REQUEST FOR QUALIFICATIONS #12-25 ENTERPRISE RESOURCE PLANNING SOFTWARE

Transcription

1 REQUEST FOR QUALIFICATIONS #12-25 ENTERPRISE RESOURCE PLANNING SOFTWARE Statements of Qualifications Due: April 30, 2013 by 2:00 PM (Pacific Time) A voluntary pre-submittal meeting for this RFQ will be held on Monday, April 15, 2013 at 10:00 a.m. (Pacific Time) at PDC offices (address below) and by conference call (see Section 1.4 of this RFQ) Direct all questions and submit one (1) original, seven (7) color photocopies, and one (1) soft-copy response (on CD-ROM) to PDC s SOLE POINT OF CONTACT for this RFQ: Daniel Spero, CPPB Professional Services Manager Portland Development Commission 222 NW Fifth Avenue Portland, Oregon (503) (direct) (503) (fax) SperoD@pdc.us ( ) (www) PDC encourages the participation of certified minority-owned, women-owned, and emerging small businesses in this contract opportunity.

2 TABLE OF CONTENTS SECTIONS PAGE NO. 1.0 Request for Qualifications Summary PDC and Project Background Functional Requirements Submittal Requirements and Evaluation Criteria Conditions of this RFQ 10 EXHIBITS EXHIBIT A. PDC Current ERP Environment EXHIBIT B. Key Statistics EXHIBIT C. Interfaces ATTACHMENT ATTACHMENT A. Functional Requirements and Cost Estimates Worksheet RFQ #12-25, ERP Software Page 2 of 19

3 1.0 REQUEST FOR QUALIFICATIONS SUMMARY 1.1 SUMMARY Through this Request for Qualifications (this RFQ ), the PORTLAND DEVELOPMENT COMMISSION ( PDC ), the economic development and urban renewal agency for the City of Portland, Oregon, requests statements of qualifications ( responses ) from experienced and qualified vendors ( Respondents or you(r) ) to provide, install, and maintain an enterprise resource planning system ( ERP System or Software ). This RFQ represents the first step in a two-step procurement process. PDC is issuing this RFQ to prequalify (or short-list ) a subset of the Respondents to participate in a subsequent Request for Proposals process. ALL PARTIES INTERESTED IN PROVIDING AN ERP SYSTEM TO PDC MUST PREQUALIFY THROUGH THIS RFQ. 1.2 RFQ DATA AND CONTACT INFORMATION The Solicitation Coordinator identified in this section is PDC s sole point of contact for this RFQ. Direct all questions and comments regarding this RFQ to the individual identified here. Request for Qualifications Title: Solicitation Number: RFQ #12-25 Solicitation Coordinator: Contact Information: Response Delivery Location*: Enterprise Resource Planning Software Daniel Spero, CPPB; Professional Services Manager (503) (direct) (503) (fax) SperoD@pdc.us ( ) Portland Development Commission Attn: Daniel Spero, Professional Services 222 NW 5th Avenue Portland, OR * To be considered for evaluation, responses must be received by PDC at the location listed here no later than the Response Due Date and Time listed below. 1.3 SOLICITATION SCHEDULE PDC reserves the right to change the following schedule for any reason. Request for Qualifications Issued April 5, 2013 Pre-Submittal Conference April 15, 2013 at 10:00 a.m. (Pacific) Deadline for Questions and Requests for Changes April 18, 2013 RESPONSE DUE DATE AND TIME (no later than) April 30, 2013 by 2:00 p.m. (Pacific) Product Demonstrations (optional) Week of May 20, 2013 Notice to Short-List Issued (tentative) May 31, 2013 RFQ #12-25, ERP Software Page 3 of 19

4 1.4 PRE-SUBMITTAL CONFERENCE A voluntary pre-submittal conference for this RFQ will be held on Monday, April 15, 2013 at 10:00 a.m. (Pacific Time) at PDC offices at 222 NW 5th Avenue, Portland, Oregon in the Enterprise Conference room. Upon arrival, all attendees must sign-in with PDC security. This meeting will also be held over a dial-in conference call at the same day and time. The number to call to participate by phone is (267) , Access Code: Attendance at this meeting is recommended but not required. This RFQ and PDC s procurement process will be explained at the pre-submittal meeting. Attendees will also be given the opportunity to ask questions of PDC s information technology and other project staff to help clarify PDC s expectations for the ERP System. Verbal comments or responses given by PDC staff at the meeting are not binding and will not serve to modify any portion of this RFQ unless later confirmed in a written addendum to this RFQ. PDC may request that particularly detailed or technical questions, or those that require additional consideration and research, be submitted in writing to PDC s sole point of contact for this RFQ (see Section 5.5 below). Interested parties are responsible for all costs associated with attendance at this meeting. 2.0 PDC AND PROJECT BACKGROUND 2.1 ABOUT THE PORTLAND DEVELOPMENT COMMISSION Created by Portland voters in 1958, PDC has been a driving force in Portland s reputation for vibrancy and livability. As Portland s urban renewal and economic development agency, PDC focuses on investing in the job creation, innovation, and economic opportunity that will transform Portland into one of the world s most desirable and equitable cities. As the city's economic development agency, PDC helps existing and new businesses navigate a wide variety of public and non-profit resources, assists businesses in evaluating Portland as a viable and effective location where a company can thrive, and connects business owners with financial and technical resources that can give companies a competitive edge. For more information, visit the PDC website at PROJECT BACKGROUND Over the next ten years, PDC will transition from a Tax Increment Financing (TIF) funded redevelopment agency to a smaller economic development agency. A necessary element to this transition is a substantial reduction in the size of the organization, including staff and the associated operating budget. The transition from an organization that consistently had over 250 employees to one with potentially fewer than 100 permanently, alters the variables that drive businesses processes and the size and nature of the organization s IT infrastructure. We are beginning the process of reviewing those systems we have in place, what it has historically taken in agency staffing to support them, and whether we can find solutions that require less overhead and greater business process improvement opportunities. PDC implemented our ERP system, Lawson, in Please see Sections 2.3 and Exhibits A through C for information related to PDC s current financial systems and information technology environment. RFQ #12-25, ERP Software Page 4 of 19

5 2.3 CURRENT ERP SYSTEM The PDC currently utilizes Lawson S3 application suites and technology products for its Financial, Human Resource, Procurement, and analytical requirements. Complementary software, both third-party and in-house developed, provide additional solutions for time entry, budgeting, and loan and grant servicing, all of which are tightly integrated with the Lawson system. Details of the current ERP environment, interfaces and transaction volumes can be found in the following exhibits located at the end of this RFQ: Exhibit A Current PDC Environment Exhibit B Key Statistics Exhibit C Interfaces 2.4 PROJECT OBJECTIVES With this Project, PDC seeks to achieve the following: Reduce the total cost of ownership of its IT systems Right-sizing of infrastructure and resources to meet evolving application and user demand Leverage latest technologies (e.g., cloud-based solutions) to reduce dependency of onpremise resources Maximize availability of remote and mobile computing tools Successful data migration audited for integrity before Go-Live Reporting and query tools that provide flexibility in reporting and use of data without need for programming knowledge. Ability to download data to a file to analyze, chart and/or perform decision support analysis without danger of corrupting live data An event driven system to manage and streamline business processes with prompts for required actions, tracking and monitoring. Reduce the need for supporting applications Reduce reliance on IT staff to manage complex infrastructure, disaster recovery, upgrades and application development Ability to extend the system through self-authored content to support strategies of the future. RFQ #12-25, ERP Software Page 5 of 19

6 3.0 FUNCTIONAL REQUIREMENTS 3.1 MANDATORY FUNCTIONALITY This section describes PDC s mandatory requirements for a proposed ERP System. The Mandatory requirements are those requirements that must be satisfied by the proposed ERP System; proposed systems that lack the following mandatory functions will not be considered by PDC. The mandatory components and functionality include: Financials Procurement General ledger Cash management Accounts payable / encumbrance Accounts receivable Asset management (fixed assets) Project accounting Requisitions Purchase orders Human Resources Payroll General Position control (include status management) Employee tracking (Personnel changes, employee history) Employee labor relations (Unit Tracking) Benefits administration Compensation planning Employee self-service EEO/AA Retroactive changes Leave management (including FMLA/OFLA tracking) 457 & Roth IRA Payroll systems and servicing Time and attendance Vacation and leave accounting Direct deposit End-user reporting and analytics Workflow Integration capability Web-enablement Ability to setup multiple entities/companies RFQ #12-25, ERP Software Page 6 of 19

7 3.2 DESIRABLE FUNCTIONALITY PDC is interested in achieving greater integration by moving non-lawson functionality, where possible, into the new ERP system to consolidate financial management applications and reporting tools. The following components and attributes are considered to be highly desirable (i.e., nice to have, but not mandatory) in a proposed solution: Financials Comprehensive Annual Financial Report (CAFR) Budget Budget preparation and control Procurement Contract management Human Resources Performance management Job Posting and application tracking Training tracking Organizational development (e.g., org. charts, succession planning, etc.) On-boarding Loan and Grant Management Loan servicing Loan allowance calculation Customer Relationship Management Remote access with role base security Business contact management & workflow Business development and outreach tracking Communication and marketing campaign management General Hosted software / software-as-a-service Managed services Associate records with an electronic content management system 4.0 SUBMITTAL REQUIREMENTS AND EVALUATION CRITERIA Responses submitted for this RFQ will be evaluated by comparing the quality and completeness of your response with the following Submittal Requirements and Evaluation Criteria. Include a Table of contents and organize your response in the order of the sections below. All submittal requirements listed as Mandatory in this section must be addressed in sufficient detail to demonstrate your understanding of the work requirements described in this RFQ. RESPONSES THAT DO NOT ADDRESS ALL MANDATORY SUBMITTAL REQUIREMENTS WILL BE DEEMED NON-RESPONSIVE TO THIS RFQ. RFQ #12-25, ERP Software Page 7 of 19

8 4.1 COVER LETTER In a one or two page cover letter, provide a summary of your response. This cover letter should include a brief history of your firm and the software your firm proposes to meet PDC s needs. Additionally, include the mailing address, phone number and address of your firm s primary point of contact for this RFQ. 4.2 GENERAL QUALIFICATIONS AND EXPERIENCE Provide a description of your firm s experience in providing the Software described in this RFQ. For this section include: Total number of years your firm has been in operation, general scope of services and products provided, and current principal areas of expertise Description of your firm s history in providing the products and services described in this RFQ, including number of years your firm has been providing the proposed Software Number of years your firm has been providing implementation, project management, and training services for the proposed software system(s) Description of (a) your total number of product installations; and (b) your firm s prior ERP product installations for public sector organizations, including the average implementation time for those installations and when the work was complete Provide an overview of your firm s personnel infrastructure and capacity to provide effective implementation services Narrative description of your firm s organization and its relationship to any larger business entity, if applicable At least three (3) client references, two (2) of which should be for public sector entities. Reference information should contain the name of your client, contact name and title, and the contact phone number and address. Submit references for fully completed installations to the extent possible. References may be checked at PDC s discretion. 4.3 GENERAL PRODUCT INFORMATION Provide general information about the proposed ERP system including: Available business application modules and their description Reporting capabilities Work flow capabilities Interface capabilities Ability to migrate historical data from current ERP system Configuration capabilities Product support tools and offerings Upgrade and maintenance methodology Software development path Product enhancement requests Disaster recovery features RFQ #12-25, ERP Software Page 8 of 19

9 4.4 TECHNICAL PRODUCT INFORMATION Provide technical information about the proposed ERP system product including: System architecture and network requirements Security features (e.g., application, data, and network security) Application development environment User interface methods and requirements (e.g., web-based, mobile devices, supported browsers, etc.) Integration with Microsoft applications (e.g., Office 365, SharePoint) Any additional third-party product requirements Databases supported 4.5 PDC-SPECIFIC PRODUCT INFORMATION Address the following PDC-specific questions in your response: Describe your software s ability to do Fund Accounting. Explain the products potential as a right-sized option for PDC. How is the product capable of meeting potential change? Describe how an enterprise reporting model is supported? Ideally, a user would only have to log into one portal to run all reports rather than into a disparate set of systems. Describe how integration between on premise and cloud applications is handled. Are the integrations real time or batch? How is security handled? Who creates and maintains the integrations? Currently, when a cost center is moved to a different department, PDC loses the ability to report out transactions using the new structure and the prior organizational structure. What features are provided to allow users to report out transactions based on both the new and/or prior organizational structure? What is the ability to configure the product (e.g., user-defined fields, screen layout, etc.)? List examples and technology used. 4.6 RESPONSE TO FUNCTIONAL REQUIREMENTS Response to functional requirements must be specified in the Functional Requirements and Cost Estimates Worksheet (Attachment A). 4.7 COST ESTIMATES Based on prior experience with similarly sized organizations (e.g., 95 to 125 employees), please fill out the Functional Requirements and Cost Estimates worksheet (Attachment A). RFQ #12-25, ERP Software Page 9 of 19

10 SUMMARY OF SUBMITTAL REQUIREMENTS AND EVALUATION CRITERIA FOR THIS RFQ EVALUATION CRITERIA General Qualifications and Experience (Section 4.2) General Product Information (Section 4.3) Technical Product Information (Section 4.4) PDC-Specific Product Information (Section 4.5) Response to Functional Requirements (Section 4.6; Attachment A) Cost Estimates (Section 4.7; Attachment A) TOTAL AVAILABLE POINTS MAX. POINTS PER CRITERION 10 Points 15 Points 15 Points 15 Points 25 Points 20 Points 100 Points OTHER SUBMITTAL REQUIREMENTS Cover Letter (Section 4.1) Not Scored 5.0 GENERAL CONDITIONS OF THIS RFQ All Responses submitted in response to this RFQ are subject to the terms and requirements contained in this RFQ. All matters not specifically addressed in this RFQ, or a subsequent contract entered into, will be governed by PDC s Local Contract Review Board Administrative Rules as well as applicable Oregon Revised Statutes ( ORS ) and other rules pertaining to procurement and contracting at PDC. 5.1 Reservation of Rights. PDC, in its sole discretion, reserves the right to change or cancel this RFQ; to reject any or all Responses received in response to this RFQ; to decide whether a response does or does not substantially comply with the submittal requirements and procedures contained in this RFQ; to waive minor informalities of any response; to obtain clarification or additional information necessary to properly evaluate a response; to obtain references regarding any respondent s past performance from any source. 5.2 Response Preparation and Submission Instructions. Responses submitted in response to this RFQ must be of sufficient length and detail to demonstrate the Respondent has a thorough understanding of the needs of the project described in this RFQ Quantities of Responses. Respondents must submit the following which must be received by PDC at the location listed in Section 1.2 of this RFQ no later than the Response Due Date and Time listed in Section 1.3 of this RFQ: One (1) signed, original, hard-copy response Seven (7) color photocopies of the same pages One (1) electronic copy of the response on CD-ROM in Adobe Acrobat or Microsoft Word format THE ORIGINAL RESPONSE MUST BEAR AN ORIGINAL INK SIGNATURE AND MUST BE MARKED ORIGINAL Packaging and Labeling. Responses must be submitted in a sealed package or envelope. To ensure proper identification and handling, the package or envelope must be clearly marked with the following: RFQ #12-25, ERP Software Page 10 of 19

11 RFQ Solicitation Number Respondent s name and address Date and time Responses are due Name and address of PDC s Solicitation Coordinator for this RFQ PDC shall not be liable for any lost, late, or improperly marked Responses Sustainability. Your response (and copies) should be printed on 100% post-consumer waste recycled paper. Do not use ring-binders, metallic spines, and any other extraneous presentation materials that cannot be easily recycled Form of Response. Responses must be typewritten on 8.5 x 11 white paper in no less than 11-point typeface. NO ORAL, OR FACSIMILE RESPONSES WILL BE ACCEPTED. Responses should address the submittal requirements of this RFQ in a clear, concise, and direct manner. Unnecessarily elaborate or lengthy Responses are not desired. 5.3 Preparation Costs. Respondents are responsible for all costs related responding to or participating in this RFQ (such as any interview or negotiations that may be requested or required). 5.4 Reserved. 5.5 Requests for Clarification or Change. All requests for clarification or change to any matter contained in this RFQ (e.g., the system functionality, procurement process, evaluation criteria, etc.) must be submitted by to the Solicitation Coordinator identified in Section 1.2 of this RFQ. All such requests for clarification or change must be received by the Solicitation Coordinator no later than the Deadline for Questions and Requests for Changes, listed in Section 1.3 of this RFQ. 5.6 Changes to this RFQ. All clarifications and changes to any matter contained in this RFQ will be issued in the form of a written addendum to this RFQ. Unless otherwise stated, Respondents are not required to return addenda with their response; however, Respondents are responsible for making themselves aware of, obtaining and incorporating any changes made in any addendum into their final response. Failure to do so may cause the Respondent s response to be rejected. Up to the date and time responses are due, it is the responsibility of all parties interested in this RFQ to refer frequently to PDC's RFQs/RFQs and Bid Opportunities website to check for any addenda that have been issued for this RFQ. PDC may make a courtesy effort to notify interested parties that an addendum has been issued for this RFQ; however, interested parties are ultimately responsible for being aware of any addenda issued by PDC and modifying their response accordingly. 5.7 Sole Point of Contact. After this RFQ has been issued and before the NSL has been published, direct all questions, comments, and/or requests for clarification or change regarding this RFQ, or the subsequent RFP, to the Solicitation Coordinator identified in Section 1.2 of this RFQ. 5.8 Restrictions on Communications. Respondents must not communicate with members of the evaluation committee, the PDC board of commissioners or any PDC employee not specifically named in this RFQ, except upon invitation by PDC in a formal interview or demonstration. Doing so may be cause for response rejection. PDC will not hold one-on-one meetings with any potential vendor during the RFQ process outside of a formal demonstration (see Section 5.12). RFQ #12-25, ERP Software Page 11 of 19

12 5.9 Public Records and Disclosure. All responses submitted for this RFQ will become the property of PDC and will be subject to disclosure pursuant to Oregon Public Records Law (ORS 192), except those portions of a response that a Respondent requests exemption from disclosure consistent with ORS 192 and the requirements herein. Any portion of a response that a Respondent claims to constitute a trade secret must meet the requirements of ORS (2) and be easily separable from the rest of the response to facilitate public review of the non-confidential portion of the response. All such sections must be CLEARLY AND CONSPICUOUSLY marked with the following: This information constitutes a trade secret under ORS (2), and shall not be disclosed except in accordance with the Oregon Public Records Law. If a Respondent marks every page or includes a blanket statement that the entire response is Confidential or Proprietary, that response will not be deemed to have been submitted in confidence and, upon request, the entirety of such a response will be disclosed. PDC will take reasonable measures to hold in confidence all response contents marked in the way described above, but shall not be liable for the release of any information when required by law or court order, whether pursuant to ORS 192 or otherwise. Unless this RFQ is cancelled, Responses and evaluation results will not be made a part of the public record until PDC has issued its Notice to Short-List Information Submitted. It is the sole responsibility of each Respondent to submit information related to the submittal requirements contained in this RFQ and PDC is under no obligation to request such information if it is not included within your response. However, PDC may (a) request a Respondent to submit additional information during or after the response evaluation period; or (b) overlook, correct, or require a Respondent to correct any obvious clerical or mathematical error(s) in their response Method of Evaluation. All responsive Responses will be reviewed and scored by an evaluation committee. This committee will include staff of PDC and potentially one or more external reviewers. Using the Evaluation Criteria listed in Section 4 of this RFQ, evaluators will use their independent judgment to score the quality, completeness, and appropriateness of each Respondent s written response as well as any relevant information that PDC may subsequently request or discover. PDC will then add individual committee members scores to produce an initial ranking. The highest-ranked Respondents will be considered the Finalist Respondents Product Demonstrations (Optional). At PDC s discretion, the Finalist Respondents may be requested to provide an on-site or web-based presentation and/or demonstrations of their proposed Software to PDC. If presentations and/or demonstrations are requested, the Respondent(s) will be offered alternative dates from which to select. In addition, visits to existing Respondent customer sites that are running the proposed solution in production may be conducted by PDC staff Short-Listing Process. Whether or not interviews are conducted, PDC expects to short-list the top-ranked Respondents to this RFQ and invite those Respondents to participate in a subsequent request for proposals ( RFP ) process. If interviews are not conducted, PDC will short-list the Respondents that have the highest cumulative scores. If interviews are conducted, PDC reserves the right to either re-score the interviewed Respondents responses or use the original scores solely as the basis to determine the list of Respondents to interview and short-list a certain number of Respondents based on the cumulative strength of the written responses and interviews. THOSE FIRMS NOT SHORT-LISTED THROUGH THIS RFQ ARE NOT ELIGIBLE TO PARTICIPATE IN THE SUBSEQUENT RFP. RFQ #12-25, ERP Software Page 12 of 19

13 5.14 Notice to Short-List. After completion of the evaluation process, PDC will issue a Notice to Short-List ( NSL ). The NSL will identify all firms that responded to this RFQ and those respondents selected to participate in the RFP. All respondents will be given seven (7) calendar days to review the solicitation file at PDC offices. Appointments can be made by contacting the Solicitation Coordinator identified in Section 1.2 of this RFQ Protest of Short-Listing Process. Any protest of PDC s NSL must be submitted in writing to the Solicitation Coordinator of this RFQ within seven (7) calendar days of issuance of the NSL. The envelope containing the protest must be marked with the Respondent s name and corresponding solicitation number, and conspicuously identified as an RFQ Protest. Only those Respondents that are adversely affected by PDC s short-list decision can protest the NSL; i.e., those Respondents who are in a position to be short-listed had PDC not committed a material violation of a provision of this RFQ or applicable statute. The Respondent s written protest must specify the legal, procedural, and/or factual grounds upon which the protest is based as well as a statement of relief requested. The judgment used by individual review committee members when scoring Responses is not grounds to protest the short-list decision. Protests not asserted or not properly asserted within the timelines described in this section will not be considered. [Remainder of this page intentionally blank] RFQ #12-25, ERP Software Page 13 of 19

14 EXHIBIT A. PDC CURRENT ERP ENVIRONMENT Lawson Applications Financials Process Suite o Accounts Payable o Accounts Receivable o Asset Management o Cash Ledger o General Ledger o Ledger Budgeting o Multi-Book Ledger o Project & Activity Accounting o Report Writer Human Resource Process Suite o Absence Management o Benefits Administration o Human Resources o Payroll o Personnel Administration Procurement o Inventory Control o Invoice Matching o Requisitions o Purchase Order Lawson Technology Components Lawson System Foundation Lawson Business Intelligence Lawson ProcessFlow Integration Lawson Microsoft Excel Add-ins Supporting Software for Lawson NetExpress V5 Cobol Compiler Microsoft IIS 7 Microsoft AD-LDS (LDAP) IBM Websphere Application Server ND 7.0 Perl 5.12 Java 1.6 Bouncy Castle 1.6 Partner applications with Lawson PMA Account4 Time Management 5.2 BSI TaxFactory 9.0 SAP Crystal Reports 2008 Flexform 6.2 Third-party applications PORTFOL Loan & Grant Servicing PORTFOL Customer Relationship Management Custom developed applications BuDS Budget development CoAM Chart of Accounts maintenance Real Estate Portfolio Property Management Real Property Transactions Property acquisitions and dispositions Technology Platform Microsoft Windows Server 2008 R2 (virtualized) Microsoft SQL Server 2008 R2 Microsoft Office 2010 (migrating to Office 365) Microsoft Internet Explorer 8 RFQ #12-25, ERP Software Page 14 of 19

15 EXHIBIT B. KEY STATISTICS Measure Current Count (April 1, 2013) Est. Count beginning FY (July 1, 2014) PDC Employees (FTE) Lawson User Accounts ERP Application Users ERP Program Executions per month 15,400 GL Transaction records per month 150,000 Requisitions per month 60 Purchase Orders per month 35 Work Orders per month 20 Vendors 2,216 Flexible Service Contract (Blanket) 120 Personal Service Contracts 145 AP Checks per month 315 Real Estate Properties 77 Active Loans and Grants 631 Clients in CRM 7,280 RFQ #12-25, ERP Software Page 15 of 19

16 EXHIBIT C. INTERFACES Application Banking - Positive Pay Banking - Direct Deposit Banking - WORKS Oregon Dept. of Revenue (otter) PERS EDX FlexForm PORTFOL application (Loan System) BuDS (custom Budget application) CoAM (custom Chart of Accounts application) Lawson Business Intelligence Purpose Payroll & AP Payroll Purchasing Card transactions Tax information Retirement Information Custom form printing (checks, W2s, 1099s, POs) Loan/Grant/Vendor data interface Budget data interface Chart of Accounts upload and maintenance Reporting RFQ #12-25, ERP Software Page 16 of 19

17 Mandatory (M) or Desirable (D) Standard Functionality Not Available ATTACHMENT A. FUNCTIONAL REQUIREMENTS AND COST ESTIMATES WORKSHEET RFQ #12-25, ENTERPRISE RESOURCE PLANNING SOFTWARE Respondent Name: Proposed Software: Instructions: Indicate the requirement type as follows: Standard Functionality: Place an X in the box if this standard, out of the box, functionality Not Available: Place an X in the box if this functionality is not available with the proposed system or a third-party product Customization Required: Indicate the estimated level of effort in hours Third-Party Application: Include the name of the third party vendor and the application Application Module Customization Required Third-Party Application On-Premises One Time Cost On-Premises Ongoing Annual Costs SaaS One Time Cost SaaS Ongoing Annual Costs Financials General Ledger M $ $ $ $ Cash Management M $ $ $ $ Accounts Payable/Encumbrance M $ $ $ $ Accounts Receivable M $ $ $ $ Asset Management (Fixed Assets) M $ $ $ $ Project Accounting M $ $ $ $ Comprehensive Annual Financial Report (CAFR) D $ $ $ $ Budget Budget Preparation and Control D $ $ $ $ Procurement Requisitions M $ $ $ $ Purchase Orders M $ $ $ $ Contract Management D $ $ $ $

18 Mandatory (M) or Desirable (D) Standard Functionality Not Available Application Module Customization Required Third-Party Application On-Premises One Time Cost On-Premises Ongoing Annual Costs SaaS One Time Cost SaaS Ongoing Annual Costs Human Resources Position Control (include status management) M $ $ $ $ Employee Tracking (Personnel changes, employee history) M $ $ $ $ Employee Labor Relations (Unit Tracking) M $ $ $ $ Benefits Administration M $ $ $ $ Compensation Planning M $ $ $ $ Employee Self Service M $ $ $ $ Performance Management D $ $ $ $ Job Posting and Applicant Tracking D $ $ $ $ EEO/AA M $ $ $ $ Retroactive changes M $ $ $ $ Leave Management (including FMLA/OFLA Tracking) M $ $ $ $ 457 & Roth IRA M $ $ $ $ Training Tracking D $ $ $ $ Organizational Development (org. charts, succession planning, etc.) D $ $ $ $ On-boarding D $ $ $ $ Payroll Payroll Systems and Services M $ $ $ $ Time and Attendance M $ $ $ $ Vacation and Leave Accounting M $ $ $ $ Direct Deposit M $ $ $ $ Loan and Grant Management Loan Servicing D $ $ $ $ Loan Allowance Calculation D $ $ $ $ CRM Remote access with role base security D $ $ $ $ RFQ #12-25, ERP Software Page 18 of 19

19 Mandatory (M) or Desirable (D) Standard Functionality Not Available Application Module Customization Required Third-Party Application On-Premises One Time Cost On-Premises Ongoing Annual Costs SaaS One Time Cost SaaS Ongoing Annual Costs Business contact management & workflow D $ $ $ $ Business development and outreach tracking D $ $ $ $ Communication and marketing campaign management D $ $ $ $ Others (please list) $ $ $ $ $ $ $ $ $ $ $ $ Enterprise wide End user reporting and analytics M $ $ $ $ Workflow M $ $ $ $ Integration capability M $ $ $ $ Web Enablement M $ $ $ $ Ability to setup multiple entities/companies M $ $ $ $ Associate records with an ECM system D $ $ $ $ Others (please list) $ $ $ $ $ $ $ $ $ $ $ $ Startup costs Implementation services N/A $ $ $ $ Data Conversion N/A $ $ $ $ Interface development N/A $ $ $ $ Training costs N/A $ $ $ $ Others (please list) N/A $ $ $ $ $ $ $ $ $ $ $ $ RFQ #12-25, ERP Software Page 19 of 19