HomeMy WebLinkAbout8-1-2023 2nd Additional Vendor Q & A
City of Renton, WA
ERP Software & Implementation Services
July 31, 2023
Collaborative Solutions, LLC. 1
Questions from Collaborative Solutions
Thank you for taking the time to answer the following questions related to the implementation of your
new ERP solution. Your answers will help us understand and drive the project requirements.
1. There is a mention of a Phased implementation approach. Is there a preference for the order of
departments to be implemented?
RFP says this: “The city expects to implement an ERP solution using a phased approach or as
recommended by the selected vendor and approved by the city.”
2. Do you have a desired go-live date for the organization?
No
3. Please elaborate on the Shadow Systems vendor you’d like to replace. What functions does that
system currently serve.
To be reviewed with the finalist vendor.
4. Are you planning to refresh your organizational structure as part of the implementation?
TBD – answer should not materially impact vendor response.
5. We have found that with SaaS implementations organizations often change responsibilities and
skillsets of the system primary/functional users to realize the optimization opportunities. Are you
planning to change your service delivery model as part of this implementation?
TBD – answer should not materially impact vendor response.
6. What internal change management, communications, and training capabilities/resources do you
have or expect to have for this project?
Limited.
7. Do you have current benchmarks or KPIs and have you defined metrics you want to achieve?
Have you conducted any stakeholder or readiness assessments related to this initiative? If so, what
were the results?
To be reviewed with the finalist vendor. No.
8. Will all departments, including Public Safety (Fire and Police) and Parks and Recreation, be fully
utilizing the new ERP system i.e., entering purchase orders, time and absence tracking, payroll, etc.?
If not, please explain your expectations for how much they will be using the new ERP system.
TBD. User counts have been provided.
9. Please list any unions and collective bargaining agreements in place, including the number of
employees covered by each agreement. Does union membership drive any eligibility requirements
for benefits, compensation plans, time off or leave plans, etc.? If so, please explain and indicate the
relative level of complexity of these requirements.
To be reviewed with finalist vendor. Bargaining units impact benefit eligibility. These will be reviewed
with the finalist vendor.
10. Please list your retirement providers.
To be reviewed with the finalist vendor.
11. Please provide a list of your time off and leave plans, including all accruing and non-accruing plans.
To be reviewed with the finalist vendor.
City of Renton, WA
ERP Software & Implementation Services
July 31, 2023
Collaborative Solutions, LLC. 2
12. Aside from Telestaff, do you have any other time entry software that should be integrated with the
new ERP system? Please list any other the time entry methods (web clocks, time sheets, external
time clocks), time entry codes (hours worked, meetings, etc.), time entry templates (i.e., time sheet
formats), and work schedule calendars that will be used.
All listed in the RFP.
13. Please provide a copy of your current pay calendar, as well as a list of your earnings and deductions.
To be reviewed with the finalist vendor.
14. Will tax filing be performed by a third party? If so, do you have a preferred vendor?
TBD.
15. How many different review types (performance reviews, Performance Improvement Plans (PIPs),
disciplinary action plans, development plans) will you use in the new system? Do you do a formal
calibration?
To be reviewed with the finalist vendor.
16. Do you currently use goals and competencies? If so, how many? Do you store competencies on the
employee or job level?
To be reviewed with the finalist vendor.
17. How many different banks (financial institutions) do you have, and how many bank accounts do you
have with each financial institution? Which accounts will require will generate electronic payments?
Which accounts will require auto-reconciliation? If possible, please provide a list of banks and
accounts.
One primary account will require auto reconciliation.
18. Are you using procurement cards? If so, are these also used for expenses or do you have a separate
card for travel and expenses?
See Requirements #71. No.
19. Will you be using any punchouts? If so, which vendors?
TBD.
20. Do you have capital projects, and/or do you plan on entering Time on projects?
Yes.
21. Please describe what population and what kind of time entry is happening in Cityworks.
To be reviewed with finalist vendor.
22. Please describe the Praxis integration with City of Bellevue. Do you pay the City of Bellevue fees for
taxes and licensing?
To be reviewed with the finalist vendor.
23. Please describe the functionality of the Xplor Recreation integration and what is needed to and/or
from the new ERP system.
To be reviewed with the finalist vendor.
24. Please describe the functionality of the Genetec integration and what is needed to and/or from the
new ERP system.
To be reviewed with the finalist vendor.
25. Do you currently have a SSO vendor, for example, Microsoft Azure or OKTA?
No.