REQUEST FOR QUALIFICATIONS ADDENDUM

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Edmund Daniel
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1 REQUEST FOR QUALIFICATIONS ADDENDUM Request for Qualifications Title: Solicitation Number: RFQ #12-25 Addendum Number: 1 Issue Date of this Addendum: April 16, 2013 Solicitation Coordinator: Contact Information: Enterprise Resource Planning Software Daniel Spero, Professional Services Manager (503) (direct) (503) (fax) SperoD@pdc.us ( ) 1.0 PURPOSE OF THIS ADDENDUM The Portland Development Commission ( PDC ) is issuing this Addendum to the Request for Qualifications named-above (the RFQ ) to (a) list the attendees at the April 15, 2013 voluntary pre-submittal meeting, (b) address questions that were asked at and immediately after the presubmittal meeting, and (c) respond to other questions PDC received about the RFQ. 2.0 QUESTIONS ASKED AT THE PRE-SUBMITTAL MEETING The following questions were either asked at the pre-submittal meeting or were submitted in response to answers given at the meeting. PDC s answers are in bold. If you asked a question at the meeting and it is not addressed below, please submit an additional request for clarification (per section 5.5 of the RFQ). The list of attendees at the pre-submittal meeting is included in Section 4 of this Addendum. 1) What is your timeline to complete a formal decision? Please outline your process once you have received all RFQ responses. PDC Response: The solicitation schedule is listed in Section 1.3 and the response review and short-listing process is listed in Sections 5.11 through 5.14 of the RFQ. 2) You referenced the intention to move to a formal RFP, however there is no reference to this in your RFQ documentation just a reference to a tentative date for short-listing. Is it the intention of PDC to use the RFQ process to narrow the field you will be sending your RFP to? PDC Response: Yes, this intention is stated in Section 1.1 with additional details in Sections 5.13 and 5.14 of the RFQ. 3) After the short-listing process described in the RFQ, what is the procurement schedule for the RFP? PDC Response: While PDC cannot commit if or when the RFP will be issued, PDC is targeting an RFP issuance date sometime within the next four months. Addendum 1 to RFQ #12-25 Page 1 of 5

2 4) Once you narrow the field from the RFQ, what is the decision-making process? PDC Response: That process will be explained in the subsequent RFP document. 5) Is it the desire to have an integrated solution or a interface solution for Loans and a CRM? PDC Response: Currently the Loan Servicing and the CRM system are in the same software, Portfol, and the loan portion is currently being interfaced with Lawson. The best possible scenario would be an integrated solution for one or both of the loan servicing and/or CRM functionalities; however, if the loan functionality is not included in the proposed solution, it would require a similar interface between the loan software and the ERP system. 6) Would the system require a do-to or do-from in its interface functionality? PDC Response: Yes. In the future, PDC may have the necessity to provide accounting for one or more separate entities that could either be stand-alone with a separate board or more closely related to PDC. If the latter, this functionality would be desirable. 7) Could you explain what PDC means by the ability to setup multiple entities/companies and how it will be used? PDC Response: As noted above, in the future, PDC may be required to provide services to one or more separate entities, such as non-profit corporations. These services could be in the form of providing services for fees to an unaffiliated entity with a separate board or establishing a related entity whose financial information might be consolidated with PDC s for financial reporting purposes. The proposed ERP system should be able to address PDC in its current structure and provide the ability to establish more than one entity in the ERP system. 8) Has a formal budget been developed for this project and are you willing to share the total project cost expectation? PDC Response: No formal budget has been established at this point in time. 9) At what point in the process will respondents be given access to the decision-making committee? PDC Response: Addressing only the RFQ process and not the RFP, Respondents would have access to the decision-making committee if the committee elected to see product demonstrations and conduct interviews with the RFQ finalists (see Section 5.12 of the RFQ). 10) Will the vendors that conduct a product demo be given access to each department addressed in this change process in order to fully understand their needs from a new system? PDC Response: Until the review of written responses is complete (see Section 5.11 of the RFQ), PDC will not know whether product demonstrations are necessary. If demonstrations are deemed appropriate, PDC will develop and share its expectations for the demonstrations with the finalists. Addendum 1 to RFQ #12-25 Page 2 of 5

3 3.0 CLARIFICATION OF THE RFQ The following questions were asked by potential respondents to the RFQ. PDC s responses are in bold. 1) Please define what PDC is doing with project accounting? PDC Response: PDC currently uses project cost accounting to track staffing (both direct and indirect) and related materials and services for each project that PDC engages in. Projects can be external projects, such as redevelopment of the Centennial Mills site; internal projects, such as the ERP Implementation Project or income-producing PDCowned properties. Additionally, PDC currently assigns project numbers to each loan and grant for purposes of the interface between Lawson and Portfol. 2) Please further define the employee labor relations? Are you needing to maintain union information? PDC Response: PDC will need to maintain and have the ability to update union-related information. Currently PDC s represented staff are compensated in a classification structure that has salary steps which we are able to track in Lawson. We will need to maintain Step and Grade schedules that align with our Collective Bargaining Agreement as well as future changes. There is only one union representing employees at PDC. 3) Under benefit administration, are you looking for online enrollment and benefit management? PDC Response: PDC currently contracts with Citycounty Insurance Services (CIS) for Medical, Dental, Life and Flexible Spending accounts, and online open enrollment is provided through their system, however, we utilize the Benefit module in our current system for these plans which flow through to our payroll module. We would need to maintain the benefit plans in our system. We have approximately 17 benefit plans. 4) Please further explain what you are asking for in regard to web enablement? Are you looking to allow employee to perform task such as managing their employee information or submitting purchase requisitions/orders, expenses, etc. for approval? PDC Response: We are looking for the user interface to be based in a web browser. 5) In regard to contract management, is this requirement to address full contract management including bid management from RFP/ITB creation to contract/bid creation and completion? PDC Response: On that item, PDC expects you to explain the contract management functionality of your system. Such functionality may include, but isn t limited to, online bid hosting and management, automated contract preparation, workflow approval, and contract management / close-out tools. 6) What are your needs around managed services? Is this outsourcing of IT for your new ERP system or are you looking for someone to performed outsourced accounting for part of the project? PDC Response: Our needs around managed services include services available for outsourcing IT support functions for the ERP software. 7) One of your requirements on page 7 shows the need to manage loans within the system; however on page 15 you are asking for an interface to the PORTFOL system? Are you planning to keep the PORTFOL system and interface it with a new ERP or are you expecting to be able to manage loans within the new ERP system? Addendum 1 to RFQ #12-25 Page 3 of 5

4 PDC Response: Ideally, we would like to be able to manage loans and grants within the new ERP system; in lieu of that, we would need to be able to interface Portfol to the new ERP system. 8) Additionally, under the same loan and grant section on page 7, there are no requirements listed for grants. Are you actively managing grants and what are your needs around grant management? PDC Response: PDC actively manages loans and grants within Portfol and are able to use the loan functionality within Portfol to manage grants. 9) Under General Conditions of this RFQ section 5.4, you state Reserved with no definition to that section. What are you requiring in section 5.4? PDC Response: Nothing is required in section 5.4. Typically, that section includes information on the pre-bid meeting; that content was moved to section ) In regard to the listed user counts in Exhibit B of the RFQ: a) What is the difference between Lawson User Accounts and ERP Application Users? PDC Response: The ERP application users are those users that have access to the core modules in Lawson like accounts payable and general Ledger. We currently have 88 ERP application users. The Lawson user accounts provide access to the self-service functions in Lawson like time card entry and LBI reporting. We currently have 130 Lawson user accounts. b) You reflect an expected 100 users, are these to be full access system users or are any of those users only going to be performing specific tasks? PDC Response: We anticipate that all users will have access to the CRM and selfservice functions of the system (e.g., time card entry, workflow, and enterprise reporting). We anticipate that only a subset of those users will have full system access. See the response to question 10.a for more specifics. c) One of your requirements is for a CRM solution, are any of the 100 users going to be working solely within the CRM? If so, what is that anticipated user count? PDC Response: Please see 10.b above. d) You show a current employee count of 128 with an anticipated reduction to 95 in the next fiscal cycle. Does this denote an anticipated reduction in staff or does it denote your anticipation of having some of the current 128 FTEs become seasonal employees? PDC Response: As mentioned in section 2.2 of the RFQ, PDC anticipates a significant reduction in its workforce next fiscal year; one that will likely reduce the number of FTE to less than 100. e) If they will become seasonal employees, what are the expected quarter(s) the employees will be working during any given year. PDC Response: See the answer above; we do not expect to have any seasonal workers. Addendum 1 to RFQ #12-25 Page 4 of 5

5 11) Can you provide a breakdown of your employees in this manner? EMPLOYEE CATEGORY EST. COUNT Full Time 95 Part Time 0 Contingent / Contract Workers 5 Former Employees with Access PRE-SUBMITTAL MEETING ATTENDEES Since most attendees of the April 15 pre-submittal meeting participated via conference call, PDC cannot guarantee the completeness of this list. It should be noted that this was not a mandatory meeting. COMPANY CONTACT New World Systems Dan Thomas Dan.thomas@newworldsystems.com Avaap Brian Ciarochi brian.ciarochi@avaap.com Serenic Ron Bean rbean@serenic.com Denovo Marce Ahrenberg MAhrenberg@denovo-us.com Infor Wes Whitesell Wes.Whitesell@infor.com Synergy Business Solutions Jered Cady jered@synergybusiness.com Tyler Technologies Joe Parent Joe.Parent@tylertech.com Workday Chad Duffy Chad.duffy@workday.com 5.0 TERMS OF THIS ADDENDUM This Addendum constitutes an integral part of the RFQ and is to be read in conjunction with the RFQ. Unless specifically changed by this Addendum, all other requirements and terms of the RFQ remain unchanged. Capitalized terms used in this Addendum without definition have the same meaning ascribed to those terms in the RFQ. It is the responsibility of all Respondents to conform to this Addendum and modify their responses accordingly. Addendum 1 to RFQ #12-25 Page 5 of 5

Question: Payroll. By institution if they differ, please outline your payroll calendar as-is and to-be. Answer: No difference

Question: Payroll. By institution if they differ, please outline your payroll calendar as-is and to-be. Answer: No difference Vermont State Colleges Request for Proposals Payroll. Are each of the institutions on the same payroll calendar? If not, are the institutions considering adopting the same calendar? Yes same calendar,