Page 3 of 6 RFP # 011-17 Enterprise Resource Planning (ERP) System and Implementation Services QUESTIONS AND ANSWERS Addendum #2 Question #1: Question #2: I was reviewing the attendance sheet and noticed page 2 is missing. Can you please provide page 2 of the pre-proposal attendance sheet? The attached was posted on the website. There is not a page two. The Attendance Sheet is complete as posted. As mentioned this morning, my technical response proposal team has shared with me the following: Purchasing Tab questions: PU47 through PU56 and PU71 through PU78 - are locked in the workbook as a protected sheet within the Excel document Payroll Tab questions: PY129 through 138 are locked, so are sections PY139 through PY151, PY169 through PY171 and PY172 through 191. Lastly, on the Accounts Receivable Tab the option to respond to include the option in the dropdown selection field for Yes responses or Base Code do not appear to exist. Question # 3 Appendix D, Functional Requirements Checklist, has been revised and replaced in its entirety. Please see the Revised Appendix D, Functional Requirements Checklist is attached hereto as Exhibit 1. I have a question about the IT system requirement #7 in Appendix E of RFP 011-17. The requirement here is worded thusly:
Page 4 of 6 Provides a robust and highly configurable role-based access control (RBAC) and row-level security (RLS) that is SAML 2.0 compliant. Additionally, the solution should be fully compliant with RapidIdentity for user access across the district. With that in mind, our question is this: what kind of scope do you have in mind regarding the RapidIdentity integration with the ERP solution? Put a different way, we re trying to determine if: A. You want to use RapidIdentity mainly for the purposes of authentication in the solution (e.g. the ERP solution uses RapidIdentity as a SAML-based identity provider) B. You also want to use RapidIdentity to manage role assignments within the solution Finally, if the answer to the above is B and Identity Automation does not provide a connector to the ERP system, would the implementation of any necessary gap solutions be covered as part of your existing support contract with Identity Automation? Here, for example, let s assume that the ERP solution does provide an API to automate the assignments, but Identity Automation has not implemented a connector to facilitate the automated role assignments. In this case, we re trying to assess the scope of the gap solution effort should this be required. The District desires for the proposed ERP solution to support SAML authentication via the RapidIdentity federation service. The need for role assignments via integration with RapidIdentity is not necessary for this implementation. Question # 4 It is indicated that there are 7,800 employees, but only 7,000 clocking employees. Would you need to track time for these additional 800 employees? Are these 800 additional employees substitutes? Proponents should design their solution around 7,800 employees. Question # 5 There are 100 automated time and attendance locations. What does this mean? Do you need a timeclock for each location or would mobile punching or a desktop login be sufficient for these locations?
Page 5 of 6 Question # 6 Question # 7 Question # 8 Question # 9 The District anticipates a need for 150 total clocks, some locations will require more than one clock. Are you looking to integrate Zonar with your time and attendance system for Transportation? The District plans to implement a single time and attendance system across the enterprise, however, the department may wish to continue using Zonar for bus drivers and integrate with the selected ERP system. In section 7.2 of the RFP the last paragraph appears to not be complete. Could you please complete the sentence or paragraph for full context? Section 7.2 has been revised. Please see Page 1 of Addendum 2 for the Revised Section 7.2. In your scoring, will you score Finance, HR/Payroll, Time and Attendance separately or as a cumulative score? Scores will be applied to a complete solution, not as separate components. If ERP vendors are using third parties to complete a response, will you look at pairing components (i.e. Time and Attendance) from different submissions that score the highest and/or provide Clayton County Schools the best solution possible? The District does not intend on taking a "best of breed" approach to this solicitation. Question # 10 Our company is teaming with another small business. Can we also utilize that company s past performance as part of the submission package? Yes
Page 6 of 6 Question # 11 Attached please find the questions that we have gathered in our reviews. Per the RFP, your deadline to post responses is Feb 27. Is there a way to get answers as you answer them? It would help us take all of your answers into account in a timely manner before the final submission deadline. CCPS has received your spreadsheet of clarification questions. A copy of the questions contained in the spreadsheet is attached hereto as Exhibit 2. CCPS is seeking a complete ERP solution that provides state of the art comprehensive technology that enhances customer service, streamlines the work effort for staff, and provides enhanced technical performance. The District has completed an evaluation of current processes and will provide that information to the selected vendor. Please refer to the Scope of Services and Requirements in the RFP. Any questions posed by this vendor that CCPS deems to have not been addressed by the statement above, or in the RFP, will be individually addressed. As stated in the RFP, answers will be posted to the CCPS Website not later than 3:00 p.m. on February 27, 2017. Any addendum may be posted earlier than the stated time. Proponents should refer to the website for any postings. Question # 12 In Section 8.4 of the RFP PDF, there is a reference to section 1.3.5. Which section is being referred to here? Section 8.4 has been revised. Please see Page 1 of Addendum 2 for the Revised Section 8.4.
EXHIBIT 1 TO ADDENDUM 2 Revised Appendix D, Functional Requirements Checklist
EXHIBIT 2 TO ADDENDUM 2 Questions From Spreadsheet Question Who is the SPOC for technical explanations and questions? What is the volume of PO based purchasing and non PO based purchasing? Volume of invoices per month is more than 3 times the number of POs issued. Does that mean a lot of procurement happens without POs? Do you require a solution to manage non PO based invoices? How are invoices received today? Are invoices received through EDI? Will there be any integration with any third party solution to import and process invoices? If so, please explain what it will be. Are there any major vendors used more frequently than the others? Do you have one time vendors? If so, what is the process for on boarding such vendors and if they are used for procurement. What is the order to cash cycle duration? Is there any manual review required for invoices before they are cleared for payment? If so, would this manual process be eliminated and future systems will have a completely automated invoice processing? What kind of procurement capability should the solution have? Will it require Self service procurement, plan driven procurement or service procurement? Are purchase orders issued through a fixed set of items from vendor catalogs/ contracts? How are the vendor catalogs currently managed? Are there any externally hosted vendor catalogs in your network ie procuring through vendor punchout catalogs? Do you want capabilities to host and manage vendor catalogs internally? Please elaborate on what features would be required in the catalog management tool for eg. Storing vendor SKU, item descriptions, images etc. How do you send purchase orders to vendors and receive invoices currently? Will vendors be capable of integrating to ERP systems for receiving XML PO as well as electronic invoice processing? What kind of approvals are required for purchases? Do you need monthly resource planning tool for planning the requirement quantities and schedules of a given material or purchases are mostly adhoc? What kind of items do you procure? Is procurement done for consumables only? Please elaborate. Do you allow procurement of goods/ services that are not available under vendor catalogs? Will you require purchases to be made based on pre approved/ procure vendor quotes? Do you use blanket orders? What kind of items are procured through blanket orders? Do they require any approvals? What kind of PO outputs can vendors accept fax, email, xml, print orders etc?
Do you have 2 way or 3 way match vendors (payment upon GR)? Are supplier payments based on goods receipt/ confirmation of services? Will any review or approval process be involved to clear payments? Do you need supplier self service capabilities with the procurement solution? If so, please elaborate What kind of background checks do you want to be able to perform for vendors? Is there any third party tool currently being used for this? Will any integration be required with this tool? Do you want to require centrally managed vendor contracts? Do you have RFQ process for vendor selection? Please provide more details Do you require requisitions to be made through RFQ or RFP procedures if vendor contracts are not available? Are procured items charged to specific account types based on commodity types? Please explain what kind of cost objects you currently use to charge purchases (cost centers, WBS elements, assets etc.) Does user access to certain functionalities need to be restricted by parameters like commodity types, purchasing value limits, location etc. Please elaborate on what parameters can drive user access to procurement functionalities (for eg. Creation of requisition, purchase order processing, goods issue, goods delivery etc.) Do you currently use P cards for purchases? If so, do you integrate with any third party application to manage payments through p card? What are the requirements from for future procurement solution to be able to utilize P card? Will there be integration with any third party softwares? Do requisitions as well as purchase order changes require approval? If so, what factors will drive approval? Do you need online as well as offline approval for requisition? Is there any need for mobile approval capability? Do you need budgeting restrictions on purchases when using specific account assignment objects? Are vendors going to be centrally managed in ERP finance system only? If not, what other systems will be used for on boarding vendors. Will any integration eb required with these systems? What kind of Assets are to be managed? How frequently are they procured? Is there any need for asset deployment, allocation, tracking, bar code scanning? What is the reporting need for procurement? What need inventory management capabilities do you need from the future solution? Please elaborate Are goods stored at specific physical storage locations? Is there any goods issue process? Are goods issued against purchase requisitions through available inventory? Are inventory stocks to be replenished automatically based on pre defined reorder points? Please define specific requirement for automatic inventory management. Does inventory need to be adjusted in case of order returns, damaged goods, return to stock etc.? Are Benefit Plans configured / processed in house or outsourced to 3RD party provider? If outsourced, what is the name of the provider?
Please explain the current benefit administration process. Are garnishments processed in house or outsourced? If outsourced, to who? Is check printing processed in house or outsourced? If outsourced, to who? Are W2 s processed in house or outsourced? If outsourced, to who? How are Criminal Investigations/Background Checks currently processed? Please explain any integration points. What percentage of time can CCPS HR and Payroll resources commit to this project? What is meant by Certifications? Please elaborate on this scope item/requirement and if it is limited to Learning Management How many HR, Payroll and Benefit interfaces does CCPS have today? Please list interface names and functions. Is gross and net payroll process in house today? Does CCPS maintain employee Compensation Plans, Rules and Eligibility? Will the user base for the ERP solution remain the same? Does the Automated Time and Attendance Management system involve the use of Time Capture devices as well? Does this need to have a biometric reader? How many locations will need to have these devices installed? On the Fixed Assets solutions, are you looking at hardware options for the asset scanning and barcoding solution? In the Interface Requirements section, what applications does CCPS plan to continue with? What are the challenges posed by the Applicant Tracking and Student Activity Accounting applications? Please provide an overview of GDOE reporting requirements from Finance, HR and other functional areas How do you host sourcing events in current ERP application? How are bid evaluations done? Are evaluation methods configurable? How are communications handled (award noticies, response to questionnaires etc)? Is facility leasing (buildings, properties, vehicles etc.) managed through procurement? Are these considered fixed assets? Are you looking for a budgeting tool for prioritizing projects, estimating costs etc? General Ledger Account Structure 32 characters GL account Is this required only for reporting or for posting as well? Please provide more information on the need for account structure change. Are you looking for an ability to update the existing account structure or perform customizations to suit the new requirements?(gl19) Please provide more information on the flexibility of chart of accounts? Does this refer to the changes in the G/L account/account groups or does this refer to the changes in the chart of accounts? (BU19) Will the cost be booked in asset under construction and then settled to assets? Are there legacy assets which will be required to be brought in the ERP system along with its acquistion cost and accumulated depreciation? Are there any preferences for the cloud model Private, public and hybrid? Is there a requirement for High Availability for Production systems? For the DR setup, are there any specific preferences, or is it fine to consider the hosting partners DR locations? What is the current DB growth YOY?
Current DB Sizes for the production environment which need to be migrated to the new solution What is the support model you envisage as part of operational support? Are you looking at a managed services model? Are you looking for a 3 system ( Dev Qua Prod) or N+1 landscape? What is the retention policy for the data in the system ( 3 year / 5 Years / 10 years)? Are there any specific response time SLA's to be built in over and above the vendor standard SLAs? Is it ok to have similar Production and Staging environments from a sizing standpoint? Are there any preferences in terms of an onsite/offshore model? Is license management to be managed by the vendor? What are the uptime requirements, and how are the maintenance cycles(scheduled downtimes) being planned? Are there any specific infra level pain points that need to be addressed? Is Workers Compensation administered by a 3rd party provider? If so, does the current system integrate with that 3rd party or is this a manual process? How many HR documents would CCPS like to have the ability to attached to each employee record? Does CCPS have a target go live date in mind for HR/Payroll? If so, what is the target date? Does CCPS have a data warehouse? If so, which one and what type of data are you storing? How many years of historical HR and Payroll data would CCPS like to migrate over to new system? Is CCPS willing to access standard HR/Payroll best practice functionality out of box? Is CCPS looking for a solution for facilities management? If yes, please provide a brief on the requirements Please provide details about the Student Activity Accounting application requirements AR7 talks about interfacing with district's internal system for reserving district facilities. Please provide more details about this internal system i.e technology platform and if there are any specific requirements pertaining to this interface In Section 8.4 of the RFP PDF, there is a reference to section 1.3.5. Which section is being referred to here? As part of Data Migration what all types of data to be migrated like Master data/ Transactional / Historical? In case of Historical data how many years of data to be considered? Are we looking for migration of terminated employees if so up to what extent the data to be considered i.e. how many years back data? For Learning Management is there any content readily available or it need to be prepared by the service provider? Are these trainings instructor based or classroom based Please provide details about the reporting requirements in Grants Management including the mandatory reports to the various federal, state department and auditors.