Kansas City Area Transportation Authority 1350 E. 17 th Street Kansas City, MO 64108

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1 Issue Date: 3/11/15 ADDENDUM NO. 1 Kansas City Area Transportation Authority 1350 E. 17 th Street Kansas City, MO RFP No B Lawson Accounts Receivable and Billing Implementation This Addendum is hereby made a part of the Bidding Documents and Project Documents to the same extent as if it was originally included therein and is intended to modify and/or interpret the bidding documents by additions, deletions, clarifications or corrections. The Offeror shall acknowledge in the proposal the receipt of this Addendum. BID CLOSING The closing date for the Request for Proposal is hereby changed to 2:00 PM on March 18, GENERAL INFORMATION The following is a list of questions and answers submitted by prospective vendors: 1. Is the RFP Go Live date of 5/1/15 still valid? If so, when is the project start date? (Honestly, I don t think we could meet that date even if we started today!). The system has to be available by 5/1/15. The project start date is as soon as the vendor is capable of starting after award. 2. What about technical hours? Will the AR & BL modules be installed on test and production environments with all updates? ANSWER: We assume some updates will be needed. A reasonable amount of technical hours should be included to accommodate any required updates in both test and production. 3. How many KCATA staff will be participating in the project and what is the percentage of their time allocated to the project? ANSWER: Three to four Finance staff 1 technical team lead will be available as needed throughout the project. This project is a priority and will receive the appropriate level of time allocation to complete by 5/1/15. Page 1 of 5

2 4. Need details on all interfaces mentioned in #4 (Testing). ANSWER: There are not currently any interfaces with the AR process; however, we may identify needs during the project and will work with the vendor as needed to create, implement, test, and support any such interfaces. 5. Need details on process flows mentioned in #4 (Testing). ANSWER: Standard process, nothing complex. Amounts calculated. Billing amounts entered and invoices created (would like to use Excel add-ins to make this process easier). Payments applied upon receipt. Credit memos entered when necessary. Reconciliation of accounts with GL. Aging reports reviewed and dunning letters created. 6. Will customer invoices and statements be generated from standard Lawson reports or will these be handled through a third-party forms company (i.e. MHC)? ANSWER: Standard reports for now. May need/want to change later. 7. How many AR & BL companies? Is there one customer group for all companies or multiple customer groups? ANSWER: About customers. Multiple customer groups based on the type of service and/or pass type. 8. What are the typical monthly volumes of invoices and statements? What is the frequency of invoicing (daily/weekly/monthly)? ANSWER: Will primarily be generating monthly bills for each customer; occasionally more depending upon ordering pattern of customer. 9. Are customer dunning letters sent monthly? If so, what is the volume? ANSWER: Most likely; volume unknown at this time. 10. What are the typical sources of revenue i.e. bus passes, onboard bus fares, charters, etc? ANSWER: Passes and billed services for special needs customers. Also Community Bills, lease payments, misc. service payments and advertising. 11. Is there any form of inventory tracking required (i.e. for bus passes)? ANSWER: Will be doing that through a different system. Page 2 of 5

3 12. Will the standard AR & BL reports be used or are there any custom reporting requirements? ANSWER: Standard reports. 13. What forms of payment are typically received i.e. cash, lock box payments, checks, credit cards, web sales? ANSWER: Cash, checks, credit cards and web sales. 14. Are customer late charges or finance charges assessed and/or collected? 15. Are customer credit limits set, reviewed and controlled with purchases? ANSWER: N/A 16. Are payments applied to the open items/invoices or on a balance forward basis? ANSWER: Open items/invoices basis 17. Are sales by sales rep entered & tracked?. 18. Will any EFT functionality be implemented on this project? t at this time. 19. Is all AR & BL processing in US Dollars? 20. What is the monthly volume of returns and credit memos? ANSWER: Minimal (less than 10) 21. Are there any contract or grant related billing scenarios? Is there any billing originating from the AC (Project & Activity Accounting) module? 22. Are any sales or use taxes assessed or collected for customer invoices? Page 3 of 5

4 23. Will any add-on charges be billed to customers (i.e. for mailing or delivery of bus media)? 24. Will any location-based pricing be used? ANSWER: Possibly, if available 25. Is any promotional pricing used? ANSWER: Possibly, if available 26. Are any recurring (monthly/quarterly/annual) invoices sent to customers? 27. Regarding the references, clients are not always comfortable having us disclose contract value. I can assure you that each reference has executed contracts with us well in excess of the project currently under consideration. We propose that contract value not be disclosed by us, and that become a question asked by KCATA during reference checking. Will that be acceptable? 28. The financial documents that you request are by definition, for a public company like us, fairly lengthy and detailed. Including those documents in the RFP response would eliminate a substantial amount of content in keeping to the 20 page maximum. Nearly all potential clients are satisfied by having us provide a link to those documents. Will that work for you?. Please submit the financial documents with your bid. The financial documents are not part of the 20 page maximum length. They are for addressing personnel assigned to work the project and vendor s technical strengths/competencies. 29. On page 15 of the RFP, Section 5.a, it states, Proposers are requested to submit positions, titles, and fully burdened hourly rates for each of the five contract years. Please clarify this statement. ANSWER: The sentence is revised to read as follows; In conjunction with Attachment J or on a separate document, Proposers are requested to submit positions, titles, and fully burdened hourly rates that correspond with the time required to perform Project Discovery, System Configuration, Installation, Testing, Deployment, and Training. Page 4 of 5

5 RECEIPT OF ADDENDA RFP No B Lawson Accounts Receivable and Billing Implementation Offerors shall return this RECEIPT OF ADDENDA form when submitting your bid. The form shall be signed and dated by an authorized representative of the firm. Failure to submit this form may deem the Offeror non-responsive. We hereby acknowledge that the Addenda noted below have been received and all information has been incorporated into the RFQ as required. Addendum # Dated Date Received Company Name: Address: City/State/Zip Code: Telephone: Fax: Printed Name: Authorized Signature: Address: Page 5 of 5