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					                                                                                   Addendum No. 7
                                            Centralized Enterprise Resource Planning (ERP) Solution
                                                                               RLI No. R0866301R1
                                                                                        Page 1 of 3

                                  PURCHASING DIVISION
                             BOARD OF COUNTY COMMISSIONERS
                                BROWARD COUNTY, FLORIDA

                                      A D D E N D U M NO. 7

              RLI Name: Centralized Enterprise Resource Planning (ERP) Solution
                                 (NON-SHELTERED MARKET)

                             DATE OF ADDENDUM: January 20, 2011

TO ALL PROSPECTIVE BIDDERS:

PLEASE NOTE THE FOLLOWING:

1. On Pages 14 through 16 of 71 of the RLI, please replace the Required Performance and
   Payment Guaranty requirement with the following:

 a.   Required Assurance Statement:

      The proposer shall provide the County with an assurance statement from its surety verifying
      that the proposer has the capacity and ability to initially provide the County with a Performance
      and Payment Bond for 100% of the estimated dollar amount for Phase 1 work as defined in the
      RLI, excluding Licensing Costs. Phase 1 consists of Implementation of the ERP Learning
      Management System (to support project training), Financial, Capital Project and Grant
      Management, Purchasing, Inventory and Warehouse, and Facility Maintenance Processes.
      The proposer shall subsequently provide the County with Performance and Payment Bonds for
      future phases of the work. The Performance and Payment Bonds for such future Phases of
      the work will be at an amount to be negotiated at a later date for each Phase. Each
      Performance and Payment Bond shall remain in effect for a period of Ninety (90) days after
      final acceptance of the Phase.

 b.   Performance and Payment Bond (Surety):

      A Performance and Payment Bond will be required of the form and containing all the
      provisions of the Performance and Payment Bond attached to the RLI (Attachment L).

 c.   Required Performance and Payment Guaranty:

      The Performance and Payment Guaranty will be required within ten (10) days after award.




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Addendum Form #3
08/10/2010
                                                                                  Addendum No. 7
                                           Centralized Enterprise Resource Planning (ERP) Solution
                                                                              RLI No. R0866301R1
                                                                                       Page 2 of 3



 d.   Performance and Payment Guaranty (Alternate Form of Security):

      In lieu of the Performance and Payment Bond, Contractor may furnish an alternate form of
      security which may be in the form of cash, money order, certified check, cashier's check or
      irrevocable letter of credit.

      Such alternate forms of security shall be for the same purpose and shall be subject to the
      same conditions as those applicable above and shall be held by the County for one year after
      completion and acceptance of the work

 e.   Qualifications of Surety:

      A Performance and Payment Bond must be executed by a surety company of recognized
      standing, authorized to do business in the State of Florida and having been in business with a
      record of successful continuous operation for at least five years.

      In addition to the above-minimum qualifications, the surety company must meet at least one of
      the following additional qualifications:

      The surety company shall hold a current certificate of authority as acceptable surety on federal
      bonds in accordance with the United States Department of Treasury Circular 570, Current
      Revisions. If the amount of the Bond exceeds the underwriting limitation set forth in the
      circular, in order to qualify, the net retention of the surety company shall not exceed the
      underwriting limitation in the circular and the excess risks must be protected by coinsurance,
      reinsurance, or other methods in accordance with Treasury Circular 297, revised September 1,
      1978 (31 CFR Section 223.10, Section 233.111). Further, the surety company shall provide
      the County with evidence satisfactory to the County, that such excess risk has been protected
      in an acceptable manner.

      The County will accept a surety bond from a company with a rating of A- or better for bonds up
      to $2 million, provided, however, that if any surety company appears on the watch list that is
      published quarterly by Intercom of the Office of the Florida Insurance Commissioner, the
      County shall review and either accept or reject the surety company based on the financial
      information available to the County. A surety company that is rejected by the County may be
      substituted by the proposer or proposer with a surety company acceptable to the County, only
      if the proposal amount does not increase.




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                                                                                        Addendum No. 7
                                                 Centralized Enterprise Resource Planning (ERP) Solution
                                                                                    RLI No. R0866301R1
                                                                                             Page 3 of 3


   The surety company shall have at least the following minimum ratings:

   Policyholder's Financial
   Amount of Bond                   Ratings               Size Category

         500,001      to    1,000,000       A-                    Class I
       1,000,001      to    2,000,000       A-                    Class II
       2,000,001      to    5,000,000       A                     Class III
       5,000,001      to     10,000,000     A                     Class IV
      10,000,001      to     25,000,000     A                     Class V
      25,000,001      to     50,000,000     A                     Class VI
      50,000,001      or more               A                     Class VII

2. The County will require provision for 10% retainage of each progress payment for each milestone
   deliverable.

3. It is the intent of the County to enter into a single contract for all services.

4. Questions will be accepted related ONLY to this Addendum No. 7 until 5:00 P.M. Local Time,
   February 4, 2011.

5. The due date for the RLI No. R0866301R1, Centralized Enterprise Resource Planning (ERP)
   solution is extended until 5:00 P.M. Local Time, Monday, February 28, 2011. This addendum
   SHOULD be returned with your response due 5:00 P.M. Local Time, Monday, February 28,
   2011.


All other terms, conditions and specifications remain unchanged for RLI No. R0866301R1.




NAME OF COMPANY: _________________________________________________




___________________________________________________________________________
Addendum Form #3
08/10/2010
                                                                               RLI No. R0866301R1


                                     PURCHASING DIVISION
                                BOARD OF COUNTY COMMISSIONERS
                                   BROWARD COUNTY, FLORIDA

                                        A D D E N D U M NO. 6

                   RLI Name: Centralized Enterprise Resource Planning (ERP) Solution
                                      (NON-SHELTERED MARKET)

                                DATE OF ADDENDUM: January 4, 2011

TO ALL PROSPECTIVE BIDDERS:

PLEASE NOTE THE FOLLOWING:

1.    Request for Letters of Interest (RLI) R0866301R1,Centralized Enterprise Resource Planning
      (ERP) Solution, due date is delayed until further notice to review Performance Bond
      Requirements which are part of the solicitation.




NAME OF COMPANY: _________________________________________________




___________________________________________________________________________
Addendum Form #3
08/10/2010
                                                                                                 Page 1 of 2
                                                                                        RLI No. R0866301R1
                                                                                                 Page 1 of 2

                                       PURCHASING DIVISION
                                  BOARD OF COUNTY COMMISSIONERS
                                     BROWARD COUNTY, FLORIDA

                                           A D D E N D U M NO. 5

                   RLI Name: Centralized Enterprise Resource Planning (ERP) Solution
                                      (NON-SHELTERED MARKET)

                                DATE OF ADDENDUM: December 14, 2010

TO ALL PROSPECTIVE BIDDERS:

PLEASE NOTE THE FOLLOWING:

A.    A Pre-Submittal Conference was held on Monday, November 29, 2010 at 2:00 PM, in the
      Governmental Center Room 430, 115 S. Andrews Ave., Ft. Lauderdale, FL. The following is a list of
      questions and answers that have been asked up to this time, including but not limited to questions that
      were discussed at the Pre-Submittal Conference.

          1. Please provide an inventory of tools/products in the following areas that we can leverage for the
             implementation.
                • Testing Tools -- Answer: MS Team Systems Suite
                • Project Management Tools, in addition to Microsoft Project (e.g., Issue Management,
                    Risk Management, etc.) -- Answer: MS Project Management
                • Configuration Mgmt (e.g., for change control) -- Answer: BMC Express
                • Development Tools (e.g., Migration tools, Case Management Tools) Batch Applications
                    (e.g., scheduling tools, TWS, Control-M, AutoSys) -- Answer: Development - MS Team
                    Systems Suite; Control M.

          2. Regarding the Financials environment, what size is the current Production DB in GB’s?

             Answer: AMS Advantage production database is 141 GB, the application and other Advantage
             files that reside on the UNIX server are 28 GB.

          3. Regarding Human Capital Management (HCM): What are the number of environments, named
             users, Self Service users and professional users, and how large is the Production DB in GB’s?

             Answer: Cyborg does not reside in a database. The size of the Cyborg application and related
             files is 78 GB. Cyborg has approximately 370 Users.


          4. Can an authorized, certified software reseller directly certify (on Attachment K) that the
             proposed software meets the County’s functional requirements listed in Attachment A?

             Answer: No

          5. Please describe the number and types of users for the following. Answer: The table below

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                                                                                          RLI No. R0866301R1
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              presents the level of detail for available information.

             Phase    System Users                                      Total    Concurrent  Other
               1      Financials & Supply Chain                          750        300       450 
               1      Reporting – InfoAdvantage(WEBI)                    501        155      346  
               2      Human Resources/Payroll                            370        370        0 
               2      Reporting ‐ Cognos                                 70          70        0 
               1      Capital Program Management                         389        389        0 
               All    Central and Technical Development Support1         12         12          0 
               All    Queries (ad hoc)                                   750       389         361 
               3      Balanced Scorecard                                 298      30 ‐ 40      N/A 
                      1 
                       For an in‐house hosted solution                                           


          6. What are the user counts for the three phases of the ERP deployment?

              Answer: See answer to questions 5 above.


B.     This addendum SHOULD be acknowledged and returned with your response due no later than 5:00
       PM Local Time on Monday, January 10, 2011.

All other terms, conditions and specifications remain unchanged for RLI No. R0866301R1.


NAME OF COMPANY: _________________________________________________




___________________________________________________________________________
Addendum Form #3
08/10/2010
                                                                                                Page 1 of 3
                                                                                           Addendum No. 4
                                                                                       RLI No. R0866301R1

                                      PURCHASING DIVISION
                                 BOARD OF COUNTY COMMISSIONERS
                                    BROWARD COUNTY, FLORIDA

                                          A D D E N D U M NO. 4

                   RLI Name: Centralized Enterprise Resource Planning (ERP) Solution
                                      (NON-SHELTERED MARKET)
                              DATE OF ADDENDUM: December 13, 2010

TO ALL PROSPECTIVE BIDDERS:

PLEASE NOTE THE FOLLOWING:

A.    A Pre-Submittal Conference was held on Monday, November 29, 2010 at 2:00 PM, in the
      Governmental Center Room 430, 115 S. Andrews Ave., Ft. Lauderdale, FL. The following is a list of
      questions and answers that have been asked up to this time, including but not limited to questions that
      were discussed at the Pre-Submittal Conference.

          1. Will the County modify the language in the RLI to allow for alternative proposed structures of
             performance security such as deliverable-based payments and a retainage to be considered
             responsive, subject to negotiation prior to contract award?

             Answer: No.

          2. Will the County accept and not automatically disqualify a system integrator that submits the
             required Surety letter that states, Bonding will be effected in a phased manner (and not for the
             full proposed amount), to coincide with each of the proposed phases of implementation?

             Answer: No. 
              
          3. Will the County allow respondent System Integrators to carve out 3rd party products/services
             and accept the required Surety letter and Performance Bonding against only the System
             Integrator services to be delivered?

             Answer: No

          4. Can you provide a breakout of the number of utility billing customers by Residential,
             Commercial, and Industrial categories?”

             Answer: Approximate numbers are: Residential: 50,000; Commercial: 6,000; Industrial: 2,000.

          5. In the Payroll Administration Section of Attachment A, Functional Requirements, Payroll
             Administration, Item PAY 177.00 states: “Ability for departments to load up the full value of a
             contract to look up the hours worked/remaining and dollars spent/remaining against a contract”
             Please explain or provide some context for this requirement. Is the County referring to individual
             employee contracts (teachers), individual contractor contracts, some other aggregate contract
             or something totally different?
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                                                                                             Addendum No. 4
                                                                                         RLI No. R0866301R1


             Answer: This requirement is associated with contracts for projects in order to capture hours
             worked/remaining and time charged/remaining against a project.

          6. In the Learning Management Section of Attachment A – Functional Requirements, Item LM
             231.00 states: “Ability to give instant status on any defined sector of the organization and where
             they are in any predefined process.” Does this relate exclusively to Learning management or
             does it relate to the entire Human Resources application?

             Answer: This relates to Talent Management. The process relates to predefined development
             plans, learning tracks, etc. The sector would be demographic such as a person, an agency, job
             title, etc. For example, all County Administrative Assistants or Secretaries could have a learning
             track. We need the ability to provide the status based on demographic information and learning
             progress at any given time.

          7. In the Learning Management Section item LM 232.00 states: “Ability to get a comprehensive
             picture of the predefined process status for any predefined process in any part of the predefined
             sector of the organization processes” Does this relate exclusively to Learning management or
             does it relate to the entire Human Resources application?

             Answer: This could relate to both modules. For example, who in the organization is a certified
             PMP (Project Manager Professional), has experience managing transportation projects, and
             makes less than $100,000?

          8. Due to the holidays and vacation schedules of key management, and functional and technical
             consultants who should be involved in crafting a comprehensive response to the County’s ERP
             RFP, we respectfully request a 4 week extension of the January 3, 2011 deadline to January 31,
             2011.

             Answer: Per Addendum No. 3, the submission deadline has been changed to no later than 5:00
             PM Local Time on Monday, January 10, 2011.

          9. The RFP states, “If fewer than three interested firms respond to this solicitation, the Director of
             Purchasing may extend the deadline for submittal by up to four (4) weeks. Submittals will only
             be opened following the final submittal date.” Does this mean that if a proposer is either the
             only firm, or one of only two firms to respond by the County’s due date, said firm(s) would have
             the opportunity to recall their submitted proposal in order to further revise and refine their
             proposal prior to the final due date?

             Answer: No, however the firm may provide supplemental information by the extended deadline.

          10. If a firm submits a proposal for option 1(In-house ERP), can the same firm propose an alternate
              option 2 (Dedicated hosting of Application) as an optional solution attachment to its proposal?

             Answer: Proposers may submit multiple proposals to offer more than one solution for system
             and service delivery. Acceptable options were expanded per the answer to Question 24 in
             Addendum No. 3.


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                                                                                            Addendum No. 4
                                                                                        RLI No. R0866301R1


          11. Learning Management Functional Requirements: Please provide the number of authors who
              would develop content and the number of concurrent users who will view the content at any one
              time.

              Answer: Content development authors: 25 to 50. Concurrent Users viewing content: 600 (10%
              of 6000 employees)

          12. Regarding E-Learning Management (ELM): What are the number of environments, named
              users, Self Service users and professional users, and how large is the Production DB in GB’s?

              Answer: The County is currently using Pathlore LMS Classroom 6.5. We would need all the
              functionality available today plus eLearning and Human Capital Development functionality. We
              have approximately 60 Pathlore Training Administrators who manage learning events and
              activities, and 3 Pathlore System Administrators. All County employees have access to the
              Learning Center which is the self service portal of Pathlore. Pathlore is licensed for 7000 users.
              The Pathlore database is approximately 1 GB of data. We also have approximately 5 GB of
              eLearning content on other servers.


B.     This addendum SHOULD be acknowledged and returned with your response due no later than 5:00
       PM Local Time on Monday, January 10, 2011.

All other terms, conditions and specifications remain unchanged for RLI No. R0866301R1.


NAME OF COMPANY: _________________________________________________




___________________________________________________________________________
Addendum Form #3
08/10/2010
                                                                                                  Page 1 of 8
                                                                                         RLI No. R0866301R1

                                        PURCHASING DIVISION
                                   BOARD OF COUNTY COMMISSIONERS
                                      BROWARD COUNTY, FLORIDA

                                             A D D E N D U M NO. 3

                    RLI Name: Centralized Enterprise Resource Planning (ERP) Solution
                                       (NON-SHELTERED MARKET)

                                   DATE OF ADDENDUM: December 9, 2010

TO ALL PROSPECTIVE BIDDERS:

PLEASE NOTE THE FOLLOWING:

A.      A Pre-Submittal Conference was held on Monday, November 29, 2010 at 2:00 PM, in the
        Governmental Center Room 430, 115 S. Andrews Ave., Ft. Lauderdale, FL. The following is a list of
        questions and answers that were discussed at the Pre-Submittal Conference.

     1. Question: Would you consider an extension on the due date of 1/3/2011? Answer: Yes, the due date is
        changed no later than 5:00 PM Local Time on Monday, January 10, 2011.


     2. Question: You indicate that we need to specify hardware to run the application. Is there hardware in
        place that a proposed system would be run on, and if not, is there a preference for an operating system
        for the hardware? Answer: There is no hardware in place that is targeted for the ERP. The following
        are the County’s standards which are open to modification over time. Vendors should propose what
        they recommend would best meet Broward County’s Application, Development, Maintenance and
        Support requirements of the RLI document.


          Technology                  Use              Manufacture                Product
             Area                                           r
                                             ENTERPRISE LEVEL
        Desktop*          Operating System             Microsoft       Windows XP Service Pack II
                          Office/WP                    Microsoft       Office Professional Suite
                          E-Mail                       Microsoft       Exchange/Outlook 2003
                          Project Management           Microsoft       Project 2000 2003
                          Reporting Tool               Crystal         Crystal Reports
                          Remote desktop mgmt          Microsoft       SMS 2003
                          tools
                          Desktop Data Base            Microsoft       Access 2003
                          Business Diagramming         Microsoft       Visio Professional 2003


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                                                                              RLI No. R0866301R1

        Technology              Use            Manufacture               Product
           Area                                     r
                     World Wide Web browser    Microsoft     Internet Explorer 6.0 – 7.0
                     Computer Antivirus        McAfee        McAfee Virusscan
                     Software and Intrusion
                     Prevention
      Development    Web Development                         J2EE
      Environment    language
                     Web/Application Server    IBM           WebSphere
                     deployment platform
                     Integrated development                  Visual Age Enterprise Edition
                     environment tool suite
                     (IDE)
                     Enterprise Application                  Mercator
                     Integration Tool



      Data Network   Network Management Tool   SolarWinds    Orion Network Performance
                                                             Monitor
                     Network Hardware          Cisco         Routers, Hubs, Concentrators,
                                                             etc.
                     Wireless Hub              Cisco         Cisco 1220 Access Point
                     Wireless NIC              Cisco         Cisco network adapter, mobile
                                                             or desktop
                     IP Telephony              Cisco         Cisco Call Manager
                     VPN Connection            Checkpoint    Check point secure client
                     Video Conferencing        Polycom       Polycom view station, other
                                                             video conferencing
                                                             accessories
      Communicati    Internet                  AT&T
      ons
                     Data                      BellSouth
                     Voice                     BellSouth
                     Wireless                  Verizon
      Data Base      RDBMS                     ORACLE         10.2.0.3
      Management
      System


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                                                                                      RLI No. R0866301R1

        Technology                Use                Manufacture               Product
           Area                                           r
      Authenticatio   Password – application                        Active Directory (AD)
      n Standard      authentication
      Web Content     Manage the static content      Interwoven     TeamSite
      Management      of Broward’s web site
      Internet File   Secure file transfer                          FTP (File Transfer Protocol)
      Transfers
                                                                    PGP encrypted (Pretty Good
                                                                    Privacy)
      Interfaces      Web interfaces                                Web Services
      Credit Card     Credit Card on-line                           BC Payment Gateway
      Payment         payment
      protocol
      Operational     Web Server encryption          VeriSign       SSL certificate
      Security        (SS4)
                      Firewall appliance             Described      This information will be shared
                                                     upon request   with awarded vendor.
                      Firewall software              Described      This information will be shared
                                                     upon request   with awarded vendor.

                      VPN Connector                  Described      This information will be shared
                                                     upon request   with awarded vendor.

                      Digital certificates (users)   VeriSign
                      Web Filtering                  Described      This information will be shared
                                                     upon request   with awarded vendor.
                                          DEPARTMENT LEVEL
      Development     Web development                Microsoft      .Net
      Environment
                      Application Server                            IIS
                      Integrated development                        Visual Studio
                      environment tool (IDE)
                      Development methodology        Rational       Rational Unified Process
                                                                    (RUP)
                      Change & Configuration         Rational       Clear Case & Clear Quest
                      Mgmt Tool
                      Document Repository            Rational       ReqPro
                      Test Results Management        Rational       Test Manager


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                                                                                  RLI No. R0866301R1

        Technology               Use             Manufacture             Product
           Area                                       r
      Customer        Call tracking/dispatch                   Support Magic Total Service
      Service                                                  Suite
      Center
      Data Base       RDBMS                      Microsoft     SQL Server 2000
      Management
      System
      Server          Network Operating System   Microsoft     Windows 2003 server
                      (Intel)
                      Groupware Server           Microsoft     Exchange Server 2003
                      Software
                                         FIELD AUTOMATION
      Laptop Mobile   Model                      Dell          Latitude D610 1.86GHz
      Unit                                                     Processor
                                                               Intel® Centrino® Mobile
                                                               technology
                      Operating System           Microsoft     Windows XP Service Pack II
      Tablet PC       Model                      Dell          Dell Tablet PC Motion-LE1600
                                                               w/dock
                      Operating System           Microsoft     Microsoft Windows XP Tablet
                                                               PC Edition 2005

      Hand Held       Model                      Dell          Axim Handheld
      PDA
                      Operating System                         Microsoft Windows Mobile 5.0
      Pocket PC       Model                      Verizon       Blackberry Wireless Handheld
      Phone                                                    and Web Client
                      E-Mail                     Microsoft     Exchange/Outlook 2003
                      Communications             Verizon       Verizon Wireless
      Add-on          GPS Navigation System      **
      Accessories
                      Digital Imager             **
                      Barcode Reader             **
                      Printer                    **
                      Wireless Data Card         Cisco         Cisco Aironet
                      VoIP                       Cisco         Cisco IP Communicator


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                                                                                         RLI No. R0866301R1

           Technology                 Use               Manufacture                Product
              Area                                           r
                         Video Conferencing             Cisco           Cisco VT Advantage
                         PC Air Card                    Verizon         Verizon Wireless Air Card


      *     Minimum Broward County Hardware: 700Mhz Pentium, 256Mb Ram, 6Gb Hard drive.

            ActiveX components are not standard on the desktop.

            Application at the desktop must be browser based or have the ability to run with “local
            user” account rights.

            Local “Admin” accounts are not allowed in the network.

            Recommend to have modules for scaling to handheld devices.



      **    Standard not available.


   3. Question: Since the RLI calls for a software product, integration services and optional hosting, what
      type of contract/license agreement does the County expect to issue for software? Is it your plan to have
      a single contract for everything or will you contract directly with the software vendor and have a
      secondary contract for services? Answer: We want to contract directly with the software vendor, but we
      have not specified contractual arrangements for the remaining services.

   4. Question: Can we edit the “Resource-Loaded Work Plan Response” or do we need to follow the work
      breakdown structure that is provided? Answer: You can edit to add detail, but don’t move things
      around. We have to be able to follow and review the work plan in the same basic sequence for all
      proposers. Within the framework that is provided, you can add the detail that relates to your approach.
       Also, note that there is a narrative description of the work plan tasks in the background section of the
      RLI. If your methodology is consistent with what we have described, you don’t need to repeat that
      information.

   5. Question: How many employees does the County plan on sending for “Pre-Project Training Services”?
      Answer: We anticipate a total of 52-60 staff to be trained prior to the applicable phase.


   6. Question: Can the firms contact the County during the proposal preparation or is the Cone of Silence in
      effect? Answer: Yes the firms can contact the County while preparing their proposals. The Cone of
      Silence goes into effect at the Short List Meeting.


   7. Question: You’ve asked for a Fixed Fee Pricing / Implementation. Typically System Integration firms
      will have their own methodology. This is why firms agree to take the risk because they know their
      methodology. How extensive do you expect those deviations to be? Answer: The approach shown
      shows Broward County’s expectations going forward. We would expect you to elaborate on what you
      will do as you enter resources into the work plan. We have no expectation that you’re going to write
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                                                                                        RLI No. R0866301R1

      lots and lots of information. Note that we have descriptions of the work plan tasks. We would be
      looking for you to explain where your methodology is markedly different from our approach.

   8. Question: So there are no scoring criteria on how closely someone’s methodology matches the one
      you’ve laid out? Answer: No there are not.


   9. Question: Is the Video Capture a requirement? Answer: Yes.

   10. Question: Should we fill out the other tie breaker forms even though we are not located within Broward
       County? Answer: Yes, fill out as many of the tiebreaker forms as you can, even if you are not a local
       vendor. You never know who you’re going to compete against. Being a Broward County firm may not
       be the tiebreaker factor. Also, you need to complete the drug free work place tiebreaker form even if
       you don’t have a program, because the form asks if you will comply with a drug free workplace outside
       of the tiebreaker program. Under our code, we will not do business with anyone who does not have a
       drug free workplace in general.

   11. Question: Are the Broward County technical resources listed all there is or will there be more?
       Question: Assume that no more Broward County Staff will be available than what are listed in the RLI.
       Assume that any additional resources must be met with consultant resources.

   12. Question: Regarding the Collaboration Tables in the methodology section starting on p. 58 of 71, if
       there are 2 or 3 leads listed, who would be responsible when more than one is listed for a task? If
       we’re providing a fixed fee bid, how do we know what we’re responsible for if someone else is also
       listed as leader? We assume one party would be responsible for leading a particular task. Answer:
       Usually this would mean that each of the organizations has some lead responsibility and would have to
       have someone who is leading their part of that work. But clearly they would have to collaborate with
       anyone else who is shown as having lead responsibility. The narrative may help with clarifying where
       this would occur.

   13. Question: The County states that the work week will be from Monday thru Friday, can the work week be
       Monday thru Thursday? Answer: The County works Monday thru Friday, and during certain phases of
       the project such as design, testing and training when county staff and consultants need to have
       substantial interaction, we need for the consultants to work the same work week so we can all stay on
       schedule. During other phases Monday thru Thursday would be acceptable.


   14. Question: The Time and Attendance component has been split off from the ERP solicitation and
       probably will be completed earlier, but there may be some interaction with HR/Payroll module. Would
       you entertain a re-ordering of the implementation sequence? Answer: No. The County has identified
       the functional areas with the greatest needs, and to switch or re-order the implementation would cause
       Broward County a problem. The sequence shown is the one you should assume.

   15. Question: How much weight will be placed on pricing? Answer: The RLI solicitation does not involve a
       ranking system with weights the way you typically have with an RFP. Price will be an important
       consideration in figuring out what we can afford to do over what period of time. But there are no
       weights or points assigned to per se. The Selection Committee will use all factors that it receives from
       staff and the submittals in determining the ranking of firms.

   16. Question: While giving us information on hardware requirements, could you also add information about
       additional tools and technology that is currently being used in Broward County. Background information
       would be helpful. Answer: Additional information resources are referenced on page 6 of 71 of the RLI.
___________________________________________________________________________
Addendum Form #3
08/10/2010
                                                                                                 Page 7 of 8
                                                                                        RLI No. R0866301R1

      “Detailed information regarding current County systems is contained in the Government Finance
      Officers Association Draft Technology Needs Assessment: An Evaluation of Broward County’s
      Financial and Human Resources Management Systems, July 2007. The report and appendices are
      located on the County’s website at http://www.broward.org/Administrator/Pages/ERP.aspx. Appendix
      1 of that report contains an inventory of Broward County data systems. The most recent list of
      interfaces with the Advantage financial and Cyborg payroll systems is contained in Attachment G of this
      RLI. Also on this website is the Broward County Business Case for an ERP.”

   17. Question: Could you also give us information on your Disaster Recovery plans. Will there be a disaster
       recovery site and any requirements related to the RLI? Broward County currently uses SunGard as the
       provider for disaster recovery. For a hosted solution, vendors should describe their disaster recovery
       plan.

   18. Question: Are unions a subset of the employee number in Attachment H? Answer: Yes, the total
       employee count in Attachment H is 5,946 and 4,559 unionized employees are a subset of this total.

   19. Question: Will the County accept digital signature on forms that are not required to be notarized?
       Answer: No, the County does not accept digital signatures.

   20. Question: Does the County follow the practices illustrated by the requirements on Attachment A now?
       How many really are required and being done today, and how many of these requirements are on the
       “wish list”? Answer: At this time, it does not matter whether we are using all the functionality. We
       expect to modify and streamline our processes to take advantage of best practices. For your
       proposals, we want to know whether your software has each of the functionalities listed in Attachment
       A and how the functionality is delivered; out of the box, with configuration or with customization. We
       will handle our tradeoff analysis after we know what our options are.

   21. Question: In Summary Background & Scope of Services, page 6, Paragraph 5, the RLI identifies 3 main
       bid components: Software, Integration Services & Optional Hosting. Can you please confirm that the
       “Software” component should include the required technology software (Database, Middleware, etc.) to
       support the applications modules (HR, GL, Purchasing, etc.)? Answer: Third party software (i.e.,
       databases, report writers and middleware) should be separately listed along with unit cost. Broward
       County may take advantage of the pricing offered by the System Integrator or it may choose, at its sole
       option, to procure this software separately.

   22. Question: In Summary Background & Scope of Services, Page 7, Paragraph 7, the RLI states that a
       software firm submitting with multiple implementation firms should keep license and maintenance
       pricing the same across all proposals. Can you please confirm that this applies to the required
       technology software configuration (Database, Middleware etc) to support the applications modules (HR,
       GL, Purchasing etc)? Answer: This requirement should not be applied to Third Party software because
       different solution configurations may use different volumes of 3rd party software and that in turn may
       affect pricing to the System Integrator from the third party vendor.

   23. Question: Several areas of the RLI refer to “document management”, “document workflows” and
       “electronic signatures”. Is the County expecting full Enterprise Content Management (ECM) capabilities
       to be part of the ERP RLI or do you expect to release a separate bid for this type of county-wide
       functionality in the future? Answer: The County does not anticipate a separate solicitation for ECM.
       Proposers should respond to requirements as listed in the RLI.

   24. Question: Will the County allow for and accept a hosted model/proposal that is as equally compelling
       and more cost effective than a dedicated environment and will the County allow for the use of off-shore

___________________________________________________________________________
Addendum Form #3
08/10/2010
                                                                                                                           Page 8 of 8
                                                                                                                  RLI No. R0866301R1

       support personnel (all infrastructure being on-shore), primarily for off-hour requirements? Answer: The
       County would like to explore options for hosted and SaaS solutions that involve limited use of off-shore
       personnel and a virtual environment. To this end, the table defining optional methods of delivering a
       solution (RLI page 6-7 of 71) has been expanded to include A and B options for both hosting of the
       application and software as a service. Proposers who choose to provide a ‘B’ Option must also
       propose an ‘A’ option.
                                                                                                     Maintenance, 
                                                          Software &                                               On‐going Maintenance, 
       Method of Providing                                              Software &         Users on   Support & 
                                      Cost Basis            Server                                                  Support  & Upgrade 
       ERP System & Service                                           Server Location       Server     Upgrade 
                                                          Ownership                                                   Implementation
                                                                                                      Scheduling
       1.  In‐house Hosting of  Full cost of hardware,                                                  County      County or contracted 
                                                            County          County       County only
       ERP Application          software, maintenance                                                 determined          vendor 
                                                           Software 
       2.  Hosting of          Software licenses & on‐      County;    Remote Hosting                      County             Hosting
       Application                  going support           Servers       Facility                       determined           Vendor
                                                            Vendor
                                                                       No portion of the  Production                  No portion of the hosted 
                                                                        hosted solution  servers must                     solution can be 
             Option 2A                                                  can be provided  be county‐                   supported outside of the 
                                                                         outside of the    dedicated                      continental USA
                                                                        continental USA
                                                                       Same as Option A     Virtual                   On shore support during 
             Option 2B                                                                    production                    East coast business 
                                                                                            servers                            hours

                                                                                                          Hosting 
       3.  Software as a       Fixed Annual/ monthly       Hosting     Remote Hosting                                         Hosting
                                                                                                           Vendor 
       Service ‐ SaaS             charge to county         Vendor         Facility                                            Vendor
                                                                                                         determined

                                                                       No portion of the  Production                  No portion of the hosted 
                                                                        hosted solution  servers must                     solution can be 
             Option 3A                                                  can be provided  be county‐                   supported outside of the 
                                                                         outside of the    dedicated                      continental USA
                                                                        continental USA
                                                                       Same as Option A     Virtual                   On shore support during 
             Option 3B                                                                    production                    East coast business 
                                                                                            servers                            hours
       a. Proposals for out‐of‐house hosted solutions will also require a back‐out plan to cover the contingency of the 
       County desiring to bring the solution back in house.

B.     This addendum SHOULD be acknowledged and returned with your response due no later than 5:00
       PM Local Time on Monday, January 10, 2011.

All other terms, conditions and specifications remain unchanged for RLI No. R0866301R1.


NAME OF COMPANY: _________________________________________________




___________________________________________________________________________
Addendum Form #3
08/10/2010
                                                                                            Page 1 of 8
                                                                                     RLI Number: R0866301R1

                                        PURCHASING DIVISION
                                   BOARD OF COUNTY COMMISSIONERS
                                      BROWARD COUNTY, FLORIDA

                                             A D D E N D U M NO. 2

                     RLI Name: Centralized Enterprise Resource Planning (ERP) Solution
                                        (NON-SHELTERED MARKET)

                                  DATE OF ADDENDUM: December 1, 2010

TO ALL PROSPECTIVE BIDDERS:

PLEASE NOTE THE FOLLOWING CHANGES:

1.      On Page 26 of Under Evaluation Criteria: Company Profile, please replace Item No. 4 with the
following:

       “All firms are required to provide Broward County the firm's financial statements at the time of submittal
       in order to demonstrate the firm's financial capabilities. Failure to provide this information at the time of
       submittal may result in a recommendation by the Director of Purchasing that the response is non-
       responsive. Each firm shall submit its most recent two (2) years of financial statements for review. The
       financial statements are not required to be audited financial statements. With respect to the number of
       years of financial statements required by this RLI, the firm must fully disclose the information for all
       years available; provided, however, that if the firm has been in business for less than the required
       number of years, then the firm must disclose for all years of the required period that the firm has been
       in business, including any partial year-to-date financial statements. The County may consider the
       unavailability of the most recent year’s financial statements and whether the firm acted in good faith in
       disclosing the financial documents in its evaluation. Any claim of confidentiality on financial statements
       should be asserted at the time of submittal. The financial statements should be submitted in a separate
       bound document labeled "Name of Firm, Attachment to Proposal Package, RLI# - Confidential Matter".
       The firm must identify the specific statute that authorizes the exemption from the Public Records Law.
       Failure to provide this information at the time of submittal may result in a recommendation by the
       Director of Purchasing that the response it non-responsive.”

2.     It is the responsibility of each firm to assure that the information submitted in both its written response and
       CDs is consistent and accurate. If there is a discrepancy, the information provided in the written response
       shall govern.

3.     The Commodity Code associated with this solicitation is 92004. Therefore, if a firm registers with the
       County as a vendor, using 92004 in the registration process would assist in future communications
       regarding this solicitation. If you have already received an email notification regarding the solicitation, you
       need not register.

4.     Answers to questions that have been asked up to this time, including but not limited to questions asked at
       the Pre-submittal Conference, are as follows:

           1. Can the vendor rely on Florida law (and its exemptions from public record disclosure) and
              designate its demonstration videos as confidential and exempt from disclosure?




RLI No. R0866301R1
Addendum No. 2
Page 1 of 3
                                                                                          Page 2 of 8
                                                                                   RLI Number: R0866301R1



               Yes, however if a company asserts a confidentiality position with respect to their video
               response, the documents are not exempt from disclosure merely by marking the documents as
               confidential, unless such documents fall within a legislatively created exemption to the Florida
               Public Records Law, Ch. 119, F.S.
               The company must identify a specific statutory basis (or other basis under Florida law) that
               exempts those portions of their response that they claim are confidential.

           2. In light of the background information provided above, please describe how the vendor can
              respond to this RLI and protect its confidential information.

               See Question Number 1 above. Companies are advised that if the videos are claimed to be
               confidential, they may not be able to be considered by the Selection Committee because the
               Selection Committee will be unable to discuss the merits of the videos at the public Selection
               Committee meeting because of the claimed confidential nature of the video. Therefore,
               companies should carefully consider whether they want to submit information that is proprietary
               or confidential.

           3. Will a Vendor be disqualified if it does not submit demonstration videos because it needs to
              protect its proprietary, confidential, trade secret information?

               No, however, realistically it will significantly impact the Selection Committee evaluation of their
               proposal since the Selection Committee will not be able to discuss. The County is not seeking
               information in the video that is proprietary or confidential. Rather, the County is seeking screen
               shots and narrative explanations that would be commonly available in promotional materials and
               demonstrations and that illustrate how the software typically would be used.

           4. Is the County willing to amend the RLI to allow the vendors to submit demonstration videos
              which are proprietary, confidential and contain trade secrets?

               The RLI allows for submittal of demonstration videos which are proprietary, confidential and
               contain trade secrets. Please see Question Number 1 above.

           5. Will the County accept any substitution (which could be designated as exempt from disclosure)
              in place of the video demonstration requirement?

               No.

           6. Video time length - now at 60 minutes. May we have an extension of 30 minutes to total 90
              minutes?

               Yes. Video length is extended to 90 minutes. Zero in on features that make a difference to
               users.

           7. Is there a deadline set for written questions?

               Yes, please e-mail any further questions to the Project Manager jgreiser@broward.org by 5:00
               PM Local Time, December 10, 2010.

           8. How do you want the responses if we propose different solutions, e.g., hosted and delivered?


RLI No. R0866301R1
Addendum No. 2
Page 2 of 3
                                                                                            Page 3 of 8
                                                                                     RLI Number: R0866301R1




               We would like separate proposals for those aspects that differ between proposals, e.g., work
               plan, cost sheets, etc., but you do not have to duplicate the common information, such as the
               Company profile responses. Any separate proposal that contains only variances from the full
               proposal must include a transmittal letter stating that all other portions of the full proposal apply.

           9. Since the RLI calls for a software product, integration services and optional hosting, what type
              of contract/license agreement does the County expect to issue for software?

               We want to contract directly with the software vendor, but we have not specified contractual
               arrangements for the remaining services.

5.     The sign-in sheets from the Pre-submittal meeting are attached to this addendum.

6.     This addendum SHOULD be acknowledged and returned with your response due Monday, January 3,
       2011 at 5:00 PM Local Time.


All other terms, conditions and specifications remain unchanged for RLI No.R0866301R1.




NAME OF COMPANY: _________________________________________________




RLI No. R0866301R1
Addendum No. 2
Page 3 of 3
Page 4 of 8
Page 5 of 8
Page 6 of 8
Page 7 of 8
Page 8 of 8
                                                                               RLI Number: R0866301R1



                                      PURCHASING DIVISION
                                 BOARD OF COUNTY COMMISSIONERS
                                    BROWARD COUNTY, FLORIDA

                                          A D D E N D U M NO. 1

                   RLI Name: Centralized Enterprise Resource Planning (ERP) Solution
                                      (NON-SHELTERED MARKET)

                                DATE OF ADDENDUM: November 18, 2010

TO ALL PROSPECTIVE BIDDERS:

     PLEASE NOTE THE FOLLOWING CHANGES:

1.     On Page 28 of 291, Item No. 1, the RLI states, “Standard Agreement Language: Using the Terms and
       Conditions Objections Form (Attachment I), identify any standard terms and conditions with which the
       interested firm cannot agree. The standard terms and conditions for the resulting contract will be
       posted at a later date”.

2.     The standard terms and conditions for the resulting contract are attached to this Addendum No. 1.

3.     This addendum SHOULD be acknowledged and returned with your response due Monday, January 3,
       2011 at 5:00 PM, Local Time.


All other terms, conditions and specifications remain unchanged for RLI Number: R0866301R1.




NAME OF COMPANY: _________________________________________________




___________________________________________________________________________
Addendum Form #3
08/10/2010
[*PROPOSED SAMPLE CONTRACT FORM FOR ERP RLI*]

                      AGREEMENT

                        Between

                  BROWARD COUNTY

                           and

          ______________________________

                           for

Centralized Enterprise Resource Planning (ERP) Solution
                  RLI No. R0866301R1
                                     AGREEMENT

                                        Between

                                 BROWARD COUNTY

                                          and

                          ______________________________

                                           for

                   Centralized Enterprise Resource Planning (ERP) Solution
                                  RLI No. R0866301R1


     This is an Agreement, made and entered into by and between: BROWARD
COUNTY, a political subdivision of the State of Florida, hereinafter referred to as
"COUNTY,"

                                         AND

________________________, an active ____________ corporation, registered and
authorized to do business in the State of Florida, hereinafter referred to as
"CONTRACTOR." The "COUNTY" and the "CONTRACTOR" shall collectively be
hereinafter referred to as "Parties" or "parties."

        WHEREAS, COUNTY published a Request for Letters of Interest, designated as
Centralized Enterprise Resource Planning (ERP) Solution RLI No. R0866301R1, (hereinafter
“RLI”) that described and set forth the standards and requirements for the System
and the contractual relationship to be entered into and to which the parties agree that
references can be made as if the RLI were set forth fully herein; after review of the
RLI responses, COUNTY selected CONTRACTOR as the entity that best met its
criteria for the above and with whom it would negotiate an agreement for the System
and related services; and

       WHEREAS, the Parties agree references can be made to CONTRACTOR’s
responses to the RLI as if CONTRACTOR’s responses to the RLI are set forth fully
herein: and

      WHEREAS, CONTRACTOR understands that COUNTY, after entering into
this Agreement, has no need for CONTRACTOR’s Deliverables nor for the
products or Services of third parties, both goods and intangible products, unless
the System performs as represented by CONTRACTOR, and COUNTY accepts the

Broward and Contractor                     -1-                           ERP Agreement
System in accordance with the final acceptance criteria described and set forth in this
Agreement; and

        WHEREAS, CONTRACTOR acknowledges that COUNTY’s acquisitions made
as a part of this Agreement are subject to the acceptance criteria described and set
forth in the Agreement being met by such System and such is an essential element and
condition of this Agreement; and

       WHEREAS, CONTRACTOR has represented to COUNTY for its reliance that it
specializes in the provision of Enterprise Resource Planning ("ERP") software and
related services; and

       WHEREAS, CONTRACTOR represents that its personnel and those
subcontracted by CONTRACTOR have the knowledge, proficiency and skills to provide
the software and services as required herein and by the RLI; NOW, THEREFORE,

     IN CONSIDERATION of the mutual terms, conditions, promises, covenants, and
payments hereinafter set forth, COUNTY and CONTRACTOR agree as follows:

                                    ARTICLE 1
                         DEFINITIONS AND IDENTIFICATIONS

For purposes of this Agreement, reference to one gender shall include the other, use of
the plural shall include the singular, and use of the singular shall include the plural. The
following definitions apply unless the context in which the word or phrase is used
requires a different definition:

1.1    Agreement - means this document, Articles 1 through 12, inclusive. Other terms
       and conditions are included in the exhibits and documents that are expressly
       incorporated by reference.

1.2    Board - The Broward County Board of County Commissioners.

1.3    Community Business Enterprise or "CBE" - is a small business located in
       Broward County, Florida, which meets the criteria and eligibility requirements of
       Broward County’s CBE Program and must be certified by Broward County’s
       Office of Economic and Small Business Development.

1.4    Contract Administrator - The Broward County Administrator or the designee of
       the County Administrator.      The primary responsibilities of the Contract
       Administrator are to coordinate and communicate with CONTRACTOR and to
       manage and supervise execution and completion of the Scope of Services and
       the terms and conditions of this Agreement as set forth herein. In the
       administration of this Agreement, as contrasted with matters of policy, all parties

Broward and Contractor                      -2-                              ERP Agreement
       may rely on the instructions or determinations made by the Contract
       Administrator; provided, however, that such instructions and determinations do
       not change the Scope of Services.

1.5    County Administrator - The administrative head of COUNTY pursuant to
       Sections 3.02 and 3.03 of the Broward County Charter.

1.6    County Attorney - The chief legal counsel for COUNTY who directs and
       supervises the Office of the County Attorney pursuant to Section 2.10 of the
       Broward County Charter.

1.7    Defect(s) - means failure to conform to the Documentation. In the event of a
       conflict between the final acceptance criteria and the documentation provided by
       CONTRACTOR or a third party on behalf of CONTRACTOR, the final
       acceptance criteria shall prevail.

1.8    Deliverable(s) - means all software, goods, software licenses, documentation,
       and any other items to be delivered by CONTRACTOR to COUNTY and all
       services to be performed for and provided to COUNTY by CONTRACTOR under
       this Agreement.

1.9    Documentation - means          such     documentation     as   delivered  by
       CONTRACTOR to COUNTY and accepted by COUNTY at Final Acceptance of
       the System relating to the use, function and support of the System, and shall
       also include, but not be limited to, the Statements of Work and the final
       acceptance criteria.

1.10   Final Acceptance - means the acceptance of the System by COUNTY after the
       COUNTY has tested the System and determined that the System conforms to
       the Documentation, for purposes of release of final payment to CONTRACTOR
       as more specifically set forth in Article 9. Final Acceptance by COUNTY shall not
       be deemed a waiver or relinquishment of any rights COUNTY may have under
       this Agreement or as otherwise provided by law.

1.11   System - means the ERP software, as well as the software enhancements,
       configuration, integration, third party software, goods, services, custom
       software, and all other Deliverables under this Agreement, tangible and
       intangible, which together will conform to the Documentation and provide the
       COUNTY with a unified ERP system.

                                    ARTICLE 2
                                SCOPE OF SERVICES




Broward and Contractor                    -3-                             ERP Agreement
2.1    CONTRACTOR shall provide software products and perform all services
       identified in this Agreement and the applicable Statements of Work, for both ERP
       software and ERP systems integration. The Statement of Work for ERP software
       is attached hereto as Exhibit "A". The Statement of Work for ERP systems
       integration is attached hereto as Exhibit "B". The parties agree that the Scope of
       Services is a description of CONTRACTOR’s obligations and responsibilities and
       is deemed to include preliminary considerations and prerequisites, and all labor,
       materials, equipment, and tasks which are such an inseparable part of the work
       described that exclusion would render performance by CONTRACTOR
       impractical, illogical, or unconscionable.

2.2    During the term of this Agreement, CONTRACTOR agrees to provide additional
       services, if requested, to COUNTY, beyond the initial Statements of Work
       attached hereto, as described in the RLI and CONTRACTOR’s response thereto,
       as requested by COUNTY. COUNTY shall pay CONTRACTOR for the services
       and deliverables related to such work based on the following rates:

              Project Manager                    $ _____ /hour
              Team Lead                          $ _____ /hour
              Team Resource                      $ _____ /hour

       Such additional work shall be pursuant to an amendment to this Agreement
       signed by both parties, and a Statement of Work.

2.3    CONTRACTOR acknowledges and agrees that the Contract Administrator has
       no authority to make changes that would increase, decrease, or otherwise modify
       the Scope of Services to be provided under this Agreement except as expressly
       authorized by the Board or the Broward County Procurement Code (Chapter 21
       of the Broward County Administrative Code), as may be amended from time to
       time.

2.4    CONTRACTOR shall pay its subcontractors and suppliers, including its CBE
       subcontractors and suppliers, if any, within thirty (30) calendar days following
       receipt of payment from the COUNTY for such subcontracted work or supplies.
       CONTRACTOR agrees that if it withholds an amount as retainage from such
       subcontractors or suppliers, that it will release such retainage and pay same
       within thirty (30) calendar days following receipt of payment of retained amounts
       from COUNTY.

                                    ARTICLE 3
                         TERM AND TIME OF PERFORMANCE

3.1    The term of this Agreement shall begin on the date it is fully executed by both
       parties and shall end five (5) years after execution of this Agreement; provided,

Broward and Contractor                     -4-                            ERP Agreement
       however, if the term of this Agreement extends beyond a single fiscal year of
       COUNTY, the continuation of this Agreement beyond the end of any fiscal year
       shall be subject to both the appropriation and the availability of funds in
       accordance with Chapter 129, Florida Statutes, as may be amended from time to
       time. The parties agree that COUNTY's fiscal year begins on October 1 of each
       year and ends on September 30 of each year. The term of this Agreement shall
       not affect the term of any software license that extends beyond the term of this
       Agreement.

3.2    All duties, obligations, and responsibilities of CONTRACTOR required by this
       Agreement shall be completed no later than as provided in the applicable
       Statement of Work. Time shall be deemed to be of the essence in performing
       the duties, obligations and responsibilities required by this Agreement.

                                     ARTICLE 4
                                   COMPENSATION

4.1    COUNTY agrees to pay CONTRACTOR, in the manner specified in Section 4.3,
       the amount set out in the applicable Statement of Work for work actually
       performed and completed pursuant to this Agreement for the Deliverables
       described in the applicable Statement of Work and, if applicable, for reimbursable
       expenses, which amounts shall be accepted by CONTRACTOR as full
       compensation for all such work and expenses. It is acknowledged and agreed by
       CONTRACTOR that this amount is the maximum amount payable and
       constitutes a limitation upon COUNTY's obligation to compensate
       CONTRACTOR for its Deliverables and expenses related to the applicable
       Statement of Work. This maximum amount, however, does not constitute a
       limitation, of any sort, upon CONTRACTOR's obligation to perform all items of
       work required by or which can be reasonably inferred from the Scope of
       Services.

4.2    REIMBURSABLES

       4.2.1 Each Statement of Work shall state whether reimbursable expenses are
             applicable. In accordance with and pursuant to the Broward County
             Procurement Code and subject to the limitations set forth below,
             expenses, reasonable in amount and nature, which are directly
             attributable to the Statement of Work may be charged at no more than
             actual cost, if provided for in the applicable Statement of Work. The
             maximum sum which may be charged for expenses shall be set out in the
             Statement of Work, and shall be subject to the provisions in Section 4.2
             here and shall be limited to the following:




Broward and Contractor                     -5-                            ERP Agreement
                         a)   Identifiable transportation expenses in connection with the
                              Statement of Work, subject to the limitations of Section
                              112.061, Florida Statutes, as may be amended from time to
                              time. Transportation expenses to locations outside the
                              Miami-Dade/Broward/Palm Beach County area or from
                              locations outside the Miami-Dade/Broward/Palm Beach
                              County area will not be reimbursed unless specifically
                              authorized in advance and in writing by the Contract
                              Administrator.     Transportation expenses to and from
                              locations within the Miami-Dade/Broward/Palm Beach
                              County area will not be reimbursed.

                         b)   Identifiable per diem and lodging expenses subject to the
                              limitations of Section 112.061, Florida Statutes, as may be
                              amended from time to time, will be reimbursed. Lodging will
                              be reimbursed only for room rates equivalent to Holiday Inn,
                              Howard Johnson, Ramada Inn, or Hampton Inn.

       4.2.2 A detailed statement of expenses shall accompany any request for
             reimbursement. Expenses other than automobile travel shall be
             documented by copies of paid receipts, checks, or other evidence of
             payment.

       4.2.3 It is acknowledged and agreed by CONTRACTOR that the dollar limitation
             set forth in Section 4.2.1, if any, and the applicable Statement of Work is a
             limitation upon, and describes the maximum extent of COUNTY's
             obligation to reimburse CONTRACTOR for expenses, but does not
             constitute a limitation, of any sort, upon CONTRACTOR's obligation to
             incur such expenses or perform the services identified in Article 2.

4.3    METHOD OF BILLING AND PAYMENT

       4.3.1 CONTRACTOR may submit invoices for compensation no more often than
             on a monthly basis in accordance with the Statement of Work payment
             schedule, but only after the Deliverables for which the invoices are
             submitted have been completed. An original invoice plus one (1) copy are
             due within fifteen (15) calendar days of the end of the month except the
             final invoice shall be received no later than sixty (60) calendar days after
             this Agreement expires. For reimbursable expenses, CONTRACTOR may
             submit invoices no more often than bi-weekly, but may do so on a monthly
             basis. Invoices shall designate the nature of the services performed,
             deliverables provided, and/or the expenses incurred. CONTRACTOR
             shall submit with each invoice a Certification of Payments to
             Subcontractors and Suppliers (Exhibit "D"). The certification shall be

Broward and Contractor                       -6-                            ERP Agreement
              accompanied by a copy of the notification sent to each subcontractor
              listed in item 2 of the form, explaining the good cause why payment has
              not been made, as applicable.

       4.3.2 COUNTY shall pay CONTRACTOR within thirty (30) calendar days of
             receipt of CONTRACTOR's proper invoice, as required by the "Broward
             County Prompt Payment Ordinance" (Broward County Ordinance No. 89-
             49, as may be amended from time to time). To be deemed proper, all
             invoices shall comply with the requirements set forth in this Agreement
             and shall be submitted on the form and pursuant to written instructions
             prescribed by the Contract Administrator. Payment may be withheld for
             failure of CONTRACTOR to comply with a term, condition, or requirement
             of this Agreement.

       4.3.3 CONTRACTOR agrees that all Deliverables that are part of the System
             shall be inspected and tested by COUNTY and final payment shall not be
             made until COUNTY has completed the Final Acceptance testing and
             accepted the System as set forth in Article 9 below.

       4.3.4 CONTRACTOR acknowledges that a Statement of Work may not
             delineate every detail and minor work task required to be performed
             by CONTRACTOR to provide the Deliverables. If, during the course of
             the performance of this Agreement, CONTRACTOR determines that
             work should be performed to complete the System which, in
             CONTRACTOR's opinion, is outside the level of effort originally
             anticipated in a Statement of Work, whether or not the Statement of
             Work identifies the work items, CONTRACTOR shall notify the Contract
             Administrator in writing within _________(__) calendar days after such
             determination. If CONTRACTOR proceeds with said work without
             notifying the Contract Administrator, said work shall be deemed to
             be within the original level of effort, whether or not specifically addressed
             in a Statement of Work. Notice to the Contract Administrator by
             CONTRACTOR does not constitute authorization or approval by COUNTY
             to perform the work. Performance of work by CONTRACTOR outside the
             originally anticipated level of effort without prior written approval of
             COUNTY's         Contract Administrator or by written amendment is at
             CONTRACTOR’s sole risk.

       4.3.5 In the event a dispute between the Contract Administrator and
             CONTRACTOR arises over whether requested Deliverables constitute
             additional work or services or is outside the level of effort originally
             anticipated in a Statement of Work and such dispute cannot be
             resolved by the Contract Administrator and CONTRACTOR, such
             dispute shall be promptly presented to COUNTY's Chief Information

Broward and Contractor                     -7-                             ERP Agreement
              Officer for resolution pursuant to the procedures set out in Article 10 of
              this Agreement.

4.4    Notwithstanding any provision of this Agreement to the contrary, COUNTY may
       withhold, in whole or in part, payment to the extent necessary to protect itself
       from loss on account of inadequate or defective work which has not been
       remedied, or from loss due to fraud or reasonable evidence indicating fraud by
       CONTRACTOR, or failure to comply with this Agreement. The amount withheld
       shall not be subject to payment of interest by COUNTY.

4.5    Payment will be made to CONTRACTOR                    payable   in   the   name   of
       "________________________" at:

              __________________________________
                   <insert contractor’s name above>

              Attn:_______________________________
                     <insert title of person>
              ___________________________________
              ___________________________________

       CONTRACTOR may change any of the information provided under Section 4.5
       herein by providing written notice of such change to Contract Administrator using
       the notice procedure under Section 12.6, "Notices." CONTRACTOR shall provide
       its federal identification number on the form provided by COUNTY's Contract
       Administrator at the time of COUNTY's execution of this Agreement.

                                      ARTICLE 5
                                   INDEMNIFICATION

       CONTRACTOR shall at all times hereafter indemnify, hold harmless and, at the
       County Attorney’s option, defend or pay for an attorney selected by the County
       Attorney to defend COUNTY, its officers, agents, servants, and employees from
       and against any and all causes of action, demands, claims, losses, liabilities and
       expenditures of any kind, including attorney fees, court costs, and expenses,
       caused or alleged to be caused by intentional or negligent act of, or omission of,
       CONTRACTOR, its employees, agents, servants, or officers, or accruing,
       resulting from, or related to the subject matter of this Agreement including,
       without limitation, any and all claims, losses, liabilities, expenditures, demands or
       causes of action of any nature whatsoever resulting from injuries or damages
       sustained by any person or property. In the event any lawsuit or other
       proceeding is brought against COUNTY by reason of any such claim, cause of
       action or demand, CONTRACTOR shall, upon written notice from COUNTY,
       resist and defend such lawsuit or proceeding by counsel satisfactory to COUNTY
       or, at COUNTY’s option, pay for an attorney selected by County Attorney to

Broward and Contractor                      -8-                              ERP Agreement
       defend COUNTY. The provisions and obligations of this section shall survive the
       expiration or earlier termination of this Agreement. To the extent considered
       necessary by the Contract Administrator and the County Attorney, any sums due
       CONTRACTOR under this Agreement may be retained by COUNTY until all of
       COUNTY's claims for indemnification pursuant to this Agreement have been
       settled or otherwise resolved, and any amount withheld shall not be subject to
       payment of interest by COUNTY.

                                       ARTICLE 6
                                      INSURANCE

6.1    In order to ensure the indemnification obligation contained in Article 5 above,
       CONTRACTOR shall, at a minimum, provide, pay for, and maintain in force at all
       times during the term of this Agreement (unless otherwise provided in writing by
       COUNTY's Risk Management Division), the insurance coverage set forth in
       Sections 6.3, 6.4, 6.5, and 6.6, in accordance with the terms and conditions
       required by this Article. Each insurance policy shall clearly identify the foregoing
       indemnification as insured.

6.2    Such policy or policies shall be without any deductible amount unless otherwise
       noted in this Agreement and shall be issued by approved companies authorized
       to do business in the State of Florida, and having agents upon whom service of
       process may be made in Broward County, Florida. CONTRACTOR shall pay all
       deductible amounts, if any. CONTRACTOR shall specifically protect COUNTY
       and the Broward County Board of County Commissioners by naming "Broward
       County and the Broward County Board of County Commissioners" as additional
       insureds under the Commercial Liability Policy as well as on any Excess Liability
       Policy coverage. The official title of the certificate holder is Broward County
       Board of County Commissioners. This official title shall be used in all insurance
       documentation.

6.3    Professional Liability Insurance. A Professional Liability Insurance Policy shall
       be provided which shall contain minimum limits of Ten Million Dollars
       ($10,000,000.00) for each claim. Any deductible amount shall not exceed One
       Hundred Thousand Dollars ($100,000.00) for each occurrence. CONTRACTOR
       shall notify COUNTY in writing within thirty (30) calendar days of any claim
       filed or made against its Professional Liability Insurance Policy.

6.4    Commercial Liability Insurance. A Commercial Liability Insurance Policy shall be
       provided which shall contain minimum limits of One Million Dollars
       ($1,000,000.00) per occurrence combined single limit for bodily injury liability and
       property damage liability and shall contain minimum limits of One Million Dollars
       ($1,000,000.00) per aggregate. Coverage shall be afforded on a form no more
       restrictive than the latest edition of the Commercial Liability Policy, without

Broward and Contractor                      -9-                             ERP Agreement
       restrictive endorsements, as filed by the Insurance Services Office and must
       include:

              Premises and/or operations.

              Independent contractors.

              Products and/or Completed Operations for contracts.

              Broad Form Contractual Coverage applicable to this specific Agreement,
              including any hold harmless and/or indemnification agreement.

              Personal Injury Coverage with Employee and Contractual Exclusions
              removed, with minimum limits of coverage equal to those required for
              Bodily Injury Liability and Property Damage Liability.

6.5    Business Automobile Liability. Business Automobile Liability shall be provided
       with minimum limits of Five Hundred Thousand Dollars ($500,000.00) per
       occurrence, combined single limit for Bodily Injury Liability and Property Damage
       Liability. Coverage must be afforded on a form no more restrictive than the latest
       edition of the Business Automobile Liability policy, without restrictive endorse-
       ments, as filed by the Insurance Services Office, and must include:

              Owned Vehicles, if applicable.

              Hired and Non-Owned Vehicles, if applicable.

              Employers' Non-Ownership, if applicable.

6.6    Workers' Compensation Insurance. Workers' Compensation insurance to apply
       for all employees in compliance with Chapter 440, Florida Statutes, as may be
       amended from time to time, the "Workers' Compensation Law" of the State of
       Florida, and all applicable federal laws. In addition, the policy(ies) shall include:

              Employers' Liability with a limit of One Hundred Thousand Dollars
              ($100,000.00) each accident.

              If any operations are to be undertaken on or about navigable waters,
              coverage must be included for the U.S. Longshoremen & Harbor Workers
              Act and Jones Act.

6.7    CONTRACTOR shall furnish to the COUNTY’s Contract Administrator a
       Certificate of Insurance or endorsements evidencing the insurance coverage
       specified by this Article within fifteen (15) calendar days after notification of

Broward and Contractor                      -10-                             ERP Agreement
       award of the Agreement. The required Certificate of Insurance shall name the
       types of policies provided, refer specifically to this Agreement, and state that
       such insurance is as required by this Agreement. The Certificate of Insurance
       shall be in form similar to and contain the information set forth in Form 00708, to
       be provided by the COUNTY’s Risk Management Division. CONTRACTOR’s
       failure to provide to COUNTY the Certificate of Insurance or endorsements
       evidencing the insurance coverage within fifteen (15) calendar days shall provide
       the basis for the termination of the Agreement.

6.8    Coverage is not to cease and is to remain in force (subject to written cancellation
       notice) until all performance required of CONTRACTOR is completed. All
       policies shall be endorsed to provide COUNTY with at least thirty (30) calendar
       days’ advance written notice of expiration, cancellation and/or restriction. If any
       of the insurance coverage will expire prior to the completion of the work, copies
       of renewal policies shall be furnished at least thirty (30) calendar days prior to the
       date of their expiration.

6.9    COUNTY, through its Risk Mangement Division, reserves the right to review and
       revise any insurance requirements at the time of renewal or amendment of this
       Agreement, including, but not limited to, deductibles, limits, coverage, and
       endorsements based on insurance market conditions affecting the availability or
       affordability of coverage, or changes in the scope of work or specifications that
       affect the applicability of coverage. If CONTRACTOR uses a subcontractor, the
       CONTRACTOR shall ensure that subcontractor names COUNTY as an
       additional insured(s) in accordance with the requirements of Section 6.2 above.

       [The form Certificate of Insurance shall be in the sample format similar to
       Attachment M, Certificate of Insurance Form, which was attached to the RLI and
       may be made a part hereof as Exhibit _____.]


                                       ARTICLE 7
                                      TERMINATION

7.1    This Agreement may be terminated for cause by the aggrieved party if the party
       in breach has not corrected the breach within ten (10) calendar days after written
       notice from the aggrieved party identifying the breach. This Agreement may also
       be terminated for convenience by the Board. Any such written notice of
       termination for convenience from COUNTY may be provided by its Contract
       Administrator after Board action and shall be effective on the termination date
       stated in written notice which shall not be less than thirty (30) calendar days after
       the date of such written notice. This Agreement may also be terminated by the
       County Administrator upon such notice as the County Administrator deems
       appropriate under the circumstances in the event the County Administrator

Broward and Contractor                      -11-                              ERP Agreement
       determines that termination is necessary to protect the public health or safety.
       The parties agree that if the COUNTY erroneously, improperly or unjustifiably
       terminates for cause, such termination shall be deemed a termination for
       convenience, which shall be effective thirty (30) calendar days after such written
       notice of termination for cause is provided.

7.2    This Agreement may be terminated for cause by COUNTY for reasons including,
       but not limited to, CONTRACTOR's repeated (whether negligent or intentional)
       submission for payment of false or incorrect bills or invoices, failure to suitably
       perform the work; or failure to continuously perform the work in a manner
       calculated to meet or accomplish the objectives as set forth in this Agreement.
       This Agreement may also be terminated by the Board:

       7.2.1 Upon the disqualification of CONTRACTOR as a CBE by COUNTY’s
             Director of the Office of Economic and Small Business Development if
             CONTRACTOR’s status as a CBE was a factor in the award of this
             Agreement and such status was misrepresented by CONTRACTOR;

       7.2.2 Upon the disqualification of CONTRACTOR by COUNTY’s Director of the
             Office of Economic and Small Business Development due to fraud,
             misrepresentation, or material misstatement by CONTRACTOR in the
             course of obtaining this Agreement or attempting to meet the CBE
             contractual obligations;

       7.2.3 Upon the disqualification of one or more of CONTRACTOR’s CBE
             participants by COUNTY’s Director of the Office of Economic and Small
             Business Development if any such participant’s status as a CBE firm was
             a factor in the award of this Agreement and such status was
             misrepresented by CONTRACTOR or such participant;

       7.2.4 Upon the disqualification of one or more of CONTRACTOR’s CBE
             participants by COUNTY’s Director of the Office of Economic and Small
             Business Development if such CBE participant attempted to meet its CBE
             contractual obligations through fraud, misrepresentation, or material
             misstatement; or

       7.2.5 If CONTRACTOR is determined by COUNTY’s Director of the Office of
             Economic and Small Business Development to have been knowingly
             involved in any fraud, misrepresentation, or material misstatement
             concerning the CBE status of its disqualified CBE participant.

7.3    Notice of termination shall be provided in accordance with the "NOTICES"
       section of this Agreement except that notice of termination by the County
       Administrator, which the County Administrator deems necessary to protect the

Broward and Contractor                     -12-                            ERP Agreement
       public health or safety may be verbal notice that shall be promptly confirmed in
       writing in accordance with the "NOTICES" section of this Agreement.

7.4    In the event this Agreement is terminated for convenience by COUNTY,
       CONTRACTOR shall be paid for any services properly performed under the
       Agreement through the termination date specified in the written notice of
       termination. CONTRACTOR acknowledges and agrees that it has received good,
       valuable and sufficient consideration from COUNTY, the receipt and adequacy of
       which are, hereby acknowledged by CONTRACTOR, for COUNTY’s right to
       terminate this Agreement for convenience.

7.5    In the event this Agreement is terminated for any reason, any amounts due
       CONTRACTOR shall be withheld by COUNTY until all documents are provided
       to COUNTY pursuant to Section 12.1 of Article 12.

                                      ARTICLE 8
                                        BOND

       Within five (5) calendar days after the date COUNTY executes this
       Agreement, CONTRACTOR shall furnish COUNTY with a Performance and
       Payment Bond (Surety), in the form and containing all the provisions approved by
       COUNTY, attached hereto and incorporated herein, in an amount equal to
       One Hundred Percent (100%) of the contract amount equaling
       ___________Dollars ($____________ ). Said bond shall be in full force and
       effect until COUNTY’s Final Acceptance of the System. Such bond shall be with
       a surety company which is approved by COUNTY.

       [The form bond shall be in the sample format of Attachment L, Form of
       Performance and Payment Bond which was attached to the RLI and may be
       made a part hereof as Exhibit _____.]

                                      ARTICLE 9
                              FINAL ACCEPTANCE TESTING

       The ERP System testing, ERP User Acceptance Testing and MS Project
       Resource Loaded Work Plan shall be in accordance with the provisions of the
       RLI which are more fully set forth on Exhibit B, ERP Systems Integration.

       ***NOTE – POTENTIAL ADDITIONAL OPTIONAL PROVISIONS:                     The
       COUNTY reserves the right to include any or all of the following provisions
       at the time of the parties’ negotiations as follows:

       There shall be a testing period during which the System can be used by
       COUNTY. The purpose of the testing period is to permit COUNTY to determine

Broward and Contractor                   -13-                            ERP Agreement
       whether the System has been properly completed without Defects so that it
       properly functions in accordance with the Documentation, inclusive of the final
       acceptance criteria described in the Statement of Work.

       The period for testing the System will be for _____ (__) County work days
       (Monday through Friday except COUNTY holidays and any COUNTY furlough
       days), which period shall commence on the first County work day after
       CONTRACTOR informs COUNTY in writing that it has completed the
       Deliverables and is ready for the COUNTY to begin testing the System. If
       COUNTY, in its sole discretion, (through its Contract Administrator, Project
       Director and Independent Advisor/Project Manager), determines that the
       System is incomplete (rather than merely contains a Defect), testing will
       cease and CONTRACTOR shall complete the System and resubmit the
       System for Final Acceptance testing and the time periods herein shall be
       reset to that of a first submission.

       During the testing period, COUNTY may, at its option (through its Contract
       Administrator or Project Director), notify CONTRACTOR in writing of any Defect
       within __________ ( ) COUNTY work days after it is determined such exists
       so that CONTRACTOR, at its option, can commence making any needed
       changes, modifications, adjustments, or repairs to the System or parts
       thereof. COUNTY shall notify CONTRACTOR in writing of its acceptance or
       rejection of the System, or any part thereof, within _______ (__) County work
       days after the end of the testing period. If COUNTY rejects the System, or any
       part thereof, its Contract Administrator shall specify the reasons for such
       rejection and also specify the Defects discovered. Upon receiving the written
       notice of rejection, CONTRACTOR shall have __________ (__) County work
       days after receipt of notice within which to either (a) modify, repair, adjust
       or replace the System or any portion thereof or (b) set forth the reasons the
       System or portion thereof does not contain the Defects specified in COUNTY’s
       notice. Any dispute as to whether the System or portion thereof contains
       Defects shall be impartially determined pursuant to Article 10 of this
       Agreement. If CONTRACTOR modifies, repairs, adjusts or replaces the
       System or portion thereof, then COUNTY shall have ___________ (__)
       additional County work days to retest the System to confirm its proper operation
       and its Contract Administrator shall notify CONTRACTOR in writing of any
       rejection in the same manner as specified above.

       In the event that CONTRACTOR is unable to remedy the reason or reason(s) for
       rejection, or any part thereof, within a total of ________ (__) County work days
       after receipt of COUNTY’s initial written notification, COUNTY shall elect either to
       accept the System as it then exists or reject the System and terminate the
       Agreement by written notice from the County Administrator. If COUNTY (through
       its _____________) elects to accept the System as it then exists (partial

Broward and Contractor                     -14-                             ERP Agreement
       acceptance), CONTRACTOR shall continue to remedy the reason(s) for
       COUNTY’s partial acceptance and shall provide COUNTY with the complete
       System conforming to the Documentation, prior to any final payment being
       made by COUNTY. If CONTRACTOR fails to remedy the reason(s) for
       COUNTY’s partial acceptance within ______ (__) calendar days after
       CONTRACTOR’s receipt of COUNTY’s partial acceptance notification, including
       testing by COUNTY, then COUNTY shall be entitled to deduct from any
       final payment, or be paid by CONTRACTOR, the value of the rejected portion
       of the System as mutually determined by the Contract Administrator and
       CONTRACTOR. In the event the Parties cannot mutually agree to such a value
       within forty calendar days after CONTRACTOR’s receipt of COUNTY’s
       partial acceptance notification, then all retainage held by COUNTY shall be
       retained or paid to COUNTY as reimbursement for accepting a System that has
       failed to conform to the Documentation. If COUNTY elects to reject the System
       as a whole, CONTRACTOR shall refund to COUNTY any and all monies paid by
       COUNTY to CONTRACTOR under the Agreement within thirty (30)
       calendar days after the written notice of termination. In the event of
       termination    by COUNTY as stated herein and after full repayment by
       CONTRACTOR, COUNTY shall return any tangible materials received from
       CONTRACTOR and promptly remove any software provided by CONTRACTOR
       from any and all hardware upon which such may reside and the
       Agreement, including any license granted by CONTRACTOR, shall automatically
       terminate.

       The COUNTY’s Contract Administrator shall ensure compliance with the
       following requirement during the inspection, testing, and acceptance phase of the
       Agreement as follows: Section 22.148, Broward County Administrative Code
       relating to COUNTY’s Computer Software Policy, established a requirement for
       inspection of all computer application software purchased or developed for
       COUNTY by third parties costing over Twenty Thousand Dollars ($20,000.00)
       prior to its acceptance by COUNTY. CONTRACTOR recognizes that all
       computer application software purchased or licensed by COUNTY from
       CONTRACTOR, and without limiting the foregoing, in particular, the System
       acquired under the Agreements, shall be inspected and tested by the COUNTY’s
       Enterprise Technology Services Division ("ETS") [(formerly known as the Office
       of Information Technology)] prior to acceptance of the System. Section 22.148,
       Broward County Administrative Code also requires that all contracts with vendors
       for the purchase of computer application software costing more than Twenty
       Thousand Dollars ($20,000.00) shall include clauses providing (i) for inspection
       and testing by ETS of such computer application software prior to formal
       acceptance of that software by COUNTY, and (ii) that final payment shall not be
       made prior to formal acceptance of the System by COUNTY. The COUNTY’s
       ETS will utilize the standards for acceptance set forth and described in the
       Agreement(s). In the event of non-acceptance and after full repayment by

Broward and Contractor                    -15-                            ERP Agreement
       CONTRACTOR of any and all monies paid to it by COUNTY pursuant to the
       Agreement(s), COUNTY shall return Goods, Software, documentation, and other
       items and materials received from CONTRACTOR and/or provided by
       CONTRACTOR and promptly remove the Licensed Software from any and all
       COUNTY hardware upon which such software may reside.

                                    ARTICLE 10
                              RESOLUTION OF DISPUTES

10.1   The parties agree that in order to provide a means of resolving disputes,
       reducing delays in performance and lessening the likelihood of litigation, it is
       agreed by the parties hereto that all questions, claims, difficulties and
       disputes of whatever nature which may arise relative to the provisions of this
       Agreement will first be submitted in writing to COUNTY’s Contract
       Administrator and the designated representative of CONTRACTOR who will
       meet and confer in good faith in an effort to resolve the matter. Such claims,
       questions, difficulties and disputes shall be submitted to the referenced
       individuals in writing as soon as practicable after the issue arises. In the event
       the designated individuals are unable to satisfactorily resolve the issue, the
       matter shall be presented to COUNTY’s Chief Information Officer (“CIO”) or the
       CIO’s designee as soon as practicable. The CIO’s decision shall be in good
       faith. Notwithstanding this section, the parties shall retain all their legal rights
       and remedies provided in law or equity.

10.2   In the event the determination of a dispute under this Article is unacceptable to
       any of the parties hereto, the party (through its authorized representative)
       objecting to the determination shall notify the other party in writing within ten (10)
       calendar days of receipt of the determination. The notice shall state the basis of
       the objection and shall be accompanied by a statement that any contract price
       adjustment claimed is the entire adjustment to which the objecting party has
       reason to believe it is entitled to as a result of the Agreement. Within sixty
       (60) calendar days after such notice, the parties may participate in mediation
       to address all objections to any mediator mutually agreed upon by the parties'
       designated representatives. Should any objection not be resolved in
       mediation, the parties retain all their legal rights and remedies provided under
       law. The party requesting mediation shall be responsible for all costs and fees
       associated with the mediator and mediation; however, each party shall be
       responsible for its own attorney's fees and costs relating to the mediation.

10.3   During the time of any genuine dispute arising pursuant to this Agreement, and
       after a determination thereof, CONTRACTOR and COUNTY shall act in
       good faith to mitigate any potential damages or delays in the project
       referenced in this Agreement.


Broward and Contractor                      -16-                              ERP Agreement
                                       ARTICLE 11
                                EEO and CBE COMPLIANCE

11.1   EEO COMPLIANCE

       CONTRACTOR shall not unlawfully discriminate on the basis of race, color,
       national origin, sex, religion, age, marital status, political affiliation, familial status,
       disability, sexual orientation, pregnancy, or gender identity and expression in the
       performance of this Agreement, the solicitation for or purchase of goods or
       services relating to this Agreement, or in subcontracting work in the performance
       of this Agreement and shall not otherwise unlawfully discriminate in violation of
       the Broward County Code, Chapter 16½, as may be amended from time to time.
       CONTRACTOR shall include the foregoing or similar language in its contracts
       with any subcontractors, except that any project assisted by the U.S. Department
       of Transportation funds shall comply with the non-discrimination requirements in
       49 C.F.R. Parts 23 and 26, as amended. Failure to comply with the foregoing
       requirements is a material breach of this Agreement, which may result in the
       termination of this Agreement or such other remedy as COUNTY deems
       appropriate.

       CONTRACTOR shall not unlawfully discriminate against any person in its
       operations and activities or in its use or expenditure of funds in fulfilling its
       obligations under this Agreement. CONTRACTOR shall affirmatively comply with
       all applicable provisions of the Americans with Disabilities Act (ADA) in the
       course of providing any services funded by COUNTY, including Titles I and II of
       the ADA (regarding nondiscrimination on the basis of disability), and all
       applicable regulations, guidelines, and standards. In addition, CONTRACTOR
       shall take affirmative steps to ensure nondiscrimination in employment against
       disabled persons.

       By execution of this Agreement, CONTRACTOR represents that it has not been
       placed on the discriminatory vendor list (as provided in Section 287.134, Florida
       Statutes, as amended).          COUNTY hereby materially relies on such
       representation in entering into this Agreement. An untrue representation of the
       foregoing shall entitle COUNTY to terminate this Agreement and recover from
       CONTRACTOR all monies paid by COUNTY pursuant to this Agreement, and
       may result in debarment from COUNTY’s competitive procurement activities.

11.2   CBE COMPLIANCE

       11.2.1 The CBE Program, which is implemented under the County Business
              Enterprise Act of 2009 (Broward County Ordinance No. 2009-40, as may
              be amended from time to time), referred to as the "Act," provides for the
              establishment and implementation of CBE participation goals, initiatives,

Broward and Contractor                         -17-                                ERP Agreement
              and other opportunities for COUNTY contracts. In completing this project,
              CONTRACTOR agrees to and shall comply with all applicable
              requirements of the CBE Program in the award and administration of the
              Agreement. Failure by CONTRACTOR to carry out any of the CBE
              Program requirements shall constitute a material breach of this
              Agreement, which shall permit COUNTY to terminate this Agreement or to
              exercise any other remedy available under this Agreement, under the
              Broward County Administrative Code, under the Broward County Code of
              Ordinances, or under applicable law, all of which remedies being
              cumulative. CONTRACTOR acknowledges that the Broward County
              Board of County Commissioners, acting by and through the Director of the
              Office of Economic and Small Business Development may make minor
              administrative modifications to the CBE Program which shall become
              applicable to this Agreement if the administrative modifications are not
              unreasonable. Written notice of any such modification shall be provided to
              CONTRACTOR and shall include a deadline for CONTRACTOR to notify
              COUNTY if CONTRACTOR concludes that the modification exceeds the
              authority of this section of this Agreement. Failure of CONTRACTOR to
              timely notify COUNTY of its conclusion that the modification exceeds such
              authority shall be deemed acceptance of the modification by
              CONTRACTOR.

              COUNTY, acting by and through its Office of Economic and Small
              Business Development, shall have the right to review each proposed
              amendment, extension, modification, or change order to this Agreement,
              that by itself or aggregated with previous amendments, extensions,
              modifications, or change orders increases the initial Agreement price by
              ten percent (10%) or Fifty Thousand Dollars ($50,000.00) whichever is
              less, for opportunities to include or increase the participation of CBE firms
              already involved in this Agreement. CONTRACTOR shall make a good
              faith effort to include CBE firms in work resulting from any such
              amendment, extension, modification, or change order and shall report
              such efforts, along with evidence thereof, to the Small Business
              Development Division.

       11.2.2 COUNTY and CONTRACTOR agree that subcontract awards to CBE
              firms are crucial to the achievement of the Agreement's CBE participation
              requirement. CONTRACTOR understands that each CBE firm utilized on
              the project to meet the participation requirement must be certified by the
              Broward County’s Office of Economic and Small Business Development.
              CONTRACTOR agrees to meet the following CBE participation by utilizing
              the CBE firms for the work and dollar values described in Subsection
              11.2.3:


Broward and Contractor                     -18-                             ERP Agreement
                     Total CBE                       %
                     Participation

              CONTRACTOR may not terminate for convenience a certified CBE listed
              as a subcontractor in the CONTRACTOR'S bid or offer without the
              County's prior written consent, which consent shall not be unreasonably
              withheld. CONTRACTOR shall inform COUNTY immediately when a CBE
              firm is not able to perform or if CONTRACTOR believes the CBE firm
              should be replaced for any other reason, so that the Small Business
              Development Section may review and verify the good faith efforts of
              CONTRACTOR to substitute the CBE firm with another CBE firm.
              Whenever a CBE firm is terminated for any reason, including cause,
              CONTRACTOR shall make good faith efforts to find another CBE firm to
              perform the work required of the original CBE firm.

       11.2.3 In performing services for this project, COUNTY and CONTRACTOR
              hereby incorporate CONTRACTOR’s participating CBE firms, addresses,
              scope of work, and dollar value identified on the Schedule of CBE
              Participation into this Agreement (Exhibit "C"). Upon execution of this
              Agreement by COUNTY, CONTRACTOR shall enter into a formal contract
              with the CBE firms CONTRACTOR selected to fulfill the CBE participation
              requirement for this Agreement and agrees to provide copies of its
              contracts with such firms to the Contract Administrator and the Broward
              County Small Business Development Division. CONTRACTOR shall not
              terminate a CBE firm listed on the Schedule of Participation without cause
              unless CONTRACTOR has received COUNTY’s prior written consent.
              CONTRACTOR understands that each replacement CBE firm utilized on
              the project to meet the participation requirement must also be certified by
              the Broward County Small Business Development Division.

       11.2.4 CONTRACTOR shall allow COUNTY to engage in on-site reviews to
              monitor CONTRACTOR’s progress in achieving and maintaining its
              contractual and CBE Program obligations. Such review and monitoring
              shall be by the Contract Administrator in conjunction with the Office of
              Economic and Small Business Development. COUNTY shall have
              access, without limitation, to CONTRACTOR’s books and records,
              including payroll records, tax returns and records, and books of account,
              on five (5) County’s business days notice, to allow COUNTY to determine
              CONTRACTOR’s compliance with its commitment to the CBE participation
              obligation and the status of any CBE firm performing any portion of this
              Agreement.

       11.2.5 CONTRACTOR understands that it is the responsibility of the Contract
              Administrator and the Broward County’s Office of Economic and Small

Broward and Contractor                    -19-                            ERP Agreement
              Business Development           to monitor compliance with the CBE
              requirements. In that regard, CONTRACTOR agrees to furnish monthly
              reports regarding compliance with its CBE obligations to the Contract
              Administrator with its partial pay requests under Section 4.3 of this
              Agreement, which report shall, as a minimum, include all expenditures
              made to achieve compliance with its assigned CBE participation
              commitment or other contractual conditions agreed to by CONTRACTOR,
              the name and business address of each CBE firm participating in this
              Agreement; a description of the work performed and/or product or service
              supplied by each CBE firm; the date and amount of each expenditure; and
              any other information requested by COUNTY’s representative which may
              assist COUNTY in determining CONTRACTOR’s compliance with its
              contractual obligations, or which may assist in the implementation and
              enforcement of the Act. The submission of the report required by this
              subsection shall be a condition of payment to CONTRACTOR. The
              monthly reports shall be submitted on a form which may be obtained at
              the Office of Economic and Small Business Development. The first report
              shall be due at the end of the first month of this Agreement.

       11.2.6 In the event of CONTRACTOR’s noncompliance with its participation
              commitment to a CBE firm (including without limitation the unexcused
              reduction of the CBE firm’s participation), the affected CBE firm shall have
              the right to the following remedies if the noncompliance is or was alleged
              to be due to no fault of the CBE firm, and alleged to be due to the willful
              action or omission of CONTRACTOR:

              11.2.6.1 The affected CBE firm shall be entitled to damages pursuant to
                       its agreement with CONTRACTOR.

              11.2.6.2 If the CBE firm has the right to arbitrate and institutes arbitration
                       proceedings claiming non-compliance with the Act by
                       CONTRACTOR, then in such event the CBE firm may submit the
                       dispute to arbitration. However, arbitration shall not be available
                       as to any dispute between CONTRACTOR and COUNTY; nor
                       shall COUNTY incur any cost, fee, or liability relative to any
                       arbitration proceeding.

              11.2.6.3 Nothing under this Subsection 11.2.6 shall be construed to limit
                       the rights of and remedies available to COUNTY, including the
                       right to seek its own damages pursuant to this Agreement.

       11.2.7 CONTRACTOR agrees that nonpayment of a CBE subcontractor or CBE
              supplier as required by Section 2.4 of this Agreement shall be a material
              breach of this Agreement and that COUNTY’s Contract Administrator may,

Broward and Contractor                      -20-                             ERP Agreement
              at its option, increase allowable retainage or withhold progress payments
              unless and until CONTRACTOR demonstrates timely payments of sums
              due to such subcontractors or suppliers. CONTRACTOR agrees that the
              presence of a "pay when paid" provision in its contract with a CBE firm
              shall not preclude COUNTY or its representatives from inquiring into
              allegations of nonpayment. The foregoing remedies under this Subsection
              11.2.7 shall not be employed when CONTRACTOR demonstrates that
              failure to pay results from a bona fide dispute with its CBE subcontractor
              or supplier.

       11.2.8 If CONTRACTOR fails to comply with the requirements of this Agreement,
              or the requirements of the County Business Enterprise Act of 2009,
              COUNTY shall have the right to exercise any administrative remedies
              provided by the Act, the Business Opportunity Act of 2004, or any other
              right or remedy provided in this Agreement or under applicable law, with
              all such rights and remedies being cumulative.

                                      ARTICLE 12
                                   MISCELLANEOUS

12.1   RIGHTS IN DOCUMENTS AND WORK

       Except for CONTRACTOR’s preexisting intellectual property, any and all reports,
       photographs, surveys, and other data and documents provided or created in
       connection with this Agreement are and shall remain the property of COUNTY;
       and, unless expressly provided otherwise, if a copyright is claimed,
       CONTRACTOR grants to COUNTY a non-exclusive license to use the
       copyrighted item(s) indefinitely, to prepare derivative works, and to make and
       distribute copies to the public. In the event of expiration or earlier termination of
       this Agreement, any reports, photographs, surveys, and other data and
       documents prepared by CONTRACTOR, whether finished or unfinished, shall
       become the property of COUNTY and shall be delivered by CONTRACTOR to
       the Contract Administrator within seven (7) calendar days of termination of this
       Agreement by either party. Any compensation due to CONTRACTOR shall be
       withheld until all documents are received as provided herein.

12.2   AUDIT RIGHT AND RETENTION OF RECORDS

       COUNTY shall have the right to audit the books, records, and accounts of
       CONTRACTOR and its subcontractors that are related to this Agreement.
       CONTRACTOR and its subcontractors shall keep such books, records, and
       accounts as may be necessary in order to record complete and correct entries
       related to the Project. All books, records, and accounts of CONTRACTOR and its
       subcontractors shall be kept in written form, or in a form capable of

Broward and Contractor                      -21-                             ERP Agreement
       conversioninto written form within a reasonable time, and upon request to do so,
       CONTRACTOR or its subcontractor, as applicable, shall make same available at
       no cost to COUNTY in written form.

       CONTRACTOR and its subcontractors shall preserve and make available, at
       reasonable times for examination and audit by COUNTY, all financial records,
       supporting documents, statistical records, and any other documents pertinent to
       this Agreement for the required retention period of the Florida Public Records
       Act, Chapter 119, Florida Statutes, as may be amended from time to time, if
       applicable, or, if the Florida Public Records Act is not applicable, for a minimum
       period of three (3) years after termination of this Agreement. If any audit has
       been initiated and audit findings have not been resolved at the end of the
       retention period or three (3) years, whichever is longer, the books, records, and
       accounts shall be retained until resolution of the audit findings. If the Florida
       Public Records Act is determined by COUNTY to be applicable to
       CONTRACTOR's and its subcontractors’ records, CONTRACTOR and its
       subcontractors shall comply with all requirements thereof; however, no
       confidentiality or non-disclosure requirement of either federal or state law shall be
       violated by CONTRACTOR or its subcontractors. Any incomplete or incorrect
       entry in such books, records, and accounts shall be a basis for COUNTY's
       disallowance and recovery of any payment upon such entry.

       CONTRACTOR shall, by written contract, require its subcontractors to agree to
       the requirements and obligations of this Section 12.2.

12.3   PUBLIC ENTITY CRIME ACT

       CONTRACTOR represents that the execution of this Agreement will not violate
       the Public Entity Crime Act, Section 287.133, Florida Statutes, as amended,
       which essentially provides that a person or affiliate who is a contractor,
       consultant, or other provider and who has been placed on the convicted vendor
       list following a conviction for a public entity crime may not submit a bid on a
       contract to provide any goods or services to COUNTY, may not submit a bid on a
       contract with COUNTY for the construction or repair of a public building or public
       work, may not submit bids on leases of real property to COUNTY, may not be
       awarded or perform work as a contractor, supplier, subcontractor, or consultant
       under a contract with COUNTY, and may not transact any business with
       COUNTY in excess of the threshold amount provided in Section 287.017, Florida
       Statutes, as amended, for category two purchases for a period of 36 months from
       the date of being placed on the convicted vendor list. Violation of this section
       shall result in termination of this Agreement and recovery of all monies paid by
       COUNTY pursuant to this Agreement, and may result in debarment from
       COUNTY’s competitive procurement activities.


Broward and Contractor                      -22-                             ERP Agreement
       In addition to the foregoing, CONTRACTOR further represents that there has
       been no determination, based on an audit, that it committed an act defined by
       Section 287.133, Florida Statutes, as amended, as a "public entity crime" and
       that it has not been formally charged with committing an act defined as a "public
       entity crime" regardless of the amount of money involved or whether
       CONTRACTOR has been placed on the convicted vendor list.

12.4   INDEPENDENT CONTRACTOR

       CONTRACTOR is an independent contractor under this Agreement. Services
       provided by CONTRACTOR pursuant to this Agreement shall be subject to the
       supervision of CONTRACTOR.               In providing such services, neither
       CONTRACTOR nor its agents shall act as officers, employees, or agents of
       COUNTY. No partnership, joint venture, or other joint relationship is created
       hereby. COUNTY does not extend to CONTRACTOR or CONTRACTOR’s
       agents any authority of any kind to bind COUNTY in any respect whatsoever.

12.5   THIRD PARTY BENEFICIARIES

       Except as provided under Subsection 11.2.6, neither CONTRACTOR nor
       COUNTY intends to directly or substantially benefit a third party by this
       Agreement.      Therefore, the parties agree that there are no third party
       beneficiaries to this Agreement and that no third party shall be entitled to assert a
       right or claim against either of them based upon this Agreement.

12.6   NOTICES

       Whenever either party desires to give notice to the other, such notice must be in
       writing, sent by certified United States Mail, postage prepaid, return receipt
       requested, or sent by commercial express carrier with acknowledgement of
       delivery, or by hand delivery with a request for a written receipt of
       acknowledgment of delivery, addressed to the party for whom it is intended at the
       place last specified. The place for giving notice shall remain the same as set
       forth herein until changed in writing in the manner provided in this section. For
       the present, the parties designate the following:

       FOR COUNTY:

              Broward County Administrator
              Broward County
              Governmental Center, Room 409
              115 South Andrews Avenue
              Fort Lauderdale, Florida 33301


Broward and Contractor                      -23-                             ERP Agreement
              With a copy to:
              Director, ERP Project
              Broward County
              Governmental Center, Room _____
              115 South Andrews Avenue
              Fort Lauderdale, Florida 33301

       FOR CONTRACTOR:

              _______________________________
              <insert title of person above>

              Attn:____________________________
              <insert name & title above>
              ________________________________
              <insert CONTRACTOR’s name>
              ________________________________
              ________________________________

       Either party may change its information provided in Section 12.6 herein by
       providing written notices to the other party using the notices procedures in
       Section 12.6, "NOTICES" herein. The Contract Administrator provided for in
       Section 1.4 may also be changed using the notices procedure in Section 12.6,
       "NOTICES" herein.

12.7   ASSIGNMENT AND PERFORMANCE

       Neither this Agreement nor any right or interest herein shall be assigned,
       transferred, or encumbered without the written consent of the other party. In
       addition, CONTRACTOR shall not subcontract any portion of the work required
       by this Agreement, except as expressly provided in this Agreement. COUNTY
       may terminate this Agreement, effective immediately, if there is any assignment,
       or attempted assignment, transfer, or encumbrance, by CONTRACTOR of this
       Agreement or any right or interest herein without COUNTY's written consent.

       CONTRACTOR represents that each person who will render services pursuant to
       this Agreement is duly qualified to perform such services by all appropriate
       governmental authorities, where required, and that each such person is
       reasonably experienced and skilled in the area(s) for which he or she will render
       his or her services.

       CONTRACTOR shall perform its duties, obligations, and services under this
       Agreement in a skillful and respectable manner. The quality of CONTRACTOR’s
       performance and all interim and final product(s) provided to or on behalf of
       COUNTY shall be comparable to the best local and national standards.

Broward and Contractor                    -24-                            ERP Agreement
12.8   CONFLICTS

       Neither CONTRACTOR nor its employees shall have or hold any continuing or
       frequently recurring employment or contractual relationship that is substantially
       antagonistic or incompatible with CONTRACTOR’s loyal and conscientious
       exercise of judgment and care related to its performance under this Agreement.

       CONTRACTOR further agrees that none of its officers or employees shall, during
       the term of this Agreement, serve as an expert witness against COUNTY in any
       legal or administrative proceeding in which he, she, or CONTRACTOR is not a
       party, unless compelled by court process. Further, CONTRACTOR agrees that
       such persons shall not give sworn testimony or issue a report or writing, as an
       expression of his or her expert opinion, which is adverse or prejudicial to the
       interests of COUNTY in connection with any such pending or threatened legal or
       administrative proceeding unless compelled by court process. The limitations of
       this section shall not preclude CONTRACTOR or any persons in any way from
       representing themselves, including giving expert testimony in support thereof, in
       any action or in any administrative or legal proceeding.

       In the event CONTRACTOR is permitted pursuant to this Agreement to utilize
       subcontractors to perform any services required by this Agreement,
       CONTRACTOR agrees to require such subcontractors, by written contract, to
       comply with the provisions of this section to the same extent as CONTRACTOR.

12.9   MATERIALITY AND WAIVER OF BREACH

       COUNTY and CONTRACTOR agree that each requirement, duty, and obligation
       set forth herein was bargained for at arms-length and is agreed to by the parties
       in exchange for quid pro quo, that each is substantial and important to the
       formation of this Agreement and that each is, therefore, a material term hereof.

       COUNTY’s failure to enforce any provision of this Agreement shall not be
       deemed a waiver of such provision or modification of this Agreement. A waiver
       of any breach of a provision of this Agreement shall not be deemed a waiver of
       any subsequent breach and shall not be construed to be a modification of the
       terms of this Agreement.

12.10 COMPLIANCE WITH LAWS

       CONTRACTOR shall comply with all applicable federal, state, and local laws,
       codes, ordinances, rules, and regulations as may be amended from time to time
       in performing its duties, responsibilities, and obligations pursuant to this
       Agreement.


Broward and Contractor                    -25-                            ERP Agreement
12.11 SEVERANCE

       In the event a portion of this Agreement is found by a court of competent
       jurisdiction to be invalid, the remaining provisions shall continue to be effective
       unless COUNTY or CONTRACTOR elects in writing to terminate this Agreement.
       An election to terminate this Agreement based upon this provision shall be made
       within seven (7) calendar days after the finding by the court becomes final. And
       such election to terminate by COUNTY may be done by its County Administrator
       if there is insufficient time to obtain COUNTY’s Board approval.

12.12 JOINT PREPARATION

       Each party and its counsel have participated fully in the review and revision of
       this Agreement and acknowledge that the preparation of this Agreement has
       been their joint effort. The language agreed to expresses their mutual intent and
       the resulting document shall not, solely as a matter of judicial construction, be
       construed more severely against one of the parties than the other. The language
       in this Agreement shall be interpreted as to its fair meaning and not strictly for or
       against any party.

12.13 PRIORITY OF PROVISIONS

       If there is a conflict or inconsistency between any term, statement, requirement,
       or provision of any exhibit attached hereto, any document or events
       referred to herein, or any document incorporated into this Agreement by
       reference and a term, statement, requirement, or provision of Articles 1
       through 12 of this Agreement, the term, statement, requirement, or
       provision contained in Articles 1 through 12 shall prevail and be given effect. The
       order of priority shall be as follows:

       1.   This Agreement
       2.   Exhibits to this Agreement
       3.   CONTRACTOR’s Response to RLI No. R0866301R1
       4.   RLI No. R0866301R1

12.14 JURISDICTION, VENUE, WAIVER OF JURY TRIAL

       This Agreement shall be interpreted and construed in accordance with and
       governed by the laws of the state of Florida. All parties agree and accept that
       jurisdiction of any controversies or legal problems arising out of this Agreement,
       and any action involving the enforcement or interpretation of any rights
       hereunder, shall be exclusively in the state courts of the Seventeenth Judicial
       Circuit in Broward County, Florida, and venue for litigation arising out of this
       Agreement shall be exclusively in such state courts, forsaking any other

Broward and Contractor                      -26-                             ERP Agreement
       jurisdiction which either party may claim by virtue of its residency or other
       jurisdictional device. In the event that it is determined that federal jurisdiction is
       the only exclusive jurisdiction, the parties agree that any claims shall be filed in
       the United States District Court of the Southern District of Florida with filing
       attempted first in the courts located in Broward County, Florida. BY ENTERING
       INTO THIS AGREEMENT, CONTRACTOR AND COUNTY HEREBY
       EXPRESSLY WAIVE ANY RIGHTS EITHER PARTY MAY HAVE TO A TRIAL
       BY JURY OF ANY CIVIL LITIGATION RELATED TO THIS AGREEMENT.

12.15 AMENDMENTS

       No modification, amendment, or alteration in the terms or conditions contained
       herein shall be effective unless contained in a written document prepared with
       the same or similar formality as this Agreement and executed by the Board and
       CONTRACTOR or others delegated authority to or otherwise authorized to
       execute same on their behalf.

12.16 PRIOR AGREEMENTS

       This document represents the final and complete understanding of the parties
       and incorporates or supersedes all prior negotiations, correspondence,
       conversations, agreements, and understandings applicable to the matters
       contained herein. The parties agree that there is no commitment, agreement, or
       understanding concerning the subject matter of this Agreement that is not
       contained in this written document. Accordingly, the parties agree that no
       deviation from the terms hereof shall be predicated upon any prior representation
       or agreement, whether oral or written.

12.17 PAYABLE INTEREST

       12.17.1           Payment of Interest. Except as required by the Broward County
                         Prompt Payment Ordinance as may be amended from time to time,
                         COUNTY shall not be liable for interest for any reason, whether as
                         prejudgment interest or for any other purpose, and in furtherance
                         thereof CONTRACTOR waives, rejects, disclaims and surrenders
                         any and all entitlement it has or may have to receive interest in
                         connection with a dispute or claim based on or related to this
                         Agreement.

       12.17.2           Rate of Interest. In any instance where the prohibition or limitations
                         of Subsection 12.17.1 are determined to be invalid or
                         unenforceable, the annual rate of interest payable by COUNTY
                         under this Agreement, whether as prejudgment interest or for any


Broward and Contractor                         -27-                             ERP Agreement
                         other purpose, shall       be   .025   percent    simple     interest
                         (uncompounded).

12.18 INCORPORATION BY REFERENCE

       The truth and accuracy of each "Whereas" clause set forth above is
       acknowledged by the parties and incorporated by reference into the Agreement.
       The attached Exhibits are incorporated into and made a part of this Agreement.

12.19 REPRESENTATION OF AUTHORITY

       Each individual executing this Agreement on behalf of a party hereto hereby
       represents and warrants that he or she is, on the date he or she signs this
       Agreement, duly authorized by all necessary and appropriate action to execute
       this Agreement on behalf of such party and does so with full legal authority.

12.20 DRUG-FREE WORKPLACE

       It is a requirement of COUNTY that it enter into contracts only with firms that
       certify the establishment of a drug-free work place in accordance with Chapter
       21.31(a)(2) of the Broward County Procurement Code. Execution of this
       Agreement by CONTRACTOR shall serve as CONTRACTOR’s required
       certification that it either has or that it will establish a drug-free work place in
       accordance with Section 287.087, Florida Statutes, as may be amended from
       time to time, and Chapter 21.31(a)(2) of the Broward County Procurement Code
       as may be amended from time to time.

12.21 CONTINGENCY FEE

       CONTRACTOR warrants that it has not employed or retained any company or
       person, other than a bona fide employee working solely for CONTRACTOR, to
       solicit or secure this Agreement and that it has not paid or agreed to pay any
       person, company, corporation, individual, or firm, other than a bona fide
       employee working solely for CONTRACTOR, any fee, commission, percentage,
       gift, or other consideration contingent upon or resulting from the award or making
       of this Agreement. For a breach or violation of this provision, COUNTY shall
       have the right, at its discretion, to terminate this Agreement without liability, or to
       deduct from this Agreement price or otherwise recover the full amount of such
       fee, commission, percentage, gift, or consideration.




Broward and Contractor                       -28-                              ERP Agreement
12.22 MULTIPLE ORIGINALS

       Multiple copies of this Agreement may be executed by all parties, each of which,
       bearing original signatures, shall have the force and effect of an original
       document.

12.23 KEY PERSONNEL

       The Project Manager is the Key Personnel position for this Agreement, who will
       be responsible for day-to-day project operations as described in the applicable
       Statement of Work. _____________________________ shall be the Project
       Manager for the duration of this Agreement.         ______________________
       _______________________ and __________________ shall be the Team
       Leads for the duration of applicable phases of this Agreement. The Project
       Manager and Team Leads shall be exclusively dedicated to the services for
       COUNTY under this Agreement, except as otherwise approved in advance in
       writing by the Contract Administrator.      The Contract Administrator shall
       reasonably exercise the discretion to allow exceptions to the exclusivity
       requirement.

       In the event of injury or illness of CONTRACTOR’s Project Manager and/or Team
       Lead, or if such Project Manager and/or Team Lead leaves CONTRACTOR’s
       employ, CONTRACTOR shall replace such individual with an individual with
       comparable skills, qualifications, and experience that is acceptable to COUNTY
       within ten (10) County work days after such injury or illness where the designated
       Project Manager or Team Lead is not able to perform the services or work
       contemplated by this Agreement, or from the date of departure from employment.
       CONTRACTOR shall obtain prior written approval of the Contract Administrator
       to replace the Project Manager or Team Lead. CONTRACTOR shall provide the
       Contract Administrator with such information as necessary to determine the
       suitability of the proposed new Project Manager or Team Lead. The Contract
       Administrator will act reasonably in evaluating Project Manager or Team Lead
       skills, qualifications, and experience. Persons who have worked on this
       Agreement shall be given reasonable consideration by COUNTY in the event the
       Project Manager or Team Lead must be replaced. COUNTY shall not be
       responsible for additional costs or expenses resulting from delays caused by the
       replacement of the Project Manager or Team Lead.

       As authorized in Section 12.23 herein, the Project Manager and the Team Lead
       may be changed from time to time as reasonably necessary using the parties'
       procedures stated in Section 12.6.




Broward and Contractor                    -29-                            ERP Agreement
12.24 AGREEMENT CONTINUITY

       In the event COUNTY causes a suspension of this Agreement or there is no
       active Statement of Work under this Agreement, COUNTY's Contract
       Administrator shall provide CONTRACTOR with at least thirty (30) calendar days
       prior written notice (the "Notice Period") prior to CONTRACTOR resuming work
       and CONTRACTOR may resume work under the Agreement with different
       personnel, except for the Project Manager and Team Leads who shall remain the
       same, if CONTRACTOR's personnel are not available due to other commitments.
       In the event that CONTRACTOR is able to resume work prior to the termination
       or expiration of the Notice Period, then it shall be entitled to do so by providing
       Contract Administrator with written confirmation prior to the expiration of such
       Notice Period.

       CONTRACTOR shall make every reasonable effort to keep significant personnel
       involved in work for the COUNTY available for continued work under this
       Agreement.       Any replacement personnel shall have comparable skills,
       qualifications, and experience that are reasonably acceptable to COUNTY's
       Contract Administrator. CONTRACTOR shall provide the Contract Administrator
       with such information as necessary to determine the suitability of the proposed
       replacement personnel. The Contract Administrator will act reasonably in
       evaluating the skills, qualifications, and experience of replacement personnel.

12.25 FORCE MAJEURE

       If the performance of this Agreement, or any obligation hereunder is prevented
       by reason of hurricane, earthquake, or other casualty caused by nature, or by
       labor strike, war, or by a law, order, proclamation, regulation, ordinance of any
       governmental agency, the party so affected, upon giving prompt oral notice to be
       immediately followed by prompt written notice to the other party, shall be
       excused from such performance to the extent of such prevention, provided that
       the party so affected shall first have taken reasonable steps to avoid and remove
       such cause of non-performance and shall continue to take reasonable steps to
       avoid and remove such cause, and shall promptly notify the other party in writing
       and resume performance hereunder whenever such causes are removed with
       immediate written notification to the other party. Any such notice from COUNTY
       may be given by the Contract Administrator

12.26 HIPAA COMPLIANCE

       It is expressly understood by the parties that COUNTY personnel and/or their
       agents have access to protected health information (hereinafter known as "PHI")
       that is subject to the requirements of 45 CFR §160, 162 and 164 and related
       regulations. In the event CONTRACTOR is considered by COUNTY to be a

Broward and Contractor                     -30-                            ERP Agreement
       covered entity or business associate and/or is required to comply with the Health
       Insurance Portability and Accountability Act of 1996 (hereinafter known as
       "HIPAA"), CONTRACTOR shall fully protect individually identifiable health
       information as required by HIPAA and, if requested by COUNTY, shall execute a
       Business Associate Agreement in the form provided by COUNTY’s Contract
       Administrator for the purpose of complying with HIPAA. Where required,
       CONTRACTOR shall handle and secure such PHI in compliance with HIPAA and
       its related regulations and, if required by HIPAA or other laws, include in its
       "Notice of Privacy Practices" notice of CONTRACTOR's and COUNTY's uses of
       client's PHI. The requirement to comply with this provision and HIPAA shall
       survive the expiration or earlier termination of this Agreement. COUNTY hereby
       authorizes the County Administrator to sign Business Associate Agreements on
       its behalf relating to this Agreement and any related agreement(s) hereto.

                   (The remainder of this page is intentionally left blank.)




Broward and Contractor                       -31-                              ERP Agreement
      IN WITNESS WHEREOF, the parties hereto have made and executed this
Agreement relating to Centralized Enterprise Resource Planning (ERP) Solution, RLI
No. R0866301R1:       BROWARD COUNTY through its BOARD OF COUNTY
COMMISSIONERS, signing by and through its Mayor or Vice-Mayor, authorized to
execute same by Board action on the _____ day of _________________, 20__, and
CONTRACTOR, signing by and through its _________________________, who
represents to COUNTY that he or she is duly authorized to execute same.

                                         COUNTY

ATTEST:                                          BROWARD COUNTY, by and through
                                                 its Board of County Commissioners

_______________________________
Broward County Administrator, as                 By____________________________
Ex-officio Clerk of the Broward County                      Mayor
Board of County Commissioners
                                                 ____ day of ______________, 20___


                                                 Approved as to form by
                                                 Office of the County Attorney
                                                 for Broward County, Florida
                                                 JEFFREY J. NEWTON, County Attorney
                                                 Governmental Center, Suite 423
                                                 115 South Andrews Avenue
Insurance requirements                           Fort Lauderdale, Florida 33301
approved by Broward County                       Telephone: (954) 357-7600
Risk Management Division                         Telecopier: (954) 357-7641


By ______________________________                By____________________________
    Signature              (Date)                                         (Date)
                                                   Senior Assistant County Attorney




Broward and Contractor                    -32-                          ERP Agreement
AGREEMENT BETWEEN BROWARD COUNTY AND __________________ FOR
CENTRALIZED ENTERPRISE RESOURCE PLANNING (ERP) SOLUTION, RLI NO.
R0866301R1




                               CONTRACTOR



                                         <Insert CONTRACTOR’s name>

WITNESSES:

                                         By____________________________
____________________________                  Authorized Signature
Signature
                                         ______________________________
____________________________             <Insert Name & Title above>
Print Name
                                         ____ day of ______________, 20___
____________________________
Signature
                                         ATTEST:
____________________________
Print Name
                                         _____________________________
                                         Corporate secretary or other
                                         Authorized person




                                                    (SEAL)




Broward and Contractor            -33-                          ERP Agreement
                              EXHIBIT A

            STATEMENT OF WORK FOR ERP SOFTWARE


(NOTE: To be negotiated based on the requirements of the RLI & Inserted here)




                                  -1-
                            EXHIBIT B

         STATEMENT OF WORK FOR ERP SYSTEM INTEGRATION

(NOTE: To be negotiated based on the requirements of the RLI & Inserted here)




                                     -2-
EXHIBIT C




   -3-
                                      EXHIBIT D

     CERTIFICATION OF PAYMENTS TO SUBCONTRACTORS AND SUPPLIERS

                                         RLI No. R0866301R1

                                         Project Title: Centralized Enterprise Resource
                                         Planning (ERP) Solution


The undersigned CONTRACTOR hereby swears under penalty of perjury that:

1.    CONTRACTOR has paid all subcontractors and suppliers all undisputed contract
      obligations for labor, services, or materials provided on this project in accordance
      with Article 2 of the Agreement, except as provided in paragraph 2 below.

2.    The following subcontractors and suppliers have not been paid because of
      disputed contractual obligations; a copy of the notification sent to each,
      explaining in reasonably specific detail the good cause why payment has not
      been made, is attached to this form:

      Subcontractor or
      suppliers name              Date of disputed     Amount in
      and address                 invoice              dispute




3.    The undersigned is authorized to execute this Certification on behalf of
      CONTRACTOR.


Dated _____________, 20___               _________________________________
                                              CONTRACTOR

                                         By_______________________________
                                              (Signature)

                                         By________________________________
                                              (Name and Title)



                                           -1-
    CERTIFICATION OF PAYMENTS TO SUBCONTRACTORS AND SUPPLIERS
             (Continued - Exhibit D - Page 2 - RLI No. R0866301R1)


STATE OF                 )
                         ) SS.
COUNTY OF                )

        The foregoing instrument was acknowledged before me this ________ day of
__________________, 20__, by ______________________________________ who is
personally known to me or who has produced ______________________ as
identification and who did/did not take an oath.

      WITNESS my hand and official seal, this ______ day of ___________, 20__.


      (NOTARY SEAL)                          ________________________________
                                             (Signature    of   person   taking
                                             acknowledgment)

                                             ________________________________
                                             (Name        of      officer taking
                                             acknowledgment)
                                             typed, printed or stamped

                                             ________________________________
                                                  (Title or rank)
                                             ________________________________
My commission expires:                            (Serial number, if any)




                                       -2-
Page 1 of 291
                                                                                                                                 Page 2 of 291
Broward County Purchasing Division
                                                                                          115 S. Andrews Avenue, Room 212
                                                                                                  Fort Lauderdale, FL 33301
                                                                                         (954) 357-6065 FAX (954) 357-8535



Request for Letters of Interest (RLI) ......................................................................................... 4 
 Procurement Authority............................................................................................................... 4 
 Summary Background & Scope of Services ............................................................................. 6 
 Submittal Instructions ................................................................................................................ 8 
 Pre-submittal Teleconference ................................................................................................. 10 
   For Additional Project Information Contact: ......................................................................... 10 
 Selection Process .................................................................................................................... 10 
   Review Responses .............................................................................................................. 10 
   Short Listing ......................................................................................................................... 11 
   Cone of Silence ................................................................................................................... 11 
   Demonstrations .................................................................................................................... 11 
   Pricing .................................................................................................................................. 12 
   Public Art and Design Program ........................................................................................... 12 
   Presentations/Interviews/Ranking ....................................................................................... 12 
   Negotiation and Award ........................................................................................................ 12 
   Posting of Solicitation and Proposed Contract Awards ....................................................... 13 
   Vendor Protest ..................................................................................................................... 13 
   Rejection of Responses ....................................................................................................... 14 
   Public Records and Exemptions .......................................................................................... 14 
   Copyrighted Materials .......................................................................................................... 14 
   Projected Estimated Schedule............................................................................................. 14 
 Required Performance and Payment Guaranty ...................................................................... 14 
   Performance and Payment Bond (Surety) ........................................................................... 14 
   Performance and Payment Guaranty (Alternate Form of Security) ..................................... 15 
   Qualifications of Surety ........................................................................................................ 15 
RESPONSIVENESS CRITERIA ................................................................................................. 17 
 1. Office of Economic and Small Business Development Program Requirements ................ 17 
 2. Other Mandatory Requirements ......................................................................................... 18 
RESPONSIBILITY CRITERIA .................................................................................................... 19 
    RIGHT OF APPEAL ............................................................................................................. 19 
  Evaluation Criteria ................................................................................................................... 19 
  Evaluation Criteria: Project-Specific Criteria ........................................................................... 20 
    Company Requirements – Provide responses in Attachment C .......................................... 20 
    Project Manager Requirements - Provide responses in Attachment C ............................... 21 
    Team Lead Requirements - Provide responses in Attachment C ........................................ 21 
    ERP Functional Requirements ............................................................................................ 22 
    Software Modules Required ................................................................................................ 22 
    MS Project Resource Loaded Work Plan Response (Attachment B) .................................. 22 
    Integration Services ............................................................................................................. 23 
    ADM Services ...................................................................................................................... 23 
    Pre-Project Training Services .............................................................................................. 24 
    5-Year Projected Cost Model Response (Attachment D) .................................................... 24 
  Evaluation Criteria: Company Profile ...................................................................................... 26 
  Evaluation Criteria: Legal Requirements ................................................................................. 27 
  Evaluation Criteria – Tiebreaker Criteria ................................................................................. 29 
Broward County ERP Project Background and Approach to Implementation ................... 31 


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 Project Governance................................................................................................................. 31 
   Steering Team ..................................................................................................................... 32 
   Project Management Office ................................................................................................. 33 
   Work Plan Management ...................................................................................................... 34 
   Management Reporting ....................................................................................................... 35 
   Issue Management .............................................................................................................. 35 
   Risk Management ................................................................................................................ 35 
   Change Order (Scope) Management .................................................................................. 36 
   Document Management ...................................................................................................... 37 
   Project Management Tools .................................................................................................. 37 
 Change Management .............................................................................................................. 37 
   Gaining An Understanding Of Change Impacts To Employee Expectations ....................... 38 
   Communicating, Teaching And Training Employees On The Benefits Of Change ............. 39 
   Sponsoring Change Through The Change Agent Network ................................................. 39 
   Training Change Agents To Manage Change ..................................................................... 40 
 End User Training ................................................................................................................... 41 
   Training Goals and Objectives ............................................................................................. 42 
   The Training Team .............................................................................................................. 42 
   Standardized Transactional Training (Pre-Project Training) ................................................ 43 
   Designing, Developing, Testing and Delivering End User Training ..................................... 43 
   ERP Testing......................................................................................................................... 43 
   The Importance of Training Exams ...................................................................................... 44 
 Application Development, Maintenance and Support (ADM) .................................................. 44 
   Application Development ..................................................................................................... 44 
   Application Maintenance ...................................................................................................... 48 
   Application Support.............................................................................................................. 52 
 Quality Assurance ................................................................................................................... 54 
   ERP Systems Must Utilize Change Control To Prevent Production Errors ......................... 54 
   All RLI Requirements Will Be Included In The ERP Solution .............................................. 55 
   Development Standards Must Be Used ............................................................................... 55 
   A Comprehensive Testing Approach Leads To Success .................................................... 55 
   A Senior Quality Assurance Advisor Must Be Part Of The Integration Vendor Team ......... 55 
 12 Step Implementation Methodology ..................................................................................... 56 
   Phased Deployment Strategy .............................................................................................. 57 
   Detailed Step Descriptions for Implementation and Optimization Phases ........................... 58 
   Step 5: Project planning and preparation ........................................................................... 58 
   Step 6: ERP System and Training Design .......................................................................... 60 
   Step 7: ERP System and Training Development ................................................................ 62 
   Step 8: ERP System Testing .............................................................................................. 64 
   Step 9: ERP User Acceptance Testing ............................................................................... 65 
   Step 10: ERP User Training and Examinations .................................................................. 66 
   Step 11: ERP System Go Live ............................................................................................ 68 
   Step 12: Measure, Analyze, Improve and Monitor .............................................................. 68 
 Project Organization Chart, Roles and Responsibilities .......................................................... 69 
 Environment Assumptions for Cost Response ........................................................................ 70 




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                                                               115 S. Andrews Avenue, Room 212
                                                                       Fort Lauderdale, FL 33301
                                                              (954) 357-6065 FAX (954) 357-8535


                     Request for Letters of Interest (RLI)
                                RLI Number: R0866301R1
             RLI Name: Centralized Enterprise Resource Planning (ERP) Solution


Procurement Authority
Unchecked boxes do not apply to this solicitation.

     Pursuant to the Broward County Procurement Code, the Broward County Commission
invites qualified firms to submit Letters of Interest for consideration to provide services on the
following project:


           Standard Request for Letters of Interest
            Construction General Contractor: Two-Step Process - (Step 1) Issue RLI to Short
       list firms - (Step 2) Issue Invitation for Bids to Shortlisted firms to obtain bids
           Establish Library of Firms for Services
    Pursuant to the Broward County Procurement Code, the Broward County Commission
invites qualified firms to submit Letters of Interest for consideration to provide Construction
Manager at Risk Services on the following project.
           Standard Construction Manager at Risk
         Construction Manager at Risk (Modified): Two Step Process - (Step 1) Issue RLI to
       Short list firms (Step 2) Issue Invitation for Bids to Shortlisted firms to obtain bids
       Pursuant to Florida Statutes, Chapter 287.055 (Consultants Competitive Negotiations
       Act), the Broward County Commission invites qualified firms to submit Letters of Interest
       for consideration to provide professional consulting services on the following project.
           Non-Continuing Contract: (Check only one box)
                  professional services needed for a construction project where the construction
               costs exceed $ 250,000
                  professional services needed for a planning or study activity where the fee for
               the professional services exceed $ 25,000
           Continuing Contract: (Check only one box)
                  professional services needed for projects in which construction costs do not to
               exceed $2 million
                  professional services needed for study activities when the fee for such
               professional service does not exceed $ 200,000
                   professional services needed for work of a specified nature




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         Design-Build: (Check only one box)
              Qualification - Based with a Guaranteed Maximum Price and a Guaranteed
            Completion Date
              Two-Step process - (Step 1) Issue RLI to Short list firms - (Step 2) Issue
            Request for Proposals to Shortlisted firms to obtain proposals




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Summary Background & Scope of Services
Broward County has analyzed its business operations with support from external vendors and
has determined a need to implement an Enterprise Resource Planning (ERP) System. The
County views an ERP project as an enterprise-wide re-engineering initiative that requires on-
going leadership and support from the top of the enterprise. To this end, an ERP Project Office
has been established in County Administration reporting directly to the County Administrator
and a Steering Team of Senior Leaders. The County has selected a 3rd Party Assurance
Provider (3PA) to assist in the implementation of this multi-year project including project
management, change management and training. The 3PA has assisted the County in
developing this RLI document.

Detailed information regarding current County systems is contained in the Government Finance
Officers Association Draft Technology Needs Assessment: An Evaluation of Broward County’s
Financial and Human Resources Management Systems, July 2007. The report and appendices
are located on the County’s website at http://www.broward.org/Administrator/Pages/ERP.aspx.
Appendix 1 of that report contains an inventory of Broward County data systems. The most
recent list of interfaces with the Advantage financial and Cyborg payroll systems is contained in
Attachment G of this RLI. Also on this website is the Broward County Business Case for an
ERP.

The scope of services shall include:
   1. A single proposal for software, hardware, implementation services, and application
      development, support and maintenance to address the full range of identified functional
      requirements. The following applications are assumed:
         a. Finance: G/L, A/R(except taxes), A/P, Asset Management, Cash Management,
              Treasury, Billing, Settlement, and Planning and Budgeting
         b. HR/Payroll: Payroll, HR, Compensation, Benefits, Recruiting, Employee
              Performance, Employee Development
         c. Supply Chain: Purchasing, e-Procurement, Catalog Management, Warehouse
              Management, Facility/Maintenance Management, Traffic Engineering, Inventory
              Management, Supplier Management, Strategic Sourcing, Fleet Management
         d. Training: Learning Management, Training Development, Pre-Defined Training
         e. Capital Projects: Project Costing, Portfolio/Program Management, Grants,
              Contract Management
         f. Portal: Portal Management, Performance Scorecard, Manager/Employee Self
              Service, Data Warehousing, Ad-Hoc Reporting
   2. Implementation of a centralized ERP solution encompassing all departments and offices
      reporting to the County Administrator. (See Attachment H)
   3. The centralized ERP solution may be proposed as a county-hosted solution; a vendor-
      hosted solution; or a Software-as-a-Service (SaaS) solution as further defined below.
      Proposers may submit multiple proposals to offer more than one hosting solution.




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                                                                       115 S. Andrews Avenue, Room 212
                                                                               Fort Lauderdale, FL 33301
                                                                      (954) 357-6065 FAX (954) 357-8535

                                                                                                    On‐going 
  Method of                                                                    Maintenance, 
                                         Software &                                               Maintenance, 
 Providing ERP                                               Software &         Support & 
                        Cost Basis         Server                                                  Support  & 
   System &                                                Server Location       Upgrade 
                                         Ownership                                                  Upgrade 
    Service                                                                     Scheduling 
                                                                                                 Implementation 
                     Full cost of 
                                                                                                    County or 
1.  In‐house ERP     hardware,                                                    County 
                                           County              County                               contracted 
Application          software,                                                  determined 
                                                                                                      vendor  
                     maintenance 
2.  Dedicated        Software             Software 
                                                          Remote Hosting          County              Hosting 
Hosting of           licenses & on‐    County; Servers 
                                                             Facility           determined            Vendor 
Application*         going support         Vendor 

                     Fixed Annual/ 
3.  Software as a                                         Remote Hosting      Hosting Vendor          Hosting 
                     monthly charge    Hosting Vendor 
Service – SaaS*                                              Facility          determined             Vendor 
                     to county 

*The following apply to any out‐of‐house hosted solutions: 
        a. The County will not accept any portion of the hosted solution being provided or supported 
            outside of the continental United States; 
        b. Production servers must be county‐dedicated; and  
        c. Proposals  for  out‐of‐house  hosted  solutions  will  also  require  a  back‐out  plan  to  cover  the 
            contingency of the County desiring to bring the solution back in house. 
 
   4. Proposers should have significant experience with ERP implementation in the public
        sector in the United States in organizations comparable to the size and complexity of the
        County.
    5. Broward County will consider only proposals that consist of both software providers and
       implementation service providers (and hosting providers, if applicable) that offer all of the
       products and services required for the scope of this solicitation. A proposal may include
       software and implementation/hosting services firms that are independent, software and
       implementation/hosting services firms that are under the same or related corporate
       umbrella, or a combination of the above. Proposals from implementation services or
       hosting firms alone or software firms without an implementation mechanism will not be
       considered.
    6. The ERP software firm must be the entity providing the completed ERP requirements
       form Attachment A: Functional Requirements Response (MS Excel template). The
       software firm must verify the functional responses by signing Attachment K:
       Confirmations and Signatures. The implementation firm(s) also must indicate its
       agreement with the responses in Attachment A by signing Attachment K. If the
       implementation firm disagrees with how a software firm expects to meet a specific
       requirement, it should use the comment field in the Functional Requirements Response
       (or a separate document, if necessary) to note the disagreement.
    7. In the event that a software firm submits multiple proposals using different
       implementation firms, it should keep its license and maintenance pricing and its
       responses to the functional requirements the same across all of the proposals,



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       i.e., whether requirements are met out-of-the box, through configuration,
       customization, etc. It is the responsibility of the software firm to ensure that license
       pricing and requirements responses are represented in the exact same manner in all
       proposals.
   8. Proposals should include an overview section that introduces the proposing firm(s) and
      highlights any unique aspects of their skills, tools and/or implementation approaches.
   9. The County anticipates seeking a project Agreement that is fixed-price and/or not-to-
      exceed, with payment for software and services on a milestone basis. Alternative more
      favorable provisions will be considered. Payment for licenses, if applicable, should be
      as they are put into service.
   10. Due to the staff reductions in past years, the County expects to have limited staff
       resources to commit to this project full time. Broward’s current plan is to provide full time
       County Team Leads who have deep, across-the-board, knowledge of the business
       processes in the functional area, as well as knowledge and experience in how it is
       implemented in an ERP solution. Beyond this, the County’s participation is projected as
       follows:
            a. Participation of SMEs from the central business agencies and the operating
               agencies is projected to be approximately 1 day per week during the applicable
               implementation phase(s).
            b. Two core SMEs for each functional area are projected from the applicable central
               business agencies;
            c. Two core SMEs also are projected from each from the 3 enterprise departments,
               and Transportation which have distinct business operations.
       Documentation and configuration beyond the above levels of participation should be
       performed by the implementer.
   11. Pricing should be firm for a minimum of one year.
   12. When a software vendor is proposing with an independent implementation vendor, a
       transmittal letter must be submitted stating a) that the implementation vendor is a
       certified implementer of the proposed software and b) explaining the meaning of the
       referenced certification.
Separate, Coordinated Solicitation for Purchase and Implementation of a Time and Attendance
System. The deployment plan outlined in the County’s Business Plan dated January 2010
envisions implementation of the HR/Payroll modules in Phase 2. Due to current needs, the
County is modifying that plan to solicit separately for the time and attendance component, but
under the umbrella of the ERP initiative. The purpose is to allow for more rapid selection and
implementation of an automated time capture system so that we can eliminate widespread
manual processing. Initially, the time capture system must interface with the existing Cyborg
payroll system; ultimately it must interface with the HR/Payroll module of the selected ERP
software.

Submittal Instructions
Unchecked boxes do not apply to this solicitation.

       Only interested firms from the Sheltered Market may respond to this solicitation.
       This solicitation is open to the general marketplace.


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                                                              115 S. Andrews Avenue, Room 212
                                                                      Fort Lauderdale, FL 33301
                                                             (954) 357-6065 FAX (954) 357-8535

Interested firms must supply requested information in the electronic formats specified in the
table above. Certain necessary forms are included herein as samples for ease of reference. The
forms provided as attachments to this RLI should be used in responding to this RLI.
Please read this entire RLI, including all attachments, prior to submitting a response to the RLI.
Submit ten (10) CDs (each CD in a separate disc envelope and labeled with company
name and RLI number) containing the following files:
   1. A single PDF file that contains your entire response with each page of the response in
      the order as presented in the RLI document, including any attachments.
   2. Individual responses to RLI Attachments in the software/formats specified and
      separately labeled (see Attachment J – Checklist of RLI Attachments and Items to
      Submit with Proposal).

Submit ten (10) total printed copies (hard copies) of your response.
   1. One of the required printed (hard) copies should be marked “Original” and should
      contain all original documents that contain required signatures and notarizations.


Submit ten (10) Video CDs/DVDs (each CD/DVD in a separate disc envelope and labeled
with company name and RLI number) containing the following files:
   1. Each video CD/DVD should contain six (6) separate files named for each of the
      scenarios specified in Attachment E: Video Scripts.

       This solicitation requires all proposers to submit a DVD or a CD using Windows Media Player 
       with  a  file  extension  of  wmv with screen capture videos and voice over guidance, if
       possible, to illustrate software capabilities. Each video must answer the questions for
       each functional area as outlined in Attachment E: Video Scripts. In the event that a
       software firm submits multiple proposals using different implementation firms, the same
       Video CD should be provided with each proposal.


                                               *****
            Proposers should note that the Video CD will be a public document.

       Do not submit the Video CD with any material that is confidential or that the
                        vendor does not want to be made public.


For your reference, a ‘Checklist of RLI attachments and Items to submit with Proposal’ is
contained as Attachment J.
Send all requested materials to:
       Broward County Purchasing Division
       115 South Andrews Avenue, Room 212
       Fort Lauderdale, FL 33301
       RE: RLI Number: R0866301R1



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                                                             115 S. Andrews Avenue, Room 212
                                                                     Fort Lauderdale, FL 33301
                                                            (954) 357-6065 FAX (954) 357-8535


The Purchasing Division must receive submittals no later than 5:00 pm on January 3, 2011.
Purchasing will not accept electronically transmitted, late, or misdirected submittals.
If fewer than three interested firms respond to this solicitation, the Director of Purchasing may
extend the deadline for submittal by up to four (4) weeks. Submittals will only be opened
following the final submittal due date.

Pre-submittal Teleconference
A pre-submittal teleconference will be held November 29, 2010 to provide an opportunity for
proposers to clarify any concerns regarding requirements. Interested persons may attend in
person or by telephone.

                               Pre-Submittal Teleconference

    Date:          Monday, November 29, 2010

    Time:          2:00 – 4:00 PM (call in open at 1:50 PM)

    Location:      Broward County Government Center, Room 430

    Conference Phone Number: (954) 357-6713


If you require any auxiliary aids for communication, please call 954-357-6065 so that
arrangements can be made in advance.

For Additional Project Information Contact:
       ERP Director: JoAnne Greiser
       Phone: 954-357-6355
       Email: jgreiser@broward.org

Selection Process
A Selection Committee (SC) will be responsible for recommending the most qualified firms and
ranking them for negotiation. The process for this procurement may proceed in the following
manner:

Review Responses
The Purchasing Division delivers the submittals to agency staff for summarization for the
Selection Committee members. The Office of Economic and Small Business Development staff
evaluates submittals to determine responsiveness to the Office of Economic and Small
Business Development Program requirements, if applicable. Agency staff will prepare an
analysis report which includes a matrix of responses submitted by the firms. Staff will also
identify any incomplete responses. The Director of Purchasing will review the information
provided in the matrix and will make a recommendation to the Selection Committee as to each
firm’s responsiveness to the requirements of the RLI. The final determination of responsiveness
rests solely on the decision of the Selection Committee.


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                                                              115 S. Andrews Avenue, Room 212
                                                                      Fort Lauderdale, FL 33301
                                                             (954) 357-6065 FAX (954) 357-8535

Short Listing
The SC will meet to create a short list of the most qualified firms. The matrix and staff analysis
report is a tool that the SC may use in its decision-making process.
The County will not consider oral or written communications, prior to the conclusion of short-
listing the firms, which may vary the terms of the submittals.

Cone of Silence
At the time of first scheduled meeting of the Selection Committee (which is typically the
Shortlisting meeting) in this RLI process, a Cone of Silence will be imposed. Section 1-266,
Broward County Code of Ordinances, provides that after Short listing, potential vendors and
their representatives are substantially restricted from communicating regarding this RLI with any
county commissioner or commissioner’s staff, the county administrator, deputy and assistants to
the county administrator and their respective support staff, or any person appointed by the
county commission to evaluate or recommend selection in this RLI process. After the
application of the Cone of Silence, inquiries regarding this RLI should be directed to the Director
of Purchasing or designee.

Section 21.87.e, Broward County Administrative Code, provides that the Cone of Silence will be
applied at the time of the first scheduled meeting of the Selection Committee.

The Cone of Silence terminates when the County Commission or other awarding authority takes
action which ends the solicitation.

Demonstrations
        If this box is checked, then this project may lend itself to an additional step where short-
listed firms demonstrate the nature of their offered solution. In those cases, staff, and
sometimes members of the SC, may request a representative display or demonstration. If the
SC decides that demonstrations are necessary, short-listed firms will receive a description of,
and arrangements for, the desired demonstration.
This solicitation requires all proposers to submit a DVD or a CD using Windows Media Player with a 
file extension of wmv with screen capture videos and voice over guidance, if possible, to illustrate
software capabilities.     Each video must answer the questions for each functional area as
outlined in Attachment E: Video Scripts. In the event that a software firm submits multiple
proposals using different implementation firms, the same Video CD should be provided
with each proposal. Follow up technical presentations may be requested for shortlisted
software at the discretion of the County. 


                                               *****
            Proposers should note that the Video CD will be a public document.

       Do not submit the Video CD with any material that is confidential or that the
                        vendor does not want to be made public.




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                                                                       Fort Lauderdale, FL 33301
                                                              (954) 357-6065 FAX (954) 357-8535

Pricing
Unchecked boxes do not apply to this solicitation.
       Price may be considered in the final evaluation and ranking of the short-listed firms.
       Submittals must include a completed Attachment D, 5-Year Projected Cost Model
       Response, for this purpose. Travel Expenses: If travel expense is anticipated for this
       project, proposers are advised that the provisions of Florida Statutes Chapter 112.061
       will apply as to allowable expenses. Note that the per diem option includes meals and
       lodging
       http://www.leg.state.fl.us/statutes/index.cfm?mode=View%20Statutes&SubMenu=1&App
       _mode=Display_Statute&Search_String=112.061&URL=CH0112/Sec061.HTM


       Price will not be a factor in evaluating or ranking the interested firms.
       County staff and the top ranked firm will negotiate fees for pre-construction services
       during the Negotiation Phase of this process.


       Generally, the Parties negotiate a Guaranteed Maximum Price (GMP) for construction
       services during the course of pre-construction services.

Public Art and Design Program
Unchecked boxes do not apply to this solicitation.
       Broward County has adopted Ordinance #95-20 establishing a Public Art and Design
       Program. It is the intent of Broward County to integrate art, when applicable, into capital
       projects and integrate artists’ design concepts into this improvement project. The
       architect/engineer may be required to collaborate with the artist(s) on design
       development within the scope of this request. Artist(s) shall be selected by Broward
       County through an independent process. (For additional information contact Mary Becht
       at (954) 357-7456).

Presentations/Interviews/Ranking
Each of the short-listed firms will have an opportunity to make an oral presentation to the SC on
the firm’s approach to this project and the firm’s ability to perform. The SC may provide a list of
subject matter for the discussion. The firms will have equal time to present but the question-
and-answer time may vary. The SC will rank the firms and report its recommendations to the
appointing authority.

Negotiation and Award
The Purchasing Negotiator, assisted by County staff, will attempt to negotiate a contract with the
first ranked firm. If an impasse occurs, the County ceases negotiation with the firm and begins
negotiations with the next-ranked firm. The final negotiated contract will be forwarded by the
Purchasing Negotiator to the Selection Committee for approval, if required by the committee, or
to the awarding authority for approval. The selected firm shall have a representative or
representatives at each negotiation meeting who are authorized to make decisions on behalf of
the firm.


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                                                                115 S. Andrews Avenue, Room 212
                                                                        Fort Lauderdale, FL 33301
                                                               (954) 357-6065 FAX (954) 357-8535

Posting of Solicitation and Proposed Contract Awards
The Broward County Purchasing Division's website is the official location for the County's
posting of all solicitations and contract award results. It is the obligation of each vendor to
monitor the website in order to obtain complete and timely information. The website is located at
http://www.broward.org/purchasing/currentsolicitations_loi.htm

Vendor Protest
Sections 21.118 and 21.119 of the Broward County Procurement Code set forth procedural
requirements that apply if a vendor intends to protest a solicitation or proposed award of a
contract and state in part the following:

(a) Any protest concerning the bid or other solicitation specifications or requirements must be
made and received by the County within seven (7) business days from the posting of the
solicitation or addendum on the Purchasing Division’s website. Such protest must be made in
writing to the Director of Purchasing. Failure to timely protest bid specifications or requirements
is a waiver of the ability to protest the specifications or requirements.

(b) Any protest concerning a solicitation or proposed award above the award authority of the
Director of Purchasing, after the bid opening, shall be submitted in writing and received by the
County within five (5) business days from the posting of the recommendation of award on the
Purchasing Division's website.

(c) Any actual or prospective bidder or offeror who has a substantial interest in and is aggrieved
in connection with the proposed award of a contract which does not exceed the amount of the
award authority of the Director of Purchasing, may protest to the Director of Purchasing. The
protest shall be submitted in writing and received within three (3) business days from the
posting of the recommendation of award on the Purchasing Division's website.

(d) For purposes of this section, a business day is defined as Monday through Friday between
8:30 a.m. and 5:00 p.m. Failure to timely file a protest within the time prescribed for a solicitation
or proposed contract award shall be a waiver of the vendor's right to protest.

(e) Protests arising from the decisions and votes of a Selection Committee or Evaluation
Committee shall be limited to protests based upon the alleged deviations from established
Committee procedures set forth in the Broward County Procurement Code and existing written
Guidelines. Any allegations of misconduct or misrepresentation on the part of a competing
vendor shall not be considered a protest.

(f) As a condition of initiating any RLI protest, the protestor shall present the Director of
Purchasing a nonrefundable filing fee in accordance with the table below.

                    Estimated Contract Amount           Filing Fee
                    $30,000 - $250,000                  $ 500
                    $250,001 - $500,000                 $1,000
                    $500,001 - $5 million               $3,000
                    Over $5 million                     $5,000




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If no contract bid amount was submitted, the estimated contract amount shall be the County’s
estimated contract price for the project. The County may accept cash, money order, certified
check, or cashier’s check, payable to Broward County Board of Commissioners.


Rejection of Responses
The Selection Committee may recommend to the Director of Purchasing the rejection of all
responses to this solicitation.

Public Records and Exemptions
Upon receipt, all response submittals become "public records" and shall be subject to public
disclosure consistent with Chapter 119, Florida Statutes.
Any firm that intends to assert any materials to be exempted from public disclosure under
Chapter 119, Florida Statutes must submit the document(s) in a separate bound document
labeled "Name of Firm, Attachment to Proposal Package, RLI# - Confidential Matter". The firm
must identify the specific statute that authorizes the exemption from the Public Records Law.
Any claim of confidentiality on materials that the firm asserts to be exempt and placed
elsewhere in the submittal will be considered waived by the firm upon submission, effective after
opening.
Please be aware that submitting confidential material may impact full discussion of your
submittal by the Selection/Evaluation Committee because the Selection/Evaluation Committee
will be unable to talk about the details of the confidential material(s) at the public
Selection/Evaluation Committee meeting.

Copyrighted Materials
Copyrighted material will be accepted as part of a submittal only if accompanied by a waiver
that will allow the County to make paper and electronic copies necessary for the use of County
staff and agents. It is noted that copyrighted material is not exempt from the Public Records
Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the
public, but copies of the material will not be provided to the public.

Projected Estimated Schedule
Open Date: 01-3-2011
Shortlist Date: 04-14-2011
Presentations/Ranking: 05-12-2011
First Negotiation Meeting: 05-19-2011
Final Estimated Negotiation Meeting depending on number of vendors involved: 11-10-2011

Required Performance and Payment Guaranty
The Performance and Payment Guaranty will be required within approximately 7 days after
award and prior to issuance of the Purchase Order and Notice to Proceed.

Performance and Payment Bond (Surety)
A Performance and Payment Bond will be required of the form and containing all the provisions
of the Performance and Payment Bond attached hereto (Attachment L)


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The Bond(s) shall be in the amount of 100 percent of the Contract amount guaranteeing to
County the completion and performance of the work covered in such Contract as well as full
payment of all suppliers or subcontractors employed pursuant to this project. Such Bond(s)
shall be with a surety company which is qualified pursuant to the Section “Qualification of
Surety” below.

Such Bond(s) shall continue in effect for one year after completion and acceptance of the work
with liability equal to 100 percent of the Contract price, or an additional bond shall be
conditioned that the CONTRACTOR will upon notification by the COUNTY, correct any
defective or faulty work or materials which appear within one year after completion of the
Contract.

The CONTRACTOR shall ensure that the bond or bonds referenced above shall be recorded in
the public records of Broward County.

Performance and Payment Guaranty (Alternate Form of Security)
In lieu of the Performance and Payment Bond, CONTRACTOR may furnish an alternate form of
security which may be in the form of cash, money order, certified check, cashier's check or
irrevocable letter of credit. Such alternate forms of security shall be for the same purpose and
shall be subject to the same conditions as those applicable above and shall be held by the
COUNTY for one year after completion and acceptance of the work.

Qualifications of Surety
A Performance and Payment Bond must be executed by a surety company of recognized
standing, authorized to do business in the State of Florida and having been in business with a
record of successful continuous operation for at least five years.

In addition to the above-minimum qualifications, the surety company must meet at least one of
the following additional qualifications:

The surety company shall hold a current certificate of authority as acceptable surety on federal
bonds in accordance with the United States Department of Treasury Circular 570, Current
Revisions. If the amount of the Bond exceeds the underwriting limitation set forth in the circular,
in order to qualify, the net retention of the surety company shall not exceed the underwriting
limitation in the circular and the excess risks must be protected by coinsurance, reinsurance, or
other methods in accordance with Treasury Circular 297, revised September 1, 1978 (31 CFR
Section 223.10 Section 233.111). Further, the surety company shall provide the County with
evidence satisfactory to the County, that such excess risk has been protected in an acceptable
manner.

The County will accept a surety bond from a company with a rating of B+ or better for bonds up
to $2 million, provided, however, that if any surety company appears on the watch list that is
published quarterly by Intercom of the Office of the Florida Insurance Commissioner, the County
shall review and either accept or reject the surety company based on the financial information
available to the County. A surety company that is rejected by the County may be substituted by
the proposer or proposer with a surety company acceptable to the County, only if the proposal
amount does not increase.



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The surety company shall have at least the following minimum ratings:

Policyholder's               Financial
Amount of Bond               Ratings              Size Category

500,001 to 1,000,000                B+            Class I
1,000,001 to 2,000,000              B+            Class II
2,000,001 to 5,000,000              A-            Class III
5,000,001 to 10,000,000             A-            Class IV
10,000,001 to 25,000,000            A-            Class V
25,000,001 to 50,000,000            A-            Class VI
50,000,001 or more                  A-            Class VII




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                                 ***NOTICE TO PROPOSERS***

Proposers are invited to pay strict attention to the following requirements of this RLI.
The information being requested in this section is going to be used by the Selection
Committee during the selection/evaluation process and further consideration for contract
award. Please be aware that proposers have a continuing obligation to provide the
County with any material changes to the information being requested in this RLI.


A. Definition of a Responsive Bidder:

In accordance with Broward County Procurement Code Section 21.8.b.66, a Responsive
Bidder means a person who has submitted a bid which conforms in all material respects
to a solicitation. A bid or proposal of a Responsive Bidder must be submitted on the
required forms, which contain all required information, signatures, notarizations,
insurance, bonding, security, or other mandated requirements required by the bid
documents to be submitted at the time of bid opening.

RESPONSIVENESS CRITERIA
Failure to provide the information required below, at the time of submittal opening may result in
a recommendation of non-responsive by the Director of Purchasing. The Selection Committee
will determine whether the firm is responsive to the requirements specified herein. The County
reserves the right to waive minor technicalities or irregularities as is in the best interest of the
County in accordance with Section 21.30.f.1(c) of the Broward County Procurement Code.

1. Office of Economic and Small Business Development Program
Requirements
The Broward County Business Opportunity Act of 2004 and the County Business Enterprise
(CBE) Act of 2009 establish the County’s policies for participation by small business enterprises,
county business enterprises, and federal disadvantaged business enterprises in all County
contracts and in other selected activities.

In accordance with the Acts, participation for this contract is as follows:

                   Business Enterprise Category     % of Participation Goal
                   County Business Enterprise (CBE) 10%
                   Overall Goal                     10%

The County uses the interested firm’s submittal to this section of the RLI to determine the firm’s
“responsiveness.” The County only considers “responsive” submittals for short-listing. To be
considered responsive requires the following actions.

Submit the forms and documentation detailed below and attached to this RLI. Copies of each
form are available on the Internet at:


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http://www.broward.org/econdev/SmallBusiness/Pages/compliance.aspx. If the firm does not
have access to the Internet, contact the Project Manager to receive copies by mail or fax. To be
considered responsive requires the following action.

         Form                Content
         Schedule of         List each of the proposed Broward County-certified subcontractors
         Participation       or subconsultants, the type of work each firm will perform, and the
                             projected subcontract dollar amount and/or percentage of
                             professional fees to be awarded, if selected.
         Letters of Intent   For each participating firm, indicate the agreed subcontract amount
                             executed with the responding firm’s signature and countersigned by
                             the proposed subcontractor or subconsultant listed on the Schedule
                             of Participation form.
         Unavailability      For any instances where the specific goals were not achieved, list
         Report              the subcontractors or subconsultants formally contacted and the
                             reason unavailable to perform or whose bid was not considered.

If the Responder is unable to engage sufficient firms to achieve the participation goals
established for this RLI, the responder can demonstrate through accompanying documentation
that it made a good-faith effort to meet the goal. The County will evaluate the weight of the
evidence to determine if the Responder’s effort was made in good faith. A pro-forma submittal
will be considered non-responsive. Evidence of good-faith effort on the part of the Responder
should minimally include successful completion and submission of the following requirements:
          • Timely advertisement in minority/women-owned general circulation media, trade
             association publications, and minority-focus media, newspapers and articles;
          • Efforts to assist the designated category of business enterprise subcontractors or
             subconsultants in obtaining bonding or insurance required by the RLI or the County
             and the extent of these efforts;
          • Written solicitation (work specific) to the designated business enterprise firms; and
          • Documentation of all outreach activities relating to solicitation to designated
             business enterprise firms.
For additional guidance on what information or documentation is deemed acceptable for
satisfying the good faith efforts requirements, please contact Office of Economic and Small
Business Development at 954-357-6400.

CBE firms may participate on more than one proposal in response to this RLI.

2. Other Mandatory Requirements
Failure to provide the information required below, at the time of submittal opening may result in
a determination of non-responsiveness by the Selection Committee or Board of County
Commissioners.
           a. A single proposal that consists of both software providers and implementation
              service providers (and hosting providers, if applicable) that offer all of the
              products and services required for the scope of this solicitation.



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           b. Certification by vendor of proposed ERP software that implementation vendor is
              a certified implementer of the proposed software.
           c. Certificate indicating that the Proposer currently carries the required level of
              insurance or a letter from the carrier indicating upgrade availability
           d. Evidence of ability to provide Performance and Payment Guaranty. This
              evidence may be a letter on letterhead of a surety that gives evidence of the
              proposer(s) ability to provide a Performance and Payment Bond; or a letter on
              letterhead of a financial institution giving evidence that the appropriate monies
              are available for the proposer(s).


B. Definition of Responsible Bidder:

In accordance with Broward County Procurement Code Section 21.8.b.65, a Responsible
Bidder or Offeror means an offeror who has the capability in all respects to perform the
contract requirements, and the integrity and reliability which will assure good faith
performance.

RESPONSIBILITY CRITERIA
At any time prior to award, the awarding authority may find that an offeror is not responsible to
receive a particular award. The awarding authority may consider the following factors, without
limitation: debarment or removal from the authorized vendors list or a final decree, declaration
or order by a court or administrative hearing officer or tribunal of competent jurisdiction that the
offeror has breached or failed to perform a contract, claims history of the offeror, performance
history on a County contract(s), an unresolved concern, or any other cause under this code and
Florida law for evaluating the responsibility of an offeror.

RIGHT OF APPEAL
Pursuant to Section 21.83 of the Broward County Procurement Code, any vendor that has a
substantial interest in the matter and is dissatisfied or aggrieved in connection with the Selection
Committee's determination of responsiveness may appeal the determination pursuant to
Section 21.120 of the Code. The appeal must be in writing and sent to the Director of
Purchasing within ten (10) calendar days of the determination by the Selection Committee to be
deemed timely. As required by Section 21.120, the appeal must be accompanied by an appeal
bond by a person having standing to protest and must comply with all other requirements of this
section. The institution and filing of an appeal is an administrative remedy to be employed prior
to the institution and filing of any civil action against the County concerning the subject matter of
the appeal.

Evaluation Criteria
With regard to the Evaluation criteria, each firm has a continuing obligation to provide the
County with any material changes to the information requested. The County reserves the right
to obtain additional information from interested firms.




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Answers to the items required below must be provided in the attachments specified or as
otherwise specified. Supplemental information in response to these requirements may be
included on separate pages with page numbers referenced in the response attachments.
Supplemental material must be provided in the same order as listed below in the Project-
specific criteria.
                  Evaluation Criteria: Project-Specific Criteria
Company Requirements – Provide responses in Attachment C
   1. For the proposed implementation services provider:
        a.    Provide three (3) references, preferably from the public sector (organization, year
              services provided, contact name, title, role on project, e-mail, telephone) that
              meet the following criteria:
                    i. Implemented ERP Financials, Supply Chain, Capital Project/Grants,
                       Human Resources/Payroll, Portal and Business Intelligence within the
                       past five years.
                   ii. Client references should be for sites at which the proposed software has
                       been fully implemented and is live. Provide evidence of satisfactory
                       completion, both on time and within budget.
                  iii. References must be for Client Firms of ≥4000 employees and Operating
                       Budget ≥ $1B.
        b.    Provide your implementation cost for each of the three references.
        c.    Describe current projects similar to Broward County’s ERP Project, and
              estimated date of completion.
        d.    List all projects, including project number, with Broward County during the past
              five (5) years.
   2. For the proposed software provider(s):
        a.    Provide three (3) references, preferably from the public sector (organization,
              year(s) installed, contact name, title, role on project, e-mail, telephone) that meet
              the following criteria:
                    i. Provided ERP software that covered ERP Financials, Supply Chain,
                       Capital Project/Grants, Human Resources/Payroll, Portal and Business
                       Intelligence within the past five years.
                   ii. Client references should be for sites at which the proposed software has
                       been fully implemented and is live. Provide evidence of satisfactory
                       completion, both on time and within budget.
                  iii. References must be for Client Firms of ≥4000 employees and Operating
                       Budget ≥ $1B.
                  iv. If possible, one of the references should be a location within the state of
                       Florida that could be visited by the evaluation team.
        b.    Describe current projects similar to Broward County’s ERP Project, and
              estimated date of completion.
        c.    List all projects, including project number, with Broward County during the past
              five (5) years.
   3. For the hosting entity, if proposed:
     a.    Provide three (3) references, preferably from the public sector (organization, contact
           name, title, role on project, e-mail, telephone, year(s) installed, application(s) hosted,
           hosting dates) that meet the following criteria:
               i. References must have used the hosting entity’s service for a minimum of one


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                  (1) year to demonstrate entity’s ability to deliver the performance and
                  services listed.
              ii. References must have involved fully implemented, live use of the proposed
                  software. References where system implementation is not complete will not
                  suffice for the County’s evaluation purposes.
             iii. Provide evidence of satisfactory completion of implementation, both on time
                  and within budget.
            iv. References must be for services that were performed within the past five
                  years.
              v. References must be for Client Firms of ≥4000 employees and Operating
                  Budget ≥ $1B.
            vi. Provide for each reference, documentation of downtime performance,
                  technical support complaint history, and hosting traffic throughput speed.
            vii. Provide evidence of previous customer satisfaction with work on similar ERP
                  hosting projects and any documented performance history.
       b.     Describe current projects similar to Broward County’s ERP Project, and
              estimated date of completion.
       c.     List all projects, including project number, with Broward County during the past
              five (5) years.
   4. For each other firm (if any), except subcontractors, not covered by #1,#2, or #3:
       a.     Provide the responses specified in #1, #2 or #3 above, whichever is applicable to
              the type of firm involved.

Project Manager Requirements - Provide responses in Attachment C
   1. Provide three (3) full-life-cycle references, preferably from the public sector
      (organization, year services provided, contact name, title, role on project, e-mail,
      telephone) as a Project Manager. Full-Life-Cycle is defined as planning to post
      implementation support for one or more phases for more than one module.
   2. Number of years working as an employee of your firm.
   3. Number of years working as a Project Manager for implementing the software package
      proposed.
   4. Project Manager must participate in a pre-selection interview with County Staff.
   5. Project Manager must participate for the entire project from start to finish as proposed,
      as the Project Manager.
   6. If your proposal is short-listed for presentations, the Project Manager should be a key
      presenter at the Selection Committee Presentation/Ranking Meeting.

Team Lead Requirements - Provide responses in Attachment C
   1. Identify the Team Leads for each of the following project teams:
         a. Financial Team (includes Grants/Project Management)
         b. Supply Chain
         c. HR/Payroll
         d. Hosting Provider / Technical
         e. Portal / Self-service
   2. For each Team Lead,
         a. Provide two (2) full-life cycle references, preferably from the public sector
              (organization, year services provided, contact name, title, role on project, e-mail,
              telephone). Full-Life Cycle is defined as planning to post implementation support


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            for one or more phases.
         b. Number of years working as an employee of your firm.
         c. Number of years working as a Team Lead for implementing the software
            package proposed.
   3. Each Team Lead must participate as Team Lead for the entire applicable phase or
      phases of the project from start to finish as proposed.

ERP Functional Requirements
   1. The software firm must be the entity providing the completed ERP requirements form
      Attachment A: Functional Requirements Response (MS Excel template).
   2. Each requirement must be addressed, as the cost provided by your proposal must
      ensure the implementation of all ERP Requirements.
   3. Complete the template by entering the code that indicates how you will implement the
      requirement and the module that is required to fulfill each requirement. Where the
      requirement is not “out of the box”, please provide as much documentation as possible
      to support how you would implement that requirement.
   4. Sign Attachment K signifying that the Proposers agree with the manner in which all
      requirements would be met and understand that your fixed price proposal must cover the
      costs associated with implementation of 100% of the ERP Requirements.
   5. Provide a video capture DVD or CD using Windows Media Player with a file extension of
      wmv that demonstrates your software’s capabilities per Attachment E: Video Scripts.

Software Modules Required
   1. Provide a list of the software modules required to implement the Functional
      Requirements that you propose to address per your Attachment A response.
   2. Discuss your pricing approach based on the pricing data you have provided in the 5
      Year Projected Cost Model Response (Attachment D).
   3. Describe the options that you provide as an approach to paying for software as it is
      implemented vs. paying for all software as an initial package.
   4. Describe the options that you provide as an approach to software maintenance costs
      including, but not limited to, discounts, caps and terms.
   5. Provide a list of costs for all software modules (individually), aligned to the 5 Year
      Projected Cost Model Response (Attachment D).
   6. Provide the costs for all software maintenance aligned to the 5 Year Projected Cost
      Model Response (Attachment D).

MS Project Resource Loaded Work Plan Response (Attachment B)
   1. An MS Project Work Plan template has been provided as the framework for responding
      to applicable requirements of this solicitation. For proposal response purposes, the
      Work Plan has a beginning date of 01/09/2012; however, no beginning date has been
      authorized by the County, so only the time frames should be considered as fixed for
      proposal responses. The Broward County holidays are built into calendar year 2012.
   2. Please adhere to (do not shorten) the planned timeframes provided for implementation,
      as they reflect the time constraints of Broward County.
   3. The Work Plan Response must identify the specific tasks that will be required to create
      deliverables.
   4. The Work Plan Response must be resource loaded. A resource assigned is allowed a



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        maximum of 100% of their time available to be worked.
     5. Resources will be required to be present on-site in Broward County all day Monday
        through Friday during each design, testing and training phase to ensure availability of
        the consultants to meet with SMEs (Subject Matter Experts) and other county staff.
Additional Work Plan Response Requirements specific to various work elements are presented
in those sections.

Integration Services
   Methodology
   1. All tasks to be performed must be placed within the implementation methodology
       provided in Attachment B: MS Project Resource Loaded Work Plan Response including
       any tasks that are proposed for addition
   2. Please adhere to (do not shorten) the planned timeframe provided for implementation,
       as it reflects the time constraints of Broward County.
   3. Indicate any deviations by augmenting the narrative 12-Step Implementation
       Methodology section of the RLI and Attachment B: MS Project Resource Loaded Work
       Plan Response. Highlight any proposed augmentations of the methodology in blue in
       both documents
   Resources
   4. All tasks must be resource loaded into Attachment B: MS Project Resource Loaded
       Work Plan Response with the proposed project team member(s) who will perform the
       tasks.
   5. Provide a Project Organization Chart, augmenting the Broward ERP Project
       Organization Chart Response (Attachment F) below with all of your proposed
       resources.
   6. Provide a Resource List aligned to the 5 Year Projected Cost Model Response
       (Attachment D) that provides:
           a. The name and number of years of experience of each of your proposed
                resources .
           b. The cost of each resource,
   7. Confirm by signing Attachment K that all Resources must be available on site Monday
       through Friday through design, testing and training for each of the phases.
   Deliverables
   8. All deliverables that will be produced must be loaded into the proposed Attachment B:
       MS Project Resource Loaded Work Plan Response.
   9. Provide a list of deliverables with their name and description.

ADM Services
   1. Confirm, by signing Attachment K, that you will
         a. perform all steps of the Broward County ADM methodology described in this
             document and its attachments.
         b. provide tiered support as defined by the ADM Approach.

   2. Indicate any deviations by augmenting the narrative 12-Step Implementation
      Methodology section of the RLI and Attachment B, MS Project Resource Loaded Work
      Plan Response. Highlight any proposed augmentations of the methodology in blue in
      both documents.
   3. In a spreadsheet provide:


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             a. an hour estimate for implementation development (inclusive of on-the-job-training
                support for internal developers, if proposed as such), by phase, based on the
                software modules and requirements being implemented over the 5 year projected
                time horizon.
             b. an hour estimate for post implementation support for Tier 2 (both functional and
                technical) per year over the 5 year projected time horizon.
        c. an hour estimate for post implementation support Tier 3 for development per year
             over the 5 year projected time horizon
        These estimates will be used to verify the costs proposed in Attachment D: 5-Year
        Projected Cost Model Response.
   4.   If you are proposing a hosted solution, sign Attachment K to confirm that your solution
             a. can meet service level metric examples required to maintain and operate the
                system as defined in the ADM Approach section.
             b. will provide the defined hardware, connectivity and technical architecture
                required to meet the Environment requirements as defined in the ADM Approach.
   5.   Provide a cost for Application Development in the 5 Year Projected Cost Model
        Response (Attachment D).
   6.   Provide a cost for Application Support (divided by module for both functional and
        technical support), aligned to the 5 Year Projected Cost Model Response (Attachment
        D).
   7.   If you are proposing a hosted solution, provide a cost for Application Hosting and
        Maintenance, aligned to the 5 Year Projected Cost Model Response (Attachment D).

Pre-Project Training Services
   1. Confirm, by signing Attachment K, that:
          a. You will be fully responsible for Pre-Project Training as described in the Broward
              County implementation methodology. Indicate any deviations by augmenting the
              narrative 12-Step Implementation Methodology section of the RLI and
              Attachment B, MS Project Resource Loaded Work Plan Response. Highlight
              any proposed augmentations of the methodology in blue.
          b. The firm or persons proposed to provide pre-project training are certified as a
              training partner(s) with the proposed software.
   2. Provide 3 references in Attachment C, preferably from the public sector (organization,
      year training services provided, contact name and title, role on project, e-mail,
      telephone) for the firm or persons proposed to provide pre-project training services.
          a. Indicate whether training was delivered on-site or at an external site. If external,
              identify training location(s).
          b. Specify software and modules that apply to the referenced pre-project training.
   3. Provide the cost for Pre-Project Training, aligned to the 5 Year Projected Cost Model
      Response (Attachment D).
   4. Indicate whether you are willing to provide training on site at Broward County.

5-Year Projected Cost Model Response (Attachment D)
   1. Proposers should present their most advantageous financing/payment offering as the
      County’s ability to fund this entire project is not guaranteed.
   2. Provide a completed 5 Year Projected Cost Model Response, including notes, details
      and assumptions used in determining costs, using the MS Excel template provided
      (Attachment D).


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   3. Information submitted on Attachment D: 5-Year Projected Cost Model Response, will
      be used by the County to compare billing rates and levels of effort proposed by
      submitters.
   4. Proposers should enter and submit pricing information on Attachment D, as instructed
      below.
   5. Guidance in completing this form is provided in the requirements sections of this RLI and
      throughout the Broward County ERP Project Background and Approach to
      Implementation sections that follow.

   Software: Software modules, both core to ERP and bolt-on, that are required to implement
   the scope of requirements for the Broward County ERP Solution. Please provide the list of
   software modules and provide the associated costs. Please provide your assumptions
   regarding discounts to your software costs and project the costs across the 5-Year time
   horizon as they will be charged for implementation.

   Software Maintenance: Software modules, both core to ERP and bolt-on, that are required
   to implement the scope of requirements for the Broward County ERP Solution. Please
   provide the Software Maintenance costs. Please provide your assumptions regarding the
   maintenance percentage charged against software costs and any adjustments to that
   percentage over time. Please project the costs of Software Maintenance across the 5-Year
   time horizon as they will be charged for implementation.

   ADM Services: Application Development, Maintenance and Support Services required to
   implement and support the operating environment for the Broward County ERP Solution.
   Please provide your assumptions regarding the ADM fees for services. Please provide your
   preferred approach or approaches consistent with the System and Service options provided
   in the Summary Background and Scope of Services section of the solicitation. Please
   project the costs of ADM Services across the 5-Year time horizon as they will be charged for
   implementation. Please note your requirements for internal staff to perform these services
   during implementation or in a post implementation/operational state.

   Integration Services: Integration Services required to implement and support the operating
   environment for the Broward County ERP Solution. Please describe your proposed
   approach to provide Integration Services for the ERP Solution, and project the costs of
   these services across the 5-Year time horizon as they will be charged for implementation.
   Please note your requirements for internal staff involvement, if internal staff will be required
   to perform these services during implementation or in a post implementation/operational
   state.

   Operating Environment/Hardware: Any hardware, hardware peripherals or hardware-related
   services that are required to implement the scope of requirements for the Broward County
   ERP Solution. Please provide the list of hardware, hardware peripherals or hardware-
   related services that comprise the proposed architecture, including all environment
   instances, and provide the associated costs. Please provide your assumptions regarding
   any discounts and project the costs across the 5-Year time horizon as they will be charged
   for implementation.

   Pre-Project Training Services: Pre-Project or Standardized Training Services required to



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   implement and support the operating environment for the Broward County ERP Solution.
   Please provide your preferred approach to provide Pre-Project Training Services for the
   ERP Solution. Please project the costs of Pre-Project Training Services across the 5-year
   time horizon as they will be charged for implementation. Please assume the class size will
   correspond with the internal team participation you prefer and the level of participation of
   internal resources on the project team. Please assume all classes will be taught on-site at
   Broward County and that each class will be capped at 20 people.

   Project Expenses: Any other project expense not already captured in other categories.
   Please provide the list of these project expenses and provide the associated costs. If travel
   expense is anticipated for this project, proposers are advised that the provisions of Florida
   Statutes Chapter 112.061 will apply as to allowable expenses. Note that the per diem
   option includes meals and lodging
   http://www.leg.state.fl.us/statutes/index.cfm?mode=View%20Statutes&SubMenu=1&App_m
   ode=Display_Statute&Search_String=112.061&URL=CH0112/Sec061.HTM

   Performance Bond: Any costs related to the required performance bond. Please provide the
   list of these performance bond expenses and provide the associated costs.




                      Evaluation Criteria: Company Profile
Each proposing firm except for sub-contractors must provide the information specified in this
section. Provide responses to these evaluation criteria in a separate section of the proposal
following the Project-specific Criteria responses.
1. Supply legal firm name, headquarters address, local office addresses, state of
     incorporation, and key firm contact names with their phone numbers and e-mail
     addresses.
2. Supply the interested firm’s federal ID number and Dun and Bradstreet number.
3. Is the interested firm legally authorized, pursuant to the requirements of the Florida
   Statutes, to do business in the State of Florida?
4. All firms are required to permit Broward County to inspect and examine their financial
   statements in order to demonstrate their financial capabilities. Each firm shall submit
   their most recent two (2) years of financial statements for review.


    If a firm is privately held and asserts that its financial statements are confidential trade
    secret information, the firm shall still make its financial statements which it asserts are
    confidential, available in Broward County, Florida, for inspection and examination by the
    appropriate County staff prior to evaluation rating. The financial statements are not
    required to be audited financial statements. An element of responsibility for purposes of
    disclosing the financial statements required by this RLI is that the firm act in good faith in
    making its disclosure. Therefore, with respect to the number of years of financial
    statements required by this RLI, the firm must fully disclose the information for all years
    available; provided, however, that if the firm has been in business for less than the



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   required number of years, then the firm must disclose for all years of the required period
   that the firm has been in business, including any partial year-to-date financial statements.
   The County may consider the unavailability of the most recent year’s financial statements
   in its evaluation.
5. List and describe all bankruptcy petitions (voluntary or involuntary) which have been filed
   by or against the interested firm, its parent or subsidiaries, predecessor organization(s),
   or any wholly-owned subsidiary during the past three (3) years. Include in the description
   the disposition of each such petition.
6. List all business related claims, arbitrations, administrative hearings, and lawsuits that
   are pending or were filed during the last three (3) years brought by or against the firm, its
   predecessor organization(s), or any wholly-owned subsidiary including but not limited to
   those claims, arbitrations, administrative hearings and lawsuits that allege negligence,
   error, or omission, or default, termination, suspension, failure to perform, or improper
   performance of an obligation of a contract or a legal duty related to a contract. The list
   should include all case names; case, arbitration, or hearing identification numbers;
   identification of the project involved in the dispute; a description of the subject matter of
   the dispute; and the final outcome or current status if the matter has not become final.
7. List and describe all criminal proceedings or hearings concerning business related
   offenses in which the interested firm, its principals, officers, predecessor organization(s),
   or wholly owned subsidiaries were defendants.
8. Has the interested firm, its principals, officers, or predecessor organization(s) been
   debarred or suspended from bidding by any government during the last three (3) years?
   If yes, provide details.
9. Has your company ever failed to complete any work awarded to you? If so, where and
   why?
10. Has your company ever been terminated from a contract? If so, where and why?
11. Insurance Requirements: Attached is a sample Certificate of Insurance. (Attachment M)
    It reflects the insurance requirements deemed necessary for this project. It is not
    necessary to have this level of insurance in effect at the time of submittal but it is
    necessary to submit certificates indicating that the Proposer(s) currently carries the
    insurance or to submit a letter from the carrier indicating upgrade availability.
12. Performance Bond: Proposer(s) must provide evidence of ability to provide the required
    Performance and Payment Guaranty. This evidence may be a letter on letterhead of a
    surety that gives evidence of the proposer(s) ability to provide a Performance and
    Payment Bond; or a letter on letterhead of a financial institution giving evidence that the
    appropriate monies are available for the proposer(s).



                    Evaluation Criteria: Legal Requirements
 Each proposing firm except for sub-contractors must provide the information specified in this
section. Provide responses to these evaluation criteria in a separate section of the proposal
following the Company Profile Criteria responses.
1. Standard Agreement Language: Using the Terms and Conditions Objections Form
     (Attachment I), identify any standard terms and conditions with which the interested firm



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     cannot agree. The standard terms and conditions for the resulting contract will be posted
     at a later date.


2. Cone of Silence: This County’s ordinance prohibits certain communications among
   vendors, county staff, and selection committee members. Identify any violations of this
   ordinance by any members of the responding firm or its joint venturers. The firm(s)
   submitting is expected to sign and notarize the Cone of Silence Certification included in
   this solicitation.
3. Public Entity Crimes Statement: A person or affiliate who has been placed on the
   convicted vendor list following a conviction for a public entity crime may not submit an
   offer to perform work as a consultant or contract with a public entity, and may not
   transact business with Broward County for a period of 36 months from the date of being
   placed on the convicted vendor list. Submit a statement fully describing any violations of
   this statute by members of the interested firm or its joint venturers.
4. No Contingency Fees: By responding to this solicitation, each interested firm warrants
   that it has not and will not pay a contingency fee to any company or person, other than a
   bona fide employee working solely for the firm, to secure an agreement pursuant to this
   solicitation. For Breach or violation of this provision, County shall have the right to reject
   the firm’s response or terminate any agreement awarded without liability at its discretion,
   or to deduct from the agreement price or otherwise recover the full amount of such fee,
   commission, percentage, gift, or consideration.
     Submit an attesting statement warranting that the Responder(s) has not and will not pay
     a contingency fee to any company or person, other than a bona fide employee working
     solely for the interested firm, to secure an agreement pursuant to this solicitation.
5.      If this box is checked, then the provisions of the Broward County Living Wage
     Ordinance 2008-45, as amended, (“Living Wage Ordinance”) will apply to this
     agreement. in accordance with the living wage ordinance, certain employers who do
     business with the county shall pay a living wage to its employees who work on service
     contracts providing covered services identified under the living wage ordinance.

6. Non-Collusion Statement: By responding to this solicitation, the vendor certifies that this
   offer is made independently and free from collusion. Vendor shall disclose on the
   attached Non-Collusion Statement Form, Attachment N, to their best knowledge, any
   Broward County officer or employee, or any relative of any such officer or employee as
   defined in Section 112.3135(1)( c ), Florida Statutes (1989), who is an officer or director
   of, or had a material interest in, the vendor’s business, who is in a position to influence
   this procurement. Any Broward County officer or employee who has any input into the
   writing of specifications or requirements, solicitation of offers, decision to award,
   evaluation of offers, or any other activity pertinent to this procurement is presumed, for
   purposes hereof, a person has a material interest if they directly or indirectly own more
   than 5 percent of the total assets or capital stock of any business entity, or if they
   otherwise stand to personally gain if the contract is awarded to this vendor. Failure of a
   vendor to disclose any relationship described herein shall be reason for debarment in
   accordance with the provisions of the Broward County Procurement Code.




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Evaluation Criteria – Tiebreaker Criteria
Provide responses to these evaluation criteria in a separate section of the proposal following
the Legal Requirements Criteria responses.
                              LOCATION in BROWARD COUNTY
1. Is your firm located in Broward County?
2. Does your firm have a valid current Broward County Local Business Tax Receipt?
3. Has your firm (a) been in existence for at least one year prior to the proposal opening (b)
providing services on a day to day basis (c) at a business address physically located within
the limits of Broward County (d) in an area zoned for such business and (e) the services
provided from this location are substantial component of the services offered in the firm's
proposal?
If so, please provide the interested firm's business address in Broward County, telephone
number(s), email address, evidence of the Broward County Local Business Tax Receipt and
complete Attachment O - Local Vendor Certification (Tiebreaker Criteria Form 1).
Failure to provide a valid Broward County Local Business Tax Receipt and a notarized
Certification Form in your proposal shall prevent your firm from receiving credit under
Broward County's tiebreaker criteria of Section 21.31.d of the Broward County
Procurement Code and, if applicable, shall prevent your firm from receiving any
preference(s) allowed under Broward County's Local Preference Ordinance.

                              DOMESTIC PARTNER BENEFIT
1. Do you have a domestic partnership benefit program?
2. If so, please provide a copy of your domestic partnership benefit program in your
proposal and complete Attachment P - Domestic Partnership Benefit Certification
(Tiebreaker Criteria Form 2).
Failure to provide a notarized Certification Form indicating in your proposal shall
prevent your firm from receiving credit for having such a program under Broward
County's tiebreaker criteria of Section 21.31.d of the Broward County Procurement
Code.

3. Does your domestic partnership benefit program provide benefits which are the same or
substantially equivalent to those benefits offered to other employees in compliance with the
Broward County Domestic Partnership Act of 1999, Broward County Ordinance # 1999-03,
as amended?
4. If so, please complete Attachment P - Domestic Partnership Benefit Certification
(Tiebreaker Criteria Form 2).
Failure to provide a notarized Certification Form in your proposal indicating that the
company provides domestic partnership benefits which are the same or substantially
equivalent to the requirements of the Broward County Domestic Partnership Act of
1999, Broward County Ordinance # 1999-03, as amended, shall prevent your firm from
receiving any preference(s) allowed under the Act if applicable to this solicitation.
 
                                DRUG FREE WORKPLACE
1. Do you have a drug free workplace policy?
2. If so, please provide a copy of your drug free workplace policy in your proposal.
3. Does your drug free workplace policy comply with Section 287.087 of the Florida
Statutes?


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4. If your drug free workplace policy complies with Section 287.087 of the Florida Statutes,
please complete Attachment Q - Drug Free Workplace Policy Certification (Tiebreaker
Criteria Form 3).
Failure to provide a notarized Certification Form in your proposal shall prevent your
firm from receiving credit for having such a program under Broward County's
tiebreaker criteria of Section 21.31.d of the Broward County Procurement Code.
5. If your drug free workplace policy does not comply with Section 287.087of the Florida
Statutes, does it comply with the drug free workplace requirements pursuant to Section
21.31.a.2 of the Broward County Procurement Code?
6. If so, please Attachment Q - Drug Free Workplace Policy Certification (Tiebreaker
Criteria Form 3).
7. If your drug free workplace policy does not comply with Section 21.31.a.2 of the Broward
County Procurement Code, are you willing to comply with the requirements Section
21.31.a.2 of the Broward County Procurement Code?
8. If so, please complete Attachment Q - Drug Free Workplace Policy Certification
(Tiebreaker Criteria Form 3).
Failure to provide a notarized Certification Form in your proposal indicating your
compliance or willingness to comply with Broward County's Drug Free Workplace
requirements as stated in Section 21.31.a.2 of the Broward County Procurement Code
may result in your firm being ineligible to be awarded a contract pursuant to Broward
County's Drug Free Workplace Ordinance and Procurement Code.
                                  VENDOR DESCRIPTION
1. Please provide a statement attesting to whether you are a supplier/distributor or a
manufacturer of the offered solution.
Failure to provide a statement may prevent your firm from receiving credit under
Broward County's tiebreaker criteria of Section 21.31.of the Broward County
Procurement Code if applicable to this solicitation.




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Broward County ERP Project Background and Approach to
Implementation
Broward County is a large county composed of 31 different cities. County government is
composed of many disparate and nonintegrated entities. These include enterprise agencies
such as a port, airport, and water wastewater and waste and recycling facilities as well as
regional agencies that operate and/or provide parks, libraries, human services, a bus transit
system, permitting and licensing, and environmental and growth management services.

The county engaged an independent 3rd Party Assurance Provider (3PA) to assist with
developing a business case for an ERP and with management and implementation of this multi-
year project. The 3PA leveraged pre-existing studies performed by GFOA and SCICOM, and
conducted a detailed assessment of all Broward County ERP-related processes to develop a
detailed listing of functional requirements. The 3PA also prepared a set of approach documents
for governance, change management, training, and project organization roles and
responsibilities that will govern project implementation.       This section contains specific
background information on the comprehensive implementation approach to be taken by
Broward County. Please read this entire Broward County ERP Project Background and
Approach to Implementation section prior to providing a response to the RLI.


Project Governance
The Project Champion for the project will be the County Administrator, Bertha Henry. Ms. Henry
will take an active role in monitoring the status of the project and will participate in Steering
Team Meetings. As Project Champion, Ms. Henry will be final decision maker and will lead the
change agent team that will be established to assist in the transformation related to the ERP
solution implementation. The Project Champion is responsible for driving change that is
required to create a centralized vision for the ERP System.

To address the risks associated with ERP projects, the Project Champion, in conjunction with
the Broward County ERP Project Team, has established project controls and a decision-making
hierarchy to govern the project. The manner in which the project is governed will have an effect
on scope, timelines, sponsorship and ultimately user adoption. More importantly, the
Governance Approach will be required to achieve the changes that are sought by Broward
County and to successfully remove current inefficiencies.

The Governance Approach will be used to provide controls for planning and execution of the
ERP Project. The approach is led by the Project Champion and provides a consensus-based
approach to review and decision making for all items related to the ERP Implementation. The
biggest factor that causes ERP Projects to fail is the lack of user adoption, which is typically
driven by a lack of willingness, not a lack of ability on the part of employees. This lack of
willingness is managed through the Change Management Approach. However, the Governance
Approach and team make the hard decisions regarding standardization, centralization, and the
final scope and success of the ERP System. The organization structure for governance is
depicted below in Figure 1. Following the chart is the definition of the roles and responsibilities
of the governance team.




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Steering Team
The Steering Team is responsible for making all decisions presented by the Project
Management Office, prior to publishing them, which increases the chances of success and
adoption. The types of decisions made by the Steering Team will include final definition of
project scope, philosophy of ERP use, final return on investment expectations, the resolution of
issues, escalation of support for risk management, and approval of change orders.

The Steering Team for an ERP Project is comprised of key decision makers who are impacted
by the implementation and positioned in the organization to make consensus decisions for the
County. Broward County has assigned key executive leaders to participate on the Steering
Team to best assure success for the Project Management Office and the Project Team.

The following is a list of the Steering Team Members for the ERP Project:
   •   Deputy County Administrator
   •   CFO/Director, Finance and Administrative Services Department
   •   Director, Aviation Department



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   •   Director, Environmental Protection and Growth Management Department
   •   Director, Human Services Department
   •   Director, Office of Management and Budget
   •   Director, Port Everglades Department
   •   Director, Public Works Department
   •   Director, Transportation Department

The Steering Team will meet weekly or as required until the project transitions into the
Development Stage. Due to the task load during the Development Stage and throughout the
completion of each phase, the Steering Team will meet once per week on Wednesday.

Project Management Office
The Project Management Office (PMO) is a necessity for Enterprise Resource Planning (ERP)
projects to ensure clear and concise planning that leads to comprehensive implementation of
requirements that yield an expected return on investment. The Project Management Office
(PMO) consists of five individuals:

   •   Broward County Project Director – JoAnne Greiser
          – Acts as the final project level approver on all issues, risks and change orders.
             (Depending on scope or issue, may require escalation to a higher level in the
             County for approval.)
          – Manages the client participants on the project team
          – Facilitates countywide communication
          – Manages User Acceptance Testing
          – Acts as contract administrator for the Broward contracts
   •   Broward County Administrative Support
   •   Broward County Senior Project Manager
   •   Independent Advisor/Project Manager (3PA)
          – Approves all templates for deliverables
          – Oversees all work plans and oversees progress
          – Analyzes Change Order requests for impact to the project’s scope, schedule, and
             budget and recommends disposition
          – Oversees deliverable/milestone quality
          – Manages the project budget and payments
          – Assesses and manages Project Risk
          – Manages the independent advisor participants on the project team
          – Acts as the secondary project level approver on all issue, risk and change order
             resolution
          – Facilitates the Steering Team meetings
   •   Systems Integration Project Manager



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          –   Manages all project planning, design, development, testing, and transition to
              production.
          –   Acts as the secondary project level approver on all issues, risks and change
              orders
          –   Manages the system integration participants on the project team

An ERP project environment demands constant attention to progress and potential impacts to
scope. One of the largest risks in implementing an ERP solution is the constant struggle with
the management and control of the projects. This risk will be significantly reduced through a
very diligent analysis and sourcing effort that has identified the exact scope requirements
expected to be implemented. This scope of services requires tight management. Many issues,
risks and potential changes to scope will affect a project. The Broward County ERP Project
Team plans to utilize the PMO as a control point to assure that the scope of services is
successfully implemented both on-time and under budget, in an effort to reduce the impact of
the change as much as possible to end users. The following six steps will assure project
success:

   1. Work the Plan – The ERP Project Team will create detailed work plans to be executed
      in a timely fashion, assuring that the project remains within the planned budget.
   2. Manage Scope – The ERP Project Team will ensure that the ERP requirements are
      implemented as planned resulting in:
          1. Compliance – Documentation that all requirements agreed upon have been
              included in the design and final solution.
          2. Return on Investment Assurance – Assuring achievement of the expected
              return on investment.
          3. Management Commitment/User Adoption – Developing change agent teams
              and change networks to communicate the transition to the new ERP solution,
              through engaging employees and garnering commitment.
   3. Manage Resources Carefully – The ERP Project Team will staff all project roles and
      manage resources according to contractual expectations. Care and consideration
      ensures the best resources are selected and retained.
   4. Monitor Risks – The 3PA will perform an initial risk assessment prior to the
      implementation of the ERP solution. These risks will be monitored and mitigated
      throughout the project.
   5. Communicate Progress – The ERP Project Team will communicate project progress,
      including work plan progress tracking, budget spend tracking, issues tracking, risk
      management, change order tracking and deliverable completion throughout the project.
   6. Prepare for Success – An understanding of training and testing is the key to success
      and therefore layered into all activities performed.

Work Plan Management
The Broward County ERP Project Team will develop a work plan with the selected Systems
Integrator that follows a standard work breakdown structure (WBS). The work plan will be
required to have a fixed duration (based on experience) and resolve work and resource loading.
The work plan must identify the specific tasks that will be required to create deliverables.
All deliverables must be associated to a payment milestone. Payment milestones must be
scheduled and monitored. The work plan must be resource loaded. A resource assigned is


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allowed a maximum of 100% of their time available to be worked. Applicable resources will be
required to be present on-site in Broward County all day Monday through Friday during each
design, testing and training phase to ensure availability of the consultants to meet with SMEs
(Subject Matter Experts) and other county staff. The project will be fixed-price with payments
paid by milestone. Work plans, managed in Microsoft Project, provide visibility into the timeline
and its progress. The Project Team will manage a Baseline vs. Actual to-date comparison over
the life of each stage/phase.

Management Reporting
The Broward County ERP Project Team will provide a series of status reports to ensure the
entire governance team is aware of the overall project progress.

All project teams will meet on Monday of each week with the teams’ results rolled-up into the
PMO Status Meeting each Tuesday. Each week the PMO Status Report summarizes the results
by team for the Steering Team. Steering Team meetings facilitate discussion on progress,
budget, unresolved issues and risks, disposition of change orders, and acceptance of final
deliverables. The Status Reports will include the following sections:
   •   Time Line Progress
   •   Budget Progress
   •   Return on Investment Progress
   •   Issues
   •   Risks
   •   Change Orders
   •   Deliverable Quality Assurance and Acceptance 

Issue Management
Every project has issues that arise during the implementation. The Broward County ERP Project
Team will manage an issues log that provides a means to manage these roadblocks to success.
Each issue will have a short description and long description. Each issue will be assigned to a
resource for resolution, along with an expected due date. If a due date requires an extension,
the issue is escalated until the issue resolved. The last point for resolution will always be the
Steering Team, if required.

Risk Management
The Broward County ERP Project Team will deploy the 3PA’s approach to managing risk.
The typical risks for an ERP Project are as follows:
   •   Access to Systems
   •   Authority/Limit Risk
   •   Best Practices Implementation
   •   Brand Name Erosion
   •   Budget Overrun
   •   Budgeting and Planning
   •   Business Interruption
   •   Change Readiness



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   •    Communications
   •    Completeness and Accuracy
   •    Contract Commitments
   •    Customer Satisfaction
   •    Default on Contract
   •    Efficiency
   •    Fear, Uncertainty and Doubt
   •    IT Infrastructure
   •    Integrity of Data
   •    Leadership
   •    Legal and Regulatory
   •    Organizational Structure
   •    Performance Gap
   •    Performance Measurement
   •    Post Implementation Support
   •    Reputation
   •    Resource Allocation
   •    Sourcing
   •    Stakeholder Relations
   •    Timeline Risk
   •    Staff Turnover
   •    Unauthorized Use
         
Each applicable risk will be assigned a probability rating, which is a numerical value that is
depicted on the X-axis of the Risk Management Matrix. Once the probability is assigned, the
next step is to assign a severity rating to each risk. The severity rating is impacted by both
monetary and non-monetary impact. Once severity is assigned, a criticality rating is
assigned to each risk by summing the average probability ratings and average severity
ratings of all the assessors.

Change Order (Scope) Management
Change Orders are common to most ERP Projects due to misinterpretations related to poor
requirements or scope definition. The Broward County ERP Project Team has clearly, concisely
and comprehensively defined the requirements for the scope of this project. This will remove as
much misinterpretation, as possible, improving the ability to achieve expected results.

Change Order Requests may be initiated by anyone on the project. However, typically the
Systems Integration Project Manager or his/her designee will capture requests related to scope
of work and formally document each request. Once a request is documented, the PMO will be
assigned to analyze each Change Order Request for its impact to the project’s scope, schedule,
and budget.
The impacts are documented as a component of the original Change Order Request. The PMO
will make recommendations regarding the disposition of each Change Order Request and
present it for approval via a Change Order Request Form.



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These forms are presented to the Steering Team for disposition prior to approvals required
through the applicable Broward County contract amendment process. The Steering Team will
recommend, approve, defer, or close the Change Order Request, when presented. All approved
Change Order Request Forms are appended to the Statement of Work and all scope, schedule,
and budget impacts will be reflected in an updated baseline Project Plan.

Document Management
The Broward County ERP Project Team will use Microsoft SharePoint as the document
repository. A version of SharePoint including all required features and functions will be used for
the ERP Project. All documents will be stored in SharePoint based on a consensus taxonomy
developed by the Project Managers during the Preparation Stage of the implementation.
Documents are checked in and out and managed from one central location.

Project Management Tools
Project Management Offices are supported by automation to enable integrated team
management and reporting. These tools may be procured prior to the solution and may require
integration to the tools that are already in place.

Microsoft Project is used for all work planning and management activities. Project plans are
developed using the standard 3PA methodology, adding detailed tasks and deliverables as
necessary to meet scope requirements. All plans are resource loaded and resources are not
allowed more than 100% utilization on the project. Microsoft Project provides the design and
reporting required to accurately track on the project’s progress.

In addition to work plan design and management, additional tools may be added to provide cost-
benefit, budget, issue, risk, and change order management for the project. These tools provide
the governance team with visibility to project progress in a drill-down format that is enabled
through a web browser. This would ensure PMO accountability and removes the significant
risks associated with poor project visibility.


Change Management
An effective Change Management Approach must utilize an understanding of where change
resistance exists and must manage each change impact as a risk to project success. Managing
change impacts involves planning, communicating and mitigating the risks associated with
change. The Change Lead for the ERP project brings knowledge and experience in these areas
and will provide leadership in these areas. The Change Lead will develop the change
management approach and lead the process of managing change. An effective change
management will seek to involve employees within the County to act as Sponsors, Advocates
and Change Agents that support the change to a new ERP system.

The recommended approach to change involves:

   •   The Project Champion who also is the sponsor of the ERP Project.
   •   The Steering Team that will make consensus decisions that are supported and
       implemented across the organization.




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   •   The Change Management Lead who will develop the comprehensive change
       management approach, which includes the communication plan, identification of the
       change agent network, training change agents, management of user acceptance testing,
       and management of change resistance issues.
   •   A Change Agent Network, led by the Project Champion, of employees who will support
       change and communicate the benefits associated to changing employee expectations.

Together these resources will comprise the Change Management Team.




The recommended Change Management Approach addresses the following:
   •   Gaining an understanding of change impacts to employee expectations
   •   Communicating, Teaching and Training employees on the benefits of change
   •   Sponsoring change through the Change Agent Network
   •   Training Change Agents to manage change
   •   Managing change throughout the Project Life Cycle
   •   Continuously communicating changes in expectations to End Users.


Gaining An Understanding Of Change Impacts To Employee Expectations
The Change Management Approach must be implemented by a team that has documented and
defined what this picture looks like today and how the picture will change in the future. The big
picture changes will be identified during the analysis phase, however this analysis will be
reviewed for each phase, prior to implementation, to determine the changes that will be
implemented, phase-to-phase. These changes can include new business processes, new
organizational alignment, new systems, new policies, new procedures, and new performance
metrics. These changes will likely be difficult for employees to adopt. Therefore, the first step in
managing change is gaining an understanding of the change impacts.

Information about change impacts will be documented by change type and by department. The
types will include:
   •   Organizational Change
   •   Business Process Change
   •   Policy and Procedure Change
   •   Technology Change


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   •   Output/Performance Metric Change

This information will be documented during the analysis phase and will be become a change
impact list that will be managed during implementation to prepare users for the changes to
come. The changes will be managed through weekly meetings, communications and the
support of the Change Agent Network.

Communicating, Teaching And Training Employees On The Benefits Of Change
The 3PA will lead the Change Management Team. The Change Management Lead has
implemented numerous ERP solutions and has a very detailed understanding of ERP processes
in general and as they will be performed at Broward County. The Change Management Team,
which is comprised of the Project Sponsor, Steering Team and the Change Agent Network, will
be responsible for mitigating the changes that were documented during analysis for each phase.
The lead will do this by developing mitigation plans for each organization. These mitigation
plans will rely heavily on the Change Agents associated to the area of impact. The mitigation
plans will utilize training, communication and change readiness preparation to assist all End
Users affected by the change and, ultimately, to mitigate the change impact.

The Change Management Champion and Steering Team will be responsible for leveraging a
Change Management Network, which is a group of selected organization leaders and advocates
of change. This group will be trained to perform change agent work related to supporting the
changes related to the project. The Change Management Team will be responsible for
communicating change. This begins with what changes have been accepted as a part of the
business case for the ERP Implementation and the rationale behind those changes. The
benefits to the County that were accepted may or may not be beneficial to or perceived to be
beneficial to impacted employees. So communicating change requires a continuous effort to
remind employees of the benefits and how they will benefit Broward County, as whole. This will
be managed through weekly meetings, management of web site content, and briefings provided
to End Users throughout the project.

Sponsoring Change Through The Change Agent Network
Sponsoring change begins with understanding how to be a sponsor. Sponsors are employees in
the organization who have influence and can enforce a change if they choose to do so. It is
critical to engage sponsors, like the Project Champion and the Steering Team and ensure they
are aware of the necessity for change through observing critical events, reading analysis
reports, and anticipating the needs to manage budget deficits. Sometimes the advocating
influence comes from peer sponsors in other parts of the organization or from sponsors higher
in the organizational structure.

Since we know that End Users will be impacted heavily throughout implementation of the ERP
solution, it is important for the sponsors and change agents to understand the key factors that
typically “derail” ERP projects. These factors can be categorized into eight major areas:

   1. Cost of the Status Quo, which compares the cost of the ERP solution with the current
      environment or status quo, weighing the costs associated to past implementation failure,
      which have led to poor processes and multiple point solutions with overlapping systems
      and FTEs across County Departments.



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   2. Vision Clarity, which measures how strategic or tactical the change will be.
   3. Sponsor Commitment, which measures the strength of commitment of those individuals
      with the power to legitimize the change.
   4. Change Agent and Advocacy Skills, which measure the skill level of change agents in
      addressing the human aspects of the change.
   5. Target Response, which measures the resistance of those individuals who must change
      the way they work.
   6. Culture/Organizational Alignment, which measures how well the change fits the current
      culture including reward, recognition, compensation, and employment.
   7. Internal/External Organizational Events, which measures the county’s ability to deal with
      economic turns, changes in leadership, and potential downsizing that may occur and at
      what pace.
   8. Implementation Architecture, which measures the comprehensiveness of the
      implementation management plan, created during each phase’s “planning and
      preparation” stage, to manage the people, process, and technological objectives.

Each of these factors is being initially assessed; however, given the focus on defining what
changes will occur within the business case for ERP, the extent of the impact of these factors is
not detailed until the implementation begins.

Resistance to change is a natural human response. The Change Agent Network will be created
to support the human side of change that will occur through the implementation of an ERP
Solution. Since Change Agents need to understand the reasons why people resist change and
to develop skills to help people assimilate and deal with the change, network members will
come from all departments and agencies and will represent various levels of seniority with
departments and agencies to provide a comprehensive support team for End Users.
Characteristics of ideal change agents are those who are respected by co-workers and can
influence employees in a given department. Change Agents are typically enthusiastic and will
utilize their enthusiasm and influence to communicate the benefits of the ERP project to all
employees.

Training Change Agents To Manage Change
Managing change requires a holistic approach. Change impacts related to ERP projects occur
when expectations are disrupted, affecting End User feelings of competence, comfort,
confidence and control. A critical role played by Broward County department leaders is their
participation in the Change Agent Network. The Steering Team will be trained on how to be or
become a change agent.

Once trained, the Steering Team will assist in selecting the change agents for the project, who,
in turn, will be trained and will lead the efforts to assist End Users in assimilating change or
adjusting to disruption related to the ERP solution.
Everyone has a limit as to the amount of change they can absorb at any given time. Training will
prepare this team of employees to lead and support other employees, across the county,
through the process of change.

The following are the program objectives of this training course:



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   •    Develop an understanding of the organizational and human dynamics of change
   •    Become aware of the risks associated with implementing change
   •    Begin to develop the skills necessary to be an effective change agent

The course is best utilized during the procurement or Solution phase of the project and must be
completed prior to beginning the implementation phase of the project. The following is the
course agenda:
   1.   Introduction
   2.   Program Objectives
   3.   Change Dynamics
   4.   Implementation Risk
   5.   Response to Change
   6.   Advocating Change
   7.   Committing to Change

The Change Management Team will be providing services throughout the entire project life
cycle.


End User Training
With a standardized configuration, training can be provided, “out of the box” for standard
software transactions. However, this training approach is a dangerous and insufficient method
for providing holistic end-user training. End Users must understand not only how the new ERP
solution operates by transactions, but also how the current-state business processes were
transformed around the ERP system. The development of a comprehensive training approach
will provide Broward’s end-users with adequate knowledge transition from current business
processes and tasks to the ERP solution. Its focus will be on ensuring that training courses are
customized specific to the operation’s business function using the training development tools
provided by the ERP solution. The Broward Training Approach will consist of the following:
   1. Training Goals and Objectives
   2. The Training Team
   3. Standardized Transactional Training
   4. Virtual End User/ Training Course Development
   5. The Importance of Training Examinations
   6. Managing Training throughout the Project Life Cycle


The ERP Learning Management System that will be purchased as part of implementation will be
used to support management of training development and deployment for the entire
organization. So this ERP component will need to be part of the Phase I implementation and in
place before go-live to be able to support this end user training.




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Training Goals and Objectives
The goal of the Broward County ERP Training Team is to comprehensively develop and deploy
a holistic training program for all end-users of the new ERP solution. It is, ultimately, the
expectation of the team that all end-users will receive training that provides an end-to-end
process overview including activities and tasks that take place both inside and outside of the
ERP solution. Supporting this goal are the following training objectives:
   •   Objective 1: Define standards that provide a comprehensive mechanism to document
       and map all processes, people, systems and training courses required by the new
       system.
   •   Objective 2: Accurately document all processes affected by the ERP solution through
       the comparison of current processes and systems to the newly designed system.
   •   Objective 3: Develop functional classroom training courses that relate to the individual
       skill requirements of all positions affected by the new system.
   •   Objective 4: Develop user support documentation that defines how the ERP solution
       and its bolt-on systems will be used by positions affected by the new system.
   •   Objective 5: Develop technical lab training courses that relate to the individual skill
       requirements of all positions affected by the new system.
   •   Objective 6: Provide training exams to validate that learning objectives are met.
   •   Objective 7: Provide an online media and reference library to support training delivered
       to positions affected by the new system.

The Training Team
The Training Team includes the Training Lead, Training Developers, and can include a diverse
group of individuals selected from throughout the County who are dedicated to the long-term
success of the ERP project. The role of the Training Team is to assist the Training Lead in
defining and sustaining a sound training strategy to transition from the current business
processes to the ERP technology and utilize state of the art training tools.

The 3PA will lead the end user training team efforts and will be responsible for the following:
   •   Planning, developing, and documenting the training logistics and courseware.
   •   Providing the development and delivery of training courses in various forms of media
       and supporting the training need as required by the organization. All training will be
       initially taught as “train the trainer” training. Subsequently, these trainers, along with the
       Training Lead and Training Developers, will train employees.
   •   Oversight of training developers who report to the Training Lead.
       The training developers will be hired as a part of the Training Team and will be skilled in
       the training development tools used to prepare the training courses. These developers
       will begin their efforts to develop training courses during the conference room pilot
       sessions.




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   •   The design of training courses and tracking course development using the selected
       training development tools and the ERP learning management system, associated to the
       selected software vendor.
   •   Coordinating training efforts with Broward County’s central training organization to
       perform train the trainer services that will leverage existing trainers in teaching the larger
       employee population during the phased implementation.

Standardized Transactional Training (Pre-Project Training)
As the implementation phase begins, the integration team will arrive on site to begin its study of
the current and future state process flow diagrams in order to ensure that they incorporate all
requirements into the solution design. While the integration staff performs this task, the
members of the Broward County project team will attend Standardized Transactional Training
on the selected software. This training will provide an overview and a moderate level of
understanding of standard “out of the box” software functionality. Staging training at this point is
critical, because it provides an initial understanding of the software’s capabilities prior to start of
the conference room pilot that will begin shortly after return of the Broward County staff
members to the project.

Designing, Developing, Testing and Delivering End User Training
Training is one of the most significant undertakings for an organization during an ERP
implementation. The strategy for designing an effective training program begins with addressing
the processes that support the current day-to-day business activities. Training preparation
consists of several tasks such as:
   •   Define End User Training Plan
   •   Project Team Training Preparation
   •   Conduct Project Team Training
   •   Assign End-User Training Coordinator
   •   Conduct End-User Needs Assessment
   •   End User Skills Matrix
   •   Draft Curriculum
   •   Select Training and Documentation Delivery Tools
   •   Define Training Environment Requirements
   •   Establish Training and Documentation Maintenance Plan
   •   Finalize End User Strategy and Project Plan


ERP Testing
During the implementation phase, there will be multiple rounds of testing of the ERP solution. It
is during these rounds of testing that the training tools are tested for efficacy. This dual effort
will help identify the gaps in the training plan and the solution itself. The training team should



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conduct a test of the test database to ensure that all data is accurate and transactions are
working correctly. This testing should consist of real life business scenarios.

Training is usually integrated in this process as this type of testing tests both the system and
user competency simultaneously. All interfaces and bolt-ons if applicable should be included in
all test scripts. Test scripts should be developed to simulate the actual work environment using
the future state business processes. Implementing a Train the Trainer approach will prove quite
effective during the testing phase of the solution. Utilizing the Training Team members in dual
roles, because of the exposure to the system, makes them ideal candidates for in house
trainers. It is not only a cost-effective approach, but also increases the knowledge capital of the
organization.

The Importance of Training Exams
The final step on the path to end-user adoption is to pass a training examination. Examining the
end-user at this point is essential in determining a user’s readiness to perform job functions in
the new ERP solution. Passing this exam is the trigger that sets in place a user’s access to the
system. This readiness step is critical to both training and change management success,
because it documents the ability of an end-user to use the ERP solution. Upon identification of
knowledge transfer success, all that remains is the management of user willingness to adopt the
new process.


Application Development, Maintenance and Support (ADM)
Broward County is seeking application development, maintenance, and support services
through this RLI. The manner in which these services are proposed should follow the guidelines
of the following approach. However, each proposer should augment the approach to ADM as
necessary to support the proposed staffing and pricing model.

Application Development
Application Development (AD) incorporates all activities required to enhance the production
system by activating dormant functionality, customizing existing functionality or adding a new
application to the system. Development is not to be confused with Application Maintenance,
which pertains to maintaining a stable production version of the BC Enterprise system. AD is
the process by which Broward County will enhance the system to address the expanding
business needs of Broward County.       The one activity that must include participation from
Broward County is data conversion. Data conversion tasks will be assigned to both Broward
County and the Integration Team, no matter how development is managed. This section defines
the application development standards and procedures for the development team. The sections
are as follows:
   1.   Environment
   2.   Modification Process Flow
   3.   Development Tasks & Responsibility
   4.   Documentation Standards 

The flexibility of Enterprise systems requires an environment where development, maintenance
and modifications are standardized and methodically controlled. To do so, standards and



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procedures are established that will not only serve as the basis for control, but will ensure that
the system is built and maintained on a common structure.

There are additional benefits to establishing system standards and procedures. Standard
methods and procedures help achieve management cost objectives by producing a system that
will process quickly and efficiently. Administratively, standardization also becomes an effective
training tool for producing a system that is simple to understand and maintain and becomes the
methodology used for the Enterprise system.               Standards for software development
(enhancements or customizations to the base or vanilla system) are essential to ensure that
Broward County’s modifications:
   ‐   Expedite system maintenance
   ‐   Protect system and data integrity
   ‐   Precipitate an accurate and efficient upgrade process

Environments
The Broward County environment will consist of multiple instances. These instances support
system demonstrations, sandbox configuration, development, testing, quality assurance,
production and training. The exact number and type of servers must be proposed in this RLI
response as the proposed architecture, including all environment instances. The costs
associated with the architectural requirements must be provided in the 5 Year Projected Cost
Model. The Client Technical Lead, working with the 3PA and Systems Integration Lead, will
manage the development and its migration through the environment. The following table
outlines an initial list of instances and their purpose and Broward County naming conventions
for each database.


     Instance                             Instance Purpose                           Instance
       Type
   Demo              Used for demos, fit-gap analysis, and simply to test            BCDMO
                     delivered functionality and to “play around in”
                     Contains demo data
                     The structure of this database should never be altered, as it
                     is the vanilla, baseline application from which all other
                     instances are built.
   Development       Used by the Customization, Integration, and Reporting           BCDEV
                     teams to perform all development activities
                     Contains no delivered “demo” data, so developers can add
                     data as necessary to test newly developed functionality.
   Sandbox           Sandbox – used for initial configuration and scenarios          BCSBX
                     Periodically refreshed to original state.
   System Testing    Will be used for User Acceptance and System testing             BCTST
                     Customizations from the development database will be
                     copied into this database environment and tested for
                     compliance and stability
   Production        Will be the final production environment                        BCPRD
   Training          Will be updated with production and used for training end       BCTRN
                     users



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Modifications Process Flow
Depending on the complexity of a proposed change, the process of making modifications to the
Enterprise application can be very straightforward or very involved. In either case, having a
defined process, including roles and responsibilities will assist in more uniform modifications
and lead to easier problem resolution.

Once the Development Phase has begun, all customization work will be based on the
Functional and Technical Design specifications that are produced during the Design Phase.
These specifications will provide the detail required for a developer to be able to implement the
required customizations, as well as time frames for delivery and development object cost.

The Client Technical Lead will act as a single point of contact for all ADM activities. The Client
Technical Lead is responsible for working with the integration team to identify and develop
specifications for all development objects prior to the conclusion of design. The one caveat is
data conversion. These specifications must be written first and work must start during design,
as data conversion is one of the most difficult challenges to implementing an ERP system.

Once developed, the Client Technical Lead will be responsible for assigning the design
specifications to the various members of the development team. As each developer begins
his/her customization work, he/she will create a new project in Project Tracking Log (PTL). This
project will be named according to the following naming convention: BC_####_00, where ####
represents the technical design specification number and 00 signifies the original project
(increment for future changes to project such as fixes developed as a result of testing). This will
help tie back all customization work to the designs from which they are based.

As the developer is working on the customization, any existing objects that are being modified
must be locked by that developer to prevent other developers from accessing (and modifying)
the same object(s). After the developer has completed the customization(s) necessary for a
specific design, it is then the responsibility of the individual developer to unit test the
customization. The unit test should be completed in the same environment as development
(BCDEV). That developer should then complete any fixes that are necessary as a result of the
unit testing. Once those fixes have been made, the developer will unit test the functionality, and
this process will repeat until the functionality successfully passes unit testing.

When the customization has been completed and successfully unit tested by the developer, the
Development Lead should be notified. A “walk-through” will then take place, whereby the
developer will demonstrate to the Development Lead the functionality that was built to satisfy
the respective design specification. Once the functionality has been successfully demonstrated,
the Development Lead will sign-off on the technical design document to indicate that the
customization has been completed, the developer should unlock the Project and all objects
contained within it.

Finally, the developer will complete and submit a Migration Request Form to the Change
Request
Leader requesting that the customization be migrated on to the Test (BCTST) environment. A
basic test of the functionality can be performed to verify that the project and all objects have
been migrated successfully. It is at this point when the customization can be considered
“Complete” from the developer’s perspective.


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Development Task and Responsibilities
For all Development Projects, Broward County will provide the functional and technical
specification complete with sample specifications, data flow diagrams, data edits, and all project
specific functionality. The specifications will include a business description of the tasks and
procedures that will be handled by the new features of the development project. This
documentation will feed the development process workflow in the following table:


Development Process Workflow
                                   Task                                          Individual
                                                                               Responsible
A design specification is assigned to an individual developer                Technical
                                                                             Development Lead
A new project is created in Project Tracking Log with name: BC_####_00       Developer
(corresponding to design specification number)
Project is locked                                                            Developer
Customization work is performed; objects are locked as they are worked       Developer
on
Customization work is unit tested in development environment (PSDEV)         Developer
Customization and unit testing is repeated as necessary                      Developer
Perform “walk-thru” with Development Lead to demonstrate functionality       Developer/
satisfying design specification                                              Technical
                                                                             Development Lead
Customization work is signed-off on respective design specification          Development Lead
Project and relevant objects are unlocked                                    Developer
Migration Request Form is completed and submitted to Change Request          Developer/
Leader                                                                       Technical
                                                                             Development Lead

Documentation Standards
Broward County’s modifications to the ERP system must be documented identifying the change
and the reason for the change to provide an audit trail. This development and modification
documentation is used to determine which changes need to be carried forward when performing
an application upgrade. All project & object definitions as well as application code and
programs have standard documentation templates to ensure uniformity. Where possible, all
system objects will contain a Modification History Section with the following:

•   Design specification number.
•   The date of the change.
•   Initials of developer who made the change.
•   Summary description - including why a change was made and what the change entailed.

Using Change Control
Change Control will be used to ensure that each developer has exclusive access to the
object(s) on which he/she is working. This will eliminate the risk of developers “stepping on
each other’s toes” whereby one developer may inadvertently modify an object that another
developer may be modifying as well. To effectively implement Change Control when performing


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work on a new customization, developers should always follow the five basic rules of thumb
listed below when beginning work on the customizations:
1) Create a new project to contain all the objects affected by that customization
2) Lock this project
3) Insert all new and existing objects that will be modified into the project
4) Lock all of these objects as they are being customized
5) Unlock these objects, and the corresponding project, when customization is complete, fully
     unit tested, and ready to be migrated

Change Control uses the functions of Locking, History, and Stamping to help manage and track
development activities. Any or all of these functions can be enabled to control how much
access each user has to the Change Control commands.

Application Maintenance
Application Maintenance (AM) is all activities required to keep the software package up to date
or current. AM is the integration of vendor issued systems patches & fixes for the Broward
County ERP Solution. Patches & Fixes can be delivered as individual Patches, Bundles,
Maintenance Packs, and Service Packs. The standard operations components for AM are
infrastructure and applications. Broward County must identify its target metrics for capacity,
availability and response, as well as backup and recovery. Whether managed internally or
externally, these services levels must be met to achieve a level of support and user satisfaction
that leads to user adoption. The skills required to perform these services will depend on the
system selected and the resources assigned to provide these services must be up to the task.
The environment should be more simple than complex.

Business Continuity
The operation must perform weekly full back-ups for the production system and database, with
nightly database backups and incremental database transactions logs taken every hour during
business hours. These back-up files and logs will be used to re-create the environment for
recovery purposes in the Hosting facility. Broward County requires a recovery timeframe of 4-
24 hours, depending on the nature of the cause of the recovery.

On a full-weekly schedule with partial daily schedule, the operation will capture and store weekly
full back-ups, transaction logs and the applications home directory. Storage will be in a
designated off-site media safe. In the event of a major systems problem that requires recovery,
(hardware failure, data corruption, etc.), BC requires that the recovery of the system be to the
latest stable state. The recovery timeframe should fall within a 4-24 hour range.

In the event of a major facilities outage, Broward County requires that the system be installed
and recovered at a designated offsite server farm within 24-72 hours, dependent on the level of
service response required.

Service Monitoring
The primary purpose for System backup is to provide Broward with timely disaster recovery if
the System is rendered inoperative due to hardware or environmental impacts. Broward County
requires routine and ad-hoc monitoring and support activities on the enterprise application,
database and infrastructure. Monitoring and support activities provided generally fall into these
three categories:



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   1. Applications (including internet architecture)
   2. Database
   3. Hardware / Network infrastructure.

Broward County requires that the operation monitor and support the enterprise infrastructure
through a variety of active and passive monitoring methods, including:
   1. Integration with monitoring software
   2. Scheduled observation
   3. Ad-hoc observations and calls

Operation’s personnel will proactively respond to potential issues and trends before they
become a reported problem. Acute problems observed by business users may include slow
response or system “hangs”. Server processes, file systems and general activity associated
with the enterprise application will be monitored. This includes maintaining responsibility for the
functional operation of the application, including application level security.

The operation is required to baseline and monitor database activity and performance to check
performance and usage trends. Spikes and gradual changes in database operation should be
addressed on an as needed basis in coordination with notification to the Technical Lead in the
event of significant changes, growth or maintenance scheduling. It is required that monitoring
includes alerts caused by:

   •   Performance problems
   •   Errant processes
   •   Reports (production or ad-hoc)
   •   External causes, (i.e. network)

The operation will monitor and adjust space parameters as required for database and log file
growth. Log files are archived, backed-up and deleted as necessary. It is required that the
operations monitor performance on the web, App and database server(s) and network. Regular
observational trending will be noted, as is the need to investigate user reported performance
problems.

The operation is responsible for monitoring and support of the network infrastructure including
directory services. This includes the HV side firewall router and network switch. Typical metrics
will include, but are not limited to the following:

   •   Availability – 99.8%
   •   Packet loss of less than 1%; and less than 60 ms domestic latency within operational
       network
   •   Supports 500,000 site hits per day
   •   Unlimited transactions processed
   •   Unlimited database record retention
        




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Patch Management
Broward County defines the services covered under Application Maintenance by the generally
accepted definitions for Patch administration. The general use of the word Patch in this RLI
refers to all Patches, whether in the form of a Bundle, MP, SP or Technical.

Broward County requires that the delivered application update tools will be utilized for all system
adjustments unless specifically outlined in advance of any activity. Here are the definitions:
   ‐   Patch – application issued fix, usually in response to a specific application issue, but
       may include updates to numerous application objects and programs.
   ‐   Bundle – reflect an issued collection of Patches. Bundles are typically issued 4-12 times
       per year per module application.
   ‐   Maintenance Pack (MP) – reflects an issued collection of Bundles. MP’s are typically
       issued 0-4 times per year per application. MP’s are typically a roll-up of all Patches and
       Bundles to-date.
   ‐   Service Pack (SP) – reflects an issued application “upgrade” that includes all MP’s and
       Patches up to shortly before the SP issue date. SP’s are typically issued 0-2 times per
       year per application. SP’s are typically a roll-up of all Patches/Bundles/MPs issued to-
       date. SP’s can be considered part of the upgrade process.
   ‐   Technical Patches – reflect an issued technical update (dot releases) may or may not
       coincide with application Patches. Technical updates may include updates to required
       third party infrastructure applications (i.e. Tuxedo). Technology Updates are typically
       issued 8-10 times per year.

Applying the issued Patches to the existing system will be coordinated and approved through
the Technical Lead. The process for application maintenance will generally follow this
procedure:
   1. Monitor software vendor’s network and identify Updates and Patches to be applied. The
      Technical Lead may also identify Patches required based on issue(s) submitted by the
      client’s users
   2. Technical Lead will coordinate with Broward County management and Application
      Vendor to approve and schedule the updates.
   3. Immediately prior to the Update/Patch application, the Application Vendor will create the
      appropriate database backup.
   4. Patches will be generally applied to four databases, including Demo, Development, Test
      and Production.
   5. Patches are first applied to the Demo, followed by Test and Development database,
      which will be a clean copy of Production.
   6. Application Vendor will perform a technical infrastructure shakedown testing to verify that
      the operational capabilities of the system and database has not been compromised.
   7. Designated End Users and the Technical Lead perform business process testing and
      data validation.
   8. Upon successful completion of the testing of the Dev/Test database, the Application
      Vendor will apply the Patch updates to Production.




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   9. After further review and verification of Production, other database copies (i.e. Training)
      should be refreshed from the new Production database.

The Technical Lead will act as the central coordinator for all systems updates and patch
activities.




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Application Support
Technical Support is typically provided through a 3-tiered support model as depicted below:




Tier 1 Support
The first step is to consolidate all help desks into one single point of contact with a
corresponding email address and phone number. All requests that come into the Help Desk will
be managed by Broward County employees, who in turn log requests into a Case Management
Tool. This tool will be the central repository for all support requests and their resolution. These
employees will perform the Tier 1 Support for Broward County. They will assign the request to
taxonomy of potential impact areas by application. They will also track and finalize the
resolution with the business user making the request. Upon logging the request, if the
knowledge base used by the Help Desk does not provide the resolution to the request, the Help
Desk escalates the request to the Technical Lead for the application. These systems are
already in existence at Broward County.

Technical Lead Support
Once the Technical Lead receives a request, he/she must determine if the request is a Tier 2 or
Tier 3 request. It is critical that the Technical Lead document the type of support request as well
as monitor the appropriate response outlined in either the internal or external Service Level
Agreement. The request must include but not be limited to:
   •   Date and time of malfunction;
   •   Date and time of receipt of call and contact;
   •   Date and time of commencement of service by authorized service representative;
   •   Software or system function subject to malfunction;
   •   Description of malfunction and cause, if known;


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   •   Corrective action taken; and
   •   Date and time and Broward County Business User who accepts corrective action.

Tier 2 Support
All Tier 2 requests are for corrections to the existing production environment due to a
configuration, data or development object failure. Tier 2 requests must be evaluated with the
corresponding support team: functional or technical. Once the evaluation determines the
problem, the request will be scheduled and resolved or will become a Tier 3 request. All Tier 2
requests are corrections to the tested and approved production environment and as such are
warranted. The Technical Lead shall assign the Tier 2 Request its highest priority classification
and ensure that the required resources are available to resolve the request in a timely manner.
The Technical Lead shall also provide status updates on a daily basis until the Event is resolved
and signed off by the Business User. The generally accepted prioritization of Tier 2 Request
Types, their description, response and resolution time and penalties will be negotiated post
selection.

Tier 3 Support
Tier 3 requests are for new functionality or enhancements to the existing production system and
must be designed and assigned a cost and priority. A budget will be established for Tier 3
requests on an annual basis.

Functional Support
A critical part of designing and developing the ERP Solution is functional configuration. The
experts who configure the solution from the integration team will be leaving the project after the
solution is in production (live). To provide ongoing support for configuration changes, an
agreement is established with the integration provider either directly if ADM for the solution is
managed internally or through the ADM provider if the ADM is managed externally.

Functional support should not be performed internally, because the need for support will
decrease over time. The integration resources used will be knowledgeable of the configuration
and will not require any training to support configuration changes. However, these resources
are expensive. The best way to manage costs associated to functional support is to minimize
the complexity of the solution.

Functional support can only be accessed through the Help Desk. The Help Desk will
automatically assign the request to the Technical Lead, who must log the request and determine
the support tier of the request. The Technical Lead will design specifications for what is
required by the business user.

Support Schedule
Providing technical support is a by-product of experience and knowledge capital of the
applications operating environment. The timing and need for technical support are driven by the
business activities and information processing requirements of the live production system.
Services designed to provide Technical support will be negotiated post selection.

Service Level Reporting
The final task of Technical Lead is to produce weekly monitoring reports that will be generated
and distributed to the Broward County Steering Team. The Technical Lead shall monitor and



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report on the County’s actual service level performance vs. planned service level performance
as it relates to:
    •   Application Development
           o Current status of all new development
           o Adherence to Methods and Standards
           o Change Control Meeting Summary
    •   Application Maintenance
           o Capacity
           o Security
           o Availability
           o Service monitoring
           o Business continuity
           o Backup and recovery
   •    Application Support
           o Summary of Help Desk requests by Tier
           o Tier 2 Request Type Status for all unresolved requests
           o Prioritized list of Tier 3 Requests

In addition, notification must be provided of upcoming Updates, Upgrades and Releases.


Quality Assurance
Quality assurance begins with understanding of the deliverables that will be completed for the
project. These deliverables templates must be created prior to beginning a phase of work.
The associated team lead and all three members of the project management office must
approve these templates by sign-off, recording their approval. Once templates are available,
expectations of deliverable content and format will be established, defining the meaning of
quality for each deliverable. As deliverables are completed, the deliverables will follow the
same approval process.

A key to success in ERP projects is not allowing too many parallel activities to affect the overall
quality of the project. To do so, each phase of implementation will be broken into six major
stages: Preparation, Design, Development, Testing, Training, and Go Live Transition. Each of
these stages will have associated deliverables, which must be completed prior to beginning the
next stage of work. This will ensure that all deliverables are reviewed, edited, approved and
signed-off with quality, meeting expectations for each deliverable.

ERP Systems Must Utilize Change Control To Prevent Production Errors
A migration strategy details the environment that will exist for the purposes of configuration,
development, testing, quality assurance and production. These instances provide a logical
progression from initial concept to a fully tested and quality deliverable. Lack of a disciplined
migration strategy will lead to errors that could affect the production environment, which must be
avoided.




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All RLI Requirements Will Be Included In The ERP Solution
The project is broken down into milestones that align with the project’s stages and phases.
These milestones are established as check points in the project to assure that all tasks
delivered from the work plan have been completed with quality.

One item checked at all milestones, starting with the end of design is the inclusion of all ERP
requirements. This inclusion is required of the integration vendor, as these requirements
represent the needs and desires for the Broward County ERP Solution.

This quality test will be applied again prior to Integration Testing by ensuring the integration test
scripts test that all requirements have been included. The quality test is applied once more as a
part of User Acceptance Testing. This ensures that everyone impacted by the changes
associated to the new ERP Solution have had an opportunity to verify the requirements desired
have been included in the solution prior to go live.

Development Standards Must Be Used
An area of quality assurance not always focused on is development standards. These
standards define how development programming will be designed, developed, tested and
documented. No matter where the development is performed, these standards must be adhered
to. By defining these standards and quality checking all development objects to ensure they
adhere to the defined standards, Broward County will be assured that these objects can be
supported.

A Comprehensive Testing Approach Leads To Success
The most critical aspect of an ERP implementation is testing. Testing will be conducted in three
steps: Unit, Integration (includes load testing) and User Acceptance. Each step is part of the
building blocks of the ERP system and is required in the same defined sequence.

The first test, Unit Testing, will occur after configuration or development. These tests are
conducted as a part of the migration strategy and verify the results of the individual configuration
or development objects. The second test, Integration Testing, verifies that all configuration and
development objects are inclusive of all ERP requirements and that they function correctly in
performing all modular transactions being implemented. The integration test is typically
performed in two rounds. The first round does not use security and load testing, whereas the
second round includes both. Once the integration test is complete, the Change Agent Network
of client employees performs the final testing step, User Acceptance Testing. This test does not
test anything new, but instead is used to familiarize the change agents with the solution for
which they have been managing change. It provides a user forum on likes and dislikes, but also
verifies that all ERP requirements are included and that the system functions as designed with
no errors.

A Senior Quality Assurance Advisor Must Be Part Of The Integration
Vendor Team
Finally, a critical part of every project is the inclusion of a senior executive from the selected
vendor, who serves as a Quality Assurance Auditor for his/her company’s services. This
resource may be called a QA Partner or QA Director.



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The resource is assigned the task of performing these Quality Assurance Checks as a line item
in the project work plan and has the responsibility of delivering a Quality Assurance Health
Report and template that is designed during project preparation in collaboration with the
Broward Project Director and the 3PA Project Manager.

The typical Quality Assurance Check will occur, at a minimum, at the end of each project phase,
but could occur as regularly as a monthly basis. It is important to note that this executive’s
review is expected to be based on their individual experience and that their review will be
reviewed and discussed with the 3PA. It is also important to note that this role will be restricted
to this task alone and will not become a part of Steering Team or Project Management Office
meetings.

A typical QA Check will include the following items:
   •   Checks to ensure adherence to the project’s methodology
   •   Use of firm tools and methods
   •   Project progress as compared to plan
   •   Issue Resolution, Risk Mitigation, and Change Order Disposition
   •   Deliverable Quality and Conformance
   •   Document Management
   •   Submission of a QA Health Report to the Project Management Office

12 Step Implementation Methodology
A critical part of implementation is planning the pace of deployment. What is deployed is driven
by the software modules and corresponding ERP requirements selected by Broward County.
The following twelve steps comprise a standard methodology that will be used by Broward
County to implement and ERP system. Steps 1-4 have already been completed and will not be
performed for this RLI.

   1. Analyze/Quantify Cost of Current Processes
   2. Identify/Quantify Cost of Inefficiencies
   3. Define Future Processes, ERP Requirements and Business Case
   4. Source ERP Software and Integration Vendors
   5. Implementation Planning and Preparation
   6. ERP System and Training Design
   7. ERP System and Training Development
   8. ERP Testing
   9. ERP User Acceptance Testing
   10. ERP User Training and Examinations
   11. ERP System Go-Live
   12. Measure, Analyze, Improve and Monitor




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Software and process changes for an ERP system are complex and numerous, so the pace of
implementation is typically accomplished in phases to allow the organization to strike a balance
between the return on investment associated with implementation (collection of savings), the
number of phases implemented (cost of implementation), and the ability for end users to adopt
the new system. These steps are typically converted into four bite size “phases.” The following
chart depicts this conversion:




The Analysis and RLI phases are performed in sequence and performed only once during the
project for the entire County. The Implementation Optimization Phases typically are performed
more than once as part of a phased implementation. Each “implementation/optimization” phase
implements a part of the overall solution.

Phased Deployment Strategy
The Deployment Strategy was designed to meet key needs by County departments. The
Deployment Strategy is balanced with best practices and typical success factors for
implementation. All phases and modules are supported by requirements gathered in the
analysis phase for each department. The phases allow implementation at a pace acceptable by
Broward County employees.

NOTE: As noted throughout this document, the HR/Payroll modules are assumed to be
implemented in Phase 2. However, as also noted in the Summary Background and Scope of
Services section, the County intends to issue a separate solicitation for the time capture aspect
of HR/Payroll in order to expedite availability of this automation. Also, the ERP Learning
Management module will be installed at the outset of the project so that it can be used to
support project-related training. The balance of HR/Payroll is assumed to be implemented in
Phase 2.

The following chart depicts the general phased deployment strategy for the Broward County
ERP Solution:




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Detailed Step Descriptions for Implementation and Optimization Phases
The following section describes each step in more detail, along with key deliverables and
collaboration touch points between all parties involved in the implementation. Step 4 will end
with selection of the top-ranked vendor(s) and Step 5 begins the transition to implementation.
Step 5.1 encompasses negotiation of agreements with the selected software and services
providers and Board approval of project funding and the vendor agreements. At that time,
authorizations to proceed can be issued and the County’s procurement process will be
complete.

Steps 5.2 -12 comprise the implementation and optimization steps that will be repeated for all
project phases. These steps will be detailed as the implementation begins, but the general
tasks that make up each step will be as follows. The 5-Year Projected Cost Model Response,
Attachment D, must indicate the costs of all implementation and optimization steps consistent
with the Deployment Strategy.

Step 5: Project planning and preparation

Task 5.1: Negotiate Software and Services Contracts
The software and services contract(s) will define how the vendor is compensated and
measured, and what will be provided by the vendor(s). The 3PA will be responsible for assisting
with contract negotiations to ensure that all required elements are included.

Task 5.2 - Staff Project Team
The first objective when planning to begin an ERP System Implementation is to staff the project
team. At this juncture all contracts have been finalized and a model for internal staffing has



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been selected. It is critical to ensure that all required skills are being provided by both Broward
County and the Integration Provider.

Task 5.3 - Finalize Project Work Plan
The Project Work Plan will resemble Steps 5 – 12 of this document and the Sub-Steps used
here to describe the process of planning for an ERP Implementation will be expanded with
detailed tasks that have defined start and end dates, that are resource loaded, and that lead to
deliverables that are contractually obligated.

Task 5.4 - Conduct Initial Implementation Risk Assessment
The Initial Risk Assessment is conducted to educate the organization on the typical failure
points of an ERP System Implementation, while evaluating and preparing mitigation plans for
those risks.

Task 5.5 - Establish Project Governance Structure
The Project Governance Approach will be revisited with the selected vendor to ensure the
approach supports the ERP implementation appropriately for Broward County.

Task 5.6 - Define Deliverable Quality Assurance/Acceptance Process
The Quality Assurance Approach will be revisited with the selected vendor to ensure the
approach supports the ERP implementation appropriately for Broward County.

Task 5.7 - Define New System Architecture and Migration Plan
When the ERP System Implementation begins the Hardware to house the software is ordered
and must be installed. Prior to placing this order a System Architecture and Migration Plan must
be established. An ERP System is complicated and so is the hardware used. The hardware is
typically purchased for sequential instances where development begins and progresses to its
production state (Sandbox, Test, QA, and Production). The hardware design and the process
for migrating development from the Sandbox to the Production are defined and the hardware is
purchased. This step will serve as a review of the proposed architecture, prior to purchasing
hardware. If the system is hosted internally, then all attributes of the maintenance environment
will be established internally. If the system is hosted externally, then all the service provider will
be responsible for is environment setup and adherence to expected maintenance attributes.

A critical element to this plan is the initial installation and configuration of the Learning
Management System. This is typically implemented with Human Resources functions, but for
this project, the LMS will be configured to house all users and training curriculum, to enable
scheduling and course management. This will be completed during this task, as well.

Task 5.8 - Create Change and Communications Plan
Communication is critical to ERP System implementation success. The communication plan
articulates the audiences that will receive communication, the types of communication that will
be used, the frequency of communications, and how to measure buy-in from users. The
communication plan, its methods of communicating and key messages, will be utilized
throughout the project.

Task 5.9 - Conduct Change Agent Training
Prior to beginning the implementation the project team will be provided an overview of the
difficulties of change and the role they will play in assisting the organization transition from the


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current environment to the new ERP System. This will come in the form of Change Agent
Training. This training provides the project team with new skills to assist the Change Agent
Network with assisting all users through the transition to the new ERP System.

Task 5.10 - Attend Pre-Project Training/Review Current Processes
The first step in developing the skills of the Internal Staff is to schedule them for Pre-Project
Training Classes. Since these project team members know how the current business
processes are performed, they need to understand how the new software performs these
processes. This training is hands-on with the software, performing transactions so they can
familiarize themselves with the software prior to design sessions beginning. While Broward
County Staff is attending the Pre-Project Training, the Integration Vendor’s functional teams will
review the current business processes and associated inefficiencies as documented by the 3PA
to prepare for how they will meet the contractual requirements of the new system.

KEY SUCCESS FACTOR
It is critical that the Broward County resources attend preparatory training at the conclusion of
Step 5 and prior to starting the design step. This training will provide insight into the selected
software application’s capabilities and will allow the client resources to compare and contrast to
current systems. It is equally important that the selected Integration Provider study the
assessment results focusing on developing an understanding of current processes, current
inefficiencies and how the contractual requirements address those inefficiencies.


COLLABORATION TOUCH POINTS
                                                              3PA       Integration    Broward
 Tasks
                                                           Provider      Provider      County
 5.1 Complete Integration Provider Contract                Support         Lead          Lead
 5.2 Staff Project Team                                      Lead          Lead          Lead
 5.3 Finalize Project Work Plan                              Lead          Lead
 5.4 Conduct Initial Implementation Risk Assessment          Lead
 5.5 Establish Project Governance Structure                  Lead         Support       Support
 5.6 Define Deliverable Quality Assurance/Acceptance         Lead         Support       Support
 Process
 5.7 Define New System Architecture and Migration           Support        Lead         Support
 Plan
 5.8 Create change and Communications Plan                   Lead                       Support
 5.9 Conduct Change Agent Training                           Lead         Support       Support
 5.10 Attend Pre-Project Training/Review Current            Support        Lead          Lead
 Processes


Step 6: ERP System and Training Design

Task 6.1 - Define and Approve ERP System Design
The ERP System Design begins with a review of process flow diagrams from the current
environment and the designed processes for the ERP system. The contractual requirements
are then input into the processes as they are reviewed in design sessions. As the requirements
are input the processes, supporting technology and people’s roles are affected. These impacts


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constitute the changes from the current environment to the ERP System and are documented
for development and training purposes. The final step is a conference room pilot to
demonstrate the requirements to the team in the sandbox environment.

Task 6.2 - Create Training and Logistics Plan
While the Design is being established, the Training Team must begin to plan for the logistic
arrangements associated with conducting Training. Considering the size of Broward County,
this exercise may be time consuming as facilities and technology needed to conduct training
have to be accounted for and reserved. In addition to logistics plans, the training templates,
tools and methods are defined to form the Training Strategy. This input will be collected from
various analysis sources and will be input into the LMS to align courses with resources and
locations for training.

Task 6.3 - Establish Technical Environments
Once the Hardware arrives, the IT support organization and the project team will work together
to install and\ensure the operability of the Hardware System Architecture, as planned.

Task 6.4 - Define Technical Development Objects
During the course of the Design sessions, the base software system will fall short of the user’s
expectations. Whether it falls short of the depth of an existing report or an old system must be
retained and communicate with the new ERP System, these missing expectations can be
fulfilled using Development Objects. A critical part of the Integration Team is its development
resources. These resources will document the development needs and verify that they can’t be
fulfilled by the base software. Then they will provide a level of effort for each object to allow the
team to build a work plan for development and testing of these objects.

Task 6.5 - Define Change Agent Network/Communicate Change
The Change Agent Network is created during Design. This network will consist of strategically
placed resources who will support the project and who can influence users that surround them
or look to them for guidance. This team will meet frequently to discuss the progress of the
project, current rumors about the project and any perception issues related to the project. The
team then communicates in support of all other communication methods to the end users to
assist them in transitioning to and being comfortable with the new ERP System.

Task 6.6 - Redefine the Future IT Organization to support the ERP System
Unlike the other departments of an organization, the IT support organization that will eventually
support the new ERP System must be defined during the system design. This evaluation will
address the capabilities, strengths and weaknesses associated with the IT support organization.
It will then define the best IT support organization to be used for the future. This may include
changes to current roles, needs for new skills, and additional training classes. Once defined
and approved the organization must work through a knowledge curve and be ready to support
the project at Go Live.

Task 6.7 - Manage Project Risks, Issues, Change Orders and Staff
The PMO will continue to provide management for project progress, issues, risks, change
orders, resource staffing/calendars/vacation/time billed, deliverable approval and invoice
payment approval. The PMO will manage within the defined project budget by phase/stage of
the implementation. The PMO will report to the Steering Team. A scorecard for the project will
be monitored to determine project health.


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KEY SUCCESS FACTOR
The ERP System Design must include all requirements that were agreed, contractually, to be
implemented by the Integration Provider. The 3PA will monitor the Design to ensure all
requirements are included. Development should not begin until Design has be finalized,
documented and signed off by the Broward County, the 3PA and the Integration Provider.

COLLABORATION TOUCH POINTS
                                                               3PA       Integration     Broward
Tasks
                                                            Provider      Provider       County
6.1 Define and Approve ERP System Design                    Support        Support         Lead
6.2 Create Training and Logistics Plan                        Lead                       Support
6.3 Establish Technical Environments                                        Lead         Support
6.4 Define Technical Development Objects                     Support        Lead         Support
6.5 Define Change Agent Network/Communicate                   Lead                       Support
Change                                                       Support        Lead         Support
6.6 Redefine the Future IT Organization to support the
ERP System                                                    Lead          Lead          Support
6.7 Manage Project Risks, Issues, Change Orders and
Staff


Step 7: ERP System and Training Development

Task 7.1 - Redefine Work Plan based on Design Impacts
The Project Work Plan, which will resemble Steps 5 – 12 of this document and the tasks used
here to describe the process of planning for an ERP Implementation, will be reviewed at the end
of the Design. Potential changes could include more detail and new time lines depending upon
what is required from the approved design for configuration and development of technical
objects.

Task 7.2 - Configure, Develop and Unit Test ERP System Design
The Integration Provider will take the design documents and will configure the software system
to perform as it was designed. The technical development team will develop all technical
objects during this step. The IT support organization will support this effort as a part of their
knowledge transfer process. Once the configuration is complete, the Integration Provider will
perform a unit test on each part of the configuration to ensure that it performs as expected.

Task 7.3 - Create Integration Test Scripts
Once configuration, development and unit testing is complete, the project team will develop
integration test scripts that will validate the integration all configured modules, development
objects, and security of the developed system design.

Task 7.4 - Develop Training Curriculum for ERP System Design
Once the Design is complete, the training classes will be developed. These classes will cover
the content of how to perform all business processes affected by the ERP System. Each class
will have an associated exam that validates the user’s skills upon completion of the course. The
classes are assigned to users based on the how users utilize the system.


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Task 7.5 - Define ERP System Security
System security is also addressed at this time. The team developed an understanding of what
users responsibilities are per the design. These responsibilities must be articulated into security
roles and profiles. These security profiles are assigned to users, which allow them to log in and
use the system.

Task 7.6 - Administer ERP System Migration and Patches
The IT support organization and Integration Provider must consistently support all project
operations by ensuring the hardware and software are operating correctly. This will include the
application of patches and management of migration of data from one environment to another.

Task 7.7 - Manage Change Agent Network/Communicate Change
The Change Agent Network that was created during Design will now be used to provide
communication to the entire organization. The team will communicate messages per the
Communication Plan and user feedback to users who are transitioning to the new ERP System.

Task 7.8 - Begin Knowledge Transfer for Future IT Organization
With the newly defined IT support organization approved, the organization must be staffed,
improve current skills, and develop new skills to be ready to support the project at Go Live. The
required skills that must be garnered to support the ERP System in the future will include
architecture support and administration, security administration, technical development and
system support. Each member of this organization will be given a knowledge transfer plan that
will be monitored by the 3PA and supported by the Integration Provider to ensure the Internal
Staff are ready to support at Go Live.

Task 7.9 - Manage Project Risks, Issues, Change Orders and Staff
The PMO will continue to provide management for project progress, issues, risks, change
orders, resource staffing/calendars/vacation/time billed, deliverable approval and invoice
payment approval. The PMO will manage within the defined project budget by phase/stage of
the implementation. The PMO will report to the Steering Team. A scorecard for the project will
be monitored to determine project health.

COLLABORATION TOUCH POINTS
                                                               3PA      Integration     Broward
 Tasks
                                                            Provider     Provider       County
 7.1 Redefine Work Plan based on Design Impacts               Lead         Lead         Support
 7.2 Configure, Develop and Unit Test ERP System            Support        Lead         Support
 Design
 7.3 Create Integration Test Scripts                        Support         Lead         Support
 7.4 Develop Training Curriculum for ERP System              Lead                        Support
 Design
 7.5 Define ERP System Security                             Support         Lead         Support
 7.6 Administer ERP System Migration and Patches            Support         Lead         Support
 7.7 Manage Change Agent Network/Communicate                 Lead                        Support
 Change
 7.8 Begin Knowledge Transfer for Future IT                   Lead          Lead         Support
 Organization



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                                                             3PA       Integration    Broward
 Tasks
                                                          Provider      Provider      County
 7.9 Manage Project Risks, Issues, Change Orders            Lead          Lead        Support
 and Staff

Step 8: ERP System Testing

Task 8.1 - Conduct Integration Testing 1 (No Security)
The first Integration Test signifies that the system has been configured and Unit tested. This
positions the team to test the integration of the system. The Integration Test is conducted using
Test Scripts that dictate what must be done systematically with all processes. Errors are likely
to occur during these tests, as this is the first time all modules will be working together. All
system errors and test script errors will be documented and repaired prior to beginning second
Integration Test. The 3PA will focus on ensuring all requirements have been tested and are
functioning as expected and will ensure that the users are still supportive of those requirements
as developed and tested. At this point, any final changes to what will be released to User
Acceptance Testing must be finalized and approved.

Task 8.2 - Conduct Integration Testing 2 (Included Security)
The second Integration Test signifies that the system has been integration tested and all system
errors and test script errors have been repaired. This means the system is should to be
operable. To ensure that the system is completely operable, the second Integration Test
includes security, which is the number one Post Implementation Support need. Once the
system has been tested and all system errors and integration test script errors are corrected,
the system is ready for User Acceptance Testing. The 3PA will again focus on ensuring all
requirements have been tested and are functioning as expected and will ensure that the users
are still supportive of those requirements as developed and tested.

Task 8.3 - Administer ERP System Migration and Patches
The IT support organization and Integration Provider must consistently support all project
operations by ensuring the hardware and software are operating correctly. This will include the
application of patches and management of migration of data from one environment to another.
At this point in the project a Change Management Strategy is developed to manage all changes
being made to the system after testing is complete.

Task 8.4 - Manage Change Agent Network/Communicate Change
The Change Agent Network will continue to communicate messages per the Communication
Plan and user feedback to users who are transitioning to the new ERP System.

Task 8.5 - Continue Knowledge Transfer for IT Support Organization
Knowledge Transfer plans should be nearing completion for the IT support organization,
ensuring that the Broward County staff are ready to support at Go Live.

Task 8.6 - Manage Project Risks, Issues, Change Orders and Staff
The PMO will continue to provide management for project progress, issues, risks, change
orders, resource staffing/calendars/vacation/time billed, deliverable approval and invoice
payment approval. The PMO will manage within the defined project budget by phase/stage of




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the implementation. The PMO will report to the Steering Team. A scorecard for the project will
be monitored to determine project health.


KEYSUCCESS FACTOR
The Integration 2 must be completed with no errors or additions per Integration Scripts
developed prior to beginning User Acceptance Testing (UAT). The 3PA will ensure that all
requirements that were included in the design have been developed and tested to perform
correctly. The 3PA will also ensure that the transition from as-is controls to Go Live controls is
documented prior to beginning user acceptance testing. It is critical that no enhancements to
what was developed and tested be created after integration testing is complete and signed off.


COLLABORATION TOUCH POINTS
                                                                3PA       Integration     Broward
 Tasks
                                                             Provider      Provider       County
 8.1 Conduct Integration Testing 1 (No Security)             Support         Lead         Support
 8.2 Conduct Integration Testing 2 (Included Security)       Support         Lead         Support
 8.3 Administer ERP System Migration and Patches             Support         Lead         Support
 8.4 Manage Change Agent Network/Communicate                   Lead         Support       Support
 Change
 8.5 Continue Knowledge Transfer for IT Support                Lead         Support        Support
 Organization
 8.6 Manage Project Risks, Issues, Change Orders               Lead          Lead          Support
 and Staff

Step 9: ERP User Acceptance Testing

Task 9.1 - Conduct and Approve User Acceptance Testing (UAT)
The Change Management Team will lead UAT. The team will utilize the Change Agent Network
applying the integration test scripts to validate the system requirements have all been satisfied
and that the system work correctly. Many new ideas and enhancements, along with items that
are not desired or require attention will likely be identified during the UAT. It is critical that no
new functionality is approved, but instead documented to be review during Post Implementation
Support. All other changes that relate to the designed, developed and tested system, as
approved, must be addressed prior to the completion of UAT.

Task 9.2 - Conduct Final QA for Training Curriculum and Logistics
The final changes to the Training Curriculum are made during UAT. This is because training
can’t begin until the UAT is signed off by the users. The Training Team will finalize their
curriculum, ensure its quality and ensure that all logistical arrangements are finalized and ready
to begin training.

Task 9.3 - Administer ERP System Migration and Patches
The IT support organization and Integration Provider must consistently support all project
operations by ensuring the hardware and software are operating correctly. This will include the
application of patches and management of migration of data from one environment to another.



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At this point in the project the Change Management Strategy will be implemented to track all
changes to the user acceptance tested system.

Task 9.4 - Manage Change Agent Network/Communicate Change
The Change Agent Network will continue to communicate messages per the Communication
Plan and user feedback to users who are transitioning to the new ERP System.

Task 9.5 - Complete Knowledge Transfer for IT Support Organization
Knowledge Transfer plans should be complete for the IT support organization, ensuring that
Broward County Staff are ready to support at Go Live. Internal Staff should transition into their
roles in Administration, Support and Development as the team prepares to Go Live.

Task 9.6 - Manage Project Risks, Issues, Change Orders and Staff
The PMO will continue to provide management for project progress, issues, risks, change
orders, resource staffing/calendars/vacation/time billed, deliverable approval and invoice
payment approval. The PMO will manage within the defined project budget by phase/stage of
the implementation. The PMO will report to the Steering Team. A scorecard for the project will
be monitored to determine project health.

KEYSUCCESS FACTOR
User Acceptance Testing should be performed by the Change Agent Organization, managed by
the 3PA, using completed and signed off Integration Scripts. No errors should be found, but in
the case errors exist, these errors must be repaired prior to completing UAT. No enhancements
should be created or agreed to during UAT. All Go Live controls should be reviewed and all
changes must be communicated to the Training Team to ensure the Training Curriculum is
accurate.

Training must be assured for quality and logistics planning during UAT. No training should be
provided prior to the completion and signoff of UAT.


COLLABORATION TOUCH POINTS
                                                            3PA        Integration    Broward
 Tasks
                                                          Provider      Provider      County
 9.1 Conduct and Approve User Acceptance Testing          Support        Support        Lead
 (UAT)
 9.2 Conduct Final QA for Training Curriculum and           Lead                       Support
 Logistics
 9.3 Administer ERP System Migration and Patches           Support        Lead         Support
 9.4 Manage Change Agent Network/Communicate                Lead         Support       Support
 Change
 9.5 Complete Knowledge Transfer for IT Support             Lead         Support       Support
 Organization
 9.6 Manage Project Risks, Issues, Change Orders            Lead          Lead         Support
 and Staff

Step 10: ERP User Training and Examinations



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Task 10.1 - Conduct Training Curriculum
The Training Curriculum will be administered and all users will be trained and tested to ensure
they have the appropriate skills to utilize the ERP System.

Task 10.2 - Administer ERP System Migration and Patches
The IT support organization will begin to take over for the Integration Provider, who will become
a support group. The IT support organization must consistently support all project operations by
ensuring the hardware and software are operating correctly. This will include the application of
patches and management of migration of data from one environment to another. At this point in
the project the Change Management Strategy will be implemented to track all changes to the
user acceptance tested system.

Task 10.3 - Manage Change Agent Network/Communicate Change
The Change Agent Network will continue to communicate messages per the Communication
Plan and user feedback to users who are transitioning to the new ERP System. The Change
Management team will be capturing user feedback and verifying that all change messages were
effective.

Task 10.4 - Support by IT Support Organization
Knowledge Transfer plans are complete for the IT support organization, which has now
transitioned into their roles in Administration, Support and Development as the team prepares to
Go Live.

Task 10.5 - Manage Project Risks, Issues, Change Orders and Staff
The PMO will continue to provide management for project progress, issues, risks, change
orders, resource staffing/calendars/vacation/time billed, deliverable approval and invoice
payment approval. The PMO will manage within the defined project budget by phase/stage of
the implementation. The PMO will report to the Steering Team. A scorecard for the project will
be monitored to determine project health.


Task 10.6 - Define Go Live Check List and Prepare for Go Live
A Go Live Check List is prepared after UAT and prior to Go Live. This check list provides a
guide of all steps required to complete the implementation and transition all users onto the new
ERP System.

Task 10.7 - Finalize Post Implementation Support Plan
The Post Implementation Support Plan will be finalized at this time, as well. This will include the
expectations of the organization’s help desk and the time frames and responsibilities around
leveled support.

COLLABORATION TOUCH POINTS
                                                               3PA      Integration     Broward
 Tasks
                                                            Provider     Provider       County
 10.1 Conduct Training Curriculum                             Lead        Support       Support
 10.2 Administer ERP System Migration and Patches           Support        Lead         Support
 10.3 Manage Change Agent Network/Communicate                 Lead        Support         Lead
 Change



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                                                             3PA      Integration    Broward
 Tasks
                                                          Provider     Provider      County
 10.4 Support by IT Support Organization                  Support        Lead        Support
 10.5 Manage Project Risks, Issues, Change Orders           Lead         Lead        Support
 and Staff
 10.6 Define Go Live Check List and Prepare for Go        Support         Lead        Support
 Live
 10.7 Finalize Post Implementation Support Plan           Support         Lead        Support

Step 11: ERP System Go Live

Task 11.1 - Execute and Support Go Live Check List
The transition to Go Live is supported by the Go Live Check List. Once the list is complete and
all systems are up and running as expected, the Go Live and transition to the new ERP System
is complete.

Task 11.2 - Administer ERP System Migration and Patches
The IT support organization will be supporting all project operations by ensuring the hardware
and software are operating correctly. The Integration Vendor will provide support as required.
This will include the application of patches and management of migration of data from one
environment to another. At this point in the project the Change Management Strategy will be
implemented to track all changes to the user acceptance tested system.

Task 11.3 - Manage Change Agent Network/Communicate Change
The Change Agent Network will continue to communicate messages per the Communication
Plan and user feedback to users who have transitioned onto the new ERP System. The
Change Management team will continue to capture user feedback and verify that the new ERP
System works as expected.

COLLABORATION TOUCH POINTS
                                                             3PA      Integration    Broward
 Tasks
                                                          Provider     Provider      County
 11.1 Execute and Support Go Live Check List                Lead         Lead        Support
 11.2 Administer ERP System Migration and Patches           Lead        Support      Support
 11.3 Manage Change Agent Network/Communicate             Support        Lead          Lead
 Change

Step 12: Measure, Analyze, Improve and Monitor

Task 12.1 - Provide Post Implementation Support
The Post Implementation Support team will support the user base using a leveled support
strategy. The focus will be to support all Level 1 calls through the help desk, with Level 2 and
Level 3 calls being handled by the Post Implementation Support Team. This process will be
monitored closely to ensure that Post Implementation Support funds are managed
appropriately.

Task 12.2 - Define Knowledge Transfer Plan for Support Items



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The 3PA will assist the internal organization staff in developing knowledge transfer plans to be
used to support users who are reliant on Post Implementation Support of system or business
processes, as well as to ensure that all help desk requests are captured in one location and as
answered, managed in a central knowledge base. Each plan will have a defined time frame and
once complete will signify the end of Post Implementation Support for the projected Phase of
the Project.

Task 12.3 - Conduct QA for Implemented Project or Phase
At the completion of the project and its associated knowledge transfer plans, a Quality
Assurance Assessment is conducted. This assessment measures the overall satisfaction of the
project and the resulting ERP System in conjunction with the Total Cost of Ownership Model
that was used to justify its funding.

COLLABORATION TOUCH POINTS
                                                             3PA      Integration    Broward
 Sub-step Title
                                                          Provider     Provider      County
 12.1 Provide Post Implementation Support                   Lead         Lead        Support
 12.2 Define Knowledge Transfer Plan for Support            Lead        Support      Support
 Items
 12.3 Conduct QA for Implemented Project or Phase           Lead

Project Organization Chart, Roles and Responsibilities
The ERP Team is an organization of teams that implement all of the requirements for a
successful ERP Solution. The team will change in composition depending on the phase being
implemented. The following is a view of the expected ERP Organization with all teams that are
anticipated to be utilized to implement the ERP requirements selected by Broward County over
the entire project.




The Project Champion, Steering Team and Project Management Office are all described in
detail in the Project Governance Approach. The Team Leads and resources for Change
Management and Training are described in the Change Management and Training Approaches.



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The remaining resources are broken down into five (5) additional teams as proposed to be
staffed in response to this RLI. The following is a list of roles that should be applied to any
project staff along with the expected corresponding responsibilities:

   •   Broward Lead (Process Expert – External Resource in Recommended Mixed Model)
          – Responsible for Solution Design, Development and Testing for his/her team
          – Responsible for ensuring all requirements are implemented in the ERP Solution
          – Responsible for effectively utilizing Subject Matter Experts
   •   Service Provider Team Lead
          – Responsible for planning, design, development, testing, and transition to
              production for his/her team, to include all ERP requirements.
          – Responsible for identifying any and all issues, risks and change orders that are
              required to implement the ERP solution on-time and under budget.
          – Manages the system integration participants on his/her project team
          – Reports to Project Office weekly on team progress
   •   Team Members (Broward SMEs and Service Provider Consultants)
          – For Broward County Subject Matter Experts (SMEs), commitment will be less
              than one day of participation per week.
          – Responsible for delivering assigned tasks in the work plan relating to his/her skill-
              set.
          – Responsible for designing, configuring, developing, and testing the ERP Solution
              to ensure that all requirements have been included.
          – Responsible for identifying any and all issues, risks and change orders that are
              required to implement the ERP solution on-time and under budget.

Environment Assumptions for Cost Response
The Broward County assumptions and metrics that can be used to estimate the 5 Year
Projected Cost Model are listed below.
   Additional reference information is contained in:
   • Attachment G – Current Advantage and Cyborg Interfaces.
   • Government Finance Officers Association Draft Technology Needs Assessment: An
       Evaluation of Broward County’s Financial and Human Resources Management Systems,
       July 2007. The report and appendices are located on the County’s website at
       http://www.broward.org/Administrator/Pages/ERP.aspx.    Appendix 1 of that report
       contains an inventory of Broward County data systems including interfaces with the
       Advantage financial and Cyborg payroll systems.
   • Attachment H - County staff and agencies within the scope of the ERP project
   • Additional information on the scope of agency responsibilities can be found in the
       Program Description sections for these agencies in the FY2010 Operating Budget
       located at http://www.broward.org/Budget/Pages/FY2010AdoptOper.aspx.




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   GL Accounts: 31,000
   Transaction Levels (annual)
       o Invoices Paid: 105,000
       o Journal Entries: 38,000
       o Paychecks: 177,400
       o Tracked Assets: 46,350
       o Expense Reports: 1,350
       o Auto Tag Collections: 2,711,000
   A/R Accounts: 83,000
   Users: 1000 – Power, 500 – Single Use, 6000 - Self Service
   Active Directory authentication

Services provided must be performed demonstrating and maintaining specific attributes,
whether hosted internally or externally by a service provider. The following is a list of
expected attributes:

   •   Self-contained, automated, full building 60Kw power generator
   •   All servers, network and storage hardware protected by UPS’s
   •   Fiber network services with managed BGP failover to available T1s
   •   Hardware VPN connectivity provided for all BC connections
   •   Multiple redundant environmental control systems, i.e. Air Conditioning
   •   Hosting security infrastructure includes server, systems and network security
       supporting BC designed environments with Oracle and SQL Server, including:
           o Network, domain, admin, database and application layers of unique ID and
               password security
           o Firewall/Router security with active intrusion detection and monitoring
           o To enhance security, BC will require a policy of physical hardware isolation to
               provide an additional layer of BC security
   •   Physical facilities security includes:
           o Monitored building security, including intrusion, motion detection, fire, smoke
               and heat
           o Active monitoring for server room heat and cold thresholds
           o Server Room is not located on an outside wall. Three locked doors plus
               locked server enclosures between server room and building exterior
   •   Multiple physical and VM server options available for managing scalability




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                                 Attachment A: Broward County Government Functional Requirements 
Each requirement listed in this attachment must be addressed because the proposed cost provided by your proposal team must include implementation of all ERP Requirements.  
Please complete the template by inserting the applicable VENDOR FIT‐GAP RESPONSE CODE in the column below.  Where the requirement is not “out of the box”, please provide 
as much documentation as possible to support how you would implement that requirement.
                                     VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                              CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                        M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                               U = Unable to Meet Requirement

                                                                                                                 Vendor FIT‐GAP  Module(s) Required to 
       Item No.                               Functional Requirement Description                                                                                          Comments
                                                                                                                 Response Codes Fulfill Requirements

                                                                                        TECHNICAL
  IT       1.00    System uses real‐time and/or batch processing of data.
                   Security is required for each application with the ability to restrict levels of access by 
  IT       2.00
                   individual, role to field and function level.
  IT       3.00    Allow exceptions to role‐based security definitions at the individual user level
  IT       4.00    Contains system performance measurement tools.
                   Supports table‐driven fields for record descriptors that enable user‐defined 
  IT       5.00
                   descriptions.
                   Provides system performance measurement reporting and ability to generate 
  IT       6.00
                   customized reporting.
  IT       7.00                                                                    y(
                   Be able to access electronic documents and records remotely (telecommute)         )
  IT       8.00    Supports Object Linking and Embedding (OLE) file attachments
  IT       9.00    Runs on the most current database platform 
  IT       10.00   Provides ERP backward compatibility
  IT       11.00   Ability to generate report files in delimited, ASCII, PDF, MS WORD, and XML formats
                   Uses a Web GUI interface with ability to customize the standard look and feel 
  IT       12.00
                   through common standards CSS or XSL.
  IT       13.00   Provides field level edits to ensure validity of the data being entered into the system

  IT       14.00   Editable on‐line user help to make County‐specific changes to help text, graphics.
                   Ability to request reports on‐line for immediate or deferred processing, alter 
  IT       15.00
                   printer, and print priority and number of copies.
  IT       16.00   Browser compatibility IE 6 and greater, Firefox (certification of browser version)
                   Display for user inquiry the related item preceding and/or following the current 
  IT       17.00
                   item on screen, within the flow of a process. (e.g., display previous / display next).
  IT       18.00   On‐line training and demo module included with application software.
                   Ad‐hoc report writer packaged with application software that provides easy 
  IT       19.00
                   interface to created adhoc reports.
  IT       20.00   Interactive query capabilities available at the user level
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                                                                                                                                                                      Page 73 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
       Item No.                               Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

  IT       21.00   System supports electronic workflow throughout all suites/modules/applications.

  IT       22.00   Performs all tasks to complete a process without resorting to off‐line calculations
                   Integrated systems pass transactions, data and information completely, seamlessly 
  IT       23.00
                   and automatically
  IT       24.00   Supports customizable wizards & templates to develop transactions.
  IT       25.00   Uses built‐in toolsets to develop County forms templates.
                   Click & drag items both on and off forms from an easy view data dictionary, 
  IT       26.00
                   independent of actual database structure
                   No restriction on location of items on forms (e.g. selecting data elements/fields or 
  IT       27.00
                   blank fields from multiple modules onto the same form)
                   Ability to create multi‐part forms with standard Windows controls, (e.g. radio 
  IT       28.00
                   buttons, pull‐downs, look‐ups, calendars, VCR buttons).
  IT       29.00   Support 8 1/2 x 11 printing paper (optional printing size)
  IT       30.00                              ,        g ,            y            p     g
                   Records transaction date, user log in, data entry date and posting date
  IT       31.00   Records user log in and data entry date for changes made to a data table
  IT       32.00   Standard screens/reports to view audit trail 
  IT       33.00   Users have the ability to see limited audit trail (e.g. last five changes)
  IT       34.00   Records data entry and approval trail with dates
  IT       35.00   Records all internal and external reference codes
                   Provides user‐populated memo/notes fields to associate notes with a transaction 
  IT       36.00
                   across all modules/fields supplied in the proposed solution
  IT       37.00   Allows field size to be specified by administrator for the comment recording
  IT       38.00   Ability to archive audit trail through a scheduled process
  IT       39.00   Be able to index all electronic files and/or scanned documents
  IT       40.00   Be able to link documents together. (Including previously scanned documents)
                   Be able to create and maintain subjects of linked documents by keyword, numbers, 
  IT       41.00
                   or symbols on an ongoing basis.
  IT       42.00   Ability to link to files located in a document management system (e.g. SharePoint)
                   Ability to pass documents electronically to various persons and departments for: 
  IT       43.00
                   follow‐up, comment, review, and/or approval.
  IT       44.00   Supports electronic signatures
                   Be able to scan, link and create subsets of workflow items by functional area, 
  IT       45.00
                   account number or vendor 

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                                                                                                                                                                       Page 74 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
       Item No.                               Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                   Diagrammatically represent workflows and have these models automatically 
  IT       46.00
                   translated into rules for the workflow process. 
                   Permits easy modification of work flows by end user departments in the event of 
  IT       47.00
                   temporary process changes.  (Requires proper security.)
                   Supports role‐based workflow levels (different user, same security level) to execute 
  IT       48.00
                   approvals on behalf of another user
                   Changes to the work flow approval path do not affect the underlying item being 
  IT       49.00
                   processed
                   Changes to the work flow approval path are applied to  items currently being 
  IT       50.00
                   processed
                   Workflow items that are in‐process are able to be inquired upon by any individual 
  IT       51.00
                   within the approval path
                   Workflow inquiries will display the item being processed (e.g., for approval) as well 
  IT       52.00
                   as supporting detail information (e.g., document attachment) 
                   Make available a free‐form text field in each workflow transaction (transaction 
  IT       53.00
                   record)
  IT       54.00   End users have an individual workflow‐driven to do list
  IT       55.00   Automated e‐mail notification for specific events and/or intervals
                   Inquire on open approval items in a workflow approval path by department or by 
  IT       56.00
                   organizational changes/ service changes.
                   Inquiry will display department #, transaction type, document (e.g., purchase order) 
  IT       57.00
                   number, and pending approver
  IT       58.00   Audit Trail
  IT       59.00   Ability to graph statistics
  IT       60.00   Drill down capability within a given module.
  IT       61.00   Drill across modules capability.
  IT       62.00   Reporting capabilities not limited by date throughout the application.
  IT       63.00   Near/real‐time data capture & reporting
  IT       64.00   Supports single sign‐on
                   Supports different security structure for internal county users verses internet based 
  IT       65.00
                   users (Federated Security Model)
                   Limit enforcement of transaction execution via a  combination of account and user 
  IT       66.00
                   role definition
                   Limit enforcement of transaction execution via a  combination of dollar value and 
  IT       67.00
                   user role definition
  IT       68.00   System Administrator can view list of logged‐in users

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                                                                                                                                                                       Page 75 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
       Item No.                               Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

  IT       69.00   Supports group level permissions
  IT       70.00   Produces user security profile report
  IT       71.00   Supports the following security controls:
  IT       71.01        Limit access by Department/ Office/ Agency
  IT       71.02        Limit access by Division
  IT       71.03        Limit access by Section
  IT       71.04        Limit access by Data levels
  IT       71.05        Limit access by fund
  IT       71.06        Limit access by transaction type.
                        Requests for a report test if the user has appropriate security for the fields 
  IT       71.07
                        presented (validation)
  IT       71.08        Limit access by role
  IT       72.00   Supports CAPTCHA or challenge phrase log in features
                   Allows use of security classes/profiles/role as templates that can be modified for an 
  IT       73.00
                   individual without having to create a new class/profile/role
  IT       74.00   Allows security control at the field level.
                   System security comprehensively includes other standard elements (e.g., Secure 
  IT       75.00
                   DMZ, SSL)
  IT       76.00   Automatic logical transaction logging and rollback
  IT       77.00   Ability to view/report logical transactions with option to rollback
  IT       78.00   Batch processes should have rollback, checkpoint and restart logic
  IT       79.00   Report manager to view, archive and restore reports
  IT       80.00   Report manager to track multiple versions of reports
  IT       81.00   Facility to archive and restore historical data
                   Ability to store and provide access to definitions and descriptions of data items and 
  IT       82.00
                   business rules
  IT       83.00   Ability to access data from multiple database sources using ODBC standards.
  IT       84.00   Ability to support multiple extract/load schedules (daily, weekly, etc).  
  IT       85.00   Ability to support multiple report generation schedules (daily, weekly, etc).  
                   Support extracts of data from different interface formats including Excel, Access, 
  IT       86.00
                   ASCII, EBCIDIC, XML and other legacy systems
                   Standard output formats to include Excel, Access, ASCII, PDF,XML, MS WORD (with 
  IT       87.00
                   software certification provided)
                   Provide staging facility and transformation tools (aggregate/summarize, parse 
  IT       88.00
                   strings).


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                                                                                                                                                                       Page 76 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
       Item No.                               Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                   Ability to disseminate/replicate data to distributed data marts for specific 
  IT       89.00
                   segmented groups
  IT       90.00   Provide GUI‐based end‐user report viewing and query tools (within application)
  IT       91.00   Support end‐user ad hoc SQL.
  IT       92.00   Provide analytical processing tools – drill down/roll up queries (OLAP).
  IT       93.00   Support secure web‐based querying and publishing. 
                   Support integration with third party's reporting tools (Crystal, Cognos, Business 
  IT       94.00
                   Objects, etc.)‐ with restrictions
  IT       95.00   Generation of printed materials accommodates standard formats (W‐2, 1099)
  IT       96.00   Report or link to a report distribution via email
  IT       97.00   Display any report to screen that would otherwise be accessible on hard copy.
  IT       98.00   Ability to batch schedule reports.
  IT       99.00   View changes made between any two revisions.
  IT      100.00   Avoids two users modifying the same record at the same time.
  IT      101.00   Report all revisions created after a release 
  IT      102.00      p                           y      g            ,
                   Report all revisions created by a single individual, or set of individuals 
  IT      103.00   Report revisions created between two dates 
  IT      104.00   Report all revisions that have a given label 
  IT      105.00   Report any revision with a revision comment that contains a given text string 
                   All location‐based information conforms to the GIS standards; all GIS data is indexed 
  IT      106.00
                   by street address, assessor’s parcel number or physical location and XY coordinates
  IT      107.00   Location indices can be GIS defined.
  IT      108.00   SSL used where appropriate 
  IT      109.00   SOA (web services)
  IT      110.00   Physical and logical architecture (N‐tier)
  IT      111.00   Supports Mobile Devices
  IT      112.00   Application is fully browser based 
  IT      113.00   Industry standard encryption included (e.g.128 bit encryption)
  IT      114.00   Standard, automated archiving tools to include retrieval tools
  IT      115.00   Standard archiving templates
  IT      116.00   Ability to archive based on rules
  IT      117.00   Ability to interface with a 3rd party provider and associated plug‐ins
  IT      118.00   Ability to support Disaster Recovery and Contingency Plans defined.
                   Provide a single, unified access point to organizational data that can be either 
  IT      118.01   formulaic data in its individual form or in aggregate or documents that can be 
                   accessed via defined taxonomy.
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                                                                                                                                                                         Page 77 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
       Item No.                               Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

                   Ability to use module‐specific portlets or plug and play user interface components 
  IT      118.02
                   that produce information such as a metric, report, etc.
  IT      118.03   Provide a consistent look, feel and navigation for the Enterprise Portal.
                   Provide a data warehouse that is designed to facilitate reporting and analysis.  This 
  IT      118.04   includes the ability to extract, transform and load data that will be used for analysis 
                   and reporting.
                   Ability to define development scripts, both functional and technical and develop 
  IT      118.05   custom objects that may include forms, reports, interfaces, conversions and 
                   enhancements.
                   Input data from conversions as drawn from client databases without requiring the 
  IT      118.06
                   client to use a standard template to provide data for conversion.
                   Ability to operate on your proposed hardware architecture and components to 
  IT      118.07   support the software modules in a client‐server mode, with all web applications 
                   being supported by separated hardware. 
  IT      118.08   Ability to support any instance strategy.
  IT      118.09   If hosting is proposed, the ability to support the service level agreement metrics.
                   Ability to interface with Oracle Universal Records Management middleware 
  IT      119.00
                   (currently running v10.1.5) using pre‐built or generic adapters.   
                                                                                  GENERAL LEDGER
                   Financial applications meet governmental Generally Accepted Accounting Principles 
 GL        1.00
                   (GAAP). 
 GL        2.00    Financial applications have the ability to report on a budgetary basis.  
 GL        3.00    Financial applications have the ability to report on a modified accrual basis.  
 GL        4.00    Process transactions in real time and/or in batch.
 GL        5.00    Tie revenues to expenditures in the same fiscal period for designated funds.
 GL        6.00    All transactions are debit/credit balanced by fund.
 GL        7.00    All interfund transactions are balanced debit/credit.
                   View and maintain separate fiscal years during a single session without having to log 
 GL        8.00
                   off and log on to a different year.
                   View grant life to date during a single session without having to log off and log on to 
 GL        9.00
                   a different year.
                   View project account life to date during a single session without having to log off 
 GL        10.00
                   and log on to a different year.
 GL        11.00   Drill down from summary account totals to the underlying detailed transactions.
 GL        12.00   Accommodate multiple fiscal year calendars at the fund level.
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                                                                                                                                                                     Page 78 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                       CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                 M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                        U = Unable to Meet Requirement

                                                                                                          Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                   Comments
                                                                                                          Response Codes Fulfill Requirements

                   Allow for having an error file where unposted transactions are stored for research 
 GL      13.00
                   and editing.
 GL      14.00     Support multiple cost allocation methods.
                   Support full accrual (GAAP), modified accrual (GAAP), and budgetary bases of 
 GL      15.00
                   accounting.
 GL      16.00     Populate a journal entry from a spreadsheet file
 GL      17.00     Populate a journal entry from an Access database file
 GL      18.00     Auto‐calculate a journal entry distribution from spreadsheet data.
                   Produce financial statements based on the full accrual (GAAP), modified accrual 
 GL      19.00
                   (GAAP), and budgetary bases of accounting.
                   Produces government‐wide statements without manual adjustments to the fixed 
 GL      20.00
                   asset record
                   Produces government‐wide statements without making manual adjustments to 
 GL      21.00
                   interfund transactions
 GL      22.00     Use effective dating when adding or deleting accounts. (activate / deactivate) 
 GL      23.00                      y         g
                   Maintains history of changes in status to accounts.
 GL      24.00     Maintains audit trail for changes in status to accounts. 
 GL      25.00     Validates entries based upon the account status within the effective date range.
                   Ability to designate each general ledger account by a user‐definable "account type" 
 GL      26.00
                   as follows:
 GL      26.01          Asset account
 GL      26.02          Liability account
 GL      26.03          Fund equity account
                        Budget account (summarizes budget basis transactions such as      encumbrances 
 GL      26.04
                   and actual expenditure activity that would impact the authorized appropriation)
 GL      26.05         Revenue account
 GL      26.06         Project Account
 GL      26.07         Expense and expenditure account
 GL      26.08         Sub‐accounts available for all account types
 GL      27.00     Create numeric and alphanumeric account numbers.
 GL      28.00     Associate a free‐form text field with each account to capture details.
 GL      29.00     Allow the user to look up the chart of accounts on screen.
 GL      30.00     Maintain encumbrance carryovers, by fiscal year, over multiple fiscal years via:
 GL      30.01            Additions

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                                                                                                                                                                        Page 79 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

 GL      30.02            Changes 
 GL      30.03            Deactivations
 GL      30.04            Deletions
                   Tracks chart‐of‐accounts structure changes (e.g. departmental changes) from fiscal 
 GL      31.00
                   year to fiscal year.
 GL      32.00     Enables account roll‐ups.
                   View accounts by Department, division, or other types of organizational 
 GL      33.00
                   subcomponents.
 GL      34.00     Create hierarchies within each chart of accounts segment.
 GL      35.00     Maintain multiple cash accounts by fund.
                   Track grant cash in a self‐balancing set of accounts, but not using a general ledger 
 GL      36.00
                   "fund" designation to do so.
                   Track project cash in a self‐balancing set of accounts, but not using a general ledger 
 GL      37.00
                   fund "designation" to do so.
 GL      38.00     Accept both standard and recurring journal entries, both as to amount and account.
 GL      39.00     Attach a description to individual line items for reference purposes.
                   Enter unlimited journal entries for multiple agencies and funds under one journal 
 GL      40.00
                   header.
 GL      41.00     Provide for budget control by checking available funds before posting.
 GL      42.00     Provide default data within journal fields:
 GL      42.01          Fiscal Year
 GL      42.02          Auto complete function for individual fields
 GL      42.03          Today's date
 GL      43.00     Allow for 'copying and pasting' of data into the journal entry form.
 GL      44.00     Require narrative description at the line item level.
 GL      45.00     Require narrative description at the journal header level.
                   Narrative description is editable as the transaction progresses through a work flow 
 GL      46.00
                   approval process.
 GL      47.00     Associate digitized image files to the journal entry record via a web link pointer
 GL      48.00     Validate field values within the journal entry screen.
 GL      49.00     Accommodate the following correction options, at a minimum, prior to posting:
 GL      49.01         Delete the journal entry
 GL      49.02         Change/edit the journal entry
                       Enable those in the approval path a "view" of a pending journal entry that has not 
 GL      49.03
                   yet posted 

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                                                                                                                                                                        Page 80 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

 GL      49.04        Reference the original entry that is being corrected by this entry, by number
 GL      49.05        Suspend the transaction for later handling
 GL      50.00     Accommodate non‐receivable revenues (i.e., interdepartmental cost allocations).
                   Approve inter‐department general ledger transactions through two approval paths 
 GL      51.00
                   (each department) prior to posting.
 GL      52.00     Input journal entries as a correction or adjustment to closed accounting periods.
                   Automatically reverse journal entries that are identified as "reversing" journal 
 GL      53.00
                   entries.
 GL      54.00     Recurring journal entries available to post on demand
 GL      55.00     Post depreciation automatically from the fixed assets module.
 GL      56.00     Allow for holding a period or fiscal year open indefinitely before closing.
 GL      57.00     Allow more than one accounting period to be open.
 GL      58.00     Allow more than one fiscal year to be open.
 GL      59.00     Perform a period close by fund group 
 GL      60.00     Perform a period close by individual fund
 GL      61.00     Allow for 13 or more accounting periods in a fiscal year.
 GL      62.00     Limit the ability to post transactions date
                   Initiate year‐end processing at any point in time (i.e., doesn't have to occur on last 
 GL      63.00
                   day of fiscal year, on any particular day, etc.).
 GL      64.00     Allow adjustments at any point during the closing period.
 GL      65.00     Produce ad hoc reports on screen and in hard copy.
 GL      66.00     Export queries and reports to popular desktop applications (i.e., Microsoft Office).
 GL      67.00     Provides query tools to sort on any combination of date ranges.
 GL      68.00     Query tools can sort on any combination of fields.
 GL      69.00     Standard CAFR reporting to include: 
 GL      69.01          Balance sheet for Governmental Funds
                        Statement of Revenues, Expenditures, and Changes in Fund Balances ‐ Budget to 
 GL      69.02
                   Actual (by fund)
 GL      69.03         Statement of Net Assets
 GL      69.04         Statement of Net Assets ‐ Discretely Presented Component Units
 GL      69.05         Statement of Net Assets ‐ Discretely Presented Component Units ‐ Proprietary
 GL      69.06        Statement of Activities

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                                                                                                                                                                     Page 81 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                       CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                 M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                        U = Unable to Meet Requirement

                                                                                                          Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                   Comments
                                                                                                          Response Codes Fulfill Requirements

 GL      69.07        Reconciliation of Balance sheet to Statement of Net Assets
                      Reconciliation of the Statement of Revenues, Expenditures, and Changes in Fund 
 GL      69.08
                   Balance of Governmental Funds to the Statement of Activities
 GL      69.09        Statement of Fiduciary Net Assets ‐ Fiduciary Funds
 GL      70.00     Produce the State‐mandated Annual Update Document
 GL      71.00     Run reports by basis of accounting. 
 GL      72.00     Produce the following reports:
 GL      73.00     Account history
 GL      74.00     Detailed transaction journal
 GL      75.00     Budget transfers journal
 GL      76.00     Budget to Actual Expenditures (for any user‐defined date or period range)
 GL      77.00     Payroll transactions (at the transaction level) that exceed the appropriation amount
 GL      78.00     Cash Transfers List
 GL      79.00     Budget to Actual Revenue Estimates (for any user‐defined date or period range)
                   Department Budget (including both actual and budgeted amounts) for any user‐
 GL      80.00
                   defined date or period range
                   defined date or period range
 GL      81.00     Trial Balance
 GL      82.00     Balance Sheet
 GL      83.00     Chart of Accounts 
 GL      84.00     Cash Flow Statement (for any user‐defined date or period range)
 GL      85.00     Annual Information Statement for Bondholders
 GL      86.00     Cost Allocation by user defined measures (headcount, office square footage)
                                                                                     BUDGET
                   Departments across the organization can access budget information on‐line for 
 BP       1.00
                   their unit.
 BP       2.00     System can track the process of approvals and modifications 
                   System can access all expenditure and revenue line items currently in use by the 
 BP       3.00
                   financial system 
 BP       4.00     System can support multiple budget scenarios and save them as budget versions.

 BP       5.00     Allow a decentralized user (e.g., a department) to save multiple budget scenarios)
 BP       6.00     Allow a decentralized user to submit one of multiple saved budget scenarios
 BP       7.00     Tracks performance measures at the following levels:
 BP       7.01          County‐wide goal level
 BP       7.02         Department goal level
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                                                                                                                                                                     Page 82 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                       CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                 M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                        U = Unable to Meet Requirement

                                                                                                          Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                   Comments
                                                                                                          Response Codes Fulfill Requirements

 BP       7.03          Project level
 BP       7.04          Program level
 BP       8.00     Supports decentralized budget development through the County's Intranet.
 BP       9.00     Provides a facility for attaching substantial narrative information to:
 BP       9.01     Decision packages
 BP       9.02     Department budgetary submission
                   Create budget relationships (e.g., salary changes automatically adjust benefits and 
 BP      10.00
                   vice versa).
 BP      11.00     Supports the following types of budgets:
 BP      11.01          Organization view:
 BP      11.02               Vertical (department grouping of common functions)
 BP      11.03               Department
 BP      11.04               Division
 BP      11.05               Grant number
 BP      11.06               Program
 BP      11.07                   j
                             Project
 BP      11.08          Financial view:
 BP      11.09               Fund type (e.g., operating)
 BP      11.10               Fund
 BP      11.11               Appropriation unit
 BP      11.12               Line Item
 BP      11.13               Planning view: 
 BP      11.14               Multi‐year Capital Plan
 BP      11.15               Multi‐year Financial Plan
 BP      11.16               Revenue Planning
 BP      11.17               Ad hoc views
                   System accepts entry of budget requests at all organizational levels based on user 
 BP      12.00
                   authorization.
 BP      13.00     System prohibits multiple users from updating the same record simultaneously.
                   System prevents department level users from updating budget information after it 
 BP      14.00
                   has been submitted.
 BP      15.00     Users can review budget baseline and actuals.

 BP      16.00     Construct a budget worksheet at the following levels within the chart of accounts
 BP      16.01           Department
 BP      16.02           Division

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                                                                                                                                                                        Page 83 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

 BP      16.03          Responsibility center
 BP      16.04          Sub‐object
 BP      17.00     Include revenue items within budget worksheet documents
                   Creates budget worksheets for a range of items defined within the chart of 
 BP      18.00
                   accounts, using the following budget bases (e.g., FY 09 budget year):
 BP      18.01          Zero balances in all accounts
 BP      18.02           Ad hoc worksheets established at the object level, within a responsibility center
 BP      18.03           Current year adjusted budget (e.g., FY 08)
 BP      18.04           Current year's original budget
 BP      18.05           Current year's actual financial results for the last closed period (e.g., FY 08)
 BP      18.06           Last year's approved budget
 BP      18.07           Last year's actual financial results (e.g., FY 07)
 BP      18.08           Current year's budget or actual plus/minus a percentage
 BP      19.00     Produces budget worksheet information including:
                                       y                     g                    (
                         Two or more years historical budget and actual data (inclusion of historical 
 BP      19 01
         19.01
                         data)
 BP      19.02           Current year's actual financial results for the last closed period (e.g., FY 08)
 BP      19.03           Current Year Original Budget (e.g., FY08)
 BP      19.04           Current Year Adjusted Budget (e.g., FY 08) 
 BP      19.05           Current Year Projected
 BP      19.06           Next Year's Budget
 BP      19.07           Next Three Years Budget
                   Allows Budget Office to "push" worksheets out to departments electronically for 
 BP      20.00
                   budget preparation.
                   Budget preparation module automatically loads appropriation control budgets from 
 BP      21.00
                   final budget version.
 BP      22.00     System calculates the difference between budget versions.
                   System spreads global cost reductions and increases across object items within a 
 BP      23.00
                   responsibility center by:
 BP      23.01     Based upon an absolute dollar amount
 BP      23.02     Based on a % adjustment factor
 BP      24.00     System provides for multiple budget versions.
 BP      25.00     System allows data to be carried forward from one version to the next version.
 BP      26.00     Support multiple fiscal year measures 
 BP      27.00     Import actuals from the general ledger module.

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                                                                                                                                                                       Page 84 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

 BP      28.00     Provide the ability to import current year final adopted and adjusted budget data.
 BP      29.00     Associates multiple funding sources to project accounts
 BP      30.00     The ability to round to the nearest user‐define specific $ amount
                   Supports the grouping of add/reduction requests together to form a decision 
 BP      31.00
                   package.
                   Scenario analysis supports the addition/deletion/combination of discrete decision 
 BP      32.00
                   packages to form a new scenario.
 BP      33.00     Allow budget submissions to assign a priority factor to a decision package
 BP      34.00     Enable OMB to adjust priority factors within a submitted decision package
                   Reporting enables the sorting of decision packages by priority status, dollar amount, 
 BP      35.00
                   etc.
 BP      36.00     Associates narrative to a given decision package for historic/audit trail purposes.
                   Associates narrative/graphics to a given decision package for budget production 
 BP      37.00
                   p p
                   purposes.
                   Provide a forecasting "what if" tool to analyze the impact of departmental changes 
 BP      38.00
                   by identifying additional positions, functions, costs, etc.
 BP      39.00     Allocate budget amounts quarterly (not appropriation control, only for projections)
                   Creates budget relationships (e.g., salary changes automatically adjust benefits and 
 BP      40.00
                   vice versa).
 BP      41.00     Forecast current year budget and actuals based on:
 BP      41.01     Straight line projection on current year actual
 BP      41.02     Percentage based on last year actual
 BP      41.03     User entered formula
 BP      41.04     Last year actual or budget for the remainder of the current fiscal year
 BP      41.05     Seasonality
 BP      42.00     Save multiple forecasts as scenarios.
 BP      43.00     The ability to forecast various union contracts scenarios
 BP      44.00     Supports user call to interface with position control function for staff budgeting 
 BP      45.00     System provides for multiple types of positions, including but not limited to:
 BP      45.01     Full‐time
 BP      45.02     Part‐time
 BP      45.03     Reduced schedule
 BP      45.04     Seasonal

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                                                                                                                                                                   Page 85 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                     CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                               M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                      U = Unable to Meet Requirement

                                                                                                        Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                 Comments
                                                                                                        Response Codes Fulfill Requirements

 BP      45.05     Hourly
 BP      45.06     Temporary
                   System provides the ability to perform the following operations online with the 
 BP      46.00
                   proper security authorization:
 BP      46.01     Add or delete the number of positions
                   Reclassification of positions at a user‐defined point in time and maintains the 
 BP      46.02
                   historical information of the change
 BP      46.03     Modification of the salary, benefit and other information of a position
                   Transfer of positions at a user specified time between organizational units, 
 BP      46.04     departments, projects, programs, grants, etc. and maintains the historical 
                   information of the change
 BP      46.05     Modify filled/vacant status
 BP      47.00     Review multiple versions of budget online with proper security authority.
 BP      48.00     Group account numbers for internal and external reporting purposes.
 BP      49.00     Merge other module data into budget reports (e.g., budgeted and actual positions).
 BP      50.00     System provides the following online queries by year and by period:
 BP      50.01          Beginning Expenditure Balance
 BP      50.02          Beginning Expenditure Budget
 BP      50.03          Amended Expenditure Budget
 BP      50.04          Actual Expenditures (YTD through a selected month)
 BP      50.05          Actual Revenues (YTD through a selected month)
 BP      50.06          Transfers (In and Out)
 BP      50.07          Available Expenditure Budget Balance
 BP      50.08          Balance Sheet Account (i.e. reserve and designated fund balance)
 BP      50.09          Revenue Report including:
 BP      50.10          Revenue Budget
 BP      50.11          Amended Revenue Budget
 BP      50.12          Actual Revenue (YTD through a selected month)
 BP      50.13          Deferred Revenue
 BP      50.14          Revenue Surplus/Deficit
 BP      51.00     System generates a standard, customizable budget variance report.
 BP      52.00     System contains projects reports/inquiries by funding source and by project type.
 BP      53.00     All other user defined reports as required by OMB
                                                                       PERFORMANCE MANAGEMENT
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                                                                                                                                                                       Page 86 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

 PM       1.00     The system is web‐based
                   The system provides the ability to manage performance management design and 
 PM       2.00
                   Key Performance Indicator (KPI) materials including, but not limited to:
 PM       2.01          Balanced scorecard design
 PM       2.02          Continuous improvement framework design
 PM       2.03          KPI requirements and design
                   Performance measures can be created from templates that conform to specified 
 PM       3.00     criteria for definition of the measures, and that assist in confirming that the data 
                   types chosen as components of the measure satisfy the criteria
 PM       4.00     The system allows maintenance of the measures over time
                   Adjustments are permitted to measure definitions for restatement of reported 
 PM       5.00
                   measures under the revised definitions  
                   The system allows translation and traceability at all levels and in both directions 
                   among higher level goals to more detailed objectives and associated measures, so 
 PM       6.00
                   that performance measures can be linked to County Commission goals and County 
                   agency strategies   
                   Data for the performance management system can be collected from other 
 PM       7.00     Broward County software applications systems through interfaces and verified with 
                   minimal human intervention
                   Where mechanized application and/or data interfaces are not available, data can be 
 PM       8.00
                   easily entered through manual data entry
                   Metrics for other organization systems including, but not limited to work order and 
 PM       9.00     customer relationship management systems can be interfaced with the 
                   performance management system
                   Tools are available for a variety of data analysis techniques, including methods to 
                   categorize, view and to group data from various perspectives, and to create and 
 PM      10.00     analyze trends under various statistical assumptions; the analyses available should 
                   allow for projections based on current assumptions (e.g., that a trend level persists 
                   into the future), or under changes to the assumptions

                   Notes or other records visible to authorized users can be utilized to explain changes 
 PM      11.00
                   in calculation methodologies, error correction, measure definitions, references, etc.
                   The system allows analysis of performance data against targets, over time periods, 
 PM      12.00
                   and in other ways
                   Data can be aggregated easily so that different views of information may be 
 PM      13.00
                   obtained:

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                                                                                                                                                                          Page 87 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

 PM      13.01     By organizational level
 PM      13.02     Over standardized and user‐selectable past, current and year‐to‐date time periods
                   By activities at various levels (mission, goals, objectives) in support of business 
 PM      13.03
                   planning outcomes
                   What‐if analysis is provided for extrapolation of performance results or to examine 
 PM      14.00
                   the effects on performance measures if various assumptions are changed
                   What‐if analysis permits retrospective analyses, (e.g., if certain conditions applied in 
 PM      15.00     the past, what would the performance measures, trends, or other views have 
                   been?)
                   The system provides the ability to manage the performance measurement and 
 PM      16.00
                   reporting models including, but not limited to:
 PM      16.01          Enterprise‐wide Measurement (Balanced Scorecard)
 PM      16.02          Performance Measurement Tracking
 PM      16.03          Performance Measurement Reportingp     g
 PM      16.04          Performance Management Analysis
                   The system provides the ability to use dashboard‐type software (red‐light 
 PM      17.00
                   indicators)/exception reporting
                   The performance measurement framework will support multiple perspectives and 
 PM      18.00     views of information at all levels with identifiable cause‐effect relationships 
                   including:
 PM      18.01          Financial indicators
 PM      18.02          Non‐financial indicators (number of employees, volumes, etc.)
 PM      18.03          External indicators (public service‐oriented)
 PM      18.04          Internal indicators (process performance metrics)
                   The system provides the ability to view and print a standard set of reports, and to 
 PM      19.00
                   design custom reports using performance management system data
                   The system provides the ability to create charts and graphs from performance 
 PM      20.00
                   management system data
                                                                                        TREASURY
 TR       1.00     Establish default account distributions for each revenue source.
                   Automatically generate investment earnings allocation journal entries by user‐
 TR       2.00
                   defined percentages at the investment level.
 TR       3.00     Produces a cash balance by fund report. 
 TR       4.00     Produces a cash balance by grant / project report

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                                                                                                                                                                 Page 88 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                   CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                             M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                    U = Unable to Meet Requirement

                                                                                                      Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                               Comments
                                                                                                      Response Codes Fulfill Requirements

                   Automatically generate investment charge allocation entries by user‐defined 
 TR       5.00
                   instrument percentages.
 TR       6.00     Allow, through web‐enablement, for Internet secured receipt of revenues.
 TR       7.00     Accommodate Electronic Fund Transfers for all payments and receipts.
                   Provides Treasury cash balancing and reconciliation tools on an individual bank 
 TR       8.00
                   account basis.
 TR       9.00     Provides cash flow analysis tools based upon projected expenditure activity. 
 TR      10.00     Support segregation of bond issues to be reportable within the same fund.
 TR      11.00     Inquiry to monitor daily cash balance within the financial system:
 TR      11.01          By fund
 TR      11.02          By bank account
 TR      11.03          By grant
 TR      11.04          By project
 TR      12.00     Track and monitor NSF or fraudulent checks, including:
 TR      12.01          Reversal of the revenue transaction
 TR      12.02           pp
                        Application of a NSF fee to NSF revenue 
 TR      12.03          Create NSF receivable
 TR      12.04          Support NSF aging function
 TR      13.00     Project future Cash/Investment position for Treasury.
 TR      14.00     Provides investment analysis tools to measure or calculate, at a minimum:
 TR      14.01          Portfolio risk ( what‐if)
 TR      14.02          Asset duration
 TR      14.03          Asset allocations
 TR      15.00     Calculates accrued interest on Investments.
 TR      16.00     Establish interfaces with banking software, at a minimum:
 TR      16.01          Download bank balances in real time
 TR      16.02          Upload positive pay information
 TR      16.03          Download check reconciliation files
 TR      16.04          Download investment holdings
 TR      16.05          Download collateralization information
 TR      16.06          Upload stop pay transactions
                   Generates a monthly investment report by type, custodian, and dollar amount 
 TR      17.00
                   based upon a user defined date range.
 TR      18.00     Graph revenue data for investments, outside funding, etc.
                   Allocate investment earnings (or losses) based upon the ownership of an 
 TR      19.00
                   investment asset

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                                                                                                                                                                        Page 89 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

                   Inquire on bank account balances via electronic interface with the financial 
 TR      20.00
                   institution. 
 TR      21.00     Categorize trustees by type.
                   Support accounting for a deposit function termed "trustee accounts", where monies 
 TR      22.00
                   remain on account with the County.
 TR      23.00     Calculate interest on a subset of deposits, identified by deposit trustee type.
 TR      24.00     Trustee types include:
 TR      24.01           Deposits 
 TR      24.02           Real Estate Escrow
 TR      24.03           Court & Trust
 TR      24.04           Bail 
 TR      24.05           Performance bond
 TR      25.00     Credit interest to trustee deposits via automated journal allocation.
 TR      26.00     Track revolving loan fund activity administered by the County.
                   Generates summarized reports on cash receipts and disbursements for Treasury 
 TR      27.00
                                   p
                   over a user‐input date range.g
 TR      28.00     Tools to support 'what if' derivatives analysis for debt issues to include:
 TR      28.01           Fixed to variable rate analysis
 TR      28.02           Variable to fixed rate analysis
 TR      28.03           Inclusion of issuance / contract fees
 TR      28.04           Sensitivity analysis to interest rate changes 
 TR      29.00     Generate a cash report for Agency & Trust Funds
 TR      30.00     Generate a funding source reports at the project level.
 TR      31.00     Extract lockbox revenue by type, date and dollar amount.
                   Initiate a workflow request to authorize a funds transfer. Initiator and two levels of 
 TR      32.00
                   approval (all internal to Treasury department)
                   Report on the balance of cash account codes that are interest bearing and non‐
 TR      33.00
                   interest bearing
 TR      34.00     Supports a daily cash receipts journal for remote entry of summarized receipts.
                   Upload a cleared check data file from banks to update the County's outstanding 
 TR      35.00
                   check list
                   Query the outstanding check file for items that fall within a date range (i.e. to 
 TR      36.00
                   identify stale checks)
 TR      37.00     Cancel an outstanding check using a drop down menu of reasons for cancellation



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                                                                                                                                                                    Page 90 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                      CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                       U = Unable to Meet Requirement

                                                                                                         Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                  Comments
                                                                                                         Response Codes Fulfill Requirements

                   Facilitate an item "look up" over a defined date range by providing an amount that 
 TR      38.00
                   is of interest (e.g., to find a 'book' transaction)
                                                                               ACCOUNTS PAYABLES
 AP       1.00     Age accounts payable.
 AP       2.00     Support table driven edit rules for payment eligibility, including:
 AP       2.01         Level of authorization based upon amount of payment
 AP       2.02         Licensing
 AP       2.03         Grant restrictions by expenditure type
 AP       3.00     Automatically relieve an encumbrance when the "receiver" document is entered.
 AP       4.00     Establish accounts payable accrual once the encumbrance is relieved
                   Flag accounts manually if vendor has an overdue accounts receivable balance with 
 AP       5.00
                   the County.
 AP       6.00     Support digital signatures for transaction approvals
 AP       7.00     Process transactions in real time or in batch.
 AP       8 00
          8.00     Accept electronic file upload (i e customer refund file)
                   Accept electronic file upload (i.e., customer refund file).
 AP       9.00     Assign a control number in ERP for a Travel & Expense request.
                   Cut customer refund checks via system interface (property tax refunds) without 
 AP      10.00
                   creating a vendor file.
 AP      11.00     Prevent duplicate vendor entry by tax identification number.
 AP      12.00     Accommodate “one‐time” vendors and identify them as such.
 AP      13.00     Reclassify a one time vendor as a permanent vendor.
 AP      14.00     Capture 1099 information at the payment level when entering an invoice
 AP      15.00     Vendor classification types include
 AP      15.01          County Business Enterprise (CBE)
 AP      15.02          Disadvantaged Business Enterprise (DBE)
 AP      15.03          Small Business Enterprise (SBE)
 AP      16.00     Create or modify vendor remit to address.
 AP      17.00     Locate vendor by vendor number/code as well as by vendor name (full or partial).
 AP      18.00     Match items by the following:
 AP      18.01         Receiver information
 AP      18.02         Invoice
 AP      18.03         Purchase order
 AP      18.04         Inspection information


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                                                                                                                                                                       Page 91 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                   Default information from the purchase order to the invoice entry screen to simplify 
 AP      19.00
                   data entry.
                   Generate a prepayment transaction prior to receipt of an invoice from a valid PO 
 AP      20.00
                   record
 AP      21.00     Schedule invoices for payment based on user input due date
                   Allow for decentralized payment approval (through County Departments) with 
 AP      22.00
                   centralized remittance
                   Initiate an email from the Comptroller's Office (Claims Department) that informs the 
 AP      23.00
                   receiver of a payment rejection
 AP      24.00     Support line item approval on invoices
 AP      25.00     Workflow approvers to include:
 AP      25.01          Department receiver
 AP      25.02          Project Manager (if applicable)
 AP      25.03          Project Sponsor (if applicable)
 AP      25.04          Accounting Office
                     p                                    p g            g                 p        g
                   Split an invoice line item across multiple general ledger accounts on a percentage 
 AP      26 00
         26.00
                   basis.
                   Split an invoice line item across multiple general ledger accounts on a dollar amount 
 AP      27.00
                   basis.
                   Allocate an invoice total across multiple accounts according to a percentage of the 
 AP      28.00
                   invoice amount.
 AP      29.00     Allocate an invoice total across multiple accounts by dollar amount.
                   Reinstate an encumbrance for a payment that has passed the matching process, but 
 AP      30.00
                   is held up for corrections. Reverse the payable transaction.
 AP      31.00     Capture subcontractor utilization information at the time of invoice entry:
 AP      31.01          Amount paid
 AP      31.02          Payment to MWBE subcontractor
                   Reinstate a prior year encumbrance for a payment that has passed the matching 
 AP      32.00
                   process, but is held up for corrections. Reverse the payable transaction.
 AP      33.00     Perform a partial liquidation of an encumbrance for a payment of a partial order
 AP      34.00     Perform a partial liquidation of a prior year encumbrance 
 AP      35.00     Accommodate account distributions by line item.
                   Workflow support of the "stop pay" check function (e.g., request Treasury to 
 AP      36.00
                   perform a stop check process w/ bank).


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                                                                                                                                                                       Page 92 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                   Maintain and release recurring payments based upon user defined amounts and 
 AP      37.00
                   payment dates.
                   Provide for remittance of retainage payable to an escrow agent as part of the 
 AP      38.00
                   payment function. 
 AP      39.00     Calculate retention withholding on a percentage basis
 AP      40.00     Associate bonds in lieu of retention to a specific contract
                   Edit against the flag "Bond in Lieu of Retention"; if "Y", prohibit a retention entry 
 AP      41.00
                   when paying the invoice.
 AP      42.00     Track retention withheld at the contract level 
 AP      43.00     Enable a payment to be sent to a "factor" 
 AP      44.00     Capture "factor" payment history with an association to the vendor record
 AP      45.00     "Hold" payments for a selected vendor at the invoice level.
 AP      46.00     Approve partial or full batches of payments against invoices.
 AP      47.00     Prohibit transactions with insufficient appropriation.
                   Prohibit transactions with insufficient cash balance to support remittance of the 
 AP      48.00
                   p y
                   payment
 AP      49.00     Supports advance payment to vendors, booked to an asset account
 AP      49.01           Track prepayment history at the contract (or Purchase Order) level
                         Offset vendor invoices against prepaid balances for a given contract (or 
 AP      49.02
                         Purchase Order)
 AP      50.00     Tracks advance payment balance.
 AP      51.00     Check for duplicate invoice based upon:
 AP      51.01           Invoice #
 AP      51.02           Vendor / Dollar amount combinations
                   Accommodate electronic payments (e.g., EFT, wire transfer, ACH, etc.) with 
 AP      52.00
                   electronic remittance advice to the associated vendor.
 AP      53.00     Flag an invoice as "disputed" after it has been entered into the system. 
 AP      54.00     Create multiple electronic payment groupings by EFT, ACH, etc.
 AP      55.00     Initiate a request for Treasury to fund remittances via workflow.
 AP      56.00     Manually deduct lien amounts from payments to vendors.
 AP      57.00     Generate accounts payable checks daily, weekly, monthly or on demand.
 AP      58.00     Document garnishment or "factor" remittances with notation to the vendor file.
 AP      59.00     Support Positive Pay.
                   Allow the user (via prompt) to offset open Accounts Receivable invoices against 
 AP      60.00
                   open Accounts Payable invoices for the same entity
                   Produce checks in various sequences (vendor name, zip code, GL account at a 
 AP      61.00
                   minimum).
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                                                                                                                                                                       Page 93 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                   Consolidate multiple invoices for the same vendor on one check, and itemize the 
 AP      62.00
                   invoices on the remittance advice.
                   Generate a special check for one of many invoices processed for the same vendor 
 AP      63.00
                   "remit to" information
 AP      64.00     Void checks by check number or group of check numbers.
                   Capture the reissue reason for a check based upon a drop down menu of reasons 
 AP      65.00
                   (e.g., stale dated, canceled check, lost, etc.).
 AP      66.00     Generate accounting information for void checks that are reissued. 
 AP      67.00     Enter comments on the remittance advice.
                   Provide an authorization listing of approved vendor claims for funding prior to 
 AP      68.00
                   releasing checks or electronic payments.
 AP      69.00     Track employee travel open advance balances.
 AP      70.00     Track payments issued to a vendor.
 AP      71.00     Allow a Department to inquire on‐line as to the status of payments
 AP      72.00     Allow a 3rd party vendor to inquire via the Internet on the status of a payment
                         g          p y                                       q      /
                   Change vendor payments on a contract when vendor is acquired / sold to another 
 AP      73 00
         73.00
                   company.
                   Remittance advice must provide the following information at a minimum: Contract / 
 AP      74.00
                   PO #, Invoice #, Invoice date, Description, Gross dollars, Retention, and Net Amount.
                   Required Fields at a minimum:  Invoice #, Invoice date, Invoice Amount, Vendor #,  
 AP      75.00
                   Department received date, Routing information within the County.
                   Ability to process employee travel & expense reimbursements through a self‐service 
 AP      76.00
                   portal.
 AP      77.00     Support batch entry of invoices (auto‐balancing and approval prior to posting).
 AP      78.00     Apply credit memos against open invoices.
 AP      79.00     Inquire online into check clearance status.
                   Select a vendor for check reissuance (i.e., is not required to be the same party that 
 AP      80.00
                   received the initial check)
 AP      81.00     Search vendor files using partial vendor names and wildcards.
 AP      82.00     Report on invoices using the due by date and vendor name fields.
 AP      83.00     Report and query from any field within the accounts payable module.
 AP      84.00     Create 1099 file for tax reporting purposes.
                   Accumulate year‐to‐date figures by calendar year, fiscal year, quarter or other user‐
 AP      85.00
                   defined period for:


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                                                                                                                                                                        Page 94 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

                       Purchases by vendor (i.e., by invoice, purchase order/contract number, purchase 
 AP      85.01
                   item, chart of account string).
 AP      85.02         Purchases by service type and/or commodity code
 AP      85.03         Payments to vendor and/or by contract
 AP      85.04         Volume by user
 AP      86.00         Produce the following reports:
 AP      86.01         Vendor Master Listing (by any element in the file)
 AP      86.02         Vendor Multiple Address listing
 AP      86.03         Summary Payment Report by Vendor (for a user determined time period)
 AP      86.04         Check register
 AP      86.05         EFT Disbursement
 AP      86.06         Cash Requirements Report
 AP      86.07         Ledger Distribution Report
 AP      86.08         Intercompany Distribution List
 AP      86.09         Procurement Card Reports
 AP      87.00     Accumulate and report data by:
 AP      87.01        Calendar year
 AP      87.02        Fiscal year
 AP      87.03        Quarter
 AP      87.04        User‐defined time period
                   Provide a complete audit trail of transactions passed from accounts payable to or 
 AP      88.00     from other applications.  Must have an audit trail for transactions related to record 
                   changes within Account Payable module.
                   Track all payments made to a vendor/supplier referenced by items such as PO, 
 AP      89.00
                   Invoice, Contract, vendor type, vendor class, item description, etc.
                   Accumulate year‐to‐date dollar payments by vendor for calendar year and fiscal 
 AP      90.00
                   year.
                   Track disbursements by expense account (i.e., leases, employee reimbursements, 
 AP      91.00
                   petty cash, etc.).
 AP      92.00     Generate AP/GL reconciliation report at the level of the individual payment
                   Report AP cash disbursements forecast ‐ flexibility to project based upon set criteria 
 AP      93.00
                   (I.e. # days).
 AP      94.00     Maintain a subsidiary ledger of deposits payable
 AP      95.00     Generate a payment based upon hard copy remittance release information
                   Allow a transaction for retained County funds (e.g., services rendered on a deposit 
 AP      96.00
                   transaction) without generating a remittance to the County

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                                                                                                                                                                         Page 95 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

 AP      97.00     Retain prior year(s) data for comparative reporting.
                   Capture 1099 type (s) on parent or remit to vendor record (in the event that a 
 AP      98.00
                   vendor has different vendor types for different remit to addresses).
                   Change certain voucher information after check is issued (such as 1099 
 AP      99.00
                   distribution).
                   Define vendors for 1099 reporting and ability to exclude invoices if necessary (e.g., 
 AP      100.00
                   consultants, lawyers, doctors, real estate).
                   Flag certain expense types for 1099 tax reporting purposes (e.g., consultants, 
 AP      101.00
                   lawyers, doctors, real estate).
 AP      102.00    Perform 1099 withholding at the vendor level.
                   Set up various types of 1099 Forms, including Form 1099 S for Real Estate 
 AP      103.00
                   transactions or 1099 Forms for transactions on P‐cards.
 AP      104.00    Generate report of all vendor payments over $600 through ERP.
 AP      105.00    Upload 1099 data electronically to Federal and State agencies.
 AP      106.00    Ability to provide workflow throughout all suites/modules/applications.
 AP      107.00    Workflow rules can be based upon the following:
 AP      107.01        Tolerances
 AP      107.02        Events or "triggers"
 AP      107.03        Financial rules
 AP      107.04        User‐defined parameters
 AP      108.00    Appropriate roles, rules and routing
 AP      109.00    Ability to provide a flexible, hierarchical approval process.
                   Ability to assign secondary approval (e.g., vacation or duplicate approval 
 AP      110.00
                   capabilities).
 AP      111.00    Ability to track and report electronic approvals.
                   Ability for bi‐directional approval, e.g. to start with the supervisor and be routed to 
 AP      112.00
                   the employees.
                   Ability to set number of approvals required by type of transaction or threshold such 
 AP      113.00
                   as dollar value.
                   Ability to automatically re‐route transactions if an individual does not act within a 
 AP      114.00
                   specified timeframe.
                   Ability to provide notifications to parties involved in workflow chain when escalation 
 AP      115.00
                   is needed.
 AP      116.00    Ability to capture performance statistics based on workflow activity (or inactivity).



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                                                                                                                                                                        Page 96 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

                   Ability to allow individuals with higher levels of authority to approve transactions 
 AP      117.00
                   that have not been approved by individuals with lower levels of authority.
                   Ability to track and report every aspect of the electronic approvals (e.g., supervisor 
 AP      118.00
                   did not approve but department head approved).
 AP      119.00    Ability to support the following approval assignments:
 AP      119.01         Group approvals for individual transactions
 AP      119.02         Group approvals for group transactions
 AP      119.03         Individual approvals
                   Ability to send out broadcast messages to notify of certain events (e.g., pay period 
 AP      120.00
                   when accruing a floating holiday).
                   Ability to specify the receivers of broadcast messages (e.g., by bargaining unit, by 
 AP      121.00
                   position, etc.). 
                   Ability to utilize bulletin board functionality to display broadcast messages upon 
 AP      122.00
                   entry into the system.
                         y                   g               (        g                  )
                   Ability to utilize existing email network (Exchange 5.5 at minimum) to send 
 AP      123.00
         123 00
                   workflow notifications.
                   Ability for necessary forms or documents to be routed to users and/or supervisors 
 AP      124.00
                   for completion upon user‐defined events.
                   Ability to process expense reimbursements (e.g., travel) through the time & leave 
 AP      125.00
                   aspect of the HRMS system
                   Ability to calculate allowances based on hours worked, collective bargaining unit, 
 AP      126.00    and a designated rate unless the employee is receiving an out‐of‐County meal 
                   reimbursement for the day
                   Ability to provide meal/mileage allowance rules based on union, contiguous/non‐
 AP      127.00
                   contiguous, length of time served, and full time/part time status

                                                                            ACCOUNTS RECEIVABLES
 AR       1.00     Ability to maintain a master customer file.
 AR       2.00     Ability to establish default account distributions for each receivable.
 AR       3.00     Ability to electronically invoice customers.
 AR       4.00     Ability to capture expenditure data for billing purposes.
 AR       5.00     Ability to provide true balance per customer at any point in time.
 AR       6.00     Ability to recognize or accommodate:
 AR       6.01          Revenue earned and billed
 AR       6.02          Revenue earned, but not billed

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                                                                                                                                                                       Page 97 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

 AR       6.03          Estimated revenue
                        Projecting cash flow of receipts based on historical data by accounts receivable 
 AR       6.04
                        type
 AR       6.05          Sorting and displaying accounts receivable in a prescribed aging format
                   Ability to receive Electronic Fund Transfers for customer payments with automatic 
 AR       7.00
                   entry to the associated account.
                   Ability to enter a cash receipt transaction on a decentralized (divisional) or 
 AR       8.00
                   centralized basis.
                   Ability to cross reference the vendor file on vendors who owe money and are owed 
 AR       9.00
                   money  Broward County.
                   Ability to reduce payments to vendors by the amount of any outstanding amounts, 
 AR      10.00
                   with the appropriate security and approval.
 AR      11.00     Ability to apply credit memos against customer files.
 AR      12.00     Ability to accommodate decentralized cash receipt deposit entry.
                   Ability to notify specific users if receivables go unpaid for user‐defined period of 
 AR      13.00
                   time.
 AR      14.00     Ability to generate notices/letters to non‐paying customers.
                   Ability to accrue subsequent receipts from a user‐defined number of days or date 
 AR      15.00     range beyond the fiscal year (e.g., all receipts from July 1 ‐ August 31 are accrued 
                   for the prior fiscal year).
 AR      16.00     Customer status to include:
 AR      16.01          Active
 AR      16.02          One time
 AR      16.03          Inactive 
 AR      16.04          Bankrupt
 AR      16.05          Deadbeat / In collections
 AR      16.06          Debarred
 AR      16.07          Grantee (a form of active status)
 AR      16.08          Employee
                   Enable a customer account view that provides a customer's Accounts Payable and 
 AR      17.00
                   an Accounts Receivable balance on the same screen
 AR      18.00     Record the following customer information in a centralized customer record:
 AR      18.01          Balance forward or open items by date
 AR      18.02          Last account activity
 AR      18.03          Contact name
 AR      18.04          Address by type (i.e., remittance, bill to, parent company, etc.)

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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                       CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                 M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                        U = Unable to Meet Requirement

                                                                                                          Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                   Comments
                                                                                                          Response Codes Fulfill Requirements

 AR      18.05          Telephone 
 AR      18.06          Email
 AR      18.07          Multiple addresses by type (i.e., remittance, bill to, parent company, etc.)
 AR      18.08          Bank account ‐ for auto debit payments against open customer invoices
 AR      18.09          Balance due
 AR      18.10          Credit statistics, including NSF check
 AR      18.11          Customer type (e.g., parks, weights and measures) in a drop down box
 AR      18.12          Free form text field associated with the customer record
 AR      19.00     History of changes to customer record fields maintained as an audit trail
 AR      20.00     Attach multiple customers to a single account.
                   Check for duplicate customers based on user‐defined criteria (e.g., tax ID number, 
 AR      21.00
                   alphabetic similarity, phonetic similarity, phone number, postal code, etc.).
 AR      22.00     Create lease record that will track customer payments over multiple years
 AR      23.00     Limit internal County access to the following customer record  information:
 AR      23.01                  g
                         Banking information
 AR      23.02           Tax ID number
                   Enable customers to maintain their contact information through Internet access to 
 AR      24.00
                   their customer record
 AR      25.00     Automatically assign sequential customer number.
                   Preserve customer history (e.g., payment transaction history) that is able to be 
 AR      26.00
                   accessed via inquiring on the customer record itself
 AR      27.00     Automatically assign sequential invoice number.
 AR      28.00     Future date an invoice upon generation
 AR      29.00     Generate a credit memo for adjustments to a customer invoice
 AR      30.00     Generate a debit memo for adjustments to a customer invoice
 AR      31.00     Generate electronic invoices
                   Workflow approval for invoice issuance enabled at the department level (one 
 AR      32.00
                   workflow that is used by all departments). 
 AR      33.00     Produce recurring billings based upon contract terms without user intervention.
                   Establish a one‐time approval path for recurring invoices for the length of their 
 AR      34.00
                   underlying contract terms
 AR      35.00     Produce an "on demand" invoice
                   Generate an invoice from costs accumulated (e.g., labor from a Payroll transaction, 
 AR      36.00
                   materials procured via Accounts Payable) in a Projects account
                   Create an invoice record in the system but not generate a hard copy document 
 AR      37.00
                   (e.g., lease accounts, government claims). 
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                                                                                                                                                                        Page 99 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

 AR      38.00     Associate imaged documentation to an invoice.
 AR      39.00     Generate customer statements at user defined date intervals from date of invoice
 AR      40.00     Free form text field available at the invoice level
                   Enable a "tickler" function at the invoice level to send a follow‐up reminder to a 
 AR      41.00
                   departmental mailbox. 
                   Allow the "tickler" to be reset by the user after performing an update transaction to 
 AR      42.00     the invoice record (e.g., updating the notes field for collection activity 
                   communications)
 AR      43.00     Generate consolidated statements for customers with multiple accounts.
 AR      44.00     Include Department identifying information associated with each invoice. 
 AR      45.00     Print a duplicate bill on request.
                   Store three dunning forms (e.g., three levels of escalation) for generation at defined 
 AR      46.00
                   days overdue thresholds
                   Method of transmitting dunning forms follows the same method (mail or email) of 
 AR      47.00
                   transmission that the invoice used
 AR      48.00     Allow a user to put dunning letters on hold at the invoice level. 
                   Preclude generation of dunning letters to a customer with "Bankrupt" as status in 
 AR      49.00
                   the customer record
                   Age receivables in user‐defined schedules based on charge type, account, customer 
 AR      50.00
                   type, etc.
                   Automatically write‐off small discrepancies between the amount due and the 
 AR      51.00
                   amount received, based upon single threshold tolerance.
 AR      52.00     Apply payments according to the following:
 AR      52.01     Partial payments against individual line items on a receivable
                   Absent an available invoice number, payment is applied to the customer's oldest 
 AR      52.02
                   receivable; user confirmation of distribution, the ability to reallocate remittance.
 AR      53.00     Apply a late fee in an absolute dollar amount input by the user
                   Apply a monthly interest charge against an open balance; user inputs the % interest 
 AR      54.00
                   rate at the invoice level. 
                   Apply a payment to a "suspense" account for remittances that are pending 
 AR      55.00
                   assignment of an account distribution
 AR      56.00     Invoice status to include:
 AR      56.01          Open 
 AR      56.02          Closed 

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                                                                                                                                                                     Page 100 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

 AR      56.03           Hold
 AR      56.04           Disputed
 AR      56.05           Offset 
 AR      57.00     Edit the penalty or interest charge with appropriate levels of role‐based security 
 AR      58.00     Accommodate multiple payments against a single invoice.
 AR      59.00     Account for receipts made in advance as deferred revenues.
 AR      60.00     Tools to match payments without a remittance advice include:
 AR      61.00     Lookup invoice total amount
 AR      62.00     Lookup partial customer name
                   Lookup ABA routing number on vendor record in AP module (for vendors that have 
 AR      63.00
                   selected electronic payments)
 AR      64.00     Payment Types:
 AR      64.01          Electronic Fund Transfers.
 AR      64.02          Checks (capture of check number)
 AR      64.03          Cash
 AR      64.04           Auto debit against a bank account that is maintained in the customer record
 AR      64.05           Offset by funds due from the County to the customer
 AR      64.06           Debit card payments
 AR      64.07           Credit card payments
 AR      65.00     Create accounting adjusting entries for write off after workflow process is complete.
 AR      66.00     Apply a convenience fee to credit card transactions based upon either:
 AR      66.01          Percentage of the transaction (single, defined percentage)
 AR      66.02          Standard flat fee
                   Invoice against account distributions other than Revenue (e.g., deferred revenue for 
 AR      67.00
                   leases, reimbursement of costs advanced).
 AR      68.00     Enable lease billing elements including the following: 
 AR      68.01          Gross lease amount
 AR      68.02          Property taxes
 AR      68.03          CAM (Common Area Maintenance) based upon property square footage
 AR      68.04          Additional services
 AR      68.05          Security deposit
 AR      68.06          Leasehold improvements credit
 AR      68.07          Interest charges
 AR      68.08          Late fees
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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

                   Interface with Accounts Payable module to process refunds with data from the 
 AR      69.00
                   customer record.
                   Generate the receivable reversal entry and reinstatement of the receivable for NSF 
 AR      70.00
                   checks.
 AR      71.00     Accrue an NSF charge within the invoice record
                   Drill‐down to customer and receivable detail (i.e., date a check is received, 
 AR      72.00
                   purpose).
 AR      73.00     Receivables write‐off list.
 AR      74.00     County‐wide invoice aging report, by customer
 AR      75.00     Department invoice aging report, by customer
 AR      76.00     Open invoices
 AR      77.00     Open deferred revenue items (advance payments made by customers)
 AR      78.00     Access the customer master by a portion of the customer name.
 AR      79.00     Ability to generate a variance report by user or by division for:
 AR      79.01           Lists of receipts for daily cash deposits
 AR      79.02                       p     g          j
                         Cash receipts registers or journals
 AR      79.03           Daily bank deposits
 AR      80.00     Ability to list receivables written off with the appropriate accounting entry.
 AR      81.00     Ability to accommodate automatic reconciliation to the bank.
 AR      82.00     Ability to generate a variance report showing revenue accruals vs. actual collection.
                   Ability to optionally generate a dunning letter or notify a user according to user‐
 AR      83.00
                   specified criteria regarding aging and payment history.
                   Ability to produce reports for receivables reporting (reconcile receipts with 
 AR      84.00
                   outstanding bills/invoices).
                   Ability to generate an invoice based on activity, statistics and complex formulas in 
 AR      85.00
                   addition to fixed fee type of invoices.  
                   Ability to compute complex statistical categories that meets the requirements for 
 AR      86.00
                   an Aviation department.
 AR      87.00     Ability to accommodate revenue and cash flow analysis and forecasting.
 AR      88.00     Ability to produce accrual reports at any point in time.
                                                                                    PURCHASING
PUR       1.00     Support pre‐encumbrance and encumbrance control for budgeted funds.
                   Copy information from one process to another without re‐keying (i.e., requisition to 
PUR       2.00
                   purchase order).


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                                                                                                                                                                      Page 102 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                   Disable the purchase requisition function after a defined date within a given fiscal 
PUR       3.00
                   year
PUR       4.00     Disable the purchase order function after a defined date within a given fiscal year
PUR       5.00     Drill down to supporting documents and drill across to other system modules. 
PUR       6.00     Characterize an RFP solicitation status as:
PUR       6.01           Open
PUR       6.02           Pending
PUR       6.03           Awarded
PUR       6.04           User‐defined criteria
PUR       6.05           Protest
PUR       7.00     Characterize requisition status as:
PUR       7.01           Open
PUR       7.02           Closed
PUR       7.03           Rejected
PUR       7.04           Cancelled
PUR       7.05           On bid
PUR       7.06           Pending
PUR       8.00     Receive, record and tabulate solicitation information, including:
                         Capture basic solicitation info (bidder name, address, contact info, bid bond, 
PUR       8.01
                         bid surety, participation goals, status, etc.) 
PUR       8.02           Associate County bid addenda to an open procurement item
                         Enable the proposer to add bid exceptions and assumptions in a text entry 
 PUR      8.03
                         field.
                         Tabulate solicitation information including unit vendor, vendor #, prices, unit 
 PUR      8.04
                         volumes, and total price.
PUR       8.05           Populate a PO form with the tabulation results above
                         Enable a separate notes field for County bid analysis results (notation of 
PUR       8.06
                         resolution of bid exceptions, etc.)
                   Export solicitation information to a contract file upon user status change to 
PUR       9.00
                   'awarded'. 
PUR      10.00     Process and track receipt of goods/services.
PUR      11.00     Provide barcode support for merchandise receipt
PUR      12.00     Track vendor performance based upon the following measures:
PUR      12.01           Order accuracy / services delivered (Y/N)
PUR      12.02           Fully delivered (e.g., no back order)
PUR      12.03           Price
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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

PUR      12.04           Timeliness
PUR      12.05           Hidden product damage
PUR      12.06           Condition upon delivery
PUR      13.00     Apply purchase lead time in After Receipt of Order (ARO) terms
                   Indicate vendor compliance (i.e. performance) with goal participation criteria  after 
PUR      14.00
                   a contract is complete. 
PUR      15.00     Record and maintain history of purchases, commodities, and volumes.
PUR      16.00     Support three‐way matching of documents for the Accounts Payable module
PUR      17.00     Support commodity code (e.g., NAICS, NIGP, etc.)/stock number.
PUR      18.00     Capture and maintain buyer name to each order transaction.
                   Interface automatic entry of purchasing information into the  inventory module 
PUR      19.00
                   (e.g., stock received)
                   Support creation of a "shell record" from receiving information for the fixed assets 
PUR      20.00
                   module
                   Maintain history of all purchasing transactions, (e.g., requisitions, bid/quotes, 
 PUR     21.00
                                        g ,
                   vendor record changes, and receiver information).  )
PUR      22.00     Support updating general ledger accounts for all procurement transactions.
PUR      23.00     Look up real‐time status of in‐process purchasing transactions.
PUR      24.00     Track last purchase date and amount for any item.
PUR      25.00     Attach scanned documents to a purchasing record (e.g. requisition)
                   If a purchase order is cancelled, re‐use the requisition for another purchase order 
PUR      26.00
                   approval transaction
 PUR     27.00     Document output format‐ specific form printing 
                   Support EDI or fax capabilities for purchase orders and other vendor/procurement 
PUR      28.00
                   functions.
PUR      29.00     Characterize vendor record status as:
PUR      29.01           Open
PUR      29.02           Grantee
PUR      29.03           Debarred
PUR      29.04           Temporary (one time)
PUR      29.05           Hold payment(flexibility)
PUR      29.06           Inactive 
PUR      30.00     Create an enterprise wide, master vendor file which interfaces with other modules.
PUR      31.00     Capture 1099 information by vendor.
                   Track "pool of vendors" that have been pre‐approved for contract services based on 
PUR      32.00
                   categories (i.e., architects)
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                            32of 173
                                                                                                                                                                   Page 104 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                      CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                       U = Unable to Meet Requirement

                                                                                                         Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                  Comments
                                                                                                         Response Codes Fulfill Requirements

                   Enable a field in the vendor record to capture a credit rating item (populated 
PUR      33.00
                   manually; no interface to a reporting agency)
                   Track the history of changes to the credit rating in the vendor record, with dates 
PUR      34.00
                   changes have been made
                   Maintain pricing information, quantity breaks, freight terms and shipping 
 PUR     35.00
                   information for each vendor.
                   Consolidate vendor history from multiple, redundant records into a single vendor 
PUR      36.00
                   record
PUR      37.00     Retain history of deleted or deactivated vendor from vendor listing.
PUR      38.00     Rate vendor at each event point based upon performance history
                   Search vendor files from within a purchasing processes (i.e. requisition and 
 PUR     39.00
                   purchase order).
PUR      40.00     Create vendor groupings for specific commodities
PUR      41.00     Create vendor groupings for specific locations
PUR      42.00     Maintain an online audit trail for changes to the vendor master file.
PUR      43.00                                              g
                   Allow vendor file to contain the following data elements at a minimum:
PUR      43.01          Parent/child relationships
PUR      43.02          Federal FEIN
PUR      43.03          Vendor name
PUR      43.04          Vendor phone & fax numbers
PUR      43.05           Multiple vendor business addresses to indicate multiple operating locations
PUR      43.06           Multiple vendor "remit‐to" addresses
PUR      43.07           Vendor e‐mail & web site information
PUR      43.08           Minority status, from a table of valid status types
PUR      43.09           Disadvantaged business flag
PUR      43.10           Woman‐owned business flag
PUR      43.11           Small business flag
PUR      43.12           Veteran business flag
PUR      43.13           Vendor classification
PUR      43.14           Key vendor contacts
PUR      43.15           Invoice dollar limit per vendor
PUR      43.16           Default chart of accounts distribution
PUR      43.17           Payment method
PUR      43.18           Payment Terms
PUR      43.19           Delivery Terms
PUR      43.20           Local Preference
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                                                                                                                                                                 Page 105 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                    CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                              M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                     U = Unable to Meet Requirement

                                                                                                       Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                Comments
                                                                                                       Response Codes Fulfill Requirements

PUR      43.21           Demographic information
PUR      43.22           Account number (assigned by vendor to County account)
PUR      43.23           Business License Number
PUR      43.24           Dun & Bradstreet Number
PUR      43.25           EEO expiration date
PUR      43.26           EEO number
PUR      43.27           Insurance certification (Y/N) and expiration date
PUR      43.28           Type of company (e.g., corporation, partnership, etc.)
PUR      43.29           Main commodity codes
PUR      43.30           Transaction history
                   Require mandatory vendor information be entered prior to creation of the vendor 
 PUR     44.00
                   file (e.g., registration / certification).
PUR      45.00     Detect duplicate vendor information.
                   Include authorized distributors in a vendor's (e.g., manufacturer's) record in a 
PUR      46.00
                   parent‐child relationship
PUR      47.00                            p g                       q y
                   Allow the selective purge of vendors via a user query routine
                   Maintain statistics in dollar amounts for each vendor over a date range for the 
PUR      48.00
                   following criteria:
PUR      48.01           Payment history
PUR      48.02           Order history
PUR      48.03           Discounts taken
PUR      48.04           Discounts lost
PUR      48.05           Purchase price variances (retainage)
PUR      49.00     Search for a vendor by:
PUR      49.01           Commodity code
PUR      49.02           FEIN
PUR      49.03           Vendor Name
PUR      49.04           Vendor Number
PUR      49.05           Vendor Description
                   Maintain the following "header" data elements in respect to procurement 
PUR      50.00
                   transactions:
PUR      50.01           Origin of procurement request (i.e., Department contact information.)
PUR      50.02           Date encumbered / pre‐encumbered
PUR      50.03           Date requested
PUR      50.04           Date ordered
PUR      50.05           Date filled
PUR      50.06           Grant expiration date (if applicable)
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                       34of 173
                                                                                                                                                                    Page 106 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                       CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                 M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                        U = Unable to Meet Requirement

                                                                                                          Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                   Comments
                                                                                                          Response Codes Fulfill Requirements

PUR      50.07          Requested delivery date at the line item level
PUR      50.08          Shipping address at the line item level 
PUR      50.09          Delivery instructions (pick‐up, ship to, other)
PUR      50.10          Invoice routing information
PUR      50.11          Requisition number
PUR      50.12          Commodity code (e.g., NIGP, NAICS, etc.)
PUR      50.13          Vendor Name & Address
PUR      50.14          Vendor Number
PUR      50.15          Comment (text) field
                        Work Order Number (for internal service requests and maintenance activities 
 PUR     50.16
                        that are contracted out)
PUR      50.17          Contract/Agreement Number
PUR      50.18          Total dollar amount per transaction
PUR      51.00     Maintain separate competitive and non‐competitive solicitation processes.
PUR      52.00     Maintain the following "line item" data elements on procurement transactions:
PUR      52.01                  y q
                        Quantity requested
PUR      52.02          Quantity received
                        Text field (to record reason for any difference between quantity requested and 
PUR      52.03
                        quantity ordered)
PUR      52.04          Unit of measure
PUR      52.05          Description of unit of measure
PUR      52.06          Unit price
PUR      52.07          Description
PUR      52.08          Commodity code (e.g., NIGP, NAICS, etc.)
PUR      52.09          HAZMAT charges
PUR      52.10          Freight/Shipping charges
PUR      52.11          Account codes
PUR      53.00          Allow negative numbers and zero in line items of purchase orders.
PUR      54.00     Perform the following requisition functions online:
PUR      54.01          Inquiry
PUR      54.02          Add
PUR      54.03          Change
PUR      54.04          Cancel
PUR      54.05          Reject
PUR      54.06          Delete
PUR      55.00     Assign a priority code to a requisition record 
PUR      56.00     Include the following fields in a requisition:
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                          35of 173
                                                                                                                                                                       Page 107 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

PUR      56.01           Vendor name
PUR      56.02           Requestor / initiator
PUR      56.03           Ship to address from a drop down menu
PUR      56.04           Receiver department
PUR      56.05           Dollar value
PUR      56.06           Unit quantity
PUR      56.07           Accounting distribution
PUR      56.08           Item description
PUR      56.09           Funding source
PUR      57.00     Allow changes to all fields in a requisition record prior to it being finally approved
                   Allow a requisition transaction to move forward through the approval path with a 
PUR      58.00
                   negative and  zero dollar value. 
                   New purchase requisitions will test whether a commodity code item is already in 
 PUR     59.00
                   County inventory prior to routing the requisition record for approval.
                      q                                    y                              p y
                   Requisitions that indicate a commodity code is a stocked item will display the 
PUR      60.00
         60 00
                   amount on hand
PUR      61.00     Provide for multiple lines of input per individual requisition.
PUR      62.00     Assign buyer responsibilities based upon user define requirements 
PUR      63.00     Display the results of the approval path for a completed procurement item:
PUR      63.01          Requisition
PUR      63.02          Purchase order  
PUR      64.00     Capture the fixed asset classification code in the purchase requisition.
PUR      65.00     Capture the fixed asset description in the purchase requisition.
PUR      66.00     Inquire on requisitions by:
PUR      66.01          By date
PUR      66.02          By requester
PUR      66.03          By Department
PUR      66.04          By budget account code
PUR      66.05          By commodity
PUR      66.06          By user‐defined field
                   Edit against an account table for valid account codes (i.e., fund, department, object, 
PUR      67.00
                   and/or project).
                   Track requisitions and automatically date and time stamp (received, accepted, 
PUR      68.00
                   returned, re‐received) with notes and comments.
 PUR     69.00     Convert lines of requisitions to multiple purchase orders and different vendors.

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                             36of 173
                                                                                                                                                                     Page 108 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

PUR      70.00     Record the following minimum quote data:
PUR      70.01          Quote number (user‐assigned)
PUR      70.02          Minority status, from a table of valid status types
PUR      70.03          Disadvantaged business flag
PUR      70.04          Woman‐owned business flag
PUR      70.05          Small business flag
PUR      70.06          Veteran business flag
PUR      70.07          Vendor Name & Address
PUR      70.08          Vendor contact person
PUR      70.09          Vendor phone
PUR      70.10          Vendor fax
PUR      70.11          Contacted by
PUR      70.12          Contact Date
PUR      70.13          Item description
PUR      70.14          Bid bond expiration date
PUR      70.15          Unit quantity
                             q        y
PUR      70.16          Unit price (positive or negative number)
PUR      70.17          Comment (text) field
PUR      71.00     Tickler function to remind the buyer of a bid bond expiration
PUR      72.00     Support the following types of solicitations: 
PUR      72.01          RFP / Request for Bids/RLI/RFI
PUR      72.02          Informal solicitation
PUR      72.03          Phone and fax quotes
PUR      72.04          Written quotes
                   Produce a list of potential vendors/bidders who provide the requested commodities 
 PUR     73.00
                   based on a (NIGP, NAICS, etc.) commodity coding system.
                   Associate a list of goal participation criteria vendors/bidders to desired commodity 
PUR      74.00
                   codes
PUR      75.00     Create solicitation "mailing" lists of vendors by specific commodities.
PUR      76.00     Allow inquiry into entire solicitation or solicitation item by:
PUR      76.01          Vendor name
PUR      76.02          Vendor number
PUR      76.03          Department/division
PUR      76.04          Bid / Solicitation number
PUR      76.05          Buyer
PUR      76.06          Commodity Code

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                           37of 173
                                                                                                                                                                     Page 109 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

                   Support the entry of vendor solicitation responses by third parties via the Internet 
PUR      77.00
                   within the purchasing system.
PUR      78.00     Gather historical information of solicitation activity by:
PUR      78.01          Awards
PUR      78.02          Dollar amounts
PUR      78.03          Vendor
PUR      78.04          Buyer
PUR      78.05          Commodity
PUR      79.00     Track vendor solicitation activity by:
PUR      79.01          Vendor request for bid packet
PUR      79.02          Vendor response history
PUR      79.03          Past awards
PUR      79.04          Commodity code
PUR      79.05          New vendors
                   Capture a vendor's potential interest to bid (e.g., looking up a bid that has been 
 PUR     80.00
                   p                               )
                   posted on the Internet via ERP). 
                   Email bid addenda to vendors that have in some way expressed an interest in 
PUR      81.00
                   bidding (e.g., inquired on a procurement)
PUR      82.00     Convert awarded solicitation to approved contract.
PUR      83.00     Create and track Master agreement and SE's  purchase orders
PUR      84.00     Assign multiple encumbrances to a single contract.
                   Allow a user to assign encumbrance amounts each fiscal year for contracts spanning 
 PUR     85.00
                   multiple fiscal years.
PUR      86.00     Flag a contract as living wage compliant
PUR      87.00     Flag a contract as living wage applicable
PUR      88.00     Close and reopen contracts across fiscal years.
PUR      89.00     Assign a spending limit for each fiscal year over the life of the contract
PUR      90.00     Generate a warning when a spending threshold on a contract will be exceeded.
PUR      91.00     Maintain an audit trail of contract change orders 
                   Monitor contractor insurance certification expiration dates (pre‐qualification or 
PUR      92.00
                   construction projects).
PUR      93.00     Generate milestone based notifications to vendors with an editable message. 
PUR      94.00     Manually override the system‐assigned number for a contract record
PUR      95.00     Enforce a hard contract stop by:
PUR      95.01          Contract date (expiration)
PUR      95.02          Contract dollar amount (cap)
PUR      96.00     Provide a notification/alert to indicate contract expiration date.
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                           38of 173
                                                                                                                                                              Page 110 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

                   Manually override system‐assigned Formal Sealed Bid  and Request For Proposal 
PUR      97.00
                   (RFP) numbers 
PUR       98.00    Link contract numbers to solicitation and Request For Proposal (RFP) numbers.
PUR       99.00    Associate multiple contracts to a single Formal Sealed Bid or solicitations
PUR      100.00    Maintain the following historical information for all contracts:
PUR      100.01         Dollar value of base agreement
PUR      100.02         Milestones
PUR      100.03         Start date
PUR      100.04         Expiration date
PUR      100.05         Date of Legislative approval
PUR      100.06         Status (text reference field)
PUR      100.07         Buyer (text reference field)
PUR      100.08         Payment schedule & adjustments
                        Contingency amounts by % of contract or flat dollar amount (above base 
PUR      100.09
                        agreement)
PUR      100.10                            p
                        Next insurance expiration date
PUR      100.11         Retainage %
PUR      100.12         Vendor number with drill down to vendor record
PUR      100.13         goal participation criteria goal %
PUR      100.14         Performance bond? (Y/N)
PUR      100.15         Bond in Lieu of Retention? (Y/N)
PUR      100.16         Contract number
PUR      100.17         Buyer
PUR      100.18         Contact information(i.e.)
PUR      100.19         Contract administrator's name
PUR      101.00    Tickler function to remind the Buyer of the next insurance expiration date
PUR      102.00    View, online and in real‐time, payments to/from contract parties.
PUR      103.00    Include a free‐form text field in each contract 
PUR      104.00    Track retainage to a holding account at the contract level
PUR      105.00    Provide a workflow for contract approval 
PUR      106.00    Attach document images to contract data files.
PUR      107.00    tracking renewal and replacement of contracts on timely basis by buyer
PUR      108.00    Assign a number to a purchase order automatically.
PUR      109.00    Create purchase orders from requisitions, bid/quotes and contracts.
                   Populate the PO form with contact information for the Buyer and the ordering 
PUR      110.00
                   department
PUR      111.00    Provide free form text input at the purchase order header 
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                    39of 173
                                                                                                                                                                   Page 111 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                      CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                       U = Unable to Meet Requirement

                                                                                                         Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                  Comments
                                                                                                         Response Codes Fulfill Requirements

PUR      112.00    Allow free form text input at the purchase order line item level.
PUR      113.00    Enforce threshold amounts for purchase orders in relation to: 
PUR      113.01         A solicitation limit (not in excess of $10,000)
PUR      113.02         Contracts
PUR      113.03         Approval thresholds
PUR      113.04         Approver or approvers
PUR      114.00    Assign line items from multiple requisitions to Purchase Orders
                   Aggregate requests for identical commodity codes into a single Purchase Order 
PUR      115.00
                   record
 PUR     116.00    Indicate shipping information at the line item level in a Purchase Order record
                   Prohibit changes to an approved Blanket Purchase Order (BPO) at the end user 
PUR      117.00
                   level.   (e.g., commodity codes, pricing, value, etc.)
                   Direct Purchase Order requests against a BPO have an edit step to confirm pricing, 
PUR      118.00
                   commodity codes, etc. 
PUR      119.00    Send purchase orders to vendors via e‐mail
                         p
PUR      120.00    Send purchase orders to vendors via fax within the ERP system
PUR      121.00    Maintain field data including:
PUR      121.01         Guaranteed delivery date
PUR      121.02         Quoted price
PUR      121.03         Quantity
PUR      122.00         Maintain revisions to the following fields:
PUR      122.01         Guaranteed delivery date
PUR      122.02         Quoted price
PUR      122.03         Quantity
PUR      123.00    Carry over open purchase orders to the following fiscal year.
                   Post procurement card transactions to a default general ledger account assigned to 
PUR      124.00
                   the card account number.
                   Enable the user to allocate individual procurement card transactions to the 
PUR      125.00
                   appropriate commodity code.
                   Allow for web‐enabled requisitioning and order issuance with auto‐management of 
PUR      126.00
                   P‐card account assignment.
PUR      127.00    Automatically match vendor invoice, purchase order and purchase order receipt.
PUR      128.00    Review vendors and outstanding purchase orders during the match process.
PUR      129.00    Maintain receiving discrepancy file by:
PUR      129.01         Vendor
PUR      129.02         Stock number
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                         40of 173
                                                                                                                                                                        Page 112 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

PUR      129.03         Commodity
PUR      129.04         user defined
PUR      129.05         Dates
PUR      129.06         Purchase order number
PUR      130.00    Override unmatched status with the proper security level.
PUR      131.00    Update the fixed asset shell upon receipt of item flagged as a fixed asset. 
PUR      132.00    Audit receiving data by:
PUR      132.01         User ID
PUR      132.02         Received date
PUR      132.03         user defined
PUR      133.00    Flag received goods for entry into inventory by commodity code.
PUR      134.00    Ability to accommodate vendor self‐service:
PUR      134.01         vendor registration
PUR      134.02         address update
PUR      134.03         contact update
PUR      134.04         download of forms from website
PUR      134.05         submit forms online
PUR      135.00    Ability to e‐mail notifications of bid solicitations and RFPs to vendors.
                   Ability to link the master service agreements to the electronic catalog and perform 
PUR      136.00
                   strategic sourcing services in Phase 1 that may include:
PUR      136.01         Assessment of current spend
PUR      136.02         Assessment of the supply market
PUR      136.03         Total cost analyses of current spend
PUR      136.04         Identification of suitable suppliers
PUR      136.05         Development of a sourcing strategy
PUR      136.06         Negotiation with suppliers
                        The ability to track results of strategic sourcing through a purchasing scorecard 
PUR      136.07
                        within the enterprise scorecard.
                        The ability to track Supplier information, including total spend, days to pay, and 
PUR      136.08         the ability to rank and track the overall satisfaction with the supplier as an 
                        organization and by product or service supplied.
PUR      137.00    Ability to develop customized catalogs
PUR      138.00    Ability to have browser based ordering capability including the features:
PUR      138.01         electronic multimedia catalogs
PUR      138.02         search engine
PUR      138.03         workflow approval
PUR      138.04         shopping cart order building
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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

PUR      138.05         user profiling for requisitioning
                   Ability to allow  via Intranet system status, frequently asked questions, policies and 
PUR      139.00    procedures, state and local codes, libraries of clauses and other Purchasing related 
                   information.
PUR      140.00    Ability to develop customized catalogs by vendor and item.
                   Ability to create on‐line drafts and templates for use in drafting new online bids and 
PUR      141.00
                   quote requests.
                   Ability to target distribution of the on‐line bid or quote to suppliers by commodity 
PUR      142.00
                   code. 
PUR      143.00    Provide an export feature to the MS‐Office desktop application suite.
                   Report on time a document is parked (open) for an approval decision in a workflow 
PUR      144.00
                   driven approval process:
PUR      144.01         Vendor name
PUR      144.02         Vendor number
PUR      144.03         Accounting distribution
PUR      144.04                                 q
                        Purchase Order or Requisition number
PUR      144.05         Commodity code
PUR      144.06         Length of time in approval path (days)
PUR      144.07         Last date of action
PUR      144.08         Buyer
PUR      145.00    Produce the following reports:
PUR      145.01          Requisition Report, which includes the fields of buyer, fund, and department
 PUR     145.02          Listing of total contract amounts and unencumbered contract amounts
 PUR     145.03          PO vs. Invoice Variance Report
                         The amount of time (in days) that a Purchase Order or Contract Record has 
 PUR     145.04
                         spent in the approval path
                         The amount of time (in days) between the approval of a Requisition and the 
PUR      145.05
                         issuance of a Purchase Order 
                         Change order report that includes the fields of original PO amount, date of 
 PUR     145.06
                         change, revised PO amount, original PO date, revised PO date
PUR      145.07          Vendor performance/expenditure report
PUR      145.08          Requisition Status
PUR      145.09          Sole Source / Emergency Monitor Report 
PUR      145.10          Vendor Report 
PUR      145.11          Performance Reports 

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                                                                                                                                                                    Page 114 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                       CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                 M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                        U = Unable to Meet Requirement

                                                                                                          Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                   Comments
                                                                                                          Response Codes Fulfill Requirements

PUR      145.12          Master Agreement Lists
PUR      145.13          Other user defined custom report as required by the organization
                                                                                      PROJECTS
 PR       1.00     Record and maintain data at the following levels of detail:
 PR       1.01          Project
 PR       1.02          Sub‐project
 PR       1.03          Program
 PR       1.04          Work Breakdown Structure (WBS)
 PR       1.05          Work order
 PR       1.06          Project owner (e.g., responsible party)
 PR       1.07          Type of Work
 PR       1.08          Associate projects to fund(s)
 PR       1.09          Associate projects to department
 PR       1.10          Associate Contract
 PR       1.11          Capture work order number at the transaction level, if appropriate
 PR       1.12          Establish a project life budget on a year‐by‐year basis
                        Establish a project life budget on a year‐by‐year basis
 PR       1.13          Accumulate project life to date spend activity on year‐by‐year 
 PR       1.14          Flag a project as a capital project or user defined requirement
 PR       1.15     Criteria to define a project's status:
 PR       1.16          Active
 PR       1.17          Inactive
 PR       1.18          Cancelled
 PR       1.19          Hold
 PR       1.20          Pre‐funded
 PR       1.21          Planned
 PR       1.22          Complete
 PR       1.23          Closed
 PR       2.00     Flag project as reimbursable or user defined requirement
                   Generate indirect cost data based upon a cost allocation plan (e.g., accrued leave, 
 PR       3.00
                   overhead, etc.).
 PR       4.00     Record timesheet information against a project to include costs/hours by:
 PR       4.01          Date
 PR       4.02          Role
 PR       4.03          Rate (e.g., overtime, holiday, acting up, etc.)
 PR       4.04          Employee
 PR       4.05          Labor hours

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                          43of 173
                                                                                                                                                                       Page 115 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

 PR      4.06            Application of overhead rates
 PR      5.00      Project budgets (balanced) across funds.
 PR      6.00      Spread project costs among sub‐project items on a % basis
 PR      7.00      Spread project costs by different % for different phases of the WBS.
 PR       8.00     Spread project costs in a hierarchical structure, using absolute amounts
 PR       9.00     Support project forecasting and analysis tools.
 PR      10.00     Associate multiple funding sources with projects:
 PR      10.01           Operating
 PR      10.02           Local funding
 PR      10.03           State funding
 PR      10.04           Federal funding
 PR      10.05           Funds advanced
 PR      10.06           Capital
 PR      10.07           Grants
                   Associate project funding source (capital only) to actual expenditure at the line item 
 PR      11.00
                   level
                   Test the total of annual project budgets against the lifetime project budget at the 
 PR      12.00
                   time of budget load 
 PR      13.00     Establish annual project budgets, encumbrances and expenditures.
 PR      14.00     Establish project life budgets, track life to date expenditures.
                   Apply project budget control with a hard stop to the user if the capital 
 PR      15.00
                   appropriation (annual) is exceeded. 
                   Apply project budget control with a hard stop to the user if the cash budget at the 
 PR      16.00
                   project account level is exceeded. 
 PR      17.00     Budget and record project financial activity over multiple years.
 PR      18.00     Budget and record project cash balances over multiple years.
 PR      19.00     Ability to classify the project by:
 PR      19.01           Type of project based upon table driven criteria
 PR      19.02           Location
 PR      19.03           Administering Department/Division
 PR      20.00     Track multiple dates associated with a project: 
 PR      20.01            approval date
 PR      20.02           Planned start date
 PR      20.03           Actual start date
 PR      20.04           Planned completion date
 PR      20.05           Other user defined dates
 PR      20.06           Project completion date
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                             44of 173
                                                                                                                                                                         Page 116 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

 PR      21.00     Track multiple dates associated with a WBS element:
 PR      21.01          Planned start date
 PR      21.02          Actual start date
 PR      21.03          Planned completion date
 PR      21.04          Project completion date
 PR      22.00     Track project management details in the header record, including:
 PR      22.01          Project manager
 PR      22.02          Project manager contact information
 PR      22.03          Department head
 PR      22.04          Unit head
 PR      22.05          GIS Code
 PR      22.06          Period of Probable Usefulness
 PR      22.07          Bond Ordinance Number
 PR      22.08          Remaining project cash balance
 PR      22.09          Remaining project budget balance
 PR      22.10             p           g g
                        Capital funding flag
 PR      22.11          Capitalization flag (i.e. to be capitalized in the fixed asset record)
 PR      22.12          Flag a project as reimbursable
                   Capitalize project expenditures for projects that have been flagged as capital once 
 PR      23.00
                   their status is "Complete"
 PR      24.00     Associate projects with other projects in a hierarchical structure.
 PR      25.00     Associate projects into an overarching program.
 PR      26.00     Classify project costs according to task  (i.e., inspection, design).
                   Segregate funds dedicated for selected activities in projects (e.g., set aside funds for 
 PR      27.00
                   planned activities as they become known).
 PR      28.00     Validate charges against project master files to determine if:
 PR      28.01          Charges are to open projects
                        Accounts charged are valid for specified projects (e.g., costs are valid or 
 PR      28.02
                        budgeted for the project).
                   Allocate overhead/indirect cost to projects, including the use of multiple overhead 
  PR     29.00
                   rates.
 PR      30.00     Create user defined reimbursement categories.
 PR      31.00     Maintain tables of overhead cost allocations and apply to specified projects.
                   Accumulate, track and report on costs associated with a particular activity or type of 
 PR      32.00
                   service.
                   Enable billing of overtime hours to a project, even if the labor resource is not 
 PR      33.00
                   overtime eligible.
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                               45of 173
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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                     CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                               M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                      U = Unable to Meet Requirement

                                                                                                        Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                 Comments
                                                                                                        Response Codes Fulfill Requirements

 PR      34.00     Aggregate project costing information from the GIS code associated to a project
 PR      35.00     Provide on‐line access to actual & budgeted cost information 
 PR      36.00     Maintain cost data across multiple fiscal years.
 PR      37.00     Track and report reimbursable percentages of costs.
 PR      38.00     Attach reimbursable percentage to associated expenditure.
 PR      39.00     Accumulate costs from the following sources:
 PR      39.01           Timekeeping & attendance system
 PR      39.02           Pay variances including overtime, sick days, holidays, etc.
 PR      39.03           Accounts payable information
 PR      39.04           Mileage/fuel expenditures
 PR      39.05           Equipment time
 PR      40.00     Drill‐down from any field within the project accounting screen.
 PR      41.00     Cash balance by project
 PR      42.00     Generate on‐line error reports.
                         y                            p         p j                  p
                   Query and create user‐defined reports on project revenue and expenditure data in 
 PR      43 00
         43.00
                   detail or summary form.
 PR      44.00     Calculate variance analysis on a life to date budget amount.
                                                                                     GRANTS
 GR       1.00     Track grant applications.
 GR       2.00     Capture the following "header" information at a minimum for each grant, including:
 GR       2.01           Grantor, w/ comprehensive contact information
 GR       2.02           Sub‐grantor, w/ comprehensive contact information
 GR       2.03           Grant name
 GR       2.04           Grant type
 GR       2.05           Pass through from
 GR       2.06           Grant Number
 GR       2.07           Contract required? (Y/N)
 GR       2.08           Contract number
 GR       2.09           Contract approved? (populated via completion of a workflow transaction)
 GR       2.10           Responsible department
 GR       2.11           Date of application
 GR       2.12           Date of award
 GR       2.13           Date(s) to request reimbursement
 GR       2.14           Planned grant term (start date and end date)

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                                                                                                                                                                       Page 118 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

 GR       2.15         Actual grant term (start date and end date)
 GR       2.16         Grant draw down priority
 GR       2.17         Grant closing date
 GR       2.18         Grant total budget
 GR       2.19         Grant Administrator
 GR       2.20         Project/Grant Manager
 GR       2.21         Ticker function for grant expiration
                   Enables tracking of multiple funding sources for an individual grant, the following at 
 GR       3.00
                   a minimum:
 GR       3.01         Federal funds
 GR       3.02         State funds
 GR       3.03         Foundation funds
 GR       3.04         Legislative awards
 GR       3.05         Local match
 GR       3.06         Other user‐defined fields
 GR       4.00           g        p                y
                   Track grant expenditure activity to the subcontractor level
                   Grant activity over multiple years is available for on‐line inquiry to County system 
 GR       5.00
                   users
 GR      6.00      Track revolving loan funds including associated interest and terms.
 GR       7.00     Account for grant revenues and expenditures for the following periods: 
 GR       7.01         Fiscal year
 GR       7.02         Grant year
 GR       7.03         State fiscal year
 GR       7.04         Federal fiscal year
 GR       7.05         Grant life to date
 GR       8.00     Associate multiple projects to a single grant.
 GR      9.00      Associate multiple grants to a single project.
 GR      10.00     Establish grant budgets based on multiple fiscal years
 GR      11.00     Establish grant budgets based on multiple grant years 
 GR      12.00     Track administrative costs to a grant.
 GR      13.00     Carry forward appropriations at year end to the next grant year.
 GR      14.00     Track the following grant application information:
 GR      14.01         Grant number
 GR      14.02         Grant type
 GR      14.03         Grant name
 GR      14.04         Grant description
 GR      14.05         Grantor
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                             47of 173
                                                                                                                                                              Page 119 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

 GR      14.06          Grantor contact information
 GR      14.07          Date application submitted
 GR      14.08          Date application approved
 GR      14.09          Grant application deadline
 GR      14.10          Grant approval amount, with change history
 GR      14.11          Grant budget
 GR      14.12          Grant fiscal calendar 
 GR      14.13          Grant beginning date
 GR      14.14          Grant expiration date
 GR      14.15          Local match amount
 GR      14.16          County point of contact information
 GR      14.17          Reimbursement schedule
 GR      14.18          Application approval by Board
 GR      15.00     "Tickler" function to capture each date at the grant header level:
 GR      15.01          Grant application deadline
 GR      15.02          Grant closing date
                                     g
 GR      15.03          Reimbursement deadline
 GR      15.04          Report deadline
 GR      16.00     Reset "tickler" at the user's discretion
 GR      17.00     Capture all grant financial activity through the accounting system of record
 GR      18.00     Capture and report local match allocated to a County grant.
 GR      19.00     Capture and report local match of sub recipients where County is grantor. 
 GR      20.00     Track expenditures and revenues for each grant by:
 GR      20.01          General ledger account numbers
 GR      20.02          Grantor
 GR      20.03          Payroll codes
 GR      20.04          Grant Number
 GR      21.00     Track advances received from grantor agencies as deferred revenue
 GR      22.00     Track cash receipts from grantor agencies as revenue
 GR      23.00     Track actual expenditures against budgeted expenditures 
                   Generate reimbursement requests (hard copy or electronic) to grantor agencies 
 GR      24.00
                   from expenditure data.
                   Grant reimbursement requests populate an invoice in the Accounts Receivable 
 GR      25.00
                   module
 GR      26.00     Create a reimbursement request form
 GR      27.00     Track grant advances made by the County to provider agencies
 GR      28.00     Establish and adjust budgets at the individual grant level.
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                                                                                                                                                                     Page 120 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

 GR      29.00     Perform a funds test against a grant record at:
 GR      29.01          The appropriation year
 GR      29.02          The grant year(grantor's fiscal year)
 GR      29.03          The grant life to date
 GR      30.00     Use existing grants as templates to establish a new grant.
 GR      31.00     Characterize a grant as an operating or capital grant.
 GR      32.00     Prioritize grant draw‐downs (i.e., grant A first, grant B second, etc.).
 GR      33.00     Supports electronic grant checklist to facilitate application process.
 GR      34.00     Grant summary history available via on screen inquiry.
 GR      35.00     Archive expired grants or non‐awarded grants.
 GR      36.00     Accept electronic wire transfers for draw‐down/letters of credit.
 GR      37.00     Roll‐up grant to higher levels for internal and external reporting.
                   Route an electronic approval for permission to apply for a grant (after the header 
 GR      38.00
                   record has been created).
                   Establish an "accumulator" field to track the repayment activity. This "accumulator" 
 GR      39.00
                   activity does not result in a posting of data to the County's financial system.
                   activity does not result in a posting of data to the County's financial system
                   Enable grant accounting to provide a self‐balancing set of books without creating a 
 GR      40.00
                   separate fund for each grant. 
 GR      41.00     Export reports into popular desktop applications (I.e., Microsoft Office).
 GR      42.00     Support report definitions with user‐defined date ranges
 GR      43.00     Report on grant revenues less expenditures
 GR      44.00     Generate a grant budget to actual variance analysis
 GR      45.00     Perform "what if" scenarios on grant revenues/expenditures.
 GR      46.00     Provide the following reports:
 GR      46.01         Schedule of financial activity by granting agency
 GR      46.02         Federal revenues and expenditures
 GR      46.03         Grant application aging report
 GR      46.04         Grants trial balance, by year, with life to date accumulators
                       "Fiscal period" statements (grant income statement, balance sheet) generated 
 GR      46.05
                       on demand
 GR      46.06         Other user‐defined reports(ad‐hoc) Reports
                                                                                   FIXED ASSETS
 FA       1.00     Comply with GASB 34 reporting requirements, including: 
                      Reconciliation of the Governmental Funds Balance Sheet to the Statement of 
 FA       1.01
                      Net Assets

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                                                                                                                                                                       Page 121 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

                        Reconciliation of the Statement of Revenues, Expenditures, and Changes in 
 FA       1.02
                        Fund Balances of Governmental Funds
 FA       1.03          Capital assets reporting for governmental funds.
 FA       1.04          Component unit reporting for capital assets.
                   Purchasing module to automatically create a fixed asset "shell" when a combination 
 FA       2.00
                   of the following criteria are met:
 FA       2.01          Commodity code
 FA       2.02          Dollar amount ($X,000)
 FA       2.03          Account distribution
                   Identify fixed assets by purchasing transaction line item, commodity code, or 
 FA       3.00
                   account coding.
 FA       4.00     Account for assets category with tabled definitions:
 FA       4.01          Land
 FA       4.02          Land Improvements
 FA       4.03          Buildings
 FA       4.04                  g p
                        Building Improvements
 FA       4.05          Leasehold improvements
 FA       4.06          Intangibles
 FA       4.07          Equipment
 FA       4.08          Furniture and fixtures
                        "Other" monitored assets (i.e., computers and communications equipment 
 FA       4.09          [hardware, software and documentation], cameras) with further table 
                        definitions:
 FA       4.10                Physical client and server hardware products
 FA       4.11                Operating system software products and versions
 FA       4.12                Application development software products and versions
 FA       4.13                Networking products and versions
                              Relationship of one IT asset to another must be recordable in each IT asset 
                              record (i.e. all hardware and software assets used to create a service must 
 FA       4.14
                              be related to that service. All data comm switches connected to a router 
                              must be related to that router)
 FA       4.15          "High risk" assets (e.g., firearms)
 FA       4.16          Vehicles
 FA       4.17          Capitalized leases / lease purchase
 FA       4.18          Construction in progress
 FA       4.19          Pipe
 FA       4.20          Other user defined table definitions as required
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                                                                                                                                                              Page 122 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

 FA       4.21          Infrastructure, with the subcategories:
 FA       4.22               Sewers
 FA       4.23               Bridges
 FA       4.24               Buildings 
 FA       4.25               Bulkheads
 FA       4.26               Drainage
 FA       4.27               Groundwater waste
 FA       4.28               Highways
 FA       4.29               Paving of roads
 FA       4.30               Parking lots
 FA       4.31               Park roads & paths
 FA       4.32               Traffic control devices
 FA       5.00     Account for assets at the sub‐category level (table driven).
 FA       6.00     Associate accounting purchase information at the individual asset level
 FA       7.00     Project number associated with the asset
 FA       8.00     Locate an item by:y
 FA       8.01          Asset Number
 FA       8.02          Bar Code Number
 FA       8.03          Description
 FA       8.04          Grant number
 FA       8.05          Serial (or VIN for vehicles) number
 FA       8.06          Component items
 FA       8.07          Location
 FA       8.08          Custodian or responsible party
 FA       8.09          Cost center
 FA       8.10          Department
 FA       8.11          License plate
 FA       8.12          Acquisition date
 FA       8.13          Acquisition cost
 FA       8.14          Condition
 FA       8.15          Valuation
 FA       8.16          Depreciation amount
 FA       8.17          Asset class
 FA       9.00     Specify the location of an asset including:
 FA       9.01          Building and room number
 FA       9.02          Lot size
 FA       9.03          Address
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                                                                                                                                                                     Page 123 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

 FA      9.04          Parcel number 
 FA      9.05          Legal description
 FA      9.06          Floor Plan
 FA      9.07          Pole number
 FA      9.08          Free form text field 
 FA      9.09          Underground
 FA      9.10          GIS Coordinates
 FA      10.00     Provide bar code associations to individual assets
                   Support the fixed assets inventory process with handheld bar code reader 
 FA      11.00
                   capability.
 FA      12.00     Drill back from the asset record to the transaction history that purchased the item. 
 FA      13.00     Track and maintain asset location history.
                   Manually assign specific asset number(s) that are generated from the third‐party 
 FA      14.00
                   bar coding system.
                                                q                       p                         p
                   The bar code number is a required field before a capital asset record can be posted 
 FA      15.00
         15 00
                   to the system. 
 FA      16.00     Track the detailed cost of each item.
                   Flag assets with disposal restrictions and display the restriction message for user 
 FA      17.00     handling (e.g., federal grant items that must be returned to the federal 
                   government).
 FA      18.00     Track lease asset items with a zero value
 FA      19.00     Associate warranty information to an individual asset 
 FA      20.00     Attach an image(s) and/or documents associated with the asset to the record.
 FA      21.00     Asset status to include:
 FA      21.01          Active
 FA      21.02          Surplus
 FA      21.03          Ready for disposal
 FA      21.04          Leased, not owned
 FA      21.05          Trade‐in
 FA      21.06          Disposed
 FA      21.07          Destroyed
 FA      21.08          Missing
 FA      21.09          Donated
 FA      21.10          Cold Spare
 FA      21.11          Hot Spare

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                                                                                                                                                                     Page 124 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

 FA      22.00     Record assets into various acquisition categories based upon a table of definitions. 
                   Maintain accountability and reporting of fixed assets that have actually been 
 FA      23.00
                   granted to, or owned by, another entity.
 FA      24.00     Capture the market value of an individual asset 
 FA      25.00     Characterize an asset as purchased by grant funding (separate field).
 FA      26.00     Allow for parent/child relationships for assets (i.e., components).
 FA      27.00     Track non‐capitalized assets below the fixed asset threshold (currently $5,000).
 FA      28.00     Apply a $1,000 equipment capitalization business rule.
                   Apply a $500 or user defined  electronic equipment capitalization business rule 
 FA      29.00     (value of data held within IT assets is as important or more important than the 
                   actual value of the asset). 
 FA      30.00     Allow the use of the following depreciation characteristics at a minimum:
 FA      30.01           Straight line depreciation with half year convention
                         Applied to all assets; but only equipment and vehicles which are $5,000 or 
 FA      30.02
                         greater (original cost)
 FA      30.03           Salvage value
 FA      31.00     Provide a useful life in whole years value.
 FA      32.00     Depreciate based upon defined asset categories.
 FA      33.00     Useful life of an asset to change.
 FA      34.00     Track the status of an asset with a record of each status change.
                   Automatically to generate a gain or loss transaction based on the changed status of 
 FA      35.00
                   the asset (e.g., from enterprise fund to governmental fund).
 FA      36.00     Attach documentation of asset surplus authorization to the asset record.
                   Generate a physical listing of all assets by Department, location, or other user‐
 FA      37.00
                   defined category.
 FA      37.00     Transfer an asset between location, funds, Department
 FA      38.00     Initiate transfers at the Department level.
 FA      39.00     "Flag" an asset as "available for use" to support a query by a Department with need.
                   Provide workflow for the approval of transfers (Transferring Department, 
 FA      40.00
                   Purchasing, and Receiving Department).
 FA      41.00     Drill‐down from any field within the Fixed Assets screen.
 FA      42.00     Report the current year changes in:
 FA      42.01           Asset additions
 FA      42.02           Deletions/dispositions

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                                                                                                                                                                      Page 125 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

 FA      42.03          Transfers/reclassifications
 FA      43.00     Sort by or filter any field.
                   Allow for depreciation charges and asset activity including transfers, disposals, 
 FA      44.00
                   gains, losses, and betterments
                   Allow for users to initiate asset transfers, retirements and other asset record 
 FA      45.00
                   maintenance transactions online
 FA      46.00     Ad‐hoc user‐defined reports as required
                                                                                       FACILITIES
User Interface
                   Browser user interface for all major system functions (planning, scheduling, material 
 FAC      1.00
                   issue etc.)
 FAC      2.00     Configurable portal
                   Ability to support the Microsoft Windows CE Handheld (1/2 or 1/4 VGA) operating 
 FAC      3.00
                   system 
                   Ability to support other handheld operating systems, and interfaces such as JAVA 
 FAC      4.00
 FAC     5.00      Ability to update database via connected cradle or wireless communications
 FAC     6.00      Ability to create work requests in the field
 FAC     7.00      Ability to send and receive work assignments
 FAC     8.00      Ability to perform the following functions remotely: 
 FAC     8.01         Update/generate work orders
 FAC     8.02         Perform preventive maintenance procedures
 FAC     8.03         Create time cards
 FAC     8.04         Perform inventory cycle counts
 FAC     8.05         Perform purchase receives
 FAC     8.06         Perform material counter releases
 FAC     8.07         Perform material returns
Security
 FAC     9.00      Personalization options without source code changes
 FAC     10.00
             Restrict user access to specific data (e.g. asset history in their organization only)
             Restrict user access to specific functions (access to work order request but not PM 
FAC   11.00
             scheduling)
             Allow access outside enterprise firewalls, ot provide equilivant access that allows 
FAC   12.00
             key county organizations to access facility maintenance screens
Document Management

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                                                                                                                                                              Page 126 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

                 Maintain a central repository of maintenance documents to be attached to work 
 FAC     13.00
                 orders, assets and/or operations
FAC     14.00 Maintain a document description
FAC     15.00 Store the following types of documents:
FAC     15.01        Spreadsheets
FAC     15.02        Word documents
FAC     15.03        pdf files
FAC     15.04        OLE objects
FAC     16.00     Assign documents to an organization
FAC     17.00 Ability to track necessary contract information and documentation by contractor
FAC     18.00 Allow documents to be shared
FAC     19.00 Document effective dates (To‐From)
FAC     20.00 Support document version control
FAC     21.00 Support check in/check out
Business Intelligence
FAC                   g        q y
        22.00 Integrated query tool
FAC     23.00    Server‐side reporting tool
FAC     24.00 Drill down from aggregated KPIs to transaction detail
FAC     25.00 Standard system reports
Work Flow
FAC     26.00 Configurable workflow integrated with application
FAC     27.00 Support rules based routing (e.g. requisitions over $X,000)
FAC     28.00 Notification
FAC     29.00 Send to email, pager and phone
FAC     30.00 Send to application workflow "inbox"
On‐line Help
FAC     31.00 Access online documentation from screen
FAC     32.00 Integrated tutorial documentation tool
Asset creation
FAC     33.00 Import existing asset records
FAC     34.00 Create Asset API
FAC     35.00 Load from spreadsheet
FAC     36.00 Use existing asset numbers
FAC     37.00 Automatically assign asset numbers by organization
FAC     38.00 Add prefix to automatically assigned number
Asset inquiry/look up
FAC     39.00 Descriptive keywords
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                                                                                                                                                              Page 127 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

FAC     40.00      Asset number
FAC     41.00      Location/area
FAC     42.00      Owning department
Asset hierarchy
FAC     43.00      Display graphical asset hierarchy
FAC     44.00      Navigate up (parent) and down (child) hierarchy through graphical interface
FAC     45.00      Support assets and rebuildable (inventory) items in hierarchy
FAC     46.00      Unlimited number of parent‐child levels
FAC     47.00      Support "virtual asset" levels in hierarchy (e.g. North Campus)
FAC     48.00      Segment assets by organization/operating unit
FAC     49.00      Allow users to view their assets only
FAC     50.00      Allow authorized users to query across organizations to see all assets
FAC     51.00      Support enterprise‐wide reporting/analysis across all organizations
Asset details
FAC     52.00      Provide specific information tracking for:
FAC     52.01          q p
                      Equipment
FAC     52.02         Buildings
FAC     52.03         Vehicles
FAC     52.04         Systems/Networks
FAC     52.05         Owning department
FAC     52.06         Organization/operating unit
FAC     52.07         Criticality
FAC     52.08         Parent ID
FAC     52.09         Asset Group
FAC     52.10         Asset Category
FAC     52.11         Maintain one‐to‐many record indices to:
FAC     52.12         Property management
FAC     52.13         Fixed assets 
FAC     52.14         Production equipment
FAC     53.00      Add user‐defined fields to the asset record
FAC     54.00      Specify field format (length, type etc.)
FAC     55.00      Access a list of values
FAC     56.00      Make required
FAC     57.00      Establish valid value ranges (>0)
FAC     58.00      Context sensitive
FAC     59.00      Organize new fields into "Groups" (warranty, nameplate etc.)
FAC     60.00      Assign assets to routes (I.e. multiple assets per work order)
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                    56of 173
                                                                                                                                                                  Page 128 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                     CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                               M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                      U = Unable to Meet Requirement

                                                                                                        Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                 Comments
                                                                                                        Response Codes Fulfill Requirements

 FAC     61.00     Temporarily de‐commission to turn off automatic WO generation
 FAC     62.00     Access serialized rebuildables
 FAC     63.00     View rebuildable activities (work orders) from asset catalog
 FAC     64.00     Associate attachments to asset:
 FAC     64.01        Word documents
 FAC     64.02        PDF files
 FAC     64.03        CAD/engineering drawings
 FAC     64.04        Access documents
 FAC     64.05        Local drive
 FAC     64.06        Network drive
 FAC     64.07        External Web site
 FAC     64.08        Asset group
 FAC     65.00     Associate similar assets through asset type/group code
 FAC     66.00
                   Use Asset group to reduce data entry through linking/associating Asset Group with:
FAC      66.01       Preplanned work orders
FAC      66.02       Attribute groups (e.g. nameplate data)
FAC      66.03       Attachments
FAC      66.04       Preventive Maintenance Schedules
FAC      66.05       Asset bill of materials (parts lists)
FAC      66.06       Meters
Bill of materials (BOM)
FAC      67.00 Support unlimited levels in the Asset BOM
FAC      68.00 For each item in the Asset BOM track:
FAC      68.01       Description
FAC      68.02       Revision
FAC      68.03       Type (e.g. purchased item)
FAC      68.04       Status
FAC      68.05       Engineered item flag
FAC      68.06       Quantity
FAC      68.07       Unit of Measure
FAC      68.08       Engineering change order (ECO) information
FAC      69.00 Allow users to personalize BOM form
FAC      70.00 Change field labels
FAC      71.00 Change field display order
FAC      72.00 Store filters/queries

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                        57of 173
                                                                                                                                                              Page 129 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

Asset status
FAC     73.00 Asset shutdown details available online
 FAC    74.00 Information presented to include:
 FAC    74.01        Start date
 FAC    74.02        End date
 FAC    74.03        Work order
 FAC    74.04        Work order step/sequence
 FAC    74.05        Shutdown description
 FAC    75.00    Asbestos tracking and management
Configuration history
 FAC    76.00 Maintain and view parent‐child configuration history on line
 FAC    77.00 View configuration history online through effective dates
 FAC    78.00 Export configuration results to spreadsheet
Meters
                 Standard API for integration with multiple meter types (odometer, hubometer, 
 FAC    79.00
                   p        g
                 operating hours etc.) )
FAC     80.00    Support change (delta) and absolute (incremental) meters
FAC     81.00 Support multiple reading types (increasing, decreasing ETC.)
 FAC    82.00 User‐defined unit of measure (hours, miles etc.)
 FAC    83.00 Define meter template for like meters
 FAC    84.00 For each meter track:
 FAC    84.01        Initial reading and date
 FAC    84.02        Effective dates (To/From)
 FAC    84.03        Add user defined fields
 FAC    84.04        Used in scheduling flag
 FAC    85.00 Establish readings rules (e.g. last reading cannot > current reading)
FAC     86.00 Asset management
FAC     87.00 Attach multiple meters to an asset
 FAC    88.00 Display latest reading and date
 FAC    89.00 Establish expected usage rate per day
 FAC    90.00 Access meter history by asset with To/From date selection
 FAC    91.00 From asset catalog and without creating a work order be able to:
 FAC    92.00 Enter meter reading
 FAC    93.00 Reset meter reading
FAC     94.00 Disable meter
Asset cost history
FAC     95.00 Access on‐line costs by Asset Number
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                    58of 173
                                                                                                                                                              Page 130 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

FAC      96.00 User defined From/To periods
FAC      97.00 Option to include/exclude children
FAC      98.00 Segment costs by period by
FAC      98.01     Labor
FAC      98.02     Material
FAC      98.03     Equipment (Tools, Rentals etc.)
 FAC     99.00  Summarize costs by
 FAC     99.01     Maintenance
 FAC     99.02     Operations
 FAC     99.03     Contractors
 FAC     99.04     Other user defined cost categories
Collection templates
                Attach user‐defined templates for data collection (e.g. Reliability Centered 
 FAC 100.00
                Maintenance)
 FAC 101.00 Multiple templates per asset
                            yg                        q
                Automatically generate work order request or work order based on 
        102.00
FAC 102 00
                thresholds/reading limits
FAC 103.00 Enter template readings against asset without creating a WO
Work orders
FAC 104.00 Access work history by asset
 FAC 105.00 View work orders by
 FAC 105.01        Asset
 FAC 105.02        Rebuildables
 FAC 105.03        All
 FAC 106.00 Export all work orders to external file
 FAC 107.00 Work requests
 FAC 108.00 View and access outstanding work requests by asset
 FAC 109.00 View and access associated work orders
 FAC 110.00 Create new work request from asset catalog
FAC 111.00 Export all work requests to external file
General Work Requests
 FAC     112.00    Licensing metric to encourage use of work request by non‐maintenance employees
Creating Work Requests
FAC 113.00 User can enter free‐form description of problem
FAC 114.00 User has option to assign request to asset number

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                    59of 173
                                                                                                                                                                   Page 131 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                      CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                       U = Unable to Meet Requirement

                                                                                                         Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                  Comments
                                                                                                         Response Codes Fulfill Requirements

 FAC     115.00
                User can enter work request for another employee (e.g. admin for plant manager)
                User can enter additional contact details (cell #, email etc.) not stored in employee 
FAC 116.00
                file
FAC 117.00 Valid budget account used on work request
FAC 118.00 Encumbrance control for budgeted funds is validated for work request
FAC 119.00 User is notified of duplicate work request
FAC 120.00 Requestor has the option to enter:
FAC 121.00 Requestor priority
                User‐defined Work Request Type (hazard, general maintenance, construction 
FAC 122.00
                request etc.)
FAC 123.00 Request by Date
FAC 124.00 Single click export of work requests to external file
FAC 125.00 Automatically route request to owning department
Work Request Approval
                   p                    y pp
FAC 126.00 Option to automatically approve all work requests q
FAC 127.00 Route work requests through configurable workflow
FAC 128.00 The approver can:
FAC 128.01           Approve the request
FAC 128.02           Reject the request
FAC 128.03           Request more information from the requestor
FAC 128.04           Add comments to an approved request
FAC 129.00 Approval information can be viewed by the customer at any time
Managing Work Requests
FAC 130.00 Ability to retrieve work requests by:
FAC 130.01           Originator
FAC 130.02           Building
FAC 130.03           Date Ranges
FAC 130.04           Priority
FAC 130.05           Status
FAC 130.06           Owning Department
Automatic notification of work request processing
FAC 131.00 Email
FAC 132.00 Application inbox
Work Requests
FAC 133.00 Ability to convert a work request into a work order (WO)

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                         60of 173
                                                                                                                                                              Page 132 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

FAC 134.00 Ability to reference multiple work requests to a single work order
Work Order Creation
FAC 135.00 WO Numbering
FAC 136.00 Automatically assigned by system
FAC 137.00 Option to add work order prefix (e.g. EM = Emergency)
FAC 138.00 Assign asset number
FAC 139.00 Default owning department based on asset number
FAC 140.00 Ability to override owning department
FAC 141.00 Record WO details
FAC 142.00 WO priority (separate from work request priority)
FAC 143.00 WO Type (emergency, planned etc.)
               Ability to build standard operating procedures/workflows by work category and 
FAC 144.00
               track/change the statuses online
FAC 145.00 User‐defined work analysis codes for:
FAC 145.01        Activity Type (Calibration, Inspection etc.)
FAC 145.02                y        (           ,          ,    g
                  Activity Cause (Breakdown, Vandalism, Changeover etc.) )
FAC 145.03        Activity Source (Regulatory, Warranty, Requested, Routine etc.)
FAC 145.04        Schedule information
FAC 145.05        Requested start date
FAC 145.06        Requested due date
FAC 145.07        Scheduled start date
FAC 145.08        Scheduled completion date
FAC 146.00     WO flags indicating
FAC 146.01        Tagout required
FAC 146.02        Notification required (e.g. mobile asset movement)
FAC 146.03        "Master" WO Management
FAC 147.00 Ability to assign a WO to a capital project
FAC 148.00 Ability to capitalize maintenance costs as part of a capital project
FAC 149.00 Ability to create parent‐child relationships between work orders
FAC 150.00 Ability to assign multiple shops to a work order
FAC 151.00 Ability to associate multiple contractors and contracts to a work order
FAC 152.00 Scheduling relationship
FAC 153.00 Cost relationship
FAC 154.00 Follow on work orders (e.g. corrective work generated from an inspection)
FAC 155.00 Additional user defined work order detail fields
FAC 156.00 Ability to print/e‐mail/page the work order to multiple locations
FAC 157.00 Support copying a previous work order into a new work order
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                    61of 173
                                                                                                                                                                     Page 133 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

Work Order Estimating
               Ability to associate separate labor, material, equipment, and contract estimates to 
FAC 158.00
               any work order/project task
FAC 159.00     Ability to use time slotting based on user definable rolling averages
               Integration with industry‐standard estimating price books (i.e., RS Means,  
FAC 160.00 Engineering Performance Standards), and PM Standards with the ability to easily 
               change values and quantities
FAC 161.00 Ability to establish an estimating workflow using statuses to include approvals
               Ability to view estimate costs by single or multiple categories, at any logical division 
FAC 162.00
               of a project
               Ability to associate estimates to typical recurring problems and have them default 
FAC 163.00
               on a work order automatically
FAC 164.00 Ability to define a permitting workflow for regulatory compliance.  
Materials
FAC 165.00 Add required materials to the WO step level
                               , p                 q
FAC 166.00 Review issued, open and on hand quantities for stock items
FAC 167.00 Requisition
FAC 168.00 Stock material
FAC 169.00 Direct (non‐stock) material
FAC 170.00 Direct (free form) material
FAC 171.00 Catalog Shopping
FAC 172.00 Access internal catalog of inventory and direct items
FAC 173.00 Allow description based search
FAC 174.00 Support pictures/images integrated with catalog
FAC 175.00 Support shopping carts and express check out functions
FAC 176.00 Automatically link WO and req/PO information
FAC 177.00 Seamless link to purchasing system
FAC 178.00 Punch Out to External Catalogs
FAC 179.00 Automatically link WO and req/PO information
FAC 180.00 Seamless link to purchasing system
Resources
FAC 181.00 Support assigning the following resources to a WO
FAC 182.00 Crafts
FAC 183.00 Tools
FAC 184.00 Rental Equipment
FAC 185.00 Track the following information for each resource
FAC 185.01        Type (person, machine, currency etc.)
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                                                                                                                                                                        Page 134 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

 FAC     185.02       Inactive date
 FAC     185.03       Unit of Measure (hours, half‐days, weeks etc.)
 FAC     185.04       Standard charge rate
 FAC     185.05       Charge type (manual, PO receipt etc.)
 FAC     185.06       Absorption account
 FAC     185.07       Variance account
 FAC     185.08       Overhead 
 FAC     185.09       Access employee skills/competencies
 FAC     185.10        Competence code
 FAC     185.11        Qualification 
 FAC     185.12        Skill level
                   Ability to associate hazardous material information (MSDS) to equipment and 
 FAC     186.00
                   materials that are used
 FAC     187.00    Manage individual instances of resources (e.g. employees)
 FAC     188.00    Identify resources as
 FAC     188.01       Billable
 FAC     188.02       Automatic outside service processes (repeating service)
                   Ability to view the entire history of the stages in the lifecycle of the work order and 
 FAC     189.00
                   at any stage of the work order
                   Ability to launch the work order screen from within a CAD drawing to find, display, 
 FAC     190.00    and edit all work orders for a given location or for a given equipment record

                 Ability to view a linked CAD drawing from a work order record to establish the 
 FAC     191.00
                 physical location of active work orders
FAC 192.00 Add user defined fields at resource level
Activity (Preplanned Work Order) Library
FAC 193.00 Maintain library of standard Preplanned WO Templates
FAC 194.00 Create new WO from existing template
FAC 195.00 Save WO Template from Existing WO
FAC 196.00 Associate Preplans to Asset Groups 
FAC 197.00 Establish effective dates (To/From) for Preplan‐Asset Group combination
FAC 198.00 Edit Preplan details related to a specific to Asset (priority, effective dates etc.)
FAC 199.00 In each WO template store:
FAC 199.01          Description
FAC 199.02          Activity type
FAC 199.03          Activity cause
FAC 199.04          Activity source
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                              63of 173
                                                                                                                                                              Page 135 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

 FAC     199.05    Indicator flags for:
 FAC     199.06    Notification required  
 FAC     199.07    Shutdown flag
 FAC     200.00Manage work order steps
 FAC     201.00Standard Operations
               Create and store standard WO steps/operations (e.g. disconnect motor leads; 
FAC 202.00
               follow electrical tag out procedure)
FAC 203.00 Copy operations into WO
FAC 204.00 Allow/restrict changes to standard operations in a specific work order
FAC 205.00 Add work order specific steps
FAC 206.00 For each WO step/operation store:
FAC 206.01         Step code
FAC 206.02         Description
FAC 206.03         Department
FAC 207.00     Indicator flags for:
FAC 207.01                       q
                   Shutdown required
FAC 207.02         Dependency (to another step)
FAC 208.00 Identify required resources to an Operation (labor, tools etc.)
FAC 209.00 Add user‐defined fields
FAC 210.00 Maintain sequence number
FAC 211.00 Operations can run 
FAC 211.01         In parallel
FAC 211.02         Sequentially
FAC 212.02         Dependent on other steps
FAC 212.00 Assign the following to a work order step
FAC 212.01         Resources (people, tools etc.)
FAC 213.01         Materials
FAC 213.00 Track revision history for Preplan Templates including:
FAC 213.01         Revision tracking number
FAC 213.02         Effective dates
FAC 213.03         Implementation date
FAC 213.04         Initiation date
Activity Workbench
FAC 214.00 Centralized location for managing preplanned WO and assignment to assets 
FAC 215.00 Graphically display asset, activity, and route relationship
FAC 216.00 Query activity workbench by:
FAC 216.01         Activity criteria (description, type, source, shutdown required etc.)
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                    64of 173
                                                                                                                                                               Page 136 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                  CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                            M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                   U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                              Comments
                                                                                                     Response Codes Fulfill Requirements

FAC 216.02          Asset criteria (group, location, category, owning department)
FAC 217.00       Execute the following tasks from the Activity Workbench
FAC 217.01          Copy and edit existing activities into new activities
FAC 217.02          Create or update PM schedules
FAC 217.03          Create or update suppression activities
FAC 217.04          View or update last service information
FAC 217.05          View cost estimates for Asset number and Activity combination
FAC 217.06          Attach and edit Standard Operations in Activity template
FAC 217.07          Graphically display Activity Sequences/Steps and dependencies
Activity Scheduling
FAC 218.00 Allow resources to be scheduled for a particular work order 
FAC 219.00 Start date
FAC 220.00 Completion date
FAC 221.00 Define schedule sequence on work order
                 Flag Work Orders as "Firm" or available to be rescheduled by constraint‐based 
FAC 222.00
                 scheduler
FAC 223.00       Scheduler Workbench
FAC 224.00 Ability to select/filter maintenance schedule by:
FAC 224.01          Department
FAC 224.02          Resource
FAC 224.03          Work Order Status
FAC 224.04          Work Order information
FAC 224.05          Asset information
FAC 224.06          Activity information
FAC 224.07          Project
FAC 225.00 Return a Gantt‐chart/calendar display of Scheduled Work
FAC 226.00 Display work hierarchy (work order, steps/operations, assigned resources)
FAC 227.00 Allow schedule manipulation through drag and drop
                 Automatically update work order record with changes in Gantt display (e.g. 
FAC 228.00
                 scheduled start date)
                 Enforce scheduling rules (e.g. dependent step cannot be executed before required 
FAC 229.00
                 step)
FAC 230.00 View resource loading
FAC 231.00 Select resources to view
FAC 232.00 Display resources required vs available
FAC 233.00 Change resource capacity
FAC 234.00 Reschedule work with capacity changes
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                                                                                                                                                              Page 137 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

Collection templates
FAC 235.00 Attach user‐defined templates for data collection (e.g. RCM) to a WO
FAC 236.00 Automatically generate WO based on thresholds/reading limits
Work Order Charges
FAC 237.00 Record resource transactions against a work order/asset including
FAC 238.00 Labor hours
FAC 238.01          Equipment rentals
FAC 238.02          Tool charges
FAC 239.00       Record material transactions against a work order/asset including
FAC 239.01          Inventory location
FAC 239.02          Item number
FAC 239.03          Quantity
FAC 239.04          Charge to the step/operation level
 FAC 240.00      Record resource details (e.g.. employee name) in transaction
FAC 241.00 Record comments (e.g. tradesperson notes on WO) and reason code
FAC 242.00 User‐defined fields for resource transactions
FAC 243.00 Option for single time card entry system that collects (in a single screen)
FAC 243.01          Payroll data
FAC 243.02          WO charges
FAC 243.03          Project charges
Work Order Completion
FAC 244.00 Access WO and/or steps (sequences) by asset or WO information
 FAC 245.00 Close WO step (sequence) or WO (Activity)
 FAC 246.00 Record the following for each completion event:
                    Reconciliation code (Completed, Production Would Not Release, Partial Repair 
 FAC 246.01
                    etc.)
 FAC 246.02         Start Date
FAC 246.03          Duration
FAC 246.04          Meter Readings
FAC 246.05          Shutdown History (Start/End Date)
FAC 246.06          Complete data collection form(s) associated with
 FAC 246.07         Asset
 FAC 246.08         Activity
 FAC 246.09         Work Order
 FAC 246.10         Operation
Activity (Preplan WO) Templates
 FAC 247.00 Allow Activity (Preplan WO) Template to be attached to a PM schedule
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                                                                                                                                                                  Page 138 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                     CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                               M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                      U = Unable to Meet Requirement

                                                                                                        Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                 Comments
                                                                                                        Response Codes Fulfill Requirements

                   Allow multiple planned work requirements with multiple versions that can be 
 FAC     248.00    associated to projects and promoted to the work queue when scope of work and 
                   funding are finalized
 FAC     249.00    Support all Activity functionality (steps, resources, materials etc.) in PM system
 FAC     250.00    Ability to allow the input of data from other subsystems
 FAC     251.00    Organize PMs into Asset Routes
 FAC     252.00
               Allow the promotion of the entire work request or just part of it to the work queue
Preventive Maintenance (PM) Schedules
 FAC     253.00
                   Manage multiple PM "sets" (Winter, Summer, Shutdown etc.) with effective dates
 FAC     254.00    Support default set
 FAC     255.00    For each PM schedule maintain:
 FAC     255.01       PM schedule description
 FAC     255.02       Start date (required)
 FAC     255.03                 ( p
                      End date (optional))
 FAC     255.04       Add user‐defined fields to PMs
 FAC     256.00    Assign PM schedules to:
 FAC     256.01       Assets, including multiple levels of preventive maintenance on each asset
 FAC     256.02       Asset Groups/Types
 FAC     256.03       Rebuildable (inventory) items
 FAC     257.00    Support multiple PM schedules per Asset Group/Asset Number
 FAC     258.00    From the PM Scheduling screen:
 FAC     258.01       View all asset schedules assigned to that PM
 FAC     258.02       Generate material requests assigned to that PM
 FAC     258.03       Access last service information for each asset
 FAC     259.00    Support Rule‐based PM generation
 FAC     259.01       Day‐interval rules (monthly, weekly, semi‐annually etc.)
 FAC     259.02       Other‐interval rules (holidays or weekends, other user‐defined dates)
 FAC     259.03       Run‐time interval rules (200 hours; 2,000 miles etc.)
                      Support multiple run time rules for the same PM (e.g. every 100 hours up to 
 FAC     259.04
                      1,000 hrs; every 50 hrs over 1,000 hrs.)
 FAC     259.05       Calculate expected next PM date based in usage rate (25 miles per day)
 FAC     259.06       Trigger PMs based on meter reading input
                      Allows PMs to be generated based on combination of run‐time and day‐interval 
 FAC     259.07
                      rules

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                                                                                                                                                                        Page 139 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

                      Select priority of multiple rules (1st due date or last due date; e.g., 36,000 miles 
 FAC     259.08
                      or 3 years)
FAC 259.09            Support List date PM generation (May 12th; Dec 29th)
FAC 260.00         Support multiple schedule date algorithms:
FAC 260.01            Calculate schedule start date based on last service start date
 FAC 260.02           Calculate schedule end date based on last service start date
 FAC 260.03           Calculate schedule start date based on last service end date
FAC 260.04            Calculate schedule end date based on last service end date
PM Forecast
FAC 261.00     Ability to forecast upcoming PM work through user defined date
               Ability to forecast required materials for upcoming PM work through user defined 
 FAC 262.00
               date
               Define lead times for PMs to be included in forecast (14 day lead time means a PM 
 FAC 263.00
               due in 45 days will appear in a 30 day forecast)
 FAC 264.00 Ability to individually or mass release forecasted PMs
                  pp             pp g
 FAC 265.00 Suppress overlapping PMs
               Identify PM suppression rules (e.g. do not print 3,000 mi. service when 15,000 mi. 
 FAC 266.00
               service also prints)
               Allow one event to suppress multiple activities (1,000 hour service suppresses 500 
 FAC 267.00
               hr., 250 hr. etc.)
 FAC 268.00 Support tolerance rules for PM suppression
 FAC 269.00 Number of days for time‐based
 FAC 270.00 Percentage of reading for interval based
               Support "Manual" PMs (repetitive jobs that are not automatically scheduled by the 
 FAC 271.00
               system)
               Option to include/exclude manual PMs in scheduling run (useful for 
 FAC 272.00
               budgeting/forecasting)
 FAC 273.00 User defined prompt in days to remind users of outstanding manual work orders
Employee Labor Management
 FAC 274.00 Maintain on‐line employee information
 FAC 274.01        User name
 FAC 274.02        Password 
 FAC 274.03        Password expiration (in days)
 FAC 274.04        Effective dates
 FAC 274.05        Employee name
 FAC 274.06        Email
 FAC 274.07        Fax
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                                                                                                                                                                    Page 140 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                       CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                 M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                        U = Unable to Meet Requirement

                                                                                                          Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                   Comments
                                                                                                          Response Codes Fulfill Requirements

 FAC     275.00 Track skills/competencies data 
 FAC     276.00 Competence code
 FAC     277.00 Qualification 
 FAC     278.00 Skill level
 FAC     279.00 Assign employees to resource groups to support:
 FAC     279.01     Work Order Costing (Standard Rate)
 FAC     279.02     Scheduling
                Ability to track leave classes / codes, including user defined leave classes and leave 
FAC 280.00
                codes
FAC 281.00 Add user defined fields to employee file
Organizational Management
FAC 282.00 Allow legal, tax, and organizational entities to be managed by the system
FAC 283.00 Allow segregation of data by maintenance organization (e.g. assets)
FAC 284.00 Allow segregation of data by inventory location (e.g. stock items)
FAC 285.00 Information roll up for multiple (segregated) organizations
                                          q        y g
FAC 286.00 Enable material issue requests by organization
FAC 287.00      Default valuation accounts
FAC 288.00 Material
FAC 289.00 Outside processing
Departments
                The system should maintain a look up table accessed throughout the EAM 
FAC 290.00
                application for Department Codes
FAC 291.00 Department Description
FAC 292.00 Default information (to be used throughout the application) for:
FAC 292.01          Cost information including cost category and account codes
FAC 292.02          Location code
FAC 292.03          Project expenditure organization
FAC 292.04          Work management
                    Inactive date (when maintenance work can no longer be assigned to this 
FAC 292.05
                    department)
FAC 293.00 Ability to assign resources (crews/crafts, tools etc.) to a department
FAC 294.00 For each resource define:
FAC 294.01          Unit of Measure
FAC 294.02          Units assigned
FAC 294.03          Schedule at the instance (individual) level flag
FAC 295.00 Identify resources as:
FAC 295.01          Available for 24 hours per day
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                                                                                                                                                                Page 141 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                   CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                             M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                    U = Unable to Meet Requirement

                                                                                                      Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                               Comments
                                                                                                      Response Codes Fulfill Requirements

 FAC 295.02        For resources not available 24 hours/day, identify available shifts
 FAC 295.03        Available for sharing with other departments
 FAC 296.00     Track borrowed resources:
 FAC 296.01        Description
 FAC 296.02        Owning department
 FAC 296.03        Unit of Measure
 FAC 296.04        Units 
Area/Location Codes
                The system should maintain a look up table accessed throughout the application for 
 FAC 297.00
                Area Codes:
 FAC 297.01        Maintain Area code and description
 FAC 297.02        Effective dates (To‐From)
Requisitions
 FAC 298.00 Support requisitioning of the following items for maintenance work:
 FAC 298.01        Inventory items
 FAC 298.02                    q       y
                   Material requests by line item
 FAC 298.03        Direct items with usage history
 FAC 298.04        Direct items (free‐form text)
 FAC 298.05        Services
 FAC 299.00     Requestor/WO management
 FAC 300.00 Ability to recommend supplier to buyer
 FAC 301.00 Link requisition/purchasing data to maintenance system
 FAC 302.00 Ability to track parts in vendor catalogs for easier ordering
 FAC 303.00 Ability to search for parts in vendor catalogs by commodity code
 FAC 304.00 Ability to set up vendor preferences by part
 FAC 305.00 Ability to generate lead times by part for a vendor
 FAC 306.00 Material delivery dates
 FAC 307.00 Support multiple requisition models
 FAC 308.00 One‐step material issue
 FAC 309.00 Two‐step material issue (request & issue)
Inventory Location Management
 FAC 310.00 Support multiple maintenance organizations with one inventory organization
 FAC 311.00 Enable/disable material requests by organization
                Maintain sub‐inventory locations (within one inventory org) with separate re‐order 
 FAC 312.00
                points
 FAC 313.00 Transfer inventory between sub‐inventories
 FAC 314.00 Support multiple inventory organizations 
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                                                                                                                                                                     Page 142 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

 FAC 315.00        Segregate inventory data by organization
 FAC 316.00        Ability to track warehouse bins
 FAC 317.00        Users only see their data
 FAC 318.00        Authorized users can access multiple organizations
 FAC 319.00        Transfer inventory between organizations
Inventory Items
 FAC 320.00        Control
 FAC 321.00        Assign items to an organization
 FAC 322.00        Restrict items by location
 FAC 323.00        Item Master
 FAC 324.00        Short description
 FAC 325.00        Long description
 FAC 326.00        Bar code
 FAC 327.00        Status
 FAC 328.00        Row/rack/bin
 FAC 329.00           g
                   Flag stock items as reservable
 FAC 330.00        Use approved supplier flag
 FAC 331.00        Option to maintain item data on non‐stock (direct) items
 FAC 332.00        Tax code
                   Unit of Measure (UoM) Data, including conversion of vendor UoM to Customer 
 FAC     333.00
                   Issue UoM
 FAC     334.00    Weight
 FAC     335.00    Volume
 FAC     336.00    Dimensions
 FAC     337.00    Lot Tracking
 FAC     338.00    Standard lot size
 FAC     339.00    Assign item prefix
 FAC     340.00    Establish starting number
 FAC     341.00    Lot expiration (shelf days)
 FAC     342.00    Serial control (rebuildables)
 FAC     343.00    Assign item prefix
 FAC     344.00    Establish starting number
 FAC     345.00    Taxable flag
 FAC     346.00    Add user defined fields
 FAC     347.00    Ability to create and maintain serialized equipment records that would:
                      Create a block and link an existing serialized equipment record to the block from 
 FAC     347.01
                      within the CAD application
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                                                                                                                                                                      Page 143 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                      Update the location of any serialized inventory item moved from one location to 
                      another location when a CAD block is moved from one location to another within 
 FAC     347.02
                      the same CAD drawing, and also update the location history on the serialized 
                      inventory record
                      Update the status of the associated serialized inventory record If a block is 
 FAC     347.03
                      deleted
                      Create a serialized inventory record from within the facilities management 
 FAC     347.04
                      application, and insert a linked block into a CAD drawing
                      Delete the associated CAD block when a serialized inventory item is relocated, 
 FAC     347.05
                      with a new block inserted in the appropriate CAD drawing
                   Ability to access application screens from within a CAD drawing to find, display, and 
 FAC     348.00    edit database entities related to a given piece of equipment, including location 
                   information, work orders, and related equipment records
                   Ability to access a a linked CAD drawing from a serialized inventory record, users 
 FAC     349.00
                   can launch a viewer to view a linked CAD drawing
  p
Replenishment
FAC 350.00         Flag items to be automatically requisitioned
FAC 351.00         Manage and track lead times including windows (in days) for:
FAC 351.01            Preprocessing
FAC 351.02            Processing
FAC 351.03            Post processing
FAC 351.04            Fixed 
FAC 351.05            Variable
FAC 352.00         For each stock item maintain:
FAC 352.01            Min‐max quantity
FAC 352.02            Order quantity (min and max)
FAC 352.03            Safety Stock
FAC 352.04            RFQ required
FAC 352.05            Default buyer
FAC 352.06            List price
FAC 352.07            Price tolerance (%)
FAC 352.08            Expense account
FAC 352.09            Encumbrance account
Receiving
FAC 353.00         Flag item as receipt required (3 way match)
FAC 354.00         Flag item as inspection required (4 way match)

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                                                                                                                                                              Page 144 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

 FAC 355.00 Overreceipt quantity tolerance (%)
 FAC 356.00 Early/late receipts
 FAC 357.00 Days early
 FAC 358.00 Days late
 FAC 359.00 Action taken code (None, Reject, Warning)
 FAC 360.00 Allow unordered receipts
 FAC 361.00 Allow substitute receipts
 FAC 362.00 Cross dock
Key Control
 FAC 363.00 Ability to track key hooks
 FAC 364.00 Ability to track key cuts
 FAC 365.00 Ability to associate key cuts to hooks
 FAC 366.00 Ability to easily establish for which locations a key cut is used
 FAC 367.00 Ability to link key numbers for every key cut
 FAC 368.00 Ability to have a status and individual associated to every key number
                     y                   ,            ,              y
 FAC 369.00 Ability to track checked‐in, checked out, and lost keys easily y
 FAC 370.00 Ability to view key transaction histories (i.e., issues)
 FAC 371.00 Ability to track multiple keys for one room
Other Supported Functions
 FAC 372.00 Cycle counting
 FAC 373.00 ABC Analysis
Request for Quotations (RFQs)
 FAC 374.00 Create quotes for MRO materials and services
 FAC 375.00 Issue quotes and analyze responses
Purchase Orders
 FAC 376.00 Allow buyers to split requisitions across multiple purchase orders
 FAC 377.00 Allow buyers to combine multiple requisitions onto a single PO
 FAC 378.00 Link requisitions to purchase orders for requestor tracking
 FAC 379.00 Attach reqs to service contracts
 FAC 380.00 Attach reqs to existing blanket orders
                Update EAM with purchasing details for maintenance planning (e.g. material 
 FAC 381.00
                delivery date)
 FAC 382.00     Track exceeded price tolerances
 FAC 383.00 Maintain supplier catalog data 
Supplier Management
 FAC 384.00 Maintain supplier list
 FAC 385.00 Maintain list of approved suppliers
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                    73of 173
                                                                                                                                                                     Page 145 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

 FAC 386.00 Track supplier status (approved, new, review, debarred)
 FAC 387.00 Vendor performance statistics
Internet Portal
 FAC 388.00 Suppliers should be able to access
 FAC 388.01         Purchase Orders
 FAC 388.02         Invoices
 FAC 389.00      Suppliers be able to 
 FAC 389.01         Charge time to Work Orders
 FAC 389.02         Complete steps/complete WO
Site Selection and Acquisition
 FAC 390.00 Identify site candidates for lease or purchase 
 FAC 391.00 Planning next store opening or office opening or relocation 
 FAC 392.00 Track progress of deal
 FAC 393.00 Share among team members 
 FAC 394.00 Share documents and drawings 
                                     g
 FAC 395.00 Version track living documents 
 FAC 396.00      Track acquisition costs
 FAC 397.00 Review and approve acquisition 
Construction Management
 FAC 398.00 Ability to create a project manager
 FAC 399.00 Store build outs
 FAC 400.00 Leasehold improvements 
 FAC 401.00 Refurbishments 
 FAC 402.00 Track costs & progress of construction projects 
 FAC 403.00 Schedule resources (labor, materials, equipment) 
 FAC 404.00 Ability to create a project workflow and track/change the statuses on‐line
 FAC 405.00 Ability to create project contracts by discipline (i.e., electrical, HVAC, etc.)
 FAC 406.00 Ability to generate the appropriate encumbering contract financial transactions
                 Ability to track inspections by accessing contract inspection data related to specific 
 FAC 407.00
                 contract line items/progress
 FAC 408.00 Ability to create multiple planned work requirements with multiple versions
                 Ability to perform contract change orders and to generate the related encumbering 
 FAC 409.00
                 or de‐encumbering of financial transactions
                 Ability to utilize project scheduling, standardized milestones, Gant charts or Pert 
 FAC 410.00
                 charts for time projection, cash flows and progress reporting
Capitalization
 FAC 411.00 Allocate costs to capital assets
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                           74of 173
                                                                                                                                                                  Page 146 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                     CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                               M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                      U = Unable to Meet Requirement

                                                                                                        Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                 Comments
                                                                                                        Response Codes Fulfill Requirements

 FAC 412.00 Create capital assets
 FAC 413.00 Adjust asset costs with late charges
Operations and Maintenance (O&M)
 FAC 414.00 Identify operational activities and responsibilities
 FAC 415.00 Identify maintenance programs and responsibilities
 FAC 416.00 Define budgets for operations activities and maintenance programs
 FAC 417.00 Manage actual costs vs. O&M budgets
Demolition and Retirement
 FAC 418.00 Track individual and aggregate site profitability 
 FAC 419.00 Determine whether to keep or close site 
 FAC 420.00 Capture cost of removal and salvage
 FAC 421.00 Retire asset from Assets module
Integration with Asset & Work Management
                 Ability to load building‐floor‐room hierarchies created in property management into 
 FAC 422.00
                 EAM asset hierarchy
 FAC 423.00                 p y         g
                 Track Property Management record ID in EAM asset catalog    g
Lease Execution
 FAC 424.00 Administer as tenant or landlord
 FAC 425.00 Create direct leases, third party leases, or subleases 
                 Abstract and manage critical lease information, agreements, other contractual 
 FAC 426.00
                 obligations  
 FAC 427.00 Milestone management of critical dates 
 FAC 428.00 Assign multiple locations per lease 
 FAC 429.00 Assign landlord information
 FAC 430.00 Assign lease classes and lease types
 FAC 431.00 Assign multiple leases to a single location 
 FAC 432.00 Track broker information
 FAC 433.00 Track tenant information
 FAC     434.00    Track rentable square footage, usable square footage, and common area factors
 FAC 435.00 Maintain contact database by lease and property 
 FAC 436.00 Audit trail of lease edits and amendments 
Lease Payment and Billing Terms
 FAC 437.00 Base rent 
 FAC 438.00 Variable rent (percentage rent) 
 FAC 439.00 Rent Increases (CPI and other indices) 
 FAC 440.00 Recoverable expenses 
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                        75of 173
                                                                                                                                                                  Page 147 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                     CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                               M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                      U = Unable to Meet Requirement

                                                                                                        Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                 Comments
                                                                                                        Response Codes Fulfill Requirements

 FAC 441.00 Month‐to‐month 
 FAC 442.00 Lease holdovers 
 FAC 443.00 Charge‐backs
 FAC 444.00 Mark‐Ups
 FAC 445.00 Any user defined payment/billing term 
 FAC 446.00 Recurring abatements 
 FAC 447.00 Term templates 
Space Definition
 FAC 448.00 Define/group properties by regions 
 FAC 449.00 Distinct definition of land and building within a property 
 FAC 450.00 Dynamic location naming: 
 FAC 450.01         Store ‐ Department ‐ Location
 FAC 450.02         Buildings – Floors – Offices
 FAC 450.03         Land – Parcels – Sections
 FAC 451.00      Ability to interface with AutoCad documents
    g p                       y
Geographical Information System (GIS) 
                 Ability to utilize integrated GIS functionality with Environmental Systems Research 
 FAC 452.00
                 Institute (ESRI) database
 FAC 453.00 Ability to access ESRI shape files.
 FAC 454.00 Ability to integrate with the ESRI Spacial Database Engine (SDE)
                 Ability to associate work orders and/or equipment records to ESRI objects or 
 FAC 455.00
                 locations through GIS mapping
                 Ability to create a work order while in the GIS map view based on the object 
 FAC 456.00
                 location
 FAC     457.00
               Ability to browse all work orders, equipment and ESRI objects through GIS map view
               Ability to access graphical mapping capabilities include ESRI drill‐down and mouse 
 FAC 458.00
               locator navigation from within the application
               Ability to individualize screen settings within the application when setting up GIS 
 FAC 459.00
               maps
Space Assignment
 FAC 460.00 Date effective space definition  
 FAC 461.00 Assign employees/customers to spaces 
 FAC 462.00 Assignment history 
 FAC 463.00 Maintain usage by relevant cost centers  
               Integration to CAD drawings to a floor of a given property through bi‐directional 
 FAC 464.00
               links
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                        76of 173
                                                                                                                                                                      Page 148 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                   Ability to scan drawings for assigned room numbers, that would would detect walls 
 FAC     465.00
                   and generate a polyline based on the surrounding walls
                   Ability to scan CAD drawings for polylines with assigned room numbers and verify 
 FAC     466.00
                   the existence of a corresponding location in the facilities database
                   Ability to launch application screens from within an CAD drawing to find, display, 
 FAC     467.00    and edit database entities related to a given location, including employees, 
                   equipment, work orders, lease records, and the location records
FAC 468.00         Integration to Human Resources/Receivables  
Recoveries
 FAC     469.00
                Automates common area maintenance (CAM) billing and reconciliation process 
 FAC     470.00 Minimizes errors throughout the recovery calculation 
                Ensures complete recovery of all CAM expenses through direct integration with 
 FAC 471.00
                general ledger 
Transaction Processing
                              yg                                 g      p y
 FAC 472.00 Automatically generate normalized lease billing and payment schedules 
 FAC 473.00 Review and authorize payment and billing schedules 
 FAC 474.00 Mass approval 
                Complete integration with accounts payables and accounts receivables in system of 
 FAC 475.00
                record 
 FAC 476.00 Report on rent obligations and pro forma cash flow 
 FAC 477.00 Drill down to accounts payables and accounts receivables in system of record 
Utility Management
 FAC 478.00 Unlimited meter hierarchy capability
 FAC 479.00 Unlimited, user defined, utility type definition
 FAC 480.00 Ability to create virtual meters
                Ability to create a service meter for non‐utility services spread across multiple users
 FAC 481.00
 FAC     482.00    Ability to calculate rates for each utility type
                   Ability to include cost of purchase, maintenance, and capital improvements in utility 
 FAC     483.00
                   calculations
 FAC     484.00    Ability to do percentage and fixed price utility billing calculations
                   Ability to create invoices and customer bills for utility consumption and to generate 
 FAC     485.00
                   appropriate financial transactions
 FAC     486.00    Ability to create meter groups for like types of operations


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                                                                                                                                                                      Page 149 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                 Ability to perform meter readings through manual/batch input, and/or an interface 
 FAC     487.00
                 to PDA device
 FAC 488.00 Ability to generate meter‐reading routes
                 Ability to process billings in EDI format through accounting, accounts payable, and 
 FAC 489.00
                 energy management processes. 
Facility Condition Assessment (FCA)
                 Ability to assess all assets, including administrative, athletic, and residential
 FAC 490.00
                 structures and various support facilities
                 Ability to identify and document current facility condition deficiencies and
 FAC 491.00
                 corrections to the deficiencies
 FAC 492.00 Ability to estimate costs for correction of deficiencies
 FAC 493.00 Ability to develop present facility renewal budgets
 FAC 494.00 Ability to forecast future facility renewal costs
                 Ability to Identify and quantify all deficient conditions in terms of deferred
 FAC 495.00
                 maintenance, capital repair/plant renewal, and plant adaptation
                       y           y,          p
 FAC 496.00 Ability to classify, rank and prioritize all deficient conditions
                 Ability to classify, rank and prioritize correction projects and the associated building
 FAC 497.00 systems and deficiency classifications by severity and anticipated life‐cycle

 FAC     498.00    Ability to Identify the extent and severity of the deferred maintenance liability
                   Ability to identify, prioritize, and schedule deferred maintenance reduction projects
 FAC     499.00    that best take advantage of available funds and improve facility functions (deferred
                   maintenance)
                   Ability to identify the resources needed to maintain the operability, suitability, and
 FAC     500.00    value of the physical assets given their current function (capital/plant renewal)

                   Ability to identify what is necessary to adapt the facilities to meet the facility
                   requirements of the institution, the requirements of today’s standards and codes,
 FAC     501.00
                   and the needs of changing technology as it impacts space (plant adaptation)

                   Ability to maintain a continuously updated facilities database for Current
 FAC     502.00
                   Replacement Value, and Facilities Condition Index
                   Ability to store, analyze, print, and update the facility condition data with the
 FAC     503.00    preferred database structure compatible with industry‐standard Computerized
                   Maintenance Management Systems (CMMS)


Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                            78of 173
                                                                                                                                                                      Page 150 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                Ability to utilize nationally recognized estimating standards such as R.S. Means
 FAC     504.00
                published construction and remodeling cost estimating applications
                Ability to automate annual updating of correction costs based on published inflation
 FAC     505.00
                rate indices
                Ability to use life cycle cost analysis and remaining useful life to determine if an item
 FAC     506.00
                should be repaired or replaced
 FAC     507.00 Ability to calculate the Facility Replacement Cost (FRC) for each facility and site
                Ability to analyze and model the standard life cycle deterioration of each facility and
 FAC     508.00 report on the annual reinvestment rate to replace components as they become
                unusable
                Ability to establish rates of standard degradation of each component and the cost to 
 FAC     509.00
                replace/refurbish that component
                Ability to analyze multiple year outlooks and various combinations of building type
 FAC     510.00
                reinvestment rates
 FAC     511.00 Ability to analyze and project funding for time periods up to 25 years
                  p
Variable Format Reports 
 FAC     512.00 Rent Roll and Lease Expiration Report 
                Billing Report, formatted according to account administrator, work order, or 
 FAC 513.00
                account
 FAC 514.00 Lease Options 
 FAC 515.00 Lease Milestones 
 FAC 516.00 Space Assignment by Lease 
 FAC 517.00 Space Assignment by Location 
 FAC 518.00 Space Utilization by Lease 
 FAC 519.00 Space Utilization by Location 
                Benchmarking of utility consumption between customer groups, buildings, and 
 FAC 520.00
                other types of groupings
Costing ‐ General Ledger
 FAC 521.00 On‐line integration with enterprise asset management (EAM) system
 FAC 522.00 Account codes to EAM system
 FAC 523.00 EAM costs to general ledger 
                Option to transfer summary or detail costs to the general ledger at the organization 
 FAC 524.00
                level
EAM Cost Management
 FAC 525.00 Inventory Costing
 FAC 526.00 Record material charge account at issue
 FAC 527.00 Automatically record material credit account
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                            79of 173
                                                                                                                                                              Page 151 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

FAC 528.00         Support multiple costing methods:
FAC 528.01            Average
FAC 528.02            LIFO
FAC 528.03            FIFO
FAC 528.04            Standard
FAC 529.00         Track inventory carrying cost (%)
FAC 530.00         Support multiple labor rate costing methods
FAC 530.01            Average
FAC 530.02            LIFO
FAC 530.03            FIFO
FAC 530.04            Standard
FAC 531.00         Track maintenance costs by:
FAC 531.01            Material
FAC 531.02            Material overhead
FAC 531.03            Resource
FAC 531.04            Resource overhead
FAC 531.05            Outside processing
FAC 532.00         User defined cost categories (Contract, Maintenance, Operations etc.)
FAC 533.00         Maintain cost elements within cost categories for
FAC 533.01            Material
FAC 533.02            Labor
FAC 533.03            Equipment (tools, equipment rentals etc.)
FAC 534.00         Track maintenance offset account (credit account)
FAC 535.00         Asset/WO Management
FAC 536.00         Automatically update asset history through WO charges
FAC 537.00         Automatically reflect purchase order/invoice variances on work order and asset
Organization 
FAC 538.00         For each organization establish:
FAC 538.01            Inventory costing method (e.g. LIFO)
FAC 538.02            Labor rate method (e.g. Average)
FAC 538.03            Option to transfer summary or detail costs to the GL
FAC 539.00         Track valuation accounts for:
FAC 539.01            Material
FAC 539.02            Outside processing
FAC 539.03            Material overhead
FAC 539.04            Overhead
FAC 539.05            Resource
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                    80of 173
                                                                                                                                                                     Page 152 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

FAC 539.06            Expense
FAC 540.00         Track account codes for:
FAC 540.01            Intransit inventory
FAC 540.02            Purchase price variance
FAC 540.03            Invoice price variance
 FAC 540.04           Inventory AP accrual
 FAC 540.05           Cost variance account
Department 
 FAC 541.00        Establish defaults for:
 FAC 541.01           Cost Category
 FAC 541.02           Expense account code
Projects
 FAC 542.00        Automatically roll up EAM work order costs to Project file if applicable
 FAC 543.00        Allocate WO costs to Fixed Assets when appropriate
                                                                                     INVENTORY
 INV      1.00     Establish, maintain, adjust and delete inventory stock item records in real time.
                   Establish, maintain, adjust and delete inventory stock item records in real time.
 INV      2.00     Capture, report, and use demand history to drive re‐order points.
 INV      3.00     Allow for electronic approval for inventory: 
 INV      3.01          Receipts
 INV      3.02          Disposals
 INV      3.03          Transactions as defined by client
 INV      3.04          Issues
 INV      3.05          Returns to stock
 INV      4.00     Track the following information in a base inventory record with the following fields:
 INV      4.01           Item name
 INV      4.02           Text description
 INV      4.03           Issuance unit of measure
 INV      4.04           Unit cost
 INV      4.05           Average price (calculated value)
 INV      4.06           Minimum stock (reorder point)
 INV      4.07           Maximum stock limit
 INV      4.08           Quantity on hand
 INV      4.09           Issued year‐to‐date
 INV      4.10           Commodity code
 INV      4.11           Sub Commodity Code

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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                 CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                           M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                  U = Unable to Meet Requirement

                                                                                                     Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                             Comments
                                                                                                     Response Codes Fulfill Requirements

 INV      4.12          Controlled items
 INV      4.13          National Diagnostic Code (NDC)
 INV      4.14          UPC bar code
 INV      4.15          Item category code
 INV      4.16          Credit (Returned Merchandise) account number
 INV      4.17          Credit Expense Number
 INV      4.18          Shelf life or expiration date
 INV      4.19          Text field for miscellaneous entry
 INV      5.00     Inventory status categories to include:
 INV      5.01          Active
 INV      5.02          Obsolete
 INV      5.03          Recalled
 INV      5.04          Inactive
                   Flag an inventory item with a Restricted status (e.g., controlled substances, 
 INV      6.00     ammunition, etc.) that requires enhanced security to make entries against the 
                   record
 INV     7.00      Inventory parts with a labor cost component:
 INV     7.01           Rebuilt parts from a core element (e.g., alternator)
 INV      7.02          Parts built with inventoried material
 INV     8.00      Automatically assign stock requisition numbers.
 INV     9.00      Include requesting agency ID code on a stock requisition.
 INV     10.00     Allow inventory to be classified by purchasing commodity code.
 INV     11.00     Track MSDS inventory items in a table driven format to include:
 INV     11.01          Health hazard level
 INV     11.02          Personal protective equipment
 INV     11.03          Approved for purchase
 INV     11.04          Chemical Abstracts Service (CAS) registry number
                   Produce a hard copy stock tag (bar code label) which associates the following 
 INV     12.00
                   information to an inventory item:
 INV     12.01          Stock location
 INV     12.02          Manufacturer's part number
 INV     12.03          Manufacturer name
 INV     12.04          Item number
 INV     12.05          Unit of measure
 INV     12.06          Expiration date
 INV     12.07          Issuing unit by location
 INV     12.08          Unit cost
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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                             CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                       M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                              U = Unable to Meet Requirement

                                                                                                                Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                         Comments
                                                                                                                Response Codes Fulfill Requirements

 INV     12.09            Commodity Code
 INV     12.10            Sub Commodity Code
 INV     12.11            Notes field
 INV     12.12            Part number
 INV     13.00     Accommodate items with zero dollar value and/or zero quantity.
 INV     14.00     Provide a multi‐level location structure, to include:
 INV     14.01            Building and Room
 INV     14.02            Warehouse (for example ‐ central supply)
 INV     14.03            Aisle
 INV     14.04            Bin
 INV     14.05            Cart
 INV     14.06            Required environmental conditions for the specific location
 INV     15.00     Charge parts directly from the Inventory module:
 INV     15.01            Via an interface with the work order module
 INV     15.02            Direct from the inventory module 
 INV     16.00                                y                      p
                   Indicate stock on hand by each location or multiple locations.
 INV     17.00     Record transfer of inventory stock among locations.
 INV     18.00     Provide the following inventory costing methods, at a minimum:
 INV     18.01            LIFO
 INV     18.02            FIFO
 INV     18.03            Actual cost
 INV     18.04            Replacement cost
 INV     18.05            Rolling average
 INV     19.00     Adjust demand history to reflect drop ship transactions of a stocked item 
 INV     20.00     Create issue tickets automatically from approved supply requisitions.
                   Support 'kit' issuance for inventory items that are always linked together (e.g., light 
 INV     21.00
                   bar, MDT, gun rack, etc. for a squad car).
                   'Kit' issuance performs an available inventory edit across all kit items prior to issuing 
 INV     22.00
                   a pick order to assemble the kit. 
 INV     23.00     'Kit' backorder possible on out of stock item from an overall kit.
                   Provide an automatic reorder process for all stock items including electronic request 
 INV     24.00
                   and approval.
 INV     25.00     Trigger a message when a reorder point for an inventory item is reached
 INV     26.00     Support Economic Order Quantity (EOQ) functionality/capability.
                   Issue items in an established sequence from stock (e.g., issuing pre‐numbered 
 INV     27.00
                   license forms in the order of their sequence)
 INV     28.00     Provide for manual overrides of reorder points and reorder quantities.
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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

                   Automatically update inventory on‐order information at the time that a requisition 
 INV     29.00
                   is created.
 INV     30.00     Inventory adjustment capabilities with proper approval levels.
 INV     31.00     Define cause of inventory disposal, including:
 INV     31.01           Spoilage
 INV     31.02           Shrinkage
 INV     31.03           Reduction in maximum quantity
 INV     31.04           Obsolescence
 INV     31.05           Damage in warehouse
 INV     31.06           Insurance claim
 INV     31.07           Expired 
 INV     31.08           Hidden vendor damage
 INV     32.00     Provide automatic cycle count scheduling.
 INV     33.00     Select and sequence physical inventory and cycle count documents.
 INV     34.00     Provide a pre‐defined interface to accept and interpret bar‐coded data for:
 INV     34.01                    g
                         Receiving documents
 INV     34.02           Cycle counts
 INV     35.00     Issue or receive material using bar‐coding with a third‐party handheld device.
 INV     36.00     Support performing inventory counts with a bar code reading handheld.
 INV     37.00     Recognize SKU and multiple commodity codes via bar‐code technology.
 INV     38.00     Associate parts to work orders or job orders using bar code technology.
                   Scan and use manufacturers bar code to update inventory receipts, issues, returns, 
 INV     39.00
                   surplus, sold or work order.
 INV     40.00     Print bar code labels.
 INV     41.00     Freeze items to prevent issuance during an inventory period. 
 INV     42.00     Print inventory worksheets by user selectable criteria to hard copy.
 INV     43.00     Export inventory items list, by user selectable criteria, to bar code reader.
 INV     44.00     Support physical inventory performed on a cycle count basis. 
 INV     45.00     Manually assign a priority code to each inventory item for cycle count purposes
                   Generate cycle count lists by location in the warehouse according to the following 
 INV     46.00
                   priority categories (only one category can be assigned per inventory item):
 INV     46.01           Priority code based upon unit cost threshold (e.g., over $500 is priority 'A')
                         Priority code based upon sales unit volume threshold (e.g., over 12 turns per 
 INV     46.02
                         year is priority 'A')
                         Priority code based upon nature of inventory item (e.g., syringes are priority 
 INV     46.03
                         'A')
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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                        Priority code based upon nature of inventory item (e.g., syringes are priority 
 INV     46.04
                        'A')
                        Priority code assigned upon an expiration date of an inventory item (e.g., 
 INV     46.05
                        syringes are priority 'A')
                        Prompt warehouseman to perform cycle counts based upon priority code 
 INV     46.06
                        assigned to inventory item via hard copy count sheet. 
 INV     47.00     Generate physical inventory discrepancy report on screen or in hard copy.
 INV     48.00     Aggregate inventory adjustments for audit purposes.
 INV     49.00     Support business rules for surplus disposal.
                   Generate a surplus inventory disposal form that populates with information from 
 INV     50.00
                   the item record (e.g., description, unit of measure, cost).
 INV     51.00     Note item condition as a step in the surplus inventory disposal process.
 INV     52.00     Provide sampling tools for inventory audit counts.
 INV     53.00     Automatically post inventory adjustments with appropriate approval and security.
 INV     54.00     Produce the following reports by user selected criteria:
                                        g p         y
 INV     54.01         Inventory Count report
 INV     54.02         Usage year‐to‐date or user defined period
 INV     54.03         Inventory Item List by user selected fields
 INV     55.00     Provide inventory detail and summary reports sequenced by location.
 INV     56.00     Generate a transaction listing, by item, over a defined date range. 
                   Query the purchase activity of an item, including manufacturer's SKU, over a date 
 INV     57.00
                   range to research a manufacturer's recall 
 INV     58.00     Create an immediate pull ticket for inventory items with a status of "Recall"
 INV     59.00     Provide issuances by item range.
 INV     60.00     Provide issuances by project.
 INV     61.00     Provide issuances by segment of the organization.
 INV     62.00     Create physical inventory reports, including the following:
 INV     62.01         Exception report of quantity variances
 INV     62.02         Inventory value with value variance
 INV     63.00     Ad‐Hoc Reporting as required
                                                                                HUMAN RESOURCES
                   Ability to setup and maintain a countywide job title table, including descriptions, 
 HR       1.00
                   qualification standards and salary information (pay plan)
                   Ability to create, edit and view job title related data for any effective date (e.g., 
 HR       2.00
                   history, current, future, cancelled) and maintain historically

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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

                   Ability to create, modify and deactivate job title data and maintain historically (e.g., 
 HR       3.00
                   due to labor laws, grievances)
                   Ability to process variations and exceptions to the standard job titles identified in 
 HR       4.00
                   the system at the employee level
 HR       5.00     Ability to have titles with varying attributes tying back to a general title
                   Ability to have a unique identifier for job titles and subtitles (that can be associated 
 HR       6.00
                   with the Civil Service issue codes)
 HR       7.00     Ability to associate job titles with associated pay grades and step information
                   Ability to maintain multiple salary schedules and other required fields for specific 
 HR       8.00
                   job titles
                   Ability to maintain historical FLSA status, EEO and Union requirements with the 
 HR       9.00
                   ability for employee level overrides within a job title
                   Ability to override the pay leave parameter and union designation associated with a 
 HR      10.00
                   single job title at the employee level
                   Ability to perform keyword text search and/or a search on job title data (e.g., 
 HR      11.00
                   jurisdictional classifications)
                   jurisdictional classifications)
                   Ability to capture detailed job title specification information (including narrative 
 HR      12.00     text and/or context sensitive links to online Title Specification PDFs on the Civil 
                   Service web site)
 HR      13.00     Ability to track reason codes associated with changes to job titles
                   Ability to allow a title to be reclassified while not affecting the incumbent 
 HR      14.00
                   employees
                   Ability to support the approval process workflow for the creation or update of job 
 HR      15.00
                   title information
                   Ability to segment data access to the Civil Service Master Title Index (master job 
 HR      16.00
                   title table)
                   Ability to flexibly implement full, partial or no position management either County‐
 HR      17.00
                   wide or segment position management method by population
 HR      18.00     Ability to automatically set minimum and maximum values for salary on positions
 HR      19.00     Ability to establish specific salary/grade parameters for all positions
                   Ability to determine employee's eligibility for premium pay based by searching 
 HR      20.00
                   against their position
                   Ability to update a position's attributes and automatically update the incumbent's 
 HR      21.00
                   records


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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                             CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                       M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                              U = Unable to Meet Requirement

                                                                                                                Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                         Comments
                                                                                                                Response Codes Fulfill Requirements

                   Ability to maintain effective dated (e.g., history, current, future) position data 
 HR      22.00
                   information 
                   Ability to determine position counts, full time equivalents (FTE), employee counts, 
 HR      23.00
                   and adjust the counts when position changes and employee changes occur
                   Ability to have maximum headcounts (FTE limits) or unlimited headcounts assigned 
 HR      24.00
                   to a position
 HR      25.00     Ability to adjust FTE count based on funding
 HR      26.00     Ability to report/inquire on headcounts (FTEs) filling positions
 HR      27.00     Ability to report/inquire on vacant or partially vacant positions
                   Ability to maintain hiring and attrition rates related to a position for a specified date 
 HR      28.00
                   range.
                   Ability to allow multiple employees to share a single position (e.g., two people 
 HR      29.00
                   working part time sharing a role)
                   Ability for a system to link positions to recruiting functionality to ensure that 
 HR      30.00
                   positions must exist to create a recruitment action
                   positions must exist to create a recruitment action
                   Ability to change mapping of employees to position based on rules (to be defined 
 HR      31.00
                   and enforced outside of the system).
                   Ability to access by title and date, the number of incumbents by title and 
 HR      32.00
                   department
                   Ability to "freeze" a position and all linked payroll data (e.g., if funds run out for a 
 HR      33.00     position and the employee in the position must be laid off, all payroll related data 
                   must reflect the lay off immediately)
 HR      34.00     Ability to encumber payroll for Full Time and Part Time positions
                   Ability to provide an applicant tracking system for both external and internal job 
 HR      35.00
                   applicants
                   Ability to automatically populate certain applicant information to employee data 
 HR      36.00
                   when hired
                   Ability to create, edit and view application profile data for all effective dates (e.g., 
 HR      37.00     history, current, future) and maintain historically.  Security levels would be 
                   necessary to restrict this functionality to those with the appropriate authorization
                   Ability to capture and view resume and applicant data (may include test scores, 
                   mental and physical ability test, background checks based on position).  Security 
 HR      38.00
                   levels would be necessary to restrict this functionality to those with the appropriate 
                   authorization

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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                             CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                       M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                              U = Unable to Meet Requirement

                                                                                                                Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                         Comments
                                                                                                                Response Codes Fulfill Requirements

 HR      39.00     Ability to establish unique ID on applicant record.
                   Ability to capture metrics on applicants, including County employees that apply for 
                   positions (e.g., those who apply for positions, those who move on and do not move 
 HR      40.00
                   on through the application process, and how long they are in each step of the 
                   process)
                   Ability to accept, maintain and query from a pool of applications not linked to a 
 HR      41.00
                   specific position
                   Ability for the system to match/evaluate/rank application data against job 
 HR      42.00
                   requirements based on specified fields.
 HR      43.00     Ability to create and edit job postings and maintain historically.
 HR      44.00     Ability to post positions to the web to facilitate searching for positions
 HR      45.00     Ability for agencies to post jobs internally (via intranet), and externally (via internet)
                   Ability to track where a job has been advertised / posted (e.g., internet sites, 
 HR      46.00
                   newspapers) to include date posted, length open.
 HR      47.00           y          j p       g y
                   Ability to track job postings by user defined criteria
 HR      48.00     Ability to specify open/close dates for job postings
 HR      49.00     Ability to automatically de‐activate a job posting on its closing date
                   Ability to refresh vacancy announcements on a set schedule (e.g., postings 
 HR      50.00
                   added/removed each day or week) 
 HR      51.00     Ability to view and search all open vacancies (that have been posted) electronically
                   Ability to track online, the number of people applying for a vacancy and how long 
 HR      52.00
                   the vacancy has been open
                   Ability to provide online access for hiring authority to view qualified applicants and 
 HR      53.00
                   status updates during the recruiting process 
                   Ability to schedule and track applicants for exams/testing/screening process 
 HR      54.00
                   (interviews, panels,  promotional exams, and physical ability tests)
 HR      55.00     W‐4 form that is auto filled with information from the job application
 HR      56.00     I‐9 form that is auto filled with information from the job application
                   Ability to create custom forms that populate form fields from information in the ERP 
 HR      57.00
                   system
 HR      58.00     Ability to specify fields as required on application
                   Ability to receive applicant profile data from an external system via an interface 
 HR      59.00
                   (e.g., external job board, Civil Service applicant system)


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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

                   Ability to provide access via a secure web browser and includes a functional web 
 HR      60.00
                   site incorporating selected system features
 HR      61.00     Ability for the database to be continuously updated in real time
                   Ability to apply Florida's Veteran's Preference 5 and 10 point rules, and identify 30% 
 HR      62.00     disabled veterans and afford them the required preference on each step of the 
                   evaluation process
                   Allow for application function level security based on userid and complex password 
 HR      63.00
                   supporting multiple user groups/security set at event level
                   Ability to capture EEO data, screen it from recruiters and agency users, and allow 
 HR      64.00
                   users with EEO security to view and report on summarized EEO information
                   Ability to link to countywide job title table including descriptions, qualification 
 HR      65.00
                   standards and salary information
                   Ability to store specific knowledge, skills and abilities (KSAs), measured by applicant 
 HR      66.00
                   test scores or multiple independent subject matter ratings/evaluation comments
                   Ability to have an automatic internal and external e‐mail notification function to 
 HR      67.00
                   send notifications based on event triggers to applicants and agency users
                   Ability to specify weighted values for specific KSAs matching proficiency level and 
 HR      68.00
                   years of experience, and if applicable, test scores and oral panel interview scores
                   Ability to tailor the content of the notifications as needed, including on a 
 HR      69.00
                   recruitment by recruitment basis
                   Ability to store, identify and view notifications by applicant name and/or requisition 
 HR      70.00
                   number
                   Ability to process hard copy notifications to applicants who do not have an e‐mail 
 HR      71.00
                   address
                   Ability to print all screens through a browser, including completed candidate profile 
 HR      72.00
                   information
 HR      73.00     Ability to establish archiving and purging rules
 HR      74.00     For authorized users to simultaneously view a single applicant's profile
 HR      75.00     Ability for applicants to apply online for multiple positions with one submittal of 
                   Ability for applicants to be able to update their personal information ad check the 
 HR      76.00
                   status of their applications, and view their test scores
                   Ability for applicants to indicate work preferences such as full‐time/part‐time, and 
 HR      77.00
                   location/region

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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

                   Ability for applicants to be able to inactivate themselves from a job title for which 
 HR      78.00
                   they no longer wish to be considered
 HR      79.00     Ability to maintain detailed applicant history including historical test scores
 HR      80.00     Ability to establish and maintain applicant eligibility and referral lists
 HR      81.00     Ability to preview available candidates before a job requisition is finalized
                   Ability for applicants to file online job interest cards to be notified when desired job 
 HR      82.00
                   title(s) are available
                   Ability to customize workflows for routing, approvals and notifications based on 
 HR      83.00
                   agency configurations and revise as needed.  
                   Ability to create different evaluation criteria (matching models) including 
 HR      84.00
                   requirements (KSAs) and hurdles by job title or category
                   Ability to handle multiple evaluation hurdles (e.g. a written test, performance 
 HR      85.00     (typing, driving) test, manual rating of experience/education, qualifying interview) 
                   in a single job title using event triggers
                   Ability for authorized agency users to access assigned requisitions, associated 
 HR      86 00
         86.00     applicant profiles and reported knowledge skills & abilities (KSA's) for evaluation
                   applicant profiles and reported knowledge, skills & abilities (KSA's) for evaluation 
                   purposes, and enter evaluation results into the KSA requisition database
                   Ability for multiple users to access/evaluate candidates in a requisition 
 HR      87.00
                   simultaneously
                   Ability to enter weighted job requirement KSA rating scores and editable evaluation 
 HR      88.00
                   comments over the secure web
                   Ability for automatic calculation of final scores considering individual test/multiple 
 HR      89.00
                   rater skills scores
                   Ability to track and record all requisition activities, status and progress and maintain 
                   detailed requisition history based on event triggers such as dates of creations, 
 HR      90.00
                   approval, hurdle completion, applicant interview, and applicant selection.  Should 
                   also include the ability for users to enter comments into requisition history
 HR      91.00     Ability to fill multiple vacancies on a single requisition
                   Ability to pre‐populate requisition with job title, job description, agency 
 HR      92.00
                   information, etc from information in the ERP system
 HR      93.00     Ability to search the universal database using filters and drop dead criteria
                   Ability to pre‐screen applicants on a requisition and move those candidates who are 
 HR      94.00
                   deemed qualified to proceed to the next evaluation hurdle


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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

                   Ability to advance candidates through the various hurdles of the process while 
 HR      95.00     preventing candidates who have not successfully completed part of the evaluation 
                   process from advancing to the next hurdle
                   Ability for applicant information to be placed "on‐hold" until all evaluation 
                   requirements have been met (such as completing all of the required tests) and 
 HR      96.00
                   applicant has been determined eligible or ineligible for the position.  This includes 
                   tested and non‐tested job classifications
                   Ability to allow recruiters to search the universal applicant database according to 
 HR      97.00     the job title requirements for eligible applicants based on test scores, weighted KSA 
                   requirements, and/or job preferences and obtain an overall percentage match
 HR      98.00     Ability to automatically rank applicants on test score average by job title
                   Ability to "snapshot" all applicants profiles (work/education history) once the 
 HR      99.00
                   evaluation process on a requisition has begun
                   Ability to refer selected eligible applicants electronically to hiring managers for 
 HR      100.00
                   selection interview, including application materials/applicant profile
                   Ability for hiring managers to enter selection statuses to record results of selection 
 HR      101.00
                   interviews
                   Ability to automatically inactivate candidates from future consideration from a job 
 HR      102.00
                   title who fail to respond to an interview
                   Ability to print the list of applicants at each hurdle and to print the profiles/resumes 
 HR      103.00
                   of the candidates to be evaluated/interviewed
                   Ability to identify applicants who are current County employees, and their current 
 HR      104.00
                   job classification, for promotional only opportunities
                   Ability to allow County employees to be considered as a lateral transfer for 
 HR      105.00
                   vacancies within their current job titles without having to compete
                   Ability to automatically calculate years of experience based on hours and dates 
 HR      106.00
                   worked as indicated in the application work history
                   Ability for authorized users to access the requisition database and create, review, 
 HR      107.00
                   route, approve and submit requisition requirements online over the secure web
                   Ability to have an integrated skill and knowledge testing software including a 
 HR      108.00    battery of clerical and other skill tests which provide immediate (real‐time) 
                   feedback of weighted evaluation results (e.g. test scores)
                   Ability to develop and publish/utilize County specific test material in a variety of 
 HR      109.00
                   formats

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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                             CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                       M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                              U = Unable to Meet Requirement

                                                                                                                Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                         Comments
                                                                                                                Response Codes Fulfill Requirements

                   Ability to incorporate results from a third party testing system which may include 
 HR      110.00
                   different testing methodologies such as verbal instruction.
 HR      111.00    Ability to design test plans, process scores and analyze results
                   Ability to define tests, test keys/answers and set passing point per test and per job 
 HR      112.00
                   classification
                   Ability to apply the same modular tests to different job title examinations for the 
                   same applicant, taking into account rules for reuse of test scores and also the ability 
 HR      113.00
                   to group multiple tests together in one test session (e.g. require 3 tests for a clerical 
                   job classification)
                   Ability to access and proctor tests and have evaluation scores electronically scored 
 HR      114.00
                   and entered into database based on job classification requirements 
                   Ability to administer same test to numerous applicants at the same time, an the 
 HR      115.00    ability to simultaneously administer different tests to different applicants at the 
                   same time
                   Ability to score and analyze applicant's test scores including overall scores, 
 HR      116.00    individual test scores for each test taker by userid, and test scores by job 
                   classification
                   Ability to track and store all previous and new applicant test scores by individual 
 HR      117.00
                   test, job title and requisition.  
                   Ability for applicant test scores to automatically expire after one year, but still 
 HR      118.00
                   display and remain active on a requisition
                   Ability to manually reset date applicant is allowed to re‐take test(s) on an applicant 
 HR      119.00
                   by applicant basis.
                   Ability for test score expirations within a requisition to be governed by the closing 
 HR      120.00
                   date of a job posting.  
                   Ability to analyze and report on test results to perform pass point analysis, check for 
 HR      121.00
                   adverse impact and applicant flow
                   Ability to quickly perform test analysis on mean and standard deviation of test 
 HR      122.00    items, item discrimination, reliability (inter‐correlations, length of the test, etc), 
                   standard error of measurement, etc
                   Ability to update/enter employee hire/rehire information (e.g., enter information 
 HR      123.00
                   on benefits, tax information, payroll, etc.)
                   Ability to initiate the entry of selected employee hire/rehire information (e.g., 
 HR      124.00
                   employee updates their personal information during new hire orientation)
                   Ability to designate an applicant as a former or current county employee at any 
 HR      125.00
                   time during the hiring process
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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

 HR      126.00    Ability to identify employees with a unique identifier other than SSN
 HR      127.00    Ability to associate the I‐9 document to an applicant record
                   Ability to use automated workflow to submit and approve forms related to the 
 HR      128.00
                   Hire/Rehire process
                   Ability to use automated workflow to provide notification of hires/rehires to 
 HR      129.00
                   designated recipients
                   Ability to maintain a historical record of all employee IDs (all employee Ids are 
 HR      130.00
                   maintained separately)
                   Ability to maintain a checklist of items to review with new hires (e.g., covering 
 HR      131.00
                   various orientation sessions and new hire tasks)
 HR      132.00    Track post offer medical exam completion status (Y/N)
                   Ability to create, edit, view, and maintain history of all employee data (including 
 HR      133.00    separated and retired employees) associated with personnel actions (e.g., 
                   promotions, transfers, separations, etc.)
                   Ability to maintain current and historical personal data (e.g., name, date of birth, 
 HR      134.00    emergency contact information, and multiple address and phone listings) with the
                   emergency contact information, and multiple address and phone listings) with the 
                   appropriate security restrictions
                   Ability to maintain current and historical employment data (e.g., status, bargaining 
 HR      135.00
                   unit, etc.)
 HR      136.00    Ability to record multiple employment actions containing the same effective date
 HR      137.00    Ability to view who deleted/expunged an action and why it was done
                   Ability to maintain medical, physical, criminal data by employee for job and training 
 HR      138.00
                   restrictions (e.g., drug testing)
                   Ability to record and maintain non resident alien (NRA) data and information 
 HR      139.00    required by Immigration and Naturalization Service (INS) including visa information 
                   for non‐US citizens and documentation of the I‐9 registration process

                   Ability to track various employee types (e.g., temporary, seasonal, provisional, 
 HR      140.00    permanent intermittent), flag the end of seasonal and/or temporary employment, 
                   and flag them as active or inactive without losing any associated employee data
                   Ability to maintain employment type (e.g., hourly, part‐time, full‐time), work 
                   schedule (e.g., scheduled hours worked per week) and established duration (e.g., 
 HR      141.00
                   permanent, durational, temporary) to specify benefit and accrual eligibility for time 
                   and attendance

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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

                   Ability to provide the capability for employees to view their own employment 
 HR      142.00    information (current and historical) and to provide corrections or updates to their 
                   information (in accordance with the restrictions of self service)
 HR      143.00    Ability to search historical records by last name
 HR      144.00    Ability to cross‐reference names/maiden names, prior address history, salary, etc.
                   Ability to identify and link files for county employees that are married, domestic 
 HR      145.00
                   partners, children
 HR      146.00    Ability to create and track load outside personnel assignments into the system
                   Ability to maintain and view (via self service) the status of employee requests  (used 
 HR      147.00
                   to track the progress of the employee's requests)
                   Ability to maintain action type, action reason and approval required for all 
 HR      148.00
                   personnel actions
                   Ability to assign multiple work locations to employees (e.g., department, division, 
 HR      149.00
                   office) and maintain historically
                   Ability to identify the funding source for an employee, and capture multiple funding 
 HR      150.00
                   sources for split‐funded employees
 HR      151.00    Ability to process employee leave without pay
                   Ability to manage leave programs, to include the Family and Medical Leave Act, and 
 HR      152.00
                   allow for updates as regulations change
 HR      153.00    Ability to maintain employee leave history with start and end dates
 HR      154.00    Ability to maintain employee pay changes
                   Ability to track the level of security clearance required for an employee (e.g., 
 HR      155.00
                   fingerprinting)
 HR      156.00    Ability to track the level of security clearance required for a position 
                   Ability to interface with the ID card system that maintains employee photos and 
 HR      157.00
                   badges to associate the appropriate personnel information
                   Ability to maintain personnel data including: certifications, EMT training, emergency 
 HR      158.00
                   contact information, ID photos, uniforms, etc.  
 HR      159.00    track post offer medical exam completion status (Y/N)
                   Ability to track multiple employee dates (e.g., original appointment date, leave 
 HR      160.00    progression date, longevity date, and special assignment date) based on defined 
                   criteria




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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

                   Ability to create a data file for non‐employee volunteers/interns (which would 
 HR      161.00    contain basic information (contact, address, etc.), but not require all fields normally 
                   associated with an employee on payroll)
 HR      162.00    Ability to track and manage random drug testing
 HR      163.00    Ability to track and manage RIF
 HR      164.00    Ability to restrict access to protected public record information (FS 119)
                   Ability to identify and support multiple concurrent job assignments for an employee 
                   and maintain historically (e.g., An employee may have a job assignment with the 
 HR      165.00    same or different agency or across agencies and departments.  Each employee’s job 
                   assignment is independent of another and must be uniquely identified and tied to 
                   the employer)
 HR      166.00    Ability to identify or swap the primary job for an employee who has multiple jobs
 HR      167.00    Ability to allocate funds appropriately for multiple jobs
 HR      168.00    Ability to support headcount reporting for employees with multiple jobs
                         y        g           pp p                 g      y       p y               p
                   Ability to designate the appropriate benefit eligibility for employees with multiple 
 HR      169 00
         169.00
                   jobs
 HR      170.00    Ability to change employee labor distribution assignment
                   Ability to track movement\reassignment (transfers), and promotions and maintain 
 HR      171.00
                   historically
 HR      172.00    Ability to support the processing of mass personnel transactions (e.g., transfers)
 HR      173.00    Ability to track job title by employee
 HR      174.00    Ability to support the procedures associated with terminating an employee
                   Ability to turn off accruals, benefits, payments, and time and attendance when an 
 HR      175.00
                   employee separates
 HR      176.00    Ability to pay accrued benefits and retroactive pay after employee separation
 HR      177.00    Ability to maintain employee exit interview data
                   Ability to define and update a checklist upon termination ‐‐ checklist would include 
 HR      178.00
                   items such as: objects loan
 HR      179.00    Ability to provide real‐time data for upload to web portals
                   Ability to maintain employee compensation changes and view all compensation 
 HR      180.00    data associated with an employee's union affiliation & assignment (e.g., salary, 
                   stipend, merit)
                   Ability to automatically calculate percentage based or flat amount salary 
 HR      181.00
                   adjustments for anniversary increase, collective bargaining increase, or awards

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                                                                                                                                                                         Page 167 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

 HR      182.00    Ability to identify minimum and maximum salary ranges
 HR      183.00    Ability to view annual, weekly, daily and hourly compensation rates
                   Ability to associate salary schedules to employees based on union affiliations, start 
 HR      184.00
                   and promotion dates with the ability to override
 HR      185.00    Ability to prorate an employee's pay in payroll for a mid‐period change
 HR      186.00    Ability to define the time period between step increases or compensation process
                   Ability to allow consideration of performance factors within the step increase 
 HR      187.00
                   process and include comments for the reason
                   Ability to consider employee status (e.g., leave without pay (LWOP)) in applying 
 HR      188.00
                   salary/step increases or compensation process
 HR      189.00    Ability to capture an unlimited number of pay components on an individual's pay
 HR      190.00    Ability to add automated eligibility criteria for contract related salary changes
                   Ability to automatically identify eligibility for salary/ step increases or compensation 
 HR      191.00    process for all employees hired on a specific date (e.g. after 4/1/99) and update (for 
                   p                   p y                  p             ( g         / / )       p    (
                   Civil Service employees)
                   Ability to create and edit salary schedule (e.g., grades, step and banding) and apply 
 HR      192.00    mass changes (retroactive, current, and future) to salary tables based on user 
                   defined criteria and maintain historically
                   Ability to perform mass changes in "preview" mode prior to incorporating changes 
 HR      193.00
                   to employee records
 HR      194.00    Ability to apply mass increases to individual components of pay
                   Ability to apply mass changes forward through an employee's effective dated 
 HR      195.00
                   history
                   Ability to assign a reason code to an employee's record which was updated through 
 HR      196.00
                   a mass change
                   Ability to apply mass changes (percentage based, flat amount) to multiple 
 HR      197.00
                   components of pay based on defined parameters and criteria
                   Ability to maintain historical information on performance evaluations/ratings for 
 HR      198.00
                   employees
 HR      199.00    Ability to generate competency‐based evaluations for employees
                   Ability to maintain levels of demonstrated employee competencies through the 
 HR      200.00
                   performance evaluation process 
 HR      201.00    Ability for an employee to list goals for a specified time period‐ IDP


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                                                                                                                                                                       Page 168 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

                   Ability for a supervisor to evaluate employee goals and determine completion of 
 HR      202.00
                   employee goals
 HR      203.00    Ability to provide an overall performance rating
                   Ability for an employee to maintain an individual review plan containing their goals 
 HR      204.00
                   and tying those goals to specific training courses
 HR      205.00    Ability to maintain performance standards for specific job classifications 
 HR      206.00    Ability to maintain and track the appeal process for performance evaluations
                   Ability for a manager to make notes throughout the year on employee 
 HR      207.00    performance/conduct in a consistent form across agencies without being part of the 
                   employee's official record
                   Ability to document when an employee receives their performance standards and 
 HR      208.00
                   factors against which they will be measured
 HR      209.00    Ability to evaluate group performance
                   Ability flag an employee that does not have a performance rating and track by 
 HR      210.00
                   manager/supervisor
 HR      211.00
         211 00    Ability to maintain and create a performance improvement plan for an employee
                   Ability to maintain and create a performance improvement plan for an employee
                   Ability to perform a retroactive pay adjustment based upon the results of the 
 HR      212.00
                   performance appraisal process
                   Ability to maintain awards for recognition of employee achievements and 
 HR      213.00
                   performance (e.g., attendance awards)
                   Ability to create, edit, view, and maintain history of all employee license, 
 HR      214.00
                   certification, accomplishment, and skill information, regardless of job title
                   Ability to maintain employee licenses and credentials pertinent to the employment 
 HR      215.00    field and job title held, through self‐service, but subject to final approval before 
                   posting
                   Ability to track multiple licenses and certifications held by each employee and 
 HR      216.00    associated expiration and renewal dates, through self‐service, but subject to final 
                   approval before posting
                   Ability to notify an employee's supervisor when a license or certification is going to 
 HR      217.00    expire in enough time to go through the renewal process (for positions where the 
                   license or certificate is required)
                   Ability to integrate employee competencies and skills identified during the 
                   recruiting process (e.g., an employee indicates that he/she is a certified DBA when 
 HR      218.00
                   applying for a position and the system is automatically updated to reflect this 
                   competency when the employee is hired)

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                                                                                                                                                                        Page 169 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

                   Ability to associate required competencies and skills to a specific title and integrate 
 HR      219.00
                   the skill requirements with job postings in the recruitment module
                   Ability to historically maintain educational information for an employee (e.g., level 
 HR      220.00
                   of education, type of education, date of completion of education)
                   Ability to maintain language skills and rate an employee's proficiency level with a 
 HR      221.00
                   specific language, through self‐service, but subject to final approval before posting
                   Ability to maintain military background in HR system, including DD214 form 
 HR      222.00
                   information (e.g., Veteran status, dates, branch, discharge information)
 HR      223.00    Ability to create, edit and view training data and maintain historically
                   Ability to historically maintain data related to employees' college training courses 
 HR      224.00    taken for tuition reimbursement (e.g., employee name, labor unit, job classification, 
                   level of college training course (undergraduate vs. graduate), training course name) 
                   Ability to maintain costs of employee college training courses taken in order to 
 HR      225.00    submit for tuition reimbursement (e.g., track costs of each credit, college fees, 
                   other fees)
                   Ability to maintain tables related to tuition reimbursement (e.g., labor unit rules, 
 HR      226.00
                   working test period, employees current funding and reimbursement tables)
                   Ability to historically maintain data related to employee's training record (e.g., 
 HR      227.00    classes taken, dates taken, when class is due to be taken again, work location, 
                   funding, attendance certificate)
                   Ability to have dynamic training rosters  (allow for registrations, cancellations, and 
 HR      228.00
                   rescheduling)
 HR      229.00    Ability to support wait list functionality for training classes
 HR      230.00    Ability to reserve the number of seats in a training class based on specified rules
                   Ability to record employee attendance at all training sessions and conferences and 
 HR      231.00
                   provide a certificate 
                   Ability to indicate category of training (e.g., OSHA training, Public Employee Health 
 HR      232.00    & Safety Act (PESH), union sponsored, department curriculum, conferences, agency 
                   vs. other sources)
                   Ability to maintain detailed data related to training courses (e.g., dates, hours, 
 HR      233.00    costs, credit hours, governmental and non‐governmental hours of continuing 
                   professional education (CPE)/ continuing education units (CEU))

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                                                                                                                                                                         Page 170 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

 HR      234.00    Ability to maintain pre‐registration data and attendance registry by employee
 HR      235.00    Ability to define prerequisites for classes and certifications
 HR      236.00    Ability to maintain a history of reasons for employee absences to scheduled training

 HR      237.00    Ability to maintain employee training course ratings (e.g., grade, pass/fail, scores)
                   Ability to manage training course resources (e.g., room reservation, training course 
 HR      238.00
                   materials, seating limitations)
                   Ability to maintain a listing of all trainers and their individual competencies county‐
 HR      239.00
                   wide
                   Ability to define a training plan by position/title (e.g., training necessary to move 
 HR      240.00    from clerk to administrative assistant) and to modify that training plan as their 
                   position/title changes
                   Ability to link online training courses to an employee's training plan and update 
 HR      241.00
                   upon completion
                         y                  y               p y                  y       g
                   Ability to automatically enroll an employee in mandatory training courses and notify    y
 HR      242.00    the employee and/or supervisor of enrollment and when classes are going to be 
                   offered
                   Automatically send an email reminder to an employee /supervisor for their 
 HR      243.00
                   upcoming class based upon a user input date
                   Ability to track employees who are in long term training programs, including 
 HR      244.00
                   training courses taken and whether the training course was completed successfully
 HR      245.00    Ability to notify employees when new training courses are being offered
                   Ability to maintain information regarding in‐service training (e.g., job shadowing 
 HR      246.00
                   and rotations) on the employee's training record
                   Ability to allow employees to enroll in offered training courses themselves (via self 
 HR      247.00
                   service)
                   Ability to maintain an approval process for both tuition reimbursement and training 
 HR      248.00
                   course registration (by employee and Central HR/Civil Service)
                   Ability to view the approval status for a training course, and/or tuition 
 HR      249.00
                   reimbursement
 HR      250.00    Ability to review prior denials of employee training and reason for denial
                   Ability to automatically reflect completed training, licenses and certifications on the 
 HR      251.00
                   employee’s skill/competency profile


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                                                                                                                                                                        Page 171 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

                   Ability to track progress of an employee towards a certification or license (e.g., 80 
                   hours of Continuing Professional Education (CPE) training every two years with a 
 HR      252.00
                   minimum of 20 CPE hours per calendar year ‐ 24 of the 80 CPE/CEU (Continuing 
                   Education Units) hours must cover governmental subjects)
 HR      253.00    Ability to have training catalogue and class schedule available online
                   Ability to link time and attendance to training for verification of employee 
 HR      254.00
                   attendance
                   Ability to have employee's training plan follow the employee to another 
 HR      255.00
                   department or agency
                   Ability to restrict registration for training by user defined rules (e.g., limit those 
 HR      256.00
                   employees that repeatedly do not attend scheduled training from registering)
                   Ability to administer training data on employees with multiple jobs (e.g., if 
 HR      257.00    employee is a part‐time police officer and full‐time health care worker, this 
                   employee would be required to take training associated with both jobs)
                   Ability to forecast and perform "what‐if" scenarios regarding training based on 
                   Ability to forecast and perform  what‐if scenarios regarding training based on
 HR      258.00
                   historical data
                   Ability to identify anticipated training needs based on existing and newly 
 HR      259.00
                   created/budgeted classifications
                   Ability to capture demand for new or existing training courses throughout the year 
 HR      260.00
                   (e.g., via training plans)
                   Ability to track follow‐up information on training courses (including training course 
 HR      261.00    evaluations and follow‐up evaluations) in order to assist in determining training 
                   curriculum for the next fiscal year
                   Ability to forecast need for training courses based on employee certification 
 HR      262.00
                   expiration dates
 HR      263.00    Ability to track agency compliance with mandated employee training
                   Ability to define and maintain a target set of training courses for given positions; to 
 HR      264.00    match training needs to required skills; and to perform a gap analysis between 
                   required skills and employee skills
 HR      265.00    Ability to manage Lending Library
                   Ability to integrate workflow notification and approvals with notice sent to 
 HR      266.00
                   Microsoft outlook calendar
                   Ability to view classroom space, including size, seating, and availability throughout 
 HR      267.00
                   the county


Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                          100of 173
                                                                                                                                                                         Page 172 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

                   Ability to maintain a career plan for employees which includes their training plan for 
 HR      268.00
                   career advancement
                   Ability to track training courses and/or training plan needed for career/job 
 HR      269.00
                   advancement for all employees
                   Ability to track employee progress against their training plan for career 
 HR      270.00
                   advancement
                   Ability to associate job titles to a career progression of job titles in a series (e.g., 
 HR      271.00
                   from officer to detective in the police department)
 HR      272.00    Ability to relate job title codes to job series and career paths
 HR      273.00    Ability to maintain job family relationships among job titles
                   Ability to maintain career progression paths specific to a series or across a number 
 HR      274.00
                   of series
 HR      275.00    Ability to create, edit, and view grievance‐related data and maintain historically
                   Ability to maintain and retrieve the number of grievances per bargaining unit and 
 HR      276.00
                   contract provision title
                         y                    p                  y
                   Ability to maintain and provide a summary of vital information about individual 
 HR      277.00    grievances, including the ability to report on the individual contract provision title 
                   (Focus on department level)
                   Ability to assign multiple codes and descriptions to various steps in the grievance 
 HR      278.00
                   process for grievances filed by employees and/or unions
                   Ability to track the section/subsections cited in a grievance, including the ability to 
 HR      279.00
                   track multiple claims per grievance
 HR      280.00    Ability to track and inquire on grievance timeline and status
 HR      281.00    Ability to filter and sort grievance data based on outcome
                   Ability to associate one grievance to many contract sections/subsections by 
 HR      282.00
                   bargaining unit
                   Ability to enter, edit and maintain institutional/ class action grievances (e.g., no 
 HR      283.00
                   specific claimant identified) as well as individual grievances
 HR      284.00    Ability to link or cross‐reference related grievances
                   Ability to track multiple types of grievances (e.g., contract interpretation or 
 HR      285.00
                   discipline, PERB ‐ Public Employee Relations Board, lawsuits)  
 HR      286.00    Ability to limit data changes to final grievance decisions
 HR      287.00    Ability to select similar grievances and identify outcomes and past practices
                   Ability to create a unique identifier to track grievances based on case criteria (e.g., 
 HR      288.00    bargaining unit, agency tracking number, Labor Relations tracking number, 
                   employee, Collective Bargaining Unit agreement)

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                           101of 173
                                                                                                                                                                         Page 173 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

                   Ability to provide the flexibility to support the various contract interpretations 
 HR      289.00
                   associated with user defined criteria
                   Ability to report on number of grievances filed and detailed information, such as: 
 HR      290.00    date, employee, type of grievance (e.g., loss of overtime, money, discipline 
                   grievance)
                   Ability to produce a report to track all disciplinary actions and steps taken to resolve 
 HR      291.00    (sorted by employee‐specific record, number of employees receiving disciplines, 
                   gender, race, EEO standards)
 HR      292.00    Ability to record manually assigned grievance numbers
                   Ability to create, edit, and view investigation and complaint‐related data and 
 HR      293.00
                   maintain historically
 HR      294.00    Ability to capture multiple dates and results of an investigation (e.g., fact finding)

 HR      295.00    Ability to assign codes and descriptions to the various types of complaints/issue
                         y                 p         p        /      g                         p
                   Ability to view the steps that supervisors/managers have taken when imposing     g
 HR      296.00
         296 00
                   disciplinary actions on an employee
                   Ability to assign an expiration date from a specific disciplinary action and maintain 
 HR      297.00
                   history
 HR      298.00    Ability to capture disability information
 HR      299.00    Ability to view EEO discrimination complaints
                   Ability to inquire on resolutions based on past decisions and contract interpretation 
 HR      300.00
                   associated with specific grievance types or user defined criteria
 HR      301.00    Ability to monitor arbitration payments and time frames for responses
                   Ability to track arbitrator data and performance (e.g., name, previous rulings on 
 HR      302.00
                   cases)
                   Ability to maintain a standard set of codes used to evaluate arbitrators (e.g., rating 
 HR      303.00
                   outcome, severity of judgment, appearance of bias) 
                   Ability to uniquely identify all unions, employee organizations and associations 
 HR      304.00
                   including non‐union employees
 HR      305.00    Ability to track seniority by bargaining unit
                   Ability to track union contracts including contract dates, planned start dates, date 
 HR      306.00
                   required for union negotiation
                   Ability to create, edit, and view negotiation related data and maintain historically 
 HR      307.00
                   for the Office of Labor Relations


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                                                                                                                                                                       Page 174 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

                   Ability to create, modify, inactivate and view affirmative action statistics and goals 
 HR      308.00
                   and maintain historically
 HR      309.00    Ability to modify hiring and promotional goals related to affirmative action
                   Ability to maintain and view (with the appropriate authority) applicant data (e.g., 
 HR      310.00    demographics, recruitment source, classification, acceptance/rejection of 
                   employment by applicant) for comparison to affirmative action goals
                   Ability to maintain office locations (e.g., responsibility centers) within agencies in 
 HR      311.00
                   order to prepare affirmative action reports
 HR      312.00    Ability to recalculate and analyze affirmative action data
                   Ability to electronically complete and send separation data forms via work flow 
 HR      313.00
                   process 
                   Ability to view claimant data, such as unemployment or workers compensation data 
 HR      314.00
                   (e.g., reason for separation, benefit rate, submission date, approval date)
                   Ability to access Human Resource employment data to identify why employee has 
 HR      315.00
                   separated and verify wage data 
                   Ability to automatically notify Agency/Department when a former employee applies 
                   Ability to automatically notify Agency/Department when a former employee applies
 HR      316.00
                   for unemployment or files an appeal to the unemployment compensation decision
                   Ability to identify if a former employee has filed for unemployment compensation 
 HR      317.00
                   while on Workers Compensation
                   Ability to automatically track status throughout the unemployment hearing and 
 HR      318.00
                   appeals process
                   Ability to track unemployment benefits paid to an employee based on specific 
 HR      319.00
                   criteria and view history
                   Ability to compile data on the number of unemployment applicants, their reason for 
                   collecting unemployment benefits (e.g., seasonal, part time, subsequent 
 HR      320.00
                   employment, retroactive payments), and the total dollar amounts associated to 
                   each type 
 HR      321.00    Ability to import data and export human resources data
                   Ability to download data, define/perform queries, and report from the HRMS 
 HR      322.00
                   system to user computer
                   Ability to import data from outside systems to compare or combine with related 
 HR      323.00
                   HRMS system data for reporting
                   Ability to export report‐related data to other applications (e.g., Excel, Access) for 
 HR      324.00
                   further manipulation


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                                                                                                                                                                           Page 175 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                              CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                        M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                               U = Unable to Meet Requirement

                                                                                                                 Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                          Comments
                                                                                                                 Response Codes Fulfill Requirements

                   Ability to produce statistical charts and graphs from the database without needing 
 HR      325.00
                   to export data to Excel or other programs
                   Ability to create, modify, save and view standard and adhoc reports and the 
 HR      326.00
                   specified reporting criteria
                   Ability to view reports online, save reports to a file, distribute information in 
 HR      327.00
                   electronic format, and route report signature documents in electronic format
                   Ability to report on data based on different frequencies ‐  weekly, monthly, 
 HR      328.00
                   quarterly, and yearly (adhoc and on‐demand)
 HR      329.00    Ability to provide a report that reflects a roster of employees
 HR      330.00    Ability to create 'canned reports'  with user entered date parameters
 HR      331.00    Ability to support trend analysis
 HR      332.00    Ability to support standard regulatory reporting (e.g., EEO‐4, EEO‐5, OSHA, DOL)
                   Ability to generate reports at different organizational levels  ‐ department/agency, 
 HR      333.00
                   county
 HR      334.00
         334 00    Ability to access a specified number of years worth of data for reporting purposes
                   Ability to access a specified number of years worth of data for reporting purposes
                   Ability to generate adhoc reports for third‐party review (e.g., by 
 HR      335.00
                   department/agency)
                   Ability to generate an audit trail report that would detail each change made within 
 HR      336.00
                   the system (e.g., user, dates, field)
 HR      337.00    Ability to query and report against real‐time integrated data 
 HR      338.00    Ability to report on all employees and/or applicants, and their related data
 HR      339.00    Ability to produce a report on job titles, jurisdictional classifications, and positions
                   Ability to produce a report on applicant data and their associated recruiting 
 HR      340.00
                   activities/status
                   Ability to support Federal Consent Decree report associated with recruiting and 
 HR      341.00
                   application tracking
 HR      342.00    Ability to produce a report on new hires and rehires
 HR      343.00    Ability to produce a report on employee separations and unemployment
 HR      344.00    Ability to produce a report on all personnel actions, competencies, and skills
                   Ability to provide report for all personnel transactions (all transfers, salary increases, 
 HR      345.00
                   etc.) and to be able to sort in a variety of ways with date and range specifications



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                                                                                                                                                                      Page 176 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

                   Ability to produce a report on employee training,  career planning, and performance 
 HR      346.00
                   management
 HR      347.00    Ability to produce a report on compensation changes
 HR      348.00    Ability to produce a report on seniority and longevity (retirement)
 HR      349.00    Ability to produce a type of leave report (e.g., long term vs. short term)
                   Ability to report on disciplinary actions per employee (overview report for Labor 
 HR      350.00
                   Relations)
 HR      351.00    Ability to produce workers compensation and other health and safety reports
 HR      352.00    Ability to identify top wage earners
                   Ability to report on the number of arbitrations associated with an employee or 
 HR      353.00
                   grievance
 HR      354.00    Ability to generate union affiliation reports
                   Ability to provide a consistent snapshot of data, calculations, and percentages for 
 HR      355.00
                   each department/agency (to allow the county to report on the same information)
                         y g                                  p y      pp     g/
                   Ability to generate forms for various employee supporting/source documentation 
 HR      356 00
         356.00
                   (e.g., I‐9, etc.)
 HR      357.00    Ability to report on consolidated data pulled from various systems
 HR      358.00    Ability to limit access to reporting data based on security restrictions
 HR      359.00    Ability to report on pending transactions by department or by personnel action
 HR      360.00    Ability to report on user information per transaction
 HR      361.00    Ability to report on employee profile information including history
                   Ability to generate reports that track the performance efficiency of personnel (used 
 HR      362.00
                   to determine areas of improvement and processing time)
 HR      363.00    Ability to output reports in the following formats: .pdf, .doc, .xls
 HR      364.00    Ability to generate all county specific user defined reports as required
                   Ability to default all of an employee's earnings, deductions, taxes, and employer 
 HR      365.00    deductions to the appropriate chart of account string and the ability to override the 
                   default 
 HR      366.00    Ability to associate a particular account to an additional earning
                   Ability to charge labor expenses to a grant or project number (hurricane and 
 HR      367.00
                   election)
                   Ability to charge labor expenses to the appropriate account(s) over fiscal, and 
 HR      368.00
                   calendar year end splits (e.g., Charge backs)


Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                        105of 173
                                                                                                                                                                            Page 177 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                               CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                         M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                                U = Unable to Meet Requirement

                                                                                                                  Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                           Comments
                                                                                                                  Response Codes Fulfill Requirements

                   Ability to specify chart of accounts coding string processing options, such as:  
 HR      369.00
                   Activate, De‐Activate, Open Date, Close Date
 HR      370.00    Ability to perform mass update of chart of account strings
                   Ability to mass update of employee records to reflect updates to chart of account 
 HR      371.00
                   strings
 HR      372.00    Ability to maintain history of chart of account strings
                   Ability to record hours and dollars by labor distribution code on an employee's 
 HR      373.00
                   record
                   Ability to track employee work activity and whether it was charged to the 
 HR      374.00
                   appropriate fund
                   Ability to track equipment usage by hour and associate that time with one or more 
 HR      375.00
                   projects/grants
                   Ability to create, edit and maintain start and end date funding for positions and 
 HR      376.00
                   identify positions for which funds will end
 HR      377.00    Ability to capture split‐funded positions (salary and fringe benefits) across
                   Ability to capture split funded positions (salary and fringe benefits) across 
                   Ability to track employee program tasks (for projects and work functionality) to 
 HR      378.00
                   support a program budget model versus the line item budget used currently
 HR      379.00    Ability to capture detailed employee task information at point of time entry
                   Ability to allocate non‐labor expenses to the appropriate location at point of time 
 HR      380.00
                   entry
 HR      381.00    Ability to capture information and summarize potential costs by project
                   Ability to generate Labor Distribution Summary  Listing (summarizing pay) and the 
 HR      382.00
                   Labor Distribution Summary Report by dept & by fund on an ad hoc basis
                   Ability to charge/track labor expenses by physical location (e.g., to allocate security 
 HR      383.00
                   cost by square foot)
 HR      384.00    Ability to view labor on a weekly basis (e.g., time charges)
 HR      385.00    Ability to report on allocated time versus time worked for selected employees
                   Ability to adjust payroll after the fact (e.g., retroactive labor distributions, correct an 
 HR      386.00
                   incorrect posting in general ledger)
 HR      387.00    Ability to interface distributed labor expenses to the General Ledger
                   Ability to report on time and leave data by Time Reason Code (Time Reason Codes 
 HR      388.00
                   are created for leave categories)

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                              106of 173
                                                                                                                                                                         Page 178 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                            CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                      M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                             U = Unable to Meet Requirement

                                                                                                               Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                        Comments
                                                                                                               Response Codes Fulfill Requirements

                   Ability to report on scheduled/unscheduled leave usage in order to facilitate 
 HR      389.00
                   manpower percentage and scheduling for departments
 HR      390.00    Ability to report on the percentage of staff lost time
 HR      391.00    Ability to review online timesheet entries and approvals for audit purposes
 HR      392.00    Ability to reprint scheduled time versus actual time for audit purposes
 HR      393.00    Ability to report on time worked by department or by project
                   Ability to analyze leave balances, excessive/minimal  leave usage and the 
 HR      394.00
                   correlation to overtime
                   Ability to view leave data and identify long‐term leaves and long‐term 
 HR      395.00
                   abandonment if necessary, viewable on a monthly basis
 HR      396.00    Ability to record and report the actual hours worked and be able to access this 
                   Ability to view current or point‐in‐time personnel actions on attritions, additions, 
 HR      397.00
                   separations and promotions by fund, department, union, employee attributes
                   Ability to access data regarding approaching retirements, number of years served, 
 HR      398.00
                   tiers
 HR      399.00    Ability to project termination cost payouts
                   Ability to split employee time and payroll across  different funds (this will lead to 
 HR      400.00
                   more accurate cost allocation of employees, especially partial FTEs)
                   Ability to reprint hierarchies (e.g., organization hierarchies ‐‐ who is signing off for 
 HR      401.00
                   certain employees, departments)
                   Ability to report on earnings, supplemental earnings, payouts, awards by all 
 HR      402.00
                   attributes
 HR      403.00    Ability to report on deductions 
 HR      404.00    Ability to report by different types of payrolls (e.g., seasonal, part‐time, regular)
 HR      405.00    Ability to access payroll data by type of employee (i.e., union, uniform, non‐

 HR      406.00    Ability to calculate cost of remaining payrolls in the year by fund, dept, county wide
 HR      407.00    Ability to report on number of workdays per month
                   Ability to forecast and perform trend analysis for payroll and time & leave 
 HR      408.00
                   information (useful in assigning overtime in workforce/schedule management)
 HR      409.00    Ability to report on overtime by agency
 HR      410.00    Ability to analyze overtime versus the cost of a new hire
                   Ability to find average overtime rate paid out, broken out by type of employee (e.g., 
 HR      411.00
                   civilian, uniformed officer)
 HR      412.00    Other user‐defined reports as required

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                                                                                                                                                                        Page 179 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                           CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                     M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                            U = Unable to Meet Requirement

                                                                                                              Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                       Comments
                                                                                                              Response Codes Fulfill Requirements

                   Ability to pay out accrued or holiday time, at current rate, the rate at which it was 
 HR      413.00
                   earned, or at a designated rate
 HR      414.00    Ability to automatically retro‐adjust time based on the effective date
                   Ability to provide an automated method to add to the sick leave bank using a 
 HR      415.00
                   standard time code
                   Ability to generate bi‐weekly, annual, monthly, or other period accrual of leave for 
 HR      416.00
                   full time, part time, and hourly employees 
                   Ability to generate annual accrual of sick, vacation, and personal leave based on 
 HR      417.00
                   calendar or fiscal year
                   Ability to accrue time at the start of a specified term rather than every pay period or 
 HR      418.00
                   monthly  
 HR      419.00    Ability to suspend accruals for ineligible employees
 HR      420.00    Ability to define multiple proration accrual rules for less than full time employees 
 HR      421.00    Ability to accommodate the accrual of time for employees on a prorata basis
                         y p                          p y                                         p
                   Ability to prorate leave when employees switch from unions and their leave plans 
 HR      422.00
         422 00
                   change
 HR      423.00    Ability to prorate leave accruals based on full‐time percentage
 HR      424.00    Ability to automatically relate staff schedules to leave accruals
 HR      425.00    Ability to provide restrictions regarding accrued vacation and sick leave
                   Ability to limit maximum accrued vacation/sick based on hire date and collective 
 HR      426.00
                   bargaining unit
 HR      427.00    Ability to limit annual vacation/Sick carry‐over
                   Ability to zero out unused paid leave time at end of calendar year, or pay off time, 
 HR      428.00
                   or carry over the time for certain collective bargaining unit/job classes
 HR      429.00    Ability to reset accrued time at end of a calendar/fiscal year
                   Ability to pay out accumulated holiday/compensatory time based either on rate of 
 HR      430.00
                   pay in place when the time was earned, or on employee's current rate of pay
                   Ability to calculate accruals for employees holding multiple jobs at different accrual 
 HR      431.00
                   rates
                   Ability to automatically calculate and make changes to employees leave accrual 
 HR      432.00
                   rates based on length of service and type of appointment
                   Ability to automatically calculate and process retroactive accruals based on the 
 HR      433.00
                   appropriate rules, rates, and dates (can be user defined)
 HR      434.00    Ability to reflect leave accrual amounts on paychecks


Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                          108of 173
                                                                                                                                                                       Page 180 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

                   Ability to manage accruals that must be automatically deaccrued at the end of the 
 HR      435.00
                   year (e.g., Identify, renew, etc.)
                   Ability to automatically calculate additional termination pay (not previously 
 HR      436.00
                   accrued) based upon years of seniority
                   Ability to accommodate the credit of accrued time upon reappointment after 
 HR      437.00
                   resignation
 HR      438.00    Ability to define leave accrual rules based on hire date
                   Ability to begin accruing bonus sick days starting from either the last sick day taken 
 HR      439.00
                   or the day a bonus sick leave day was last accrued
 HR      440.00    Ability to automatically expire unused leave accruals
                   Ability to credit leave time after change of status, for example, part time to full 
 HR      441.00
                   time, probationary to permanent
                   Ability to turn off accruals when an employee exceeds allowable unpaid or Workers' 
 HR      442.00
                   Compensation time
 HR      443.00    Ability to adjust leave for employees who are classified as inactive on payroll
                         y       j                                    p y       pp p
                   Ability to adjust annual leave balances to the employee's appropriate leave ceiling  g
 HR      444 00
         444.00
                   at beginning of the leave year
                                                                           LEARNING MANAGEMENT 
 LM       1.00     Student’s name displays on home page of User Interface
 LM       2.00     Ability to view courses by category for both instructor led and web based training

 LM       3.00     Student has the ability to self enroll in both instructor led and web based training
                   Student has the ability to wait list themselves in both instructor led and web based 
 LM       4.00
                   training events
                   Student has the ability to cancel or change their enrollment request for both 
 LM       5.00
                   instructor led and online training events.  
 LM       6.00     Student is able to view learning plans, skills and certifications
 LM       7.00     Student able to launch and bookmark self‐paced web based training from interface
 LM      8.00      Student able to update personal information such as email, phone, supervisor, etc. 
 LM      9.00      Student is able to search for courses using keywords within title and description 
 LM      10.00     Student is able to view and print completion certificates 
 LM      11.00     Student is able to create development plans 
 LM      12.00     Student is able to assign classes to their development plans
 LM      13.00     Student is able to print their own transcript

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                         109of 173
                                                                                                                                                                    Page 181 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                       CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                 M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                        U = Unable to Meet Requirement

                                                                                                          Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                   Comments
                                                                                                          Response Codes Fulfill Requirements

 LM      14.00     Student is able to complete a survey or test
 LM      15.00     Student is able to request permission to by‐pass a prerequisite  
 LM      16.00     Student is able to access a course‐specific bulletin board and online resources
 LM      17.00     Web based access to administrative features, data, and reporting
 LM      18.00     Ability to assign different Administrative access levels
 LM      19.00     Ability to add users manually or batch upload 
 LM      20.00     Import user data from other systems/sources 
 LM      21.00     Ability to set  / change user status (active / inactive /deleted ) 
 LM      22.00     Create / edit / assign / delete new permissions and roles 
 LM      23.00     Create / change / view user information profile 
 LM      24.00     Edit  users manually
 LM      25.00     Enroll users in courses (individually and group/batch)  
 LM      26.00     Assign users to groups and sub‐groups
 LM      27.00     Enroll and cancel registration for learning events 
 LM      28.00     Create a class from scratch 
 LM      29.00                               p
                   Create a class from template 
 LM      30.00     Create a class from a class / course from history classes 
 LM      31.00     Create a class from a class / course from active classes
 LM      32.00     Define class / course business rules 
 LM      33.00     Delete class / course 
 LM      34.00     Assign different class / course owners
 LM      35.00     Send class / course to history
 LM      36.00     Add  / Remove content objects to a class / course
 LM      37.00     Change content object properties  
 LM      38.00     Change content object sequence 
 LM      39.00     Define a content object as a pre‐test
 LM      40.00     Define maximum attempts for selected users
 LM      41.00     Define registration screening rules for a group (i.e.: prerequisite and eligibility)
                   Define registration screening rules for a class / course (i.e.: prerequisite and 
 LM      42.00
                   eligibility) 
 LM      43.00     Assign prerequisites  to a class / course
 LM      44.00     Assign prerequisites to a specific group
 LM      45.00     Manually override prerequisites requirements 
 LM      46.00     Assign eligibility checking to a class / course 
 LM      47.00     Assign eligibility to a specific group 
 LM      48.00     Manually override eligibility
 LM      49.00     Schedule all training types as events with start and end dates
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                      110of 173
                                                                                                                                                                       Page 182 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                          CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                    M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                           U = Unable to Meet Requirement

                                                                                                             Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                      Comments
                                                                                                             Response Codes Fulfill Requirements

 LM      50.00     Customize course title and description
 LM      51.00     Track both web based and instructor led training
 LM      52.00     Support mixed training modalities (blended learning)  
 LM      53.00     Maintain list of instructors 
 LM      54.00     Assign resources to a class / course (i.e.: rooms, equipment, etc)
 LM      55.00     Organize online events and activities into categories
 LM      56.00     Customize and print certificates
                   Ability to limit the number of times a certificate is printed by the Student without a 
 LM      57.00
                   Administrator override 
 LM      58.00     Customized To‐Do lists
 LM      59.00     Support minimum and maximum class / course size 
 LM      60.00     Ability to move a registration from one class to another 
 LM      61.00     Assign and track course credits (CEU’s and PDU’s) 
 LM      62.00     Enable self enrollment for training events 
 LM      63.00     Group enrollments by category
                                  y/         y p         g                 (        ,         ,
                   Automatically / manually update registration status (no show, cancelled, finished,  ,
 LM      64.00
         64 00
                   and waitlist  
                   Ability to send email notifications via Exchange/Outlook (SMTP) for confirmation, 
 LM      65.00
                   certifications, cancellation, reminders, class changes, etc
 LM      66.00     Assign learning activity deadlines for employees
 LM      67.00     Ability to print all communications for employees who do not have email address
 LM      68.00     Assign auto‐reminders to be sent via email 
 LM      69.00     Ability to integrate with the calendar features of Outlook 
 LM      70.00     Ability to provide supervisor manual or automatic email notifications  
 LM      71.00     Ability to require supervisor approval via manual or automatic email notifications 
 LM      72.00     Ability for supervisors to be copied on email notification to employees. 
 LM      73.00     Ability to request / reserve rooms, equipment, and other training resources
 LM      74.00     Manually add an activity or event to a transcript
 LM      75.00     Manually delete an activity or event from a transcript 
 LM      76.00     Customizable work flows and business rules
 LM      77.00     Ability to use wild cards to search for users and class / course 
 LM      78.00     Create and schedule custom email messages for students with attachments
 LM      79.00     Generate class calendar 
 LM      80.00     View and print a class calendar 

Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                         111of 173
                                                                                                                                                                      Page 183 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                         CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                   M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                          U = Unable to Meet Requirement

                                                                                                            Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                     Comments
                                                                                                            Response Codes Fulfill Requirements

 LM      81.00     Create a curriculum (collection of courses targeted for a particular group or user)  
 LM      82.00     Add courses to a curriculum 
 LM      83.00     Remove courses from a curriculum 
 LM      84.00     Create a curriculum group 
 LM      85.00     Add groups to a curriculum 
 LM      86.00     Remove groups from a curriculum 
 LM      87.00     Ability to add new fields to the database
 LM      88.00     Edit / Modify existing fields in the database
 LM      89.00     Add look‐up table information in database
 LM      90.00     Edit information in the look‐up table in database
 LM      91.00     Set field properties such as size, type of date, edit 
 LM      92.00     View / Print student transcripts
 LM      93.00     Configurable security settings and password characteristics 
 LM      94.00     Courses can be set to automatically renew on periodic basis (i.e.: yearly) 
                         y                p          g
                   Ability to track multiple training costs per class / course (i.e.: instructor, books, 
                                                             p        /        (                ,      ,
 LM      95.00
         95 00
                   equipment deprecation, etc.) 
                   Ability to manage physical inventory of training materials (i.e.: manuals, videos, 
 LM      96.00
                   books, etc.)
 LM      97.00     Ability to assign instructors to class / course 
 LM      98.00     Ability to enforce / override registration cut‐off time
 LM      99.00     Ability to define course pre‐requisites, elective and learning paths
 LM      100.00    Ability to create a wait list and notify pending participants when a vacancy occurs
 LM      101.00    Ability to mandate class / course as mandatory
 LM      102.00    Ability to mandate class / course as elective 
 LM      103.00    Ability to track both web‐based and instructor led training
 LM      104.00    Ability to set and override the maximum / minimum students for a class / course 
 LM      105.00    Ability to create / change / view instructor biographies 
 LM      106.00    Ability to include driving directions for all class locations
 LM      107.00    Class / courses can be mapped to locations, assets, instructors, etc
 LM      108.00    Ability to have multiple training sessions on the same day , time and/or location
                   Ability to push pre‐work and post work to participates before and after a training 
 LM      109.00
                   class / course
 LM      110.00    Ability for instructor to assign training assignments to individuals or groups
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                        112of 173
                                                                                                                                                                   Page 184 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                      CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                       U = Unable to Meet Requirement

                                                                                                         Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                  Comments
                                                                                                         Response Codes Fulfill Requirements

 LM      111.00    Ability for instructors to attach files to assignments
 LM      112.00    Ability for instructors to grade individual assignments
 LM      113.00    Ability to create and print course / class rosters and sign‐in sheets
 LM      114.00    Administrator feature should provide Intuitive navigation for non‐technical users
                Ability to assign to assign a learning / development plan to an individually user and 
 LM      115.00
                globally to a group
 LM      116.00 Ability to assign learning activity deadlines for employees  
                Ability to create business rule to limit the number of employees from any one 
 LM      117.00
                agency (over 87 different agencies) from enrolling in a class / course 
 LM      118.00 Built‐in, full integrated Learning Content Management System
                Utility to upload / import third party AICC or SCORM compliant courses without 
 LM      119.00
                vendor assistance
                Interoperability with content that is not standard compliant course (i.e.: 
 LM      120.00
                PowerPoint)
 LM      121.00 Launch and track web‐based learning    g
 LM      122.00 Built in content authoring tool 
 LM      123.00 Authoring tool designed for use by non‐programmers
 LM      124.00 Authoring tool provides a WYSIWIG interface for creating and editing content
 LM      125.00 Drag‐and‐Drop object placement 
 LM      126.00 Authoring tools supports template based authoring 
 LM      127.00 Authoring tool supports streaming media, graphics, audio, animations, etc. 
 LM      128.00 Authoring tools support version control 
                Ability to upload and use multimedia with built‐in authoring tool (audio, video, 
 LM      129.00
                images, flash, etc)
 LM      130.00 Built‐in testing and survey creation tool 
 LM      131.00 Ability to create new courses from Sharable Content Objects.
 LM      132.00 Create / edit reusable leaning Objects (RLO) 
 LM      133.00 Built‐in SCO (Sharable Content Object) Management Tool 
 LM      134.00 Built‐in SCORM (Sharable Content Object Reference Model) manifest debugger 
 LM      135.00 Support SCORM versions 1.2 and 2004 
                Ability to import / upload web based coursed developed by internal staff using third 
 LM      136.00
                party authoring / simulation  tools such as Lectora and Firefly 
 LM      137.00 Links to other training sites or resources
                Ability to set and override the maximum / minimum students for a course at the 
 LM      138.00
                session level
 LM      139.00 Ability to expire a course
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                     113of 173
                                                                                                                                                                    Page 185 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                       CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                 M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                        U = Unable to Meet Requirement

                                                                                                          Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                   Comments
                                                                                                          Response Codes Fulfill Requirements

 LM      140.00    Disable a course without removing it from the LCMS 
 LM      141.00    Course history audit trail 
 LM      142.00    Authoring tool provides spell check and search features 
 LM      143.00    Ability to create pre and post tests for each course module
 LM      144.00    Supports third party interactive simulations (Knowledge Planet – Firefly)  
 LM      145.00    No limitation on the number of courses stored within system 
 LM      146.00    Built‐in code view designing tool 
 LM      147.00    Support integration with third party content providers such as Element K and Net‐G
 LM      148.00    Courses may be archived and retrieved later for subsequently  use 
 LM      149.00    Ability for multiple authors to contribute to developing a single course
 LM      150.00    Support version control and rollback capability
 LM      151.00    Built‐in assessment and survey tool that supports all question types
 LM      152.00    Ability to import IMS‐QTI compliant test banks
 LM      153.00    (IMS Global Learning Consortium Inc ‐ Question and Test Interoperability) 
 LM      154.00          y       pp            p
                   Ability to support the Kirkpatrick’s four level of evaluation model
 LM      155.00    Ability to create custom tests, surveys, and opinion polls 
 LM      156.00    Ability to auto grade and display results to learner                           
 LM      157.00    Ability to set passing scores for test
 LM      158.00    Ability to administrate pre, post and inline tests
 LM      159.00    Display test results to learner 
                   Ability to support multiple choice, true/false, yes/no, fill‐in‐blank, and essay 
 LM      160.00
                   questions 
 LM      161.00    Ability to limit the number of attempts allowed per question
 LM      162.00    Ability to collect student feedback and surveys
 LM      163.00    Ability to link images and other visuals to questions
 LM      164.00    Ability to set time limits on assessments / tests
 LM      165.00    Ability to support randomized questions and answers
 LM      166.00    Ability to provide immediate feedback to user for each question
                   Ability to display test results in real‐time through a powerful grade book tracking 
 LM      167.00
                   system 
 LM      168.00    Ability to compile evaluations by class into an output report
                   Ability report on test scores by user, class, instructor, or any other pre‐defined 
 LM      169.00
                   group. 
 LM      170.00    Built‐in spell check and search features
 LM      171.00    Integrated e‐commence capability for payment of courses
 LM      172.00    Ability to treat a group of courses as one training bundle 
Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                      114of 173
                                                                                                                                                                          Page 186 of 291
                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                             CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                       M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                              U = Unable to Meet Requirement

                                                                                                                Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                         Comments
                                                                                                                Response Codes Fulfill Requirements

 LM      173.00    Ability to assign discounts to courses 
 LM      174.00    Support credit card transactions without manual effort 
 LM      175.00    Support multiple merchant accounts 
 LM      176.00    Support VeriSign security
 LM      177.00    Payment reporting features
 LM      178.00    Live web‐casting and virtual meeting capabilities 
 LM      179.00    Integrate with Exchange/Outlook 2003 email and calendar functions
 LM      180.00    Supports live video and audio streaming 
 LM      181.00    Supports the capability of virtual classroom 
 LM      182.00    Ability to have real‐time synchronous built‐in chat forums
 LM      183.00    Ability to have threaded discussion boards
 LM      184.00    Web‐based calendaring and scheduling though integration with Outlook 2003 
                   Ability to create and schedule customized email message for students with 
 LM      185.00
                   attachments
 LM      186.00    Course specific bulletin boards 
 LM      187.00                     p      g
                   Web based reporting interface
 LM      188.00    Include pre‐created out of the box standard reports
 LM      189.00    Built in reporting tool
 LM      190.00    Ability to customize standard reports  
                   Ability to export  and import data to and from Word, Excel, PDF, Crystal, Text and 
 LM      191.00
                   XML formats 
                   WYSIWYG report creation for custom reports to allow non‐technical users the ability 
 LM      192.00    to create robust analyses and report such as Skills, Capability, Bench Strength, 
                   Critical Skills in just a few clicks. 
                   Ability for non technical users to sort and analyze data in a wide variety of ways (i.e.: 
 LM      193.00
                   organization unit, time periods, group designation, etc.)
 LM      194.00    Ability to run, view, export and print reports determined by user access level 
 LM      195.00    Support the third party reporting tools Crystal Reports 
 LM      196.00    Ability to schedule auto recurring reports
 LM      197.00    Ability to view and print all reports graphically and textually
 LM      198.00    Ability to display a learning dashboard view
 LM      199.00    Ability for Mangers to pull reports on their subordinates
 LM      200.00    Ability to report on the learning object and question level
 LM      201.00    Ability to create and print course / class rosters and sign‐in sheets
 LM      202.00 Ability to generate ad hoc queries and reports based on user‐defined parameters


Broward County, FL RLI #R0866301R1: Centralized ERP Solution                                                                                                                            115of 173
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                                          VENDOR FIT‐GAP RESPONSE CODES (Insert In Functionality Type Column Below For Each Requirement):
F = Fully Provided "Out‐of‐the‐Box”                                                                        CF = Custom Fields Required
CO = Configuration (no changes to underlying source code)                                                  M = Modification/Customization (change to source code)
TP = Third Party Software Required                                                                         U = Unable to Meet Requirement

                                                                                                           Vendor FIT‐GAP  Module(s) Required to 
    Item No.                                  Functional Requirement Description                                                                                    Comments
                                                                                                           Response Codes Fulfill Requirements

                Ability to view online and print a talent profile showing skills, career history, 
 LM      203.00 education, career goals, succession planning considerations, past learning, etc. all in 
                one comprehensive profile  
                Ability to report on learning / development plan progress for an individually user 
 LM      204.00
                and globally for a group  
 LM      205.00 Built‐in spell check and search features
 LM      206.00 Ability to collect user demographic information 
                Ability to designate talent polls by any user identified criteria and run analyses on 
 LM      207.00
                resulting data 
                Ability to compare participation and performance between different departments 
 LM      208.00
                and/or agencies of the organization 
                Ability for user to create a development plan for themselves which incorporates self‐
 LM      209.00 selected and manager development activities for current and future needs, create