing time clocks and would need a solution to address their specific needs.
Must an alternative time entry solution be web-based? Or simply Client-Server based with web for “Self-Service” for Payroll / HR matters?
The County will consider both web-based and client-server (with web for self service) solutions.
Is the County considering a
stand-alone HRIS system? At this time, it is the preference to have a single solution for financial and HR transactions.
Will a list of vendor’s that bid on the RFP be available after the submission deadline?
The County will provide score tabulations listing each Proposer that responded and the points received for each proposal. The score tabulations will be sent with our notices of intent to award the project once the evaluation is complete.
*******End of Addendum 1********
FIRM NAME_______________________________________________ PHONE#____________________________________________
AUTHORIZED SIGNATURE TITLE