La Plata County Financail Management Software Addendum One (1) Project Number Issued September 22, 2014

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1 La Plata County Financail Management Software Addendum One (1) Project Number Issued September 22, 2014 This addendum amends the Request For Proposal (RFP)let for Financail Management Software. This addendum of clarifications and/or additional instructions takes precedence over the published specifications. All addenda will be posted on the Rocky Mountain E- Procurement System. RFP changes and clarifications: Software Functionality: Scope of Work, Goals and Priorities Attachment A: DELETE the tab for Central Cash Management. It is noted that there is no tab for Grants Management. Please provide an overview in Section 7 for grant management software functionality. DELETE Attachment B and REPLACE with the Revised Attachment B. We have removed several tabs and add a Time and Attendance tab. DELETE bullet points after paragraph one and REPLACE with the following: FIANACIAL: System Wide Considerations General Ledger Accounts Payable Budget Development and Mgt. Fixed Assets (Asset Mgmt.) Bank Reconciliation Payroll Grants Management HUMAN RESOURCES System Wide Considerations Organization Structure Hiring and Termination Benefits Open Enrollment Compliance & Reporting Leave Administration Performance Appraisal Compensation Self Services

2 Implementation Services: ADD the following bullet point as the new second item: o Complete the data conversion from existing systems to new system Content of Proposal DELETE item 5. Cost Proposal and REPALCE with the following: 5. Cost Proposal: Attachment D is provided for pricing which includes a detailed breakdown of module pricing and a comprehensive pricing of professional services for implementation and training. Optional Pre-Bid teleconference: September 18, Below is a summary of that conference. Introduced County Staff: Diane Sorensen, James Davis, Sarah Rome and Janalee Hogan Callers: Mike, New World; Adam, Tyler; and Carol, Harris. No others identified themselves as calling in. This was not a mandatory meeting so attendance was optional. Janalee: Schedule for the project is on Page 5 and the selection process is on page 11. The project is to provide a replacement system to our financial software for a County government. We have provided information about our size and staff size. Page 8 and 9 contains overview information about the functionality we are seeking. The Attachment A & B provide the details. You will need to comment on each item that does not meet the requirement now or in a near future release in Attachment C. We will issue an addendum regarding Cost. We will be looking to price modules separately. Diane: We are looking for basic government software for fund accounting. It does not have to produce the full agency financials. We are looking for fixed assets, payroll with an HR module that must at least be fully capable of providing all benefits information, withholding information including such items as employee loans, flexible spending accounts, Health insurance and all compensation information for full time, ¾ time or part time to the payroll module and the budget module. We also have payable but no we do not have accounts receivable. (We will remove the receivables bullet. Withholdings and employment statuses can be very diverse and this list was not intended to be all inclusive.) Q: Do you want references in section 2 or section 3? A: Section 2 Q: Where will you post addendum, the site or to vendors? A: We will post addendum to the Rocky Mountain E-Purchasing site. Q: Time line s prospective is through contract award. Do you have dates for kickoff and go live? A: No we do not. Ideally the first of the year. We do expect the company to do the conversion. Chart of Accounts comes first. Q; Do you expect all modules at the same time?

3 A: No time difference not six months. Q; What about HR and Finance at the same time? A: Not the same day but not six months apart either. A: Also, you need to be clear to us about the lag time from contract to project start. Your implementation details should show a schedule. Q: Have you had a software demo recently like in the last year? A: No, I have not seen any in the last year. Probably 2009 or Comment: Things are very different now. County Question: How so? A: All the vendors have new versions. Q: What is the budget for this project? Is it what we are finding on line? A: Yes, we currently budgeted $155,000 in 2014 and $155,000 in 2015 anticipating that we would cross over the year end. We will have to amend that based on what progress we make and spend or not in Thanks to everyone for attending. Please be sure to get your questions to us in a timely fashion. We would like to be able to post addendum so that vendors don t have to revise proposals too near the bid deadline. Teleconference Ended Other vendor questions (Q: question A: Answer): Q: In which section do you want references? It is requested in both section 2 and 3 A: Please provide in Section 2 (Executive Summary). Q: Software Technical/Functional Specification: Can you clarify the difference between the responses of M (Modifications necessary to meet specification)and C(customization/change of source code required to meet specification) A: Modification would be leaving out certain functionality or components that weren't requested, in order to meet the pricing and specifications. Customization would be changes to the core software in order to add requested functionality or organizational requirements. Q: Are you looking for a HR system and an accounting system (separate systems), or are you looking for an all in one solution. Some strong financial systems are not as robust in HR system as you describe yet offer basis HR support including payroll. A: One solution at least to the extent provided in the comments of the teleconference (see above). Software Functionality is one of factors being considered in the selection process. Q: Are you asking for online time sheets for payroll? It is in the body of the request but no details regarding your needs. A: Time and Attendance system must be able to manage multiple cost centers and multiple pay rates for individuals. The system could be computer based or time clock to

4 a computer based. System could be in house on our network or on line hosted. It must interface to the payroll module. A tab for Time and Attendance is added to Revised Attachment B. Except as specifically amended herein, all specifications, terms and conditions of the Request For Proposal remain in full force and effect.

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