Request for Proposal (RFP) For an Enterprise Resource Planning (ERP) System And Implementation Services For Summit County, CO

Transcription

1 Request for Proposal (RFP) For an Enterprise Resource Planning (ERP) System And Implementation Services For Summit County, CO

2 RFP QUESTIONS (The questions below were received after the pre-bid conference which was held April 22, 2015) Contents RFP Design Questions... 2 System Design Questions... 2 Project Questions... 2 Interface Questions... 3 HR/Payroll Questions... 3 Implementation Questions... 4 RFP Design Questions In Section B (Pages 15-21), please confirm the numbering of the proposal response sections. There is no Section 4 or Section 9, and there are two Section 6 s. This was a printing error. All relevant information is available in the RFP however the numbering sequence is incorrect in some places. System Design Questions On page 5, it is noted in the Background Statistics chart that there are 425 Full Time Employees. Will all of the 425 employees access the new ERP solution? No, approximately 300 unique employees will be accessing the new ERP solution. Project Questions The County budget documents indicates that the project will be funded through Capital Expenditures. From the estimated $4.7 million dollars in that fund, how much is earmarked for this project? The County has not specified it s budgeted for this project yet. The anticipated budget for this project will be based on the bids that come in. The County has been working with GFOA to identify the appropriate budget for this project. Are there other funds that will be used besides Capital Expenditures? Page 2 of 6

3 The County has not specified it s budgeted for this project yet. The anticipated budget for this project will be based on the bids that come in. Interface Questions On the Interfaces spreadsheet (Attachment 9), please explain what the County would like to export from the ERP solution to Cartegraph? The export from the ERP system to Cartegraph is not required. The County would like to have the amount of employee hours worked on a specific project exported from an ERP solution to Cartegraph but this is an optional feature, not a required feature from the County s standpoint. The systems listed on the interface list were only listed to obtain an idea on whether or not the interfaces will be required for the future solution or will be eliminated during some part of the implementation. There are only two required interfaces for this project. On page 6, A.3 Project Background it states..the future solution must be able to meet the County s functional and technical requirements. To facilitate implementation, the County has chosen to minimize customizations on its future system and to minimize interfaces. For this project, a limited interface to Kronos to accommodate the bus driver timekeeping is only one of two required interfaces. The other interface that is required is between the finance system and JP Morgan, which is the County s purchasing card vendor. Can you provide further explanation as to why it indicates that only two required interfaces are noted when the Interfaces sheet (Attachment 9), there are fourteen Interfaces listed? There are only 2 required interfaces (Kronos and JP Morgan). The other interfaces are optional, meaning the County is open to recommendations if they can be accommodated (or replaced by the future solution), but this is not mandatory. 3. Question: Why is the Interface to JP Morgan not listed in the Interfaces list in Attachment 9? The interface to JP Morgan is an oversight and should be included on the list. It is one of the two required interfaces. HR/Payroll Questions How many unique people do you currently pay via your current Payroll solution? There are 450 unique people paid via the current payroll system. How many unique employees do you anticipate paying via the new Payroll solution? The County anticipates paying 450 unique employees via a new payroll system. Page 3 of 6

4 3. Question: How many unique employees do you anticipate needing access to the Self-Service functionality in the Human Resources module? The County anticipates granting access to 450 unique employees via Self-Service functionality in a new human resources system. 4. Question: How many employees will be submitting timesheets via the new ERP solution? The County anticipates approximately 300 unique employees submitting timesheets via the new ERP solution. 5. Question: How many unique employees will be submitting expenses via the new ERP solution? The County anticipates approximately 150 unique employees submitting expenses via the new ERP solution 6. Question: How many W2's do you produce annually? The County had 600 W-2 s in Question: How many Part-time employees are there? There are 86 part-time employees. 8. Question: How many of these part-time employees would need access to the new ERP solution? Approximately 30 of the County s 86 part-time employees will need access to the new ERP solution. 9. Question: How many accrual groups (separate groups for calculating leave accruals and the associated rules) do you have? There are a total of ten (10) separate groups that will need to be accommodated. 10. Question: How many unions do you have? There is one (1) union that will need to be accommodated. 1 Is there a requirement for pension reporting and associated calculations (i.e. pensionable service etc.)? Page 4 of 6

5 Yes, the calculations will need to be in the ERP solution; however pension reporting is done outside of ERP. 1 From Attachment 8 - Requirements, we have questions around the following: Time Sheet Validation- System accommodates "Kelly" days (48 on / 96 off shifts). Can you please provide additional information on the Kelly days requirement? The Kelly Schedule is used regularly in public safety agencies (e.g. police, fire, ambulance). This is used specifically for the County s ambulance department. They work 24 hour shifts. Currently, they are on 48 hours and then off 96 hours. The County would like flexibility in any manner of 24 hour scheduling to accommodate the ambulance department. From Attachment 8 - Requirements, we have questions around the following: Time Sheet Validation- System to convert sleep time into hours of pay ( 3 or more hours of sleep is converted into 8 hours of pay) Can you please provide additional information (and possibly an example) related to the 2 nd item on converting sleep time into hours of pay? Currently, when an ambulance employee is working a 24 hour schedule, they are assumed to be sleeping for 8 hours of that 24 shift. So, if they don t get a call during these 8 hours of sleep time, they will be paid for 16 hours only. If they are called out during their 8 hours of sleep time and that call lasts up to 2 hours and 59 minutes, they are paid additionally for that additional time i.e. up to 2.75 hours (16 hours hours). If they are called out during their 8 hours of sleep time and the call lasts more than 3 hours, they are paid for the entire sleep time (16 hours + 8 hours). So in terms of our timekeeping system, there would need to be a rule created that if they enter 3-8 hours of sleep time in a 24 hour time period, the system would convert that to 8 hours of pay at their regular hourly rate. Implementation Questions Would the County prefer on-site training? The County would like on-site training, using the train-the-trainer method if needed/recommended. The county is not averse to off-site training for key staff. How many General Ledger accounts do you have? The County has approximately 825 general ledger accounts. 3. Question: How many bank accounts do you reconcile each month? The County has 35 bank accounts; however there are only 6 that require monthly reconciliation. They include: a 1) operating account for all incoming payments, 2) a warrant account for all outgoing payments, 3) an online account for credit card payments made to the County, 4) a payroll account, 5) a flexible spending account and a 6) Treasury disbursement account, for property tax refund payments. The other accounts are investment accounts. Page 5 of 6

6 4. Question: How many Accounts Payable vendors does the County have? The County has approximately 2000 vendors, however only 1000 are used on a regular basis. 5. Question: How many Accounts Receivable accounts does the County have? The County does not run their receivables through SAP currently, however there would be approximately 100 accounts used in a future ERP solution. 6. Question: On page 23, it says the County is interested in specific talent management solutions like an Applicant Tracking and Performance Management System. Do you know if the County is considering stand-alone solutions for this or would they prefer to go with a single solutions provider for both ERM and TM? The County prefers an integrated solution for the desired functionality; meaning, a single Proposer may propose multiple products, but they must ensure that all of the products are integrated to meet the County s requirements. Third-party solutions may bid on this project as a partner to a primary solution. Page 6 of 6