ADDENDUM A June 10, Mandatory pre-proposal conference at 9:00 am PST, Tuesday, June 14, 2016 (see RFP for details)

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1 Finance Department Purchasing Division REQUEST FOR PROPOSALS (RFP) Specification No C FOR ENTERPRISE RESOURCE PLANNING SOFTWARE AND IMPLEMENTATION SERVICES PROPOSALS WILL NOT BE OPENED AND READ PUBLICLY ADDENDUM A June 10, 2016 Mandatory pre-proposal conference at 9:00 am PST, Tuesday, June 14, 2016 (see RFP for details) Dear Proposer: Questions received from proposers along with answers are attached. Proposals/bids must be received no later than 2:00 pm, on Thursday, July 14, All responses must be in a sealed envelope and have ENTERPRISE RESOURCE PLANNING SOFTWARE AND IMPLEMENTATION SERVICES and Specification No C clearly marked on the outer most mailing envelope. Mail or Hand Deliver To: City of Berkeley Finance Department/General Services Division 2180 Milvia Street, 3rd Floor Berkeley, CA Proposals/bids will not be accepted after the date and time stated above. Incomplete bids that do not conform to the requirements specified herein will not be considered. Thank you for your interest in working with the City of Berkeley for this service. We look forward to receiving your response. Sincerely, Shari Hamilton General Services Manager 2180 Milvia Street, Berkeley, CA Tel: TDD: Fax: finance@ci.berkeley.ca.us Website:

2 Addendum A Questions and Answers for Specification No C ENTERPRISE RESOURCE PLANNING SOFTWARE AND IMPLEMENTATION SERVICES The City of Berkeley has received questions from some potential respondents regarding Specification No C, ENTERPRISE RESOURCE PLANNING SOFTWARE AND IMPLEMENTATION SERVICES. In an effort to provide the same information to all, listed below are the questions received to date, with responses from City staff. 1. Q. Has the City participated in demonstrations or education sessions of vendor solutions that can address some of the solution outlined in the RFP? If so which vendors? 1. A. No. 2. Q. Has the City had any internal discussions to date around various ERP options and vendors? 2. A. The City is requesting proposals for on premise or hosted service systems and encourages qualified vendors to respond. 3. Q. What kind of Cashiering are you looking for? 3. A. Please see requirements # listed in Attachment 8 Functional Requirements. 4. Q. What are the functional requirements behind Budget Prep? 4. A. See budget requirements # listed in Attachment 8 Functional Requirements. 5. Q. We see you are currently using NeoGov as your current Applicant Tracking. Are there any reasons why you wouldn t integrate to the new ERP solution or are you looking to fully replace? 5. A. In addition to applicant tracking, the City needs onboarding functionality. The City will evaluate if full replacement or integration best meets the needs of the City. 6. Q. You ve identified Lagan as a product to soon be replaced, would you mind sharing what product you are looking to replace with? 6. A. The City will release an RFP at a later date. 7. Q. Please describe the budget range that has been approved, or you feel would be acceptable for your project to include software and implementation services based on the scope of your RFP. Under a. $500,000 b. $500,001 1,000,000 c. $1,000,001 1,500,000 d. Over 1,500,000? 7. A. The City has budgeted an appropriate amount to fund the project. The City expects each proposer to put forward its best and most cost effective proposal. 8. Q. Do you have a database preference for your new ERP System? 8. A. No.

3 9. Q. How many users on this system currently? 9. A. Approximately 315 on HTE. 10. Q. How many users both full time and light do you anticipate needing access to the system? 10. A. See below three part answer: a. Currently the City has about 1650 annually and 350 seasonal employees. b. It is difficult for the City to envision exactly who will use the system as implementation of the system will result in a major change in the way that the City does business. Proposers should plan however on having all City departments with access to the system to enter transactions. See page 10 with department information. c. The City will review core/power users and provide an update when the second round questions are posted June 30 th. 11. Q. What experience does the City have with Cloud or Hosted solutions? Please provide a list of current Cloud or Hosted solutions that the City utilizes. 11. A. The City utilizes several cloud/hosted solutions, including Decade/Envision Connect for Environmental Health and Toxics inspections, NeoGov for applicant tracking, ActiveNet for recreation program registration, as well as several health related portals through Alameda County. 12. Q. Does the City have a preference for the ERP system to be installed on servers in the City s own data center, or provided as a Cloud based application? 12. A. See RFP intro page 4 and attachment Q. Will the City assign a project manager to the project to work alongside the vendor s project manager? 13. A. Yes. See City Staffing RFP page Q. Does the City have any PM methodology that you expect the vendor to follow? 14. A. The City expects the applicant to put forward a plan that follows current Project Management Best Practices and to include an implementation plan with the proposal. 15. Q. Do you employ your own DBA s for Oracle and or Microsoft? Please describe. 15. A. No. 16. Q. If there was a feasibility study done before the RFP, it would be helpful to have the results or major recommendations from it. 16. A. See RFP page 5- project background. 17. Q. Is there any desire for Management Self Service capabilities? IE: City managers initiate employee requisitions, budget development, performance reviews, etc. 17. A. The City wants to take advantage and leverage electronic workflow and self-service

4 capabilities as much as possible. Please respond to requirements in Attachment 8 Functional Requirements. 18. Q. Is there any desire for Employee Self Service capabilities? IE: Emergency Contact administration, Training / Licensing administration, Benefit Enrollment, etc. 18. A. See the two part answer below: a. Yes- see requirements 575 and 576 for new hires, benefits , payroll listed in Attachment 8 Functional Requirements. b. Proposals should identify employee self-service functionalities and the cost associated with implementing self-service options. 19. Q. Has the City allocated funds for both software and services for this project? If so, could you please share the budget for this project? 19. A. See response to 7. Q. 20. Q. How many bargaining Units does the city have contracts with? 20. A. See Attachment 19 - CITY OF BERKELEY COMPENSATION MATRIX. 21. Q. How many users are expected to be using the system in each of the following areas? a. Financials (GL, AP, AR, FA) in total b. Grants Management c. Project Accounting d. Payroll e. Timekeeping f. HRMS g. Purchasing Buyers including Purchase Order approvers h. Inventory users i. Requisitioners including Requisition approvers 21. A. See response to 10. Q. 22. Q. When does the budget preparation cycle start? 22. A. The City adopts a biennial budget. The next budget period encompasses FY18 and FY19. Budget instructions are distributed in November prior to the new budget adoption. The City also conducts a mid-cycle update annually. 23. Q. What is the projected start date of the project? 23. A. See the RFP timeline page 31- Section VIII Schedule. 24. Q. What is the expected total duration for the project implementation? 24. A. Please refer to Section 6 Implementation Plan of the RFP. a. Proposals should provide a detailed plan for implementing the proposed system. The City expects each applicant to put forward its best and cost effective proposal with a recommended timeline based on best practice and experience. b. The City anticipates each major phase to last 9-12 month.

5 25. Q. On the ERP RFP you request, Please provide eight (8) references for past projects that include products and services similar to those proposed for this RFP. Please use the following format in submitting references. At least five (5) references need to be California cities or other large California public sector entities. If we are not able to provide 5 references from the state of California but can instead provide references from other states, will that be okay or eliminate us? Currently working with a few partners interested in responding and they were hesitant based on that request. 25. A. No, it will not eliminate proposers. The City will review and evaluate submitted references. 26. Q. Is your current software developed in-house, or is it a packaged solution? 26. A. We currently use SunGuard Public Sector (formerly HTE) see RFP ERP Project background page Q. Are you looking for a Cloud based solution? 27. A. No. 28. Q. I wanted to check and see if there was any way to get attachments 1 through 7, attachment 13 and attachment 14 in MS Word format? It looks as if we might need to add more information than the pdf documents allow. 28. A. Attachment will be posted in word fillable format by Friday June 24 th. 29. Q. We noted that only the Fire Department is listed as using Telestaff for scheduling. Does the Police Department also use Telestaff for scheduling, or do they use another system 29. A. Currently, only Fire uses Telestaff, Police utilize manual scheduling. 30. Q. Will the organization allow us to bid solely on the timekeeping requirements of this project? We are a best of breed Public Sector workforce management specialist with unique features not found in generic ERP timekeeping modules, and we interface to all popular ERP systems. 30. A. No. additionally, see page 6 under general conditions, proposers are encouraged to partner with another firm to submit a proposal.