Addendum No 1 ERP RFP

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Addendum No 1 ERP RFP Powered By Docstoc
					                                          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

                             CONTRACT #200-07-016

                 ENTERPRISE RESOURCE PLANNING SYSTEM RFP

                               ADDENDUM NO. 1

Dear Sirs:

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.
s/Thomasina Oliver


_____________________________
Signature

_____________________________
Company

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Date




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                        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
   Power Authority?

                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-
         matts/usofa.asp or

         http://ecfr.gpoaccess.gov/cgi/t/text/text-
         idx?c=ecfr&sid=a1c36a909490a7f1508137221b50c2c6&rgn=div5&view=t
         ext&node=18:1.0.1.3.34&idno=18

         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
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         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
         job injuries.




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