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HomeMy WebLinkAboutRFP - 8177 PROCURE-TO-PAY WORKFLOW PROCESS ASSESSMENT (2)Addendum 2 – Procure-to-Pay Workflow Process Assessment Page 1 of 3 ADDENDUM NO. 2 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID 8177: Procure-to-Pay Workflow Process Assessment OPENING DATE: 3:00 PM (Our Clock) October 19, 2015 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: 1. Additional Information Exhibit 1 – Questions & Answers Please contactGerry Paul, Purchasing Director at (970) 221-6779 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 2 – Procure-to-Pay Workflow Process Assessment Page 2 of 3 EXHIBIT 1 – QUESTIONS & ANSWERS 1) Does the City desire status reports to be prepared by the selected consultant? If so, at what frequency? (e.g., bi-weekly, monthly). No. Given the relatively short project timeline, submittal of status reports will not be a requirement of the contract. 2) Does the City desire presentations of either of the deliverables? If so, to what audiences(s)? The City does not anticipate the need for a formal presentation(s) for the Preliminary or Final Assessments. However, City staff does plan to collaborate closely with the selected consultant during the assessment and preparation/finalization of the Deliverables. 3) Does the City have a budget for this project? If so, what is it? The City does have funding for the Project. However, the City is electing not to post a budget for the Project. 4) Is the City accepting proposals from JDE System Integrators/Implementation Partners or only independent consulting firms? The City is accepting proposals for RFP 8177 from all qualified sources with no restrictions or limitations. In the event the City initiates a follow-on RFP for implementation of a system solution, we anticipate only JDE certified third party system solutions will be eligible to participate in the RFP. 5) Does the City have a local preference for this project? If so, what weight will this carry in the evaluation process? No, the City does not have a local preference for this project. However, 20% of the assessment is based on cost and work hours per Section VII of the RFP. Any cost and expenses for travel will be a consideration in evaluating the proposals. 6) Would the City be open to a proposal of an alternative approach to one-on-one interviews to best adhere to the requested timeline? Yes. The City will consider alternative approaches to one-on-one interviews. 7) Are there any expense categories or vendors excluded from the Total 2014 spend of $382.5M (e.g. charitable donations, etc.)? Yes. The 2014 spend data is limited to purchase orders including annuals, blankets, mini-orders and payment authorizations. Expenditures utilizing other methodologies are outside the scope of this assessment. Addendum 2 – Procure-to-Pay Workflow Process Assessment Page 3 of 3 8) Does the City have an expectation for the amount of time the selected consulting firm should plan to be on site during the project? It is the City’s expectation that the assessment will be completed with no more than two (2) weeks required to be on-site. 9) Has the core project team identified a measure of success (such as cost savings, headcount management, and level of maturity)? If yes, would you be willing to share that measure with interested bidders? The project team has not identified a specific measure of success. In general the City wants to reduce cycle time, enhance accuracy, eliminate paper, improve efficiencies, reduce cost and establish key performance indicators (KPIs). As part of the project we expect the selected consultant to detail the benefits of the recommended improvements. 10) In Section II-Background of the Request for Proposal, you mention “the City cannot provide timeline invoice status.” a. Does the City know the current breakdown of where invoices are received from (i.e., US Mail vs email)? If received in email are they printed out to route for coding and approval? The City does not track invoice source (US Mail vs email), however the City does receive a lot of invoices via email. Many invoices are sent directly to the departments and not Accounts Payable. Many departments print-out the invoices and circulate for coding and approval. b. Does the City know the percent of current invoices that provide a discount term? If so, how often are discounts missed? The City does not currently offer or take advantage of discount pay terms. 11) How important will experience with JDE third party systems be for your selection of consulting services? Knowledge of and experience with JDE third party systems is important and preferred, but not mandatory. As part of the Preliminary and Final Assessments, it is the City’s expectation that the selected Consultant will identify at least three (3) alternative “best in class” JDE certified third party system solutions.