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									    RFP 0901706: Software and Implementation Services for ERP System
                             Addendum # 3




                               PIMA COUNTY
                              PROCUREMENT
                      130 W. CONGRESS ST., 3rd FLOOR
                       TUCSON, ARIZONA 85701-1317
                 TELEPHONE (520) 740-3549, FAX (520) 791-6512


May 22, 2009


Please be aware of the following revision to the above referenced RFP.


Change:        Responses to Functional/Technical Requirements, Section 2.6.1 to read as
               follows:


               From: “Failure to provide some requirements or excluding some requirements
                     may eliminate the proposer from contention.”

               To:     “Failure to provide some requirements or excluding some requirements
                       will not eliminate the proposer from contention.”


Replace:       Table 3.4 - County’s Current Systems in it’s entirety with the table on this
               addendum.




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      RFP 0901706: Software and Implementation Services for ERP System
                               Addendum # 3



Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                   In Scope for
                                                                          Replacement?
TCMS/ARMS          In-house developed General Ledger, Cash and            Yes
                   system             Investment Management:
                                      TCMS is an in-house developed
                                      Cash Collection system used by
                                      the Treasurer’s office. The
                                      system contains Treasurer’s Tax
                                      Collection and distribution
                                      information, Deposit
                                      information and cleared warrants
                                      information. It is a .Net
                                      application and runs on an
                                      Oracle database.

Journal Entries:   Microsoft           General Ledger: Departments        Yes
Excel                                  enter journal entries into Excel
                                       to track what is submitted to
                                       Finance for entry into FMS.
Permits Plus       Accela              General Ledger, CRM: Permits       No
                                       Plus is a commercial Permit
                                       management software used by
                                       Development Services to
                                       manage all Permit activity and
                                       its related collection.
Navision           Microsoft           Financial Transactions: MS         Yes
                                       Dynamics Navision is a financial
                                       software used by Superior
                                       Courts to handle Finance related
                                       functions for Superior and
                                       Juvenile Court. This application
                                       currently interfaces with FMS
                                       for exchanging GL, Vendor, and
                                       Labor Distribution information.
                                       The County is currently on
                                       version 5.0 of this software and
                                       it runs on a SQL Server
                                       database.
SBT                SAGE                Financial Transactions: SBT is     Yes
                                       a commercial accounting
                                       software used at the county to
                                       handle General Ledger and



                                     Page 2 of 11
     RFP 0901706: Software and Implementation Services for ERP System
                              Addendum # 3


Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                    In Scope for
                                                                           Replacement?
                                        Accounts Payable functions for
                                        the Pima Health System (PHS).
                                        It creates warrants for all
                                        medical related claims and
                                        interfaces with FMS to update
                                        FMS with Medical Warrants
                                        information. It runs on a FoxPro
                                        database.
Alexus             Automotive           Financial Transactions: Alexus     Yes
                   Resources            is the legacy Fleet Management
                   International        system which is currently being
                                        replaced by CCG Faster.
Direct Payments:   Microsoft            Accounts Payable: An Access        Yes
Access                                  database used by departments to
                                        track direct payments submitted
                                        to Finance for payment.


Filemaker Pro      Filemaker, Inc.   Accounts Payable: Filemaker-          Yes
                                     Pro is a commercial database
                                     software with a user interface
                                     and is used by the Graphic
                                     Services Department to handle
                                     some of their financial functions.
                                     It currently interfaces with FMS
                                     to transfer all Graphic services
                                     charges incurred by other
                                     departments.
Approval Tracking Microsoft          Accounts Payable: An Excel            Yes
for Direct                           spreadsheet used by departments
Demands: Excel                       to track direct payments
                                     submitted to Finance for
                                     payment.
Travel: Access    Microsoft          Accounts Payable: An Access           Yes
                                     database used by departments to
                                     track travel authorizations,
                                     advance payments, and
                                     reconciliation of actual costs
                                     with cash advances.
Scanning System   In-house developed Accounts Payable: In-house            Yes
                  system             developed program that scans


                                      Page 3 of 11
        RFP 0901706: Software and Implementation Services for ERP System
                                 Addendum # 3


Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                   In Scope for
                                                                          Replacement?
                                     documents and attaches them to
                                     the appropriate PO in the
                                     Synergen system.
Tracking: Excel    Microsoft         Accounts Receivable: Excel           Yes
                                     spreadsheet used to track AR by
                                     departments that don’t have an
                                     AR system.
Tracking: Access   Microsoft         Accounts Receivable: Access          Yes
                                     database used to track AR by
                                     departments that don’t have an
                                     AR system.
Verti-Q            VertiQ            Accounts Receivable: Verti-Q is      Yes
                                     a commercial Case Management
                                     and Accounts Receivables
                                     software specifically used by
                                     Coroner and the Medical
                                     Examiner’s office. It runs on a
                                     SQL Server database.
DFast              NBS               Accounts Receivable: General         Yes
                                     admin data on improvement
                                     districts (legal description,
                                     ownership, assessment lien, pay-
                                     off quotes, etc.) and the billing
                                     cycle to include generating bills,
                                     entering receipts, reporting,
                                     generating bond call information
                                     (maturity, prepayments, etc.),
                                     delinquency management. Web-
                                     portal capable but this is not
                                     implemented.
Quick Books        Intuit            Accounts Receivable: Used by         Yes
                                     several departments to track AR.

Employease         ADP               Human Resources: Used for            Yes
                                     online benefits management and
                                     enrollment.
APEX               Apex              Payroll: APEX FMLA is a              Yes
                                     commercial software used to
                                     manage and track employee
                                     FMLA requests. It currently
                                     interfaces with FMS Payroll to


                                   Page 4 of 11
     RFP 0901706: Software and Implementation Services for ERP System
                              Addendum # 3


Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                   In Scope for
                                                                          Replacement?
                                       update itself with Employee,
                                       Leave accruals, and FMLA data.
                                       It runs on a SQL Server
                                       database.
Asset Tracking:     Microsoft          Asset Management: Access           Yes
Access                                 database used by departments to
                                       track departmental (<$5,000)
                                       assets.
Asset Tracking:     Microsoft          Asset Management: Excel            Yes
Excel                                  spreadsheet used by departments
                                       to track departmental (<$5,000)
                                       assets.
Authorized Signer   Microsoft          Work Management: Access            Yes
Database                               database used to track
                                       individuals who are authorized
                                       signers. Tracks individuals
                                       authorized to approve
                                       expenditures by cost center and
                                       by dollar limit.
Bank of America:    Bank of America    Cash and Investment                Yes
Online Banking                         Management: Bank of
                                       America’s system. Used to
                                       initiate EFT payments and other
                                       transactions.
Bloomberg           Bloomberg LP       Cash and Investment                Yes
                                       Management: Used by the
                                       Treasurer for fixed income
                                       investing: trading, verifying
                                       compliance, etc.
Budget              Microsoft          Budget: Excel spreadsheets         Yes
development and                        used to analyze departmental
tracking: Excel                        budgets, to track various budget
                                       components (positions, FTEs,
                                       etc.), to do projections and to
                                       create charts for budget book.
Budget              Microsoft          Budget: Used for historical        Yes
development and                        information and cost calculation
tracking: Access                       for COLAs.
Cash Flows: Excel   Microsoft          Cash and Investment                Yes
                                       Management: Used to integrate
                                       data from several systems to


                                      Page 5 of 11
     RFP 0901706: Software and Implementation Services for ERP System
                              Addendum # 3


Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                      In Scope for
                                                                             Replacement?
                                        create cash flow projections.
Chase PaymentNet Chase                  Purchasing: Chase Bank’s             Yes
                                        online system for validating and
                                        allocating costs for procurement
                                        card purchases.
CIP ACE           CIPPlanner            Budget & Project Accounting:         Yes
                  Corporation           CIPAce is a commercial Capital
                                        Program Management software
                                        used for Capital Improvement
                                        Projects in the County. It
                                        currently interfaces with
                                        Synergen to update itself with all
                                        CIP related expenditures coming
                                        from Synergen.
Complaint         Various Microsoft     CRM: Departments may use             No
Tracking          applications          Outlook, Excel or Access to
                                        track calls from constituents and
                                        information related to the
                                        call/complaint/inquiry.
Contract          In House              Purchasing: In house developed       Yes
Management        developed system      program to track revenue and
System (CMS)                            some expenditure contracts.
                                        Contains link to PDF image of
                                        contract and tracks contract
                                        limit. Web enabled access for
                                        vendors.
Crystal Reports   Business              Project Accounting: Used by          Yes
                  Objects/SAP           departments to create reports
                                        from data in the Synergen
                                        (Oracle) database.
Custom Time       In house developed    Payroll: Access database             Yes
Tracking          system                created to function as front end
                                        data entry mechanism for time
                                        and attendance data. Data then
                                        uploaded to mainframe Payroll
                                        system.
Debt Service      Microsoft             Cash and Investment                  Yes
                                        Management: Excel spreadsheet
                                        used to track bond issues and
                                        debt service.
Dependent         Microsoft             Human Resources                      Yes


                                       Page 6 of 11
       RFP 0901706: Software and Implementation Services for ERP System
                                Addendum # 3


Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                   In Scope for
                                                                          Replacement?
Tracking: Access
DSX                DSX Access          Human Resources                    No
                   Systems, Inc.
Dynamic Imaging    Dynamic Imaging     Human Resources: Used to           Yes
                   Solutions           create ID cards for most County
                                       employees.
Employee           Microsoft           Human Resources                    Yes
Records: Access
Faster             CCG Systems        Inventory: Fleet management         No
                                      system that is being
                                      implemented, including work
                                      management and inventory
                                      functionality.
FIOP               In-house developed Payroll: Mainframe ancillary        Yes
                   system             programs that maintain payroll
                                      history and also includes other
                                      pay related programs such as
                                      check reversal, transfers, job
                                      scheduling, etc.
FMLA: Excel        Microsoft          Payroll & HR: Track FMLA            Yes
                                      eligibility and hours used.
Grant Tracking:    Microsoft          Grant Accounting: Departments       Yes
Access                                track contracts, grant funding,
                                      expenditures and create reports.
Grant Tracking:    Microsoft          Grant Accounting: Departments       Yes
Excel                                 track contracts, grant funding,
                                      expenditures and create reports.
Hansen             Infor              Used by Wastewater                  Possibly
                                      Conveyance Division for work
                                      management.

Hire Touch         ImageTrend          HireTouch is a commercial          Possibly
                                       Applicant Tracking system used
                                       by the Superior and Juvenile
                                       court to handle their applicant
                                       recruiting and hiring process.
                                       The Courts are currently on
                                       version 1.0 of this software and
                                       it runs on a SQL Server
                                       database.
ID Works           Datacard Group      Human Resources: Employee          Possibly


                                      Page 7 of 11
      RFP 0901706: Software and Implementation Services for ERP System
                               Addendum # 3


Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                         In Scope for
                                                                                Replacement?
                                            ID system used by Superior and
                                            Juvenile Courts.
Inventory             Microsoft             Inventory: Some departments         Possibly
Tracking: Access                            track small inventories in Access
                                            database.
JJ Keller             J.J. Keller &         Human Resources: Used to            Yes
                      Associates            track alcohol and drug testing
                                            for employees with commercial
                                            drivers licenses.
Job Classifications   Microsoft             Human Resources: List of job        Yes
                                            classifications maintained in
                                            Word.
Keane                 Keane Care, Inc.      Payroll: Used by one                Yes
                                            department for time capture.
Lenel Card Access     Universal Security    Human Resources                     Possibly
System                Systems
MBE Tracking:         Microsoft             Purchasing: Track MBE               Yes
Access                                      vendors
Microsoft Outlook     Microsoft             CRM: Some departments track         No
                                            calls from constituents in
                                            Outlook.
Microsoft Project     Microsoft             Project Accounting                  Yes
MP2                   Datastream            Inventory: Previously used for      Yes
                                            inventory, now maintained for
                                            historical information.
Participation         Microsoft             Purchasing                          Yes
Rates: Access
People Trak           People-Trak           People-Trak is a commercial         Possibly
                                            Human Resources Management
                                            software used by the Courts
                                            (Superior, Juvenile, Justice and
                                            Clerk of the Courts) to handle
                                            their Personnel and Position
                                            Management functions. It
                                            interfaces with MS Dynamics
                                            Navision for sharing Position
                                            and Employee Data. The Courts
                                            are currently on version 7.5.9 of
                                            this software and it runs on a
                                            SQL Server database.
Performance           Microsoft             Human Resources: Used to            Yes


                                           Page 8 of 11
        RFP 0901706: Software and Implementation Services for ERP System
                                 Addendum # 3


Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                      In Scope for
                                                                             Replacement?
Evaluations: Excel                        track completion and due dates
                                          for performance evaluations.
PC Compliance        RMS Systems, Inc.    Human Resources: Used to           Yes
                                          track mandatory training
                                          requirements, training
                                          completed, due dates.

Powerbuilder         In-house developed Human Resources: Utilized as a       Possibly
                     system             front end application for entry of
                                        time and attendance data that is
                                        uploaded to the mainframe
                                        payroll system. Also tracks
                                        employee position, pay and
                                        leave data.
Primavera            Primavera/Oracle   Project Accounting                   No
Quick Books          Intuit             Project Accounting: Used by          Yes
                                        various departments to track AR.
Retiree Database:    Microsoft          Human Resources                      Yes
Access
Risk Master          Risk Master       Human Resources: Used by              Yes
                                       third party provider to track
                                       workman’s compensation
                                       claims.
Sigma                Sigma Data        Human Resources: Sigma is a           Yes
                     Systems           commercial application used by
                                       the Human Resources
                                       department for their Applicant
                                       Tracking and Test Management
                                       needs. The County is currently
                                       on version 5.4.6.1 of this
                                       software.
Stars                CS STARS          Human Resources: STARS is a           Yes
                                       commercial Risk Management
                                       software used to process Tort
                                       Claims. It currently interfaces
                                       with the FMS AP module to
                                       process Tort Claims. The
                                       software runs on a SQL Server
                                       database
Stromberg            Stromberg/Paychex Payroll: Stromberg is a               Possibly
                                       commercial Time Keeping


                                         Page 9 of 11
     RFP 0901706: Software and Implementation Services for ERP System
                              Addendum # 3


Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                         In Scope for
                                                                                Replacement?
                                            system used at the Superior and
                                            Juvenile Courts to process
                                            employee biweekly timesheets.
                                            It currently interfaces with FMS
                                            Payroll to transfer biweekly
                                            Time Keeping data to the
                                            Payroll system. It runs on a SQL
                                            Server database.
Time Tracking:      Microsoft               Payroll: Used by various           Yes
Access                                      departments to track time and
                                            attendance and leave usage.
TOOLS               In House                Cash and Investment                No
                    developed system        Management: Mainframe system
                                            utilized by the Treasurer to track
                                            personal property and real estate
                                            taxes.
Training: Excel     Microsoft               Human Resources: Used to           Yes
                                            track completion of mandatory
                                            training.

TRIMS               TRIMS Software          Inventory, Work Management          Possibly
                    International, Inc.


Tuition             Microsoft               Human Resources                     Yes
Reimbursement:
Access
Vacancy Tracking:   Microsoft               Human Resources                     Yes
Access
Vendor              Microsoft               Purchasing                          Yes
Performance
Reporting: Excel
VRAMP               In House                Purchasing: VRAMP (Vendor           Yes
                    developed system        Registration and Messaging
                                            Portal) is an in-house developed
                                            web based .Net vendor
                                            registration system used by the
                                            Procurement Department.
                                            Besides registering vendors, this
                                            system is also used by the
                                            Procurement Department to send


                                          Page 10 of 11
       RFP 0901706: Software and Implementation Services for ERP System
                                Addendum # 3


Table 3.4 – County’s Current Systems
System            Vendor           Function/Description                             In Scope for
                                                                                    Replacement?
                                              automated email notifications to
                                              registered vendors. It currently
                                              interfaces with Synergen to
                                              exchange vendor data between
                                              the two systems.

Web system            In-house developed Purchasing                                 Yes
                      system
Word                                     Budget, Purchasing: Used for               Yes
                                         budget publication


 Note:           The questions and answers file for this week is located on the website for review.
                 Please reference Attachment Questions and Answers for Addendum 3.

 All other terms and conditions on the solicitation remain the same.


 Ana Wilber
 Ana Wilber CPPB, CASPP.
 Commodity & Contracts Officer




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