FINANCE & MANAGEMENT___________________
PURCHASING & PROPERTY MANAGEMENT
TEL (337) 291-8259
FAX (337) 291-8269
705 W. UNIVERSITY AVENUE
P.O. BOX 4017-C
LAFAYETTE, LOUISIANA 70502
OCTOBER 18, 2007
ENTERPRISE RESOURCE PLANNING SYSTEM RFP
ADDENDUM NO. 1
This addendum is to inform you of the attached answers and questions that were
submitted by vendors prior to the mandatory pre-proposal conference.
BIDDER SHALL SIGN AND ATTACH THIS ADDENDUM TO HIS ORIGINAL BID.
QUESTIONS AND ANSWERS
1) Can you provide more information in regards to a single chart of accounts in
order support the City of Lafayette, Lafayette Parish, Lafayette Center
Development District, Lafayette Parish Communication District and Lafayette
Single Chart of Accounts
The requirement of a single chart of accounts does not go to the various
entities (or “companies”) maintained on our system. Within the one
“company” of Lafayette City-Parish Consolidated Government (LCG), two
of the enterprise funds are the Utilities System and the Communications
System. These are not separate companies within LCG, just different
departments within the same company which must report as proprietary
funds. However, there are industry specific chart of accounts which are
standard for electric utilities and for telecommunications utilities. While
we are not regulated by Federal and State agencies prescribing these
special account structures, we are required by other authority to account
and report as though we were so that our financials are comparable to
private entities so regulated. However, at the current time, LCG can only
do this via two separate systems with two different chart of accounts
numbering structures. We are attempting to eliminate this and devise a
combined chart of accounts for all funds.
One example is the that the Federal Energy Regulatory Commission
(FERC) prescribes a very specific chart of accounts structure for electric
utilities with a unique three-digit numbering plan that must be used with
specific account titles. For example 440-459 are Revenue account
numbers. And it further defines the title of the accounts and the type of
transactions for each account. More information on the FERC accounting
structure can be found at these links: http://www.ferc.gov/legal/acct-
The question requests a description from the vendor of how the vendor’s
software can accommodate one account number structure that meets the
special FERC and other specific numbering plan as well as all other funds
such as governmental, capital projects, etc.
2) Can you explain the RFP Submittal Checklist?
The checklist is simply to be used by Purchasing to ensure everything
requested of the vendor is included in their packet. The vendor is also to
use it to ensure they have included everything. We have rated the
criticality of certain items higher than others, but if something is missing,
we will ask the vendor to get it to us immediately. There is nothing on that
form for the vendor to sign, it is for information only.
3) In reference to the following sections of the RFP
HR 121.00 System to record pre-determination and DARC hearing date
HR 122.00 Record outcome of pre-determination and DARC hearing
What is DARC?
DARC = Departmental Accident Review Committee (DARC) responsible
for investigating and reviewing job-related vehicle accidents and lost-time