REQUEST FOR PROPOSAL REQUEST FOR PROPOSAL VENDOR QUESTIONS AND MWA RESPONSES RELATED TO

REQUEST FOR PROPOSAL REQUEST FOR PROPOSAL VENDOR QUESTIONS AND MWA RESPONSES RELATED TO REQUEST FOR PROPOSAL FOR CUSTOMER INFORMATION SYSTEM AND ENTERPRISE RESOURCE PLANNING REPLACEMENT SYSTEMS DECEMBER 18, 2015 FOR C 1

Table of Contents VENDOR QUESTIONS AND RESPONSES... 3 COMMUNICATION... 3 QUESTIONS RAISED DURING CONFERENCE CALL 12/8/15... 4 QUESTIONS SUBMITTED IN WRITING TO PRIOR TO 12/15/15... 8 INFORMATION SYSTEM AND ENTERPRISE RESOURCE PLANNING REPLACEMENT SYSTEMS FOR CUSTOMER AND ENTERPRISE RESOURCE PLANNING REPLACEMENT SYSTEMS December 18, 2

Vendor Questions and Responses This document is a log of the questions asked by software vendors interested in responding to the Macon Water Authority (MWA) Request For Proposal (RFP) for the replacement Customer Information System and Enterprise Resource Planning Systems. Formal responses from MWA are noted herein. These questions were either asked during the Pre Proposal Conference call held December 8, 2015 at 2:00 PM EST or submitted in writing on or before December 15, 2015 at 5:00 PM EST, per the published schedule below: Activity Pre Proposal Conference Closing Date for Receipt of Questions/Comments MWA Response to Respondent s Questions Planned Date December 8, 2015 @ 2:00EST December 15, 2015 @ 5:00EST December 18, 2015 @ 5:00EST Communication Verbal communication shall not be effective unless formally confirmed in writing by the specified procurement official in charge of managing this RFP process. In no case, shall verbal communication govern over written communication. Respondents inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to: Respondents inquiries, questions, and requests for clarification related to this RFP are to be directed in writing to: Macon Water Authority Attn: Mrs. Lisa Golphin CIS/ERP Internal Team Project Manager 790 2 nd Street P.O. Box 108 Macon, GA 31202 0108 Phone: (478) 464 5623 Fax: (478) 750 2007 Email: lgolphin@maconwater.org 3

ADDENDUM NO. 1 DATE: December 8, 2015 REQUEST FOR PROPOSAL CIS AND ERP REPLACEMENT SYSTEMS FOR MACON WATER AUTHORITY MACON, GEORGIA RFP DEADLINE: JANUARY 12, 2016 The following vendor questions and associated responses were provided within the Macon Water Authority Pre-Proposal Bidders Conference Call held on December 8, 2015 at 2 p.m. 1. Question: What is the mix of the concurrent users (150 Users) between the CIS and ERP systems? Response: The mix of concurrent users are mostly CIS, and are not concurrent. The Authority has a mixture of staff that operates from 7 am 6 pm (M-F) with a 10 user (max) on-call staff that handles after-hour phone calls from the general public. There is approximately 60-80 concurrent users between the CIS and ERP systems. 115 Total Users are listed in the RFP. 2. Question: Is a contact management solutions included in the scope for the project? Response: The MWA does not utilize a contact management solution at this time, however it is option that may offered in the future. The MWA wants a CIS/ERP solution that either has content management capacity or will easily integrate with common third party content management systems. 3. Question: Where can I obtain a copy of the MWA s Standard Terms and Conditions? Response: The MWA s Standard Terms and conditions will be included as an add-on document to Addendum No. 1. 4. Question: What type of rights do the users have among the 53 users that utilize both the system? Response: Among the 53 CIS/ERP Users: Full Users (Add/Modify/Update) 20 Users; Limited Users (Read/Inquiry Only) 33 Users 4

5. Question: Has the MWA observed any software system demos or met with software vendors within the last 18 months? Response: Yes, the MWA has met with some vendors at trade shows and with a couple of vendors onsite within the past 18 months. 6. Question: Does the MWA have an approved funded budget for this project? Response: Yes, the MWA does have an approved funded budget for the project, however we are not disclosing the budget at this time. 7. Question: What are the requirements for vendor partnerships? Will the MWA consider CIS/ERP Systems from separate vendors? Response: Respondents are required to offer a solution that either includes the CIS and ERP as a single integrated software system or partner with another qualified software vendor to propose both the CIS and ERP solutions within a general/subcontractor relationship. If partnering, the MWA prefers vendors who have a successful history working together. The MWA will contract with only one software vendor/company for the CIS and ERP solution. Proposals and invoices should be submitted exclusively by the primary Respondent. The relationship between general contractor and subcontractor should be seamless and transparent to the MWA. 8. Question: What is the typical loan procedure for new connections? Response: The customer is presented with the cost of a new meter. If a customer elects to make payments over time, there is no interest charged. 9. Question: Will the MWA consider SaaS and hosting options in the initial project rollout or is this in the RFP as a future consideration? Response: No, the MWA would like to maintain the systems in-house. 10. Question: What is the primary focus for the MWA CIS and ERP Replacement System project? CIS? ERP? Response: The primary focus will initiate with the CIS and then to the ERP system. The reason for the simultaneous implementation of both the CIS and ERP is that the systems operate on the same platform. Therefore, the CIS is primary and the ERP is secondary. 11. Question: What is the focus of the 2017 Go-Live? Response: The General Ledger, Purchasing, Accounts Payable, Fixed Assets, the Supply Chain/Inventory and Stormwater. The pricing needs to be reflective of all required of all required ERP Modules. 5

12. Question: Does the MWA anticipate the implementation of all the ERP Modules? Response: The current Financial System consists of the General Ledger, Purchasing, Accounts Payable, and the Supply Chain/Inventory. The current CIS consists of the Billing and Accounts Receivable. The implementation scope of this RFP will consist of the CIS (which is the AR subledger), the General Ledger, Purchasing, Accounts Payable, Supply Chain/ Inventory, Budget and Forecasting and Fixed Assets. The MWA would like optional pricing for Treasury and Projects. 13. Question: Will the MWA update the Pricing Index Appendix for the Required and Optional Modules? Response: The Pricing Appendix I was revised to reflect both the Required and Optional Modules, Licensing, Services, Interfaces, and Report, This document will be included with Addendum No. 1. 14. Question: Out of the list of reports, can the MWA specify which reports will be designated for Phase 1 and Phase 2? Response: The Reports Appendix H was revised to indicate the reports that will be designated for Phase 1 and Phase 2. Please refer to column C in the appendix. This document will be included with Addendum No. 1. 15. Question: Is there an Organizational Change Management program or tool being developed internally for this project? Response: The MWA does not currently have an Organizational Change Management program or tool planned in the project scope. However, the MWA intends to work closely with the selected vendor to address any change management issues. 16. Question: Where is the line of responsibility for converted data? Does the MWA expect the vendor to go directly to the source tables? Response: The MWA will be responsible for extracting the data from the legacy system. The MWA will work closely with the vendor to map the data, and provide assistance in loading all data into the new system. 17. Question: What is the driver behind the October 2017 date? Response: The key drivers for this timeframe is centered on having fully operational CIS and ERP systems in place to support long-range planning and business decisions. 6

18. Question: What are the MWA s year end and fiscal considerations? Is this project funded? Response: The MWA s fiscal year is October 1 through September 30. The project is fully approved and funded. 19. Question: Does the MWA have an established phased approach for the project? Response: The MWA welcomes and expects the vendors to provide leadership and recommendations in the phased approach of the project. 20. Question: Please define the ability to recognize the sales of 10-visit books as revenue for sewer dumps. Are these commercial customers/ business pre-paying for grease waste dumping? Response: Currently, Waste Haulers are required to purchase a book of 10 coupons in order to dump sewer at the MWA s Wastewater Treatment Facilities. Each dump requires one coupon. The initial 10-book revenue and the individual use of each single coupon needs to be tracked in the CIS. Revenue is recognized at the time of sale for each book. 21. Question: Will the MWA consider an extension to the January 12, 2016 RFP deadline due to the pending holiday season? Response: No, the MWA does not have any extensions planned at this time. 22. Question: Can you confirm that all field work including meter re-reads are scheduled and performed within Cityworks? Are there any direct CIS dispatches? Response: All field service requests and work orders are in Cityworks. The traditional meter reading is done through Neptune Insight with handheld devices. All rereads go through Cityworks and are integrated back into the CIS after the service request or work order is completed and closed out. 7

The following written vendor questions were submitted to the Macon Water Authority after the Pre-Proposal Bidders Conference Call held on December 8, 2015 through December 15, 2015. 1. Question: How many concurrent users does the MWA have on their utility billing system? Response: There are approximately 60-80 concurrent CIS/ERP users. 2. Question: Does the MWA have a Microsoft Enterprise Agreement? Response: MWA has a Select Plus Microsoft agreement. 3. Question: Will the MWA provide clarity on exactly which modules they expect vendors to provide pricing information? Response: The current financial system consists of the General Ledger, Purchasing and Accounts Payable. The CIS is the Billing and Accounts Receivable. The scope of this RFP is for CIS (which is the AR sub ledger), General Ledger, Purchasing, Accounts Payable, Supply Chain/Inventory, Budget and Forecasting and Fixed Assets. The MWA wants optional pricing for Treasury and Projects. 4. Question: Will the MWA consider an extension to the January 12, 2016 RFP deadline due to the pending holiday season? Response: No, the MWA does not have any extensions planned at this time. 5. Question: Is the RFP available to vendors in word format? Response: Yes, this document will be made available to all vendors with Addendum No. 1. 6. Question: How can I obtain a copy of the excel appendices associated with the project RFP? Response: All excel appendices will be remitted to all vendors along with the updates with Addendum No. 1. 7. Question: Is MWA presently satisfied with First Billing? Are vendors allowed to offer a recommended alternative option in the RFP submittal? Response: MWA is interested in seeing other options, but is not planning on changing providers during this project. 8. Question: Would MWA be interested in CIS Vendor Customer Web Portal solutions or will they stay with their current vendor? Response: This option is presently outside of the scope, however the MWA is interested in the vendor recommendations for this option. 8

9. Question: Is MWA satisfied with all 3 rd Party solutions they are currently using and would they want optional pricing/information on others? Response: This option is presently outside of the scope, however the MWA is interested in the vendor recommendations for this option. 10. Question: Does the MWA prefer the vendors include a summary of Stormwater billing functionality? Is this future or current integration item required? Response: Yes, Stormwater is not currently billed at this time. However, this functionality is required to be fully implemented for the Go-Live date and is one of the key drivers of this project. This is a possible integration with GIS, however the process has not yet been defined. 11. Question: Would the MWA prefer that vendors respond to each system in the same sections for those proposing two integrated systems, and would you consider increasing the page minimum of 70 pages? Response: The MWA requires the RFP responses include information about both vendors together within the 70 page limit. 12. Question: The ability to normalize hydrant meter billing is listed as a MWA functional requirement. Please explain this requirement. Response: Currently, this is a manual process. The MWA would like to normalize (automated monthly service) the hydrant meter billing within the CIS. 13. Question: The ability to track property damage workflows in CIS for the Risk Manager. Please explain this requirement. Response: The MWA would like the ability to bill directly to the customer when property is damaged through a work flow process that gets the MWA Risk Manager involved. 14. Question: Provide the ability for special account management for specific identified accounts. Please explain this requirement. Response: The MWA would like the ability to segment accounts so that the general CSRs do not have access. I.e. large industrial with an account manager. 15. Question: The ability to recognize the sales of 10-visit books as revenue for sewer dumps. Please explain this requirement. Response: Currently, Waste Haulers are required to purchase a book of 10 coupons in order to dump sewer at the MWA s Wastewater Treatment Facilities. Each dump requires one coupon. The initial 10-book revenue and the individual use of each single coupon needs to be tracked in the CIS. Revenue is recognized at the time of sale for each book. 9

16. Question: The ability to manage the new construction process and associated fees. Please explain this requirement. Response: The MWA desires to automate a work flow around new construction that tracks parcels of land as it changes from lot, plots to address, permits, inspections, as well as ownership changes. 17. Question: As a part of the New Construction: Billing for CCTV for Developers, Subdivisions, based linear feet, misc. fees. Please explain this requirement. Response: See response above. 18. Question: The ability to calculate a leak adjustment according to the business process. Please explain this requirement. Response: The MWA desires to create a leak adjustment process that includes calculating the adjustment amount and the approval process. 19. Question: On Page 3, Section F, MWA indicates that there will be no subcontracting allowed without the express prior written consent of the MWA. NorthStar Utilities will be responding to the RFP with our strategic partner, BDO Canada, for the MWA s ERP requirements. NorthStar understands the MWA s preference for a prime vendor and will assume this responsibility and manage the communication with BDO. Please provide written consent, and advise if any additional information is required. Response: Respondents are required to offer a solution that either includes the CIS and ERP as a single integrated software system or partner with another qualified software vendor to propose both the CIS and ERP solutions within a general/subcontractor relationship. If partnering, the MWA prefers vendors who have successful history working together. The MWA will contact with only one software vendor for CIS and ERP solution. Proposals and invoices should be submitted exclusively by the primary Respondent. The relationship between vendor partners should be seamless and transparent to the MWA. 20. Question: We would like confirmation on whether the Attachments and Appendices listed in Section 17 are a part of the 70-page maximum, or if there is a maximum for the attachments? Response: The RFP states on page 11, Section K Proposal Requirements: The submitted proposal shall meet the requirements outlined in this section. All of the items must be clearly, directly, and concisely addressed in the proposal. Proposal length shall be no more than 70 typed pages (exclusive of attachments). 10

21. Question: The pricing is due to be provided as a separate document with 1 electronic copy on a USB drive. Will the MWA allow the pricing section be included on the same USB as all the other documents? Response: Yes, the MWA will allow this. 22. Question: For the 53 ERP Users, how many are: Full Users (add/modify/update), Limited Users (read/inquiry only), Need access to Projects (Inquiry and update) Response: Among the 53 CIS/ERP Users: Full Users (Add/Modify/Update) 20 Users; Limited Users (Read/Inquiry Only) 33 Users; Projects (Inquiry/Update) 54 Users; Projects (Update Only) 35 Users 23. Question: How many users will be involved in the Budget/Forecasting process and which user license will be used for each use? Are there more users involved in the Budget/Forecasting process that are not listed presently listed on Appendix G? Response: 10-12 Users will be involved in Budgeting. 2 Users Administrator Users 3 Users Advanced Users 5-7 Users Standard Users 24. Question: Is only a production environment required for the budgeting software, or are separate environments for Test and/or Development required? Each environment requires licensing and is installed on a separate physical/virtual server. Please specify. Response: Production and Test environments are required for Budgeting software. 25. Question: Does the MWA prefer the Microsoft SQL licensing be bundled with the budgeting software pricing? Or is it preferred to source the required licensing separately? Response: The MWA prefers to see the pricing offered for both options, if possible. 26. Question: Please provide additional details on the integration between Projects, GIS and Cityworks. Response: Currently, Cityworks sits on top of the GIS Data. Project tracking is performed manually via excel spreadsheets. The future integration between Cityworks and Projects will be work orders. 27. Question: Please provide additional details on linking projects to State and Federal requirements. Response: The requirement is to be able to link (hyperlink) out to other online resources. 11

28. Question: Please provide the total number of combined users either entering or approving requisitions. Response: Total Users will be 65. 29. Question: MWA Reports: AR601 - Please explain this report further. Response: This is a past due report. Past due is any invoice that has not been paid by the due date. The expectation is that this report will be replaced by an aging report. 30. Question: MWA Reports: Back Bill Please explain this report further. Response: This report shows past due charges that have been invoiced, but not paid in full. 31. Question: MWA Reports: CANNOT WORK Please explain this report further. Response: This is a Cityworks response code. The original service could not be completed as requested. There are 24 Cityworks response codes that should be mapped to automated processes. 32. Question: MWA Reports: Centralized Maintenance Report Please explain this report further. Response: This is a Cityworks report listing of work orders that are used by the maintenance group to schedule and plan work. This report is not required to be created in CIS/ERP. This report will be deleted from the Reports Appendix. 33. Question: MWA Reports: Dept. 35 Labor Hours - Please explain this report further. Response: This is a Cityworks report used by the maintenance group to track labor. This report is not required to be created in CIS/ERP. This report will be deleted from the Reports Appendix. 34. Question: MWA Reports: Disbursements Journal Please explain this report further. Response: This report is generated in Finance for accounts payable purposes to reconcile checks. 35. Question: MWA Reports: Encumbrance Please explain this report further. Response: When a Purchase Requisition or Purchase Order is processed, funds are set aside (encumbered) for that transaction and are no longer available for other transactions. 12

36. Question: MWA Reports: Historic Report Please explain this report further. Response: This is a historical billing and consumption report. This report is run to research a specific customer s billing and consumption. 37. Question: MWA Reports: Lab Billing Please explain this report further. Response: This is an adhoc report showing all lab fees billed out during a specific period of time. 38. Question: MWA Reports: ReqSubQryMaster Please explain this report further. Response: This is an adhoc report. This report is not required to be created in CIS/ERP. This report will be deleted from the Reports Appendix. 39. Question: MWA Reports: Swrcnsumtype Please explain this report further. Response: This is an adhoc report. This report on consumption by customer type. This report will be necessary for water and sewer customers. This report is used for rate analysis as a tool to project rate changes. 40. Question: MWA Reports: Water Audit Report Please explain this report further. Response: All of the consumption of water, broken out by billing zones and totaled for each month over 14 a month period. One report is by straight reading date. Another version shows adjustments including lag time, putting usage into the proper billing month. The reports also converts usage into gallons. The AWWA website shows a spreadsheet used to calculate water loss. The information from this report contains inputs into that spreadsheet. 41. Question: The CIS & ERP Requirements Appendix does not allow users the capability to access the drop down tabs. Response: The MWA has revised the CIS & ERP Requirements Appendix to resolve the drop down accessibility issue. An updated appendix is included within Addendum No. 2. 42. MWA Updated/Add-On Documents: a. CIS & ERP Requirements Appendix C (Included) b. Reports Appendix H (Included) c. Module Pricing Index Appendix I (Included) d. MWA Standard Terms and Conditions (Included) e. MWA RFP (Word Format) f. Interface Descriptions Appendix E (Included) 13