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HomeMy WebLinkAbout8-1-2023 Vendor Q and APage 1 of 3 City of Renton RFP Q&A - RFP for ERP Software DATE COMPANY/CONTACT INFO QUESTION RESPONSE 7/10/23 Leonardo da Vinci Inc DBA Quanam Nicole Halm Nicole.Halm@quanam.com Please let me ask if you are considering open- source software. We have extensive experience implementing Odoo ERPs. The city is looking for a mature Public Sector ERP solution and will consider vendors who can meet the city’s Functional and Technical requirements without customization. 7/12/23 Origin Utility Lance Maxwell lmaxwell@originutility.com Origin would like to inquire if, as part of the ERP RFP just released, the City of Renton would give any consideration to replacing its existing utility billing software (Springbrook) with a proposing Vendor's integrated utility billing solution? The city will not be replacing its Utility Billing solution. 7/17/23 CentralSquare Edward Schutter edward.schutter@centralsqu are.com 1. Are you open to replacing NEOGOV? 2. Can you please provide the number of named users? 3. Does the City require the �mekeeping system to have 24-hour scheduling and/or shi� swapping capabili�es for police, fire, etc.? 1. The city will not be replacing NeoGov. 2. 250 named users, W2 count is 900 3. No. Telestaff is used for Public Safety and not in scope for replacement. 7/18/23 CentralSquare Edward Schutter edward.schutter@centralsqu are.com 1. Are the following included in the 100-page limit: a. Requirements document b. Contract Samples a. Yes b. No 7/21/23 Seven Outsource Christina Miller christina@sevenoutsource.co m 1. Whether companies from outside USA can apply for this? 2. Whether we need to come over there for mee�ngs? 3. Can we perform the tasks (related to RFP) outside USA? 4. Can we submit the proposals via email? 1. Yes 2. At the discre�on of the vendor. 3. Yes 4. No 7/22/23 Oracle Mark Johnson Mark.ma.johnson@oracle.co m In the proposal the City states that there are 250 Named Users required for the software. Can you please let me know how many of those users would fall into the following categories? 1. General User 2. Access to all modules, restricted only by permissions 3. All employees in the Accounting, AP, AR, financial functions. 4. Department heads 5. Anyone who need dynamic and drill down reports 6. Self Service User: Because Renton would be leveraging our HCM/Payroll solution, all employees would be covered for Self-Service. 7. Enter and view expense reports. Depending on how you set up approvals for expense reports, expense approvers (managers or Details will be discussed with finalist vendors. Provide assumptions for your pricing based on other Cities of similar size. Page 2 of 3 supervisors) can review and approve expense reports. 8. Enter and view purchase requests or requisitions. Depending on how you set up approvals for purchase requests or requisitions, purchase approvers (managers or supervisors) can review and approve purchase requests or requisitions. 9. Enter and view activities such as tasks and phone calls. 10. Access their calendar. 11. Access documents and relationship records 12. Planning and Budgeting User 13. Full access to NetSuite Planning & Budgeting 14. Finance budget manager 15. Finance budget consolidation 16. Department Level Budgeting 7/28/23 Eamon Hardiman Eamon.hardiman@carahsoft. com 1. We understand Laserfiche from your requirements as your Document Management System, which should integrate in different business objects. As Laserfiche is offering different solu�ons, can you please confirm the scope of this Product? 2. In the requirements document line no. 89 different user defined invoice types are requested. Could you please give a bit background informa�on about what you would like to achieve with spli�ng the invoice types? 3. In the requirements document line no. 68.: can you please describe who should ini�ate the online request and in which format this request should be routed? 4. If a new HR system offers a way for �me entries that sa�sfy the requirements of employees currently working with Cityworks and Telestaff and can poten�ally be integrated with exis�ng terminals, can it be the sole system for �me entries in the future? 5. Within the “RFP Details” document Applicant Tracking is set to be retained. Within the “ERP So�ware Requirements” document the so�ware is required to support an applica�on database. If that requirement is only supported when the proposed so�ware’s Recrui�ng module is used, could NeoGov poten�ally be replaced? If so, please state the requirements to a poten�al new recrui�ng solu�on. 6. Within the “ERP So�ware Requirements” document an integra�on with MS 365 1. Laserfiche version 11 Windows Client, Web Client, Forms*, Workflow, Weblink*, Quick Fields, Import Agent, Audit Trail, OCR with OmniPage (* Externally available) 2. Invoice format may vary by invoice type in terms of the informa�on that should be included on each. 3. Department users or Finance users. Rou�ng would be based on dollar amount and ini�ator. Vendors should indicate if this func�onality is in the system. 4. Cityworks and Telestaff are not in scope to be replaced for this project. 5. NeoGov is not in scope to be replaced for this project. 6. Vendor to provide details as to func�onality available in the Page 3 of 3 applica�ons (Word, Excel, PowerBI) is stated as a requirement. Please state the most common use cases that lead to this requirement. 7. Within the “ERP So�ware Requirements” document the tracking and manageability of training, cer�fica�ons, licenses, expira�on and renewal dates with reminders is requested. The “RFP Details” document does not list a Training/Learning solu�on. Should a learning management system be included in the offer under “Human Resources”? 8. Within “Exhibit A – Pricing” it is stated, that you require access for 250+75 Financial Users. What are the different user requirements for your 250 + 75 Financial users? Are there different access rights and func�onali�es, that users need to have access to / func�onal areas? If so, how many users are required for the different func�onali�es? 9. Within sec�on “Desktops and Laptops” on page five approximately 700 worksta�ons are men�oned. Does each worksta�on require addi�onal access to the system? proposed so�ware to support integra�on with MS365 applica�ons. 7. The city has a requirement for tracking this informa�on, not using the ERP solu�on as a learning management tool. Vendors should response with func�onality offered with the proposed solu�on. 8. RFP indicates 250 named or 75 concurrent users. Use this informa�on to provide es�mated pricing for the city. We provided both op�ons to support vendor pricing. 9. Poten�ally for employee self- service or �me entry.