St. Tammany Parish Government Department of Procurement P. O. Box 628 Covington, LA Phone: (985) Fax: (985)

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1 October 15, 2015 Please find the following addendum to the below mentioned RFP. Addendum No.: 2 RFP#: Project Name: Enterprise Resource Planning (ERP) Software and Implementation RFP Due Date: Tuesday, October 20, 2015 GENERAL INFORMATION: Please be advised, 1. Respondents are asked to submit one (1) original and six (6) copies. 2. Respondents are asked to ignore the redundant analysis, design and software configuration row on Attachment D. QUESTIONS & ANSWERS: Question #1: Answer #1: Work Order enhancements are one of our priority 2016 initiatives. Within Attachment D, the Work Orders tab includes several requirements that are on our product vision roadmap within the next 12 to 18 months. Would it be possible to indicate those in our response for the parish? Yes

2 Question #2: Answer #2: Question #3: Answer #3: Question #4: Regarding Time and Attendance functionality: a. How many employees are using the Horologe Time & Attendance system? Does the Parish intend for these employees to continue using this system? b. Would the Parish like to track Volunteers and their time within the Time & Attendance system? If so, how many active volunteers are there? a. Horologe is currently only used during an Emergency Activation (e.g. Hurricane). All employees will use the new Time & Attendance. b. YES, the number of Volunteers will vary, depending on the emergency event. Maximum would be 50. Regarding the Parish s requested interface with AccuPrint (Attachment D, Technical Requirements tab, Requirement #217), we are reading this to mean that the Parish uses a third-party printer (AccuPrint) to print the employee s paychecks and/or direct deposit stubs. For this interface the ERP system would need to generate a transmittal file that is sent to AccuPrint for processing. Is this accurate? Correct, the Parish is currently using AccuPrint. It should not be construed that we will continue to use AccuPrint. If the ERP vendor has another secure solution for check printing, etc. the vendor is encouraged to provide a response. Regarding the Parish s requested one-way interface with Remit Plus (Attachment D, Technical Requirements tab, Requirement #218), our assumption is that Remit Plus is used to scan in checks and remittance information in some bulk format. Once the scanned batch is complete, Remit Plus will general a transmittal file that we will then import into the ERP system. Is this an accurate assumption?

3 Answer #4: Question #5: Answer #5: Question #6: Answer #6: Question #7: Answer #7: Question #8: Answer #8: Correct, the Parish is currently using RemitPlus. It should not be construed that we will continue to use RemitPlus. If the ERP vendor has another solution for scanning checks in bulk, the vendor is encouraged to provide a response. Attachment D, Human Resources tab, Requirement #222 requests that The system integrates with external State/Federal systems to support Driver s License and Social Security Number validity check. What specific information is required and for which state and federal agencies? Minimum State of Louisiana, Department of Public Safety. I have a question in the pricing format where do you want the vendors to put in pricing for conversion and there are 2 analysis, design and software configuration rows, what is the difference between the 2. All pricing/costs should be included in the cost section of the proposal, as defined in the instructions. Respondents are asked to ignore the redundant analysis, design and software configuration row on Attachment D. For each of the 1-way interfaces listed in the RFP, please identify if it is an import or export action (i.e. most should be import). The required interfaces import/export are defined in the RFP. If the vendor wishes to further specify the question, a more detail response can be provided. Attachment E Pricing: Where would you like us to include pricing for applications that are optional and complimentary, but not required? They should be included and designated as such, optional, complimentary, with pricing.

4 Question #9: Answer #9: Question #10: Answer #10: Question #11: Answer #11: Question #12: Answer #12: Question #13: In regards to RFP # Attachment D Functional Requirements Matrix, the response codes in the Payroll section do not include SR and CR as listed in the response rules instead there is a RT code in the drop-down list please clarify how we are to respond to this section. Include your response in the Comment/Narrative column. Be as concise as possible. Accounts Receivable What is meant by a bad address? This means that not enough data or inaccurate data was entered for an address. For example, a zip code was entered with 3 digits instead of 5. Accounts Receivable What does Line of Business mean in the way we handle automated transactions? The Parish currently has departments with different revenue streams: e.g. Taxes, fees, utility billing, etc. These line of business revenue streams need to be recognized separately, with the capability of accepting payments as an example: automated month bank drafts for utility billing, or credit card payments. Fixed Assets What is meant by perform Asset Change: Annexations? This is a type of asset change, just like an addition or deletion, it is just more specific. The government has the ability to annex property, and it would be one type of asset classification. Most likely this would be a field or recordation item to search by asset acquisition method. RFP section 5 (Contract Terms and Conditions) item 34 (Nonnegotiable contract terms) includes a reference to governing law. Item 47 (Governing Law) states that Jurisdiction and venue for any suit filed in connection with this RFP process and contract shall be exclusive to the 22nd Judicial District Court for the Parish of St. Tammany, State of Louisiana, which is a state court. Would the

5 Answer #13: Question #14: Answer #14: Question #15: Answer #15: Question #16: Parish consider utilizing a Federal Court rather than a State Court for this purpose? No, state court is required. Regarding the Parish s requested one-way interface with Bid Express (Attachment D, Technical Requirements tab, Requirement #212), would information be flowing from the ERP system to Bid Express or from Bid Express to the ERP system? The information would flow from Bid Express to the ERP. Procurement: What constitutes an invalid registration or a reregistration? Please provide examples. Such examples would include omission of a vendor s W-9 at the time of registration or omission by a vendor not providing all pertinent indicative data (address, phone, , etc.) Procurement: Does your current Bidding system provide the all of functionality you require? Specifically, does it support the following? Answer #16: Electronic posting and distribution (electronically by system) Yes Electronic bid receipt, including alternate bid Yes Response tabulation (fed by electronic receipt) Yes The system allows vendors to submit bids online Yes The system automates bid notifications to applicable/select vendors Yes The system provides remote access to inquire and obtain copies of bid requests Yes The system obtains a bid list application online Yes The system obtains bid summaries online Yes The system allows for word processing feature to: Allow unlimited inputting of free-form comments Yes Assist in compiling bid/specification documents Yes The system receives construction bids online and facilitates an electronic bidding process Yes The system receives electronic responses to solicitations Yes

6 Question #17: Answer #17: Question #18: Answer #18: Question #19: Answer #19: Can you share the budget for the project? The Parish does not intend to disclose that information at this time. Procurement In a variety of places, there are references made as to the ability for vendors to receive documents electronically. Can you provide a list of document types you need vendors to receive electronically (ex: purchase order)? Purchase orders, contract documents (contract amendments), general correspondence to vendors (such as, renewal, award, and/or rejection notifications/letters), ability to purchase and receive bidding documents (outside and/or in addition to STPG s e-bidding provider), addendums, etc. Procurement Bid Express is listed as a required interface. Is it safe to assume that the Bid Express application currently used handles your bid processing and online bidding needs inclusive of construction bids? That is safe to assume. However, the Parish is open to possible solutions that offer similar capabilities within the ERP system that are currently offered through 3 rd party e-bidding providers. Question #20: Regarding the Parish s requested one-way interface with FuelTrack (Attachment D, Technical Requirements tab, Requirement #222), is this interface for fuel usage or fuel costs? Answer #20: Specifically from FuelTrack, we are getting both Fuel Usage and Fuel Costs. We are looking to automatically import the following data into the ERP system. It can be presented in either a CSV or Excel format. Account Number Units Account Name Transaction Line Amount Card ID Participant Name Transaction Occurred Date Merchant Name Transaction Time Merchant Address Invoice Number Merchant City Product Description

7 Merchant State Merchant Zip Prompt Type Vehicle ID Driver ID Actual Odometer Type of Sale Description Transaction Exception Description 1 Transaction Exception Description 2 Transaction Exception Description 3 Billing Exception Description 1 Billing Exception Description 2 Billing Exception Description 3 Question #21: Answer #21: Regarding the Parish s requested interfaces with the Chevron Fuel Management and Phoenix Plus Fuel Management applications (Attachment D, Technical Requirements tab, Requirements #221 and #223), we assume that these are fuel usage tracking applications and that the Parish is looking to import the usage information into the ERP solution by vehicle. Are these assumptions accurate? We are looking to import the following data into the ERP system. It can be presented in either a CVS or Excel format. Single/Driver -> Driver Id # MiscKeyboard Vehicle Account TransDate AcctName TransTime DrvrName TransNum VehcName SeqNum ConvType SiteId DtConv Pump RcptPrn ProdId Manual Quantity UMeas Price TCode Odom << End of Addendum #2>>

8 September 21, 2015 Please find the following addendum to the below mentioned BID. Addendum No.: 1 RFP#: Project Name: Enterprise Resource Planning (ERP) Software and Implementation RFP Due Date: Tuesday, October 20, 2015 GENERAL INFORMATION: 1. Replace Notice of Request for Proposals with Notice of Request for Proposals- Revised. (Attached) 2. Add Record Retention Policy (Attached) QUESTIONS & ANSWERS: Question: Answer: Question: Regarding the software systems noted in Section 1.4 on page 7, will the Parish accept and consider proposals for the Finance and Human Resources/ Payroll systems, excluding the Utility Billing application? Yes. Please confirm the number of utility billing customers the parish currently services? Answer: Approx 13,200.

9 Question: Answer: Question: Answer: How many years of Payroll/ HR history does the Parish wish to convert? The RFP states all, but not how many years are included. Please see the attached retention policy. Can you tell me if there is a DBE or MDE/ WBE component to RFP# ? Does St. Tammany have stated DBE goals for each of their solicitations? St. Tammany Parish encourages DBE or MBE/WBE, but there will not be extra points given for this proposal for DBE or MBE/WBE. ATTACHMENTS: 1. Notice of Request for Proposals- Revised.pdf 2. Record Retention Policy.pdf << End of Addendum #1>>

10 NOTICE OF REQUEST FOR PROPOSALS - Revised St. Tammany Parish is seeking responses for the following project: RFP# Enterprise Resource Planning (ERP) Software and Implementation Responses will be received by the, until 2:00 p.m. CST Tuesday, October 20, RFP responses will be opened publicly at the physical location as stated in Section 1.4 of the RFP documents and only respondents who have submitted an RFP response shall be identified aloud. Prices shall not be read. Each response will be evaluated by designated Parish personnel after the submission deadline and public opening has passed. The outside of the envelope, box or package must be marked with the Proposal Name, RFP #, Project # (if applicable), and Proposal Opening Date. Proposals without these identification numbers will be subject to disqualification and non-consideration. The successful Respondent must supply St. Tammany Parish with all required documentation as specified in the RFQ documents. Said Respondent must also be in Good Standing and licensed to do business in the State of Louisiana. Specifications may be obtained from the St. Tammany Parish Office, Koop Dr., Suite 2F, Mandeville LA., Proposals will be received at the St. Tammany Parish Office, Koop Dr., Suite 2F, Mandeville LA., from each Respondent or his agent, or by certified mail with return receipt requested. Procurement Department

11 RECORD RETENTION POLICY The Agency must comply with a variety of State and Federal laws and regulations governing retention of business records, tax records, financial records, corporate records, client records and employment related records ("Company Records"). Depending on the nature of the records the laws or regulations may set different durations for retention. The Human Resources Department maintains a complete listing of the time periods for retention of all Company Records. You should never dispose of any Company Records without first consulting with the Human Resources Department. A listing of some of those retention periods, as well as the procedures for disposal, follows: A. DOCUMENT RETENTION UNDER THE OCCUPATIONAL SAFETY AND HEALTH ACT. RECORD 1. Summary and log of occupational injuries. 2. Annual summary of occupational injuries. 3. Records of exposure to hazardous materials and monitoring efforts. 4. Allegations of injury and employee claims of occupational injuries/diseases. 5. Occupational, safety and health training. RETENTION PERIOD Five years from the end of the year to which the records relate. Five years. Thirty years. Thirty years. Three years from the date of training. B. DOCUMENT RETENTION UNDER THE AGE DISCRIMINATION IN EMPLOYMENT STATUTE AND CERTAIN OTHER STATUTES. RECORD 1. Job Descriptions. 2. Payroll records or other records containing name, address, birth date, pay rate, occupation and weekly compensation. 3. Employee seniority and merit information. 4. Job applications,resumes etc. Two years. Three years. RETENTION PERIOD One year after the plan ends. One year from the date of personnel action.

12 5. Job advertisements or other notices of job openings or opportunities. 6. Results and test papers from employment tests. 7. Written results of physical exams. 8. Documents related to promotions, demotions, transfers, layoffs,recall or terminations. 9. Employment training records (unrelated to safety). 10. Documents related to hiring selection. 11. Pre-employment forms filled out by applicants. 12. Records related to a charge of discrimination. One year from the date of personnel action. One year from the date of personnel action. One year from the date of personnel action. One year from the date of personnel action. One year from the date of training. One year from the date of personnel action. One year from date of personnel action. Until final disposition of the charge or the statutory period for filing suit or the termination of any litigation. C. DOCUMENT RETENTION UNDER THE AMERICANS WITH DISABILITIES ACT. RECORD RETENTION PERIOD 1. All records related to requests for One year from the date accommodations. of the personnel action or record is made, whichever is later. 2. All employment records including application, One year from the date hiring records, personnel action forms etc. of the personnel action or record is made, whichever is later. 3. Personnel records of individuals terminated. One year from date of termination. 4. Records related to a charge of Until final disposition of discrimination. the charge or the

13 statutory period for filing suit or the termination of the litigation. D. DOCUMENT RETENTION UNDER THE FAMILY AND MEDICAL LEAVE ACT. RECORD 1. Records related to employer compliance with FMLA,including copies of notices or documents describing the policy or benefits. 2. All records related to employee requests for leave including dates/hours of leave, medical certifications and records of disputes. Three years. Three years. RETENTION PERIOD E. DOCUMENT RETENTION UNDER THE FAIR LABOR STANDARDS ACT AND/OR EQUAL PAY ACT. RECORD RETENTION PERIOD 1. Collective bargaining agreements, Three years. contracts of employment, certificates or notices from the Department of Labor. 2. Records setting out the basis for wage Two years. differentials to employees ofthe opposite sex. F. OTHER EMPLOYMENT RECORD RETENTION PERIODS. RECORD 1. Form l-9s. 2. Drug test results. RETENTION PERIOD Three years from the date of hire or one year from the date of termination, whichever is later. The time period varies

14 3. Retirement and Pension Plans including summary plan descriptions. depending on the results of the test. Six years after the filing. G. SUSPENSION OF RECORD DISPOSAL IN EVENT OF LITIGATION OR CLAIMS. In the event the Agency is served with any subpoena or request for documents or an employee becomes aware of a governmental investigation or audit concerning the agency or the commencement of any litigation against or concerning the Agency, such employee shall inform the Human Resources Director and any further disposal of Company Records shall be suspended until such time as the Human Resource Director, with the advice of counsel, determines otherwise. The Human Resource Director shall take such steps as is necessary to promptly inform all staff of any suspension in the further disposal of documents. H. DOCUMENT DESTRUCTION PROCEDURES. Once Company Records have been retained for the applicable period set forth in the Schedule, they should be prepared for destruction in the manner prescribed by the Human Resource Director unless the Human Resource Director has suspended the destruction of a class of records for any reason. Procedures for the disposition of records will be established by the Human Resource Director and may include: i) immediate physical destruction,including overwriting and deletion; ii) transfer to an appropriate storage area at the Agency; iii) transfer to a storage facility managed by an independent provider with whom appropriate contractual arrangements have been established; or iv) transfer to an archive; The following principles govern the physical destruction of records: i) the Human Resource Director must approve the destruction of records stored by a third party records management vendor; ii) records subject to a suspension notice as set forth in H above, must not be destroyed;

15 iii) iv) destruction should be carried out in a way that preserves the confidentiality of any information they contain; and all copies of records that are authorized for destruction, including personal copies and backup copies, should be destroyed.