RFP ERP-2010 Vendor Questions and Answers From: Jeremy D. Fass Sent: Monday, March 15, 2010 4:52 PM To: firstname.lastname@example.org Subject: RFP ERP-2010 Our company, AVF Consulting, Inc., is in the process of responding to your RFP for and new ERP system. Our solution, K12 Enterprise, is a Microsoft-based product and the licensing is based on two primary factors. We offer licensing for “core” users and licensing for “web” users. The core users are generally users that access the system on a daily basis to conduct their normal system functions (i.e. back office users). Web users are considered casual users and are not considered a replacement for the Windows client. Web portals provide the ability to carry our specific actions within the system such as entering, approving and receiving purchases. Core users are licensed on a simultaneous (concurrent) user basis. Can you tell me how many concurrent, core users will there be on the new system? Web users are license on a named user basis. Can you tell me how many named web users will need access to web-based procurement, approval processing, dashboard reporting, and general ledger inquiry. High Total Low Activity Named Activity Concurrent Functional Areas Users Web Users Core Users Total Number of Users * 319.0 175.0 144.0 Figures are estimates From: Kevin Brobst Sent: Wednesday, March 17, 2010 1:42 PM To: email@example.com Subject: Weidenhammer RFP ERP-2010 Hi, I would like to ask the following questions relating to RFP ERP-2010. 1) It’s mentioned in Section 2.1 Scope of Work and Vendor Responsibilities, a) The current Bull Mainframe and integrated database HR and Finance application historical data is to be mapped and converted to the new systems in detail. The current Mainframe applications have been in use since the late 1970’s. Specifically, How many year’s of historical data is required to be converted? Answer: The district requests five years of legacy data to be converted from the current mainframe system to the ERP. Systems include but not limited to GL, AR, AP, Purchasing, Budget, Payroll, HR, etc. Mainframe data resides in a structured integrated schema database. Are all associated detailed transactions required to be converted for all year’s? Answer: Yes 2) It’s mentioned in Section 2.1 Scope of Work and Vendor Responsibilities, k) Prior to bid award, each vendor must provide an onsite demonstration, utilizing ECSD supplied data, of their product as outlined in the RFP. The vendor is to have enough functional/technical resources onsite and available to support the demonstration schedule and lab. See demo document. Is there a specific format the ECSD data will be provided? Where is the “demo document” located being referenced? Answer: The demonstration schedule, lab and other technical specifications document will be provided to vendors who are selected to continue through the selection process and requested to perform an onsite demonstration at the district. 3) Section 2.1.2 Attachments – The 2nd bullet point references the following attachment, “Onsite demonstration schedule and description”. Where is this attachment? Answer: The demonstration schedule, lab and other technical specifications document will be provided to vendors who are selected to continue through the selection process and requested to perform an onsite demonstration at the district. 4) Section 2.1.3 Vendor billing – Customarily, the process is to bill software support upon installation of software, due to the fact ECSD will be using the Contractor’s support organization during the implementation. Is this a requirement? Answer: Software support is for yearly maintenance starting one-year after the installation. 5) Section 3.0 Preparation of Proposals, Sections 3.06 – 3.08. These sections reference a Performance Bond, Maintenance Bond and Payment Bond from an A-Rated, Surety company. Customarily, these types of bonds are a part of a capital or building project, not the purchase of software implementation and we are not asked to provide these types of bonds. I would like clarification on why this is a requirement? Answer: The bonds are required to protect the investment of time and finances that the School District anticipates making through the award of this RFP. The Performance Bond ensures that the work that is contracted to be completed is in fact completed to the satisfaction of the District. The Maintenance Bond is required to ensure that the ERP solution purchased is performing pursuant to the terms of the contract after the solution is implemented. The Payment Bond is to ensure that the vendor, in the event that it has subcontractors, pays the subcontractors the money that is owed under their subcontract. This is to protect the District from claims made in the event of nonpayment.