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HomeMy WebLinkAboutRFI - REQUEST FOR INFORMATION - 8245 PROCURE-2-PAY - JDE EXPANSION, CONFIGURATION & AUGMENTATION (2)REQUEST FOR INFORMATION (RFI) 8245 PROCURE-TO-PAY JD EDWARDS EXPANSION, RECONFIGURATION & AUGMENTATION The City of Fort Collins is collaborating with a third party to analyze the City’s current Procure-to-Pay (P2P) environment including all related processes, policies and technologies. The initial stages of the project have been completed and a number of challenges and areas for improvement in the current environment have been identified. Among these areas, a number relate to opportunities for JD Edwards expansion, reconfiguration and/or augmentation. As part of this next phase of the project, the City is contacting the vendor community to understand the availability of features, functionality and third party applications and the related cost, timeline, and resource needs. We would very much appreciate your response to this RFI. If you plan to provide a response, please provide a notification via email by February 12 to purchasing@fcgov.com. By providing this notification, we will ensure any clarifying information is emailed to you via an Addendum to this RFI. From the information collected through this RFI process, the City will review all information and options, assess its needs and refine its requirements in order to prepare a budget request for FY2017/FY2018. This information will also be utilized to develop a Scope of Work for a future Request for Proposal (RFP). An RFP is planned for late calendar year 2016. I. VENDOR SUBMITTALS To assist firms in completing the RFI worksheet, information related to the City’s current environment and technologies and tools is available in Table 1, attached and on the City’s website within budget documents and the Comprehensive Annual Financial Report (CAFR). The enclosed MS Excel workbook contains three worksheets where we are requesting information related to the availability of modules, availability of functionality, implementation timeline, and cost: 1. Availability of functionality (Tab 1): Please respond to the list of the City’s desired functionality using the indicators included in this tab. 2. Implementation timeline and resources (Tab 2): Please provide the estimated implementation timeline in weeks for each set of functionality, as well as estimated resource hours needed from the Vendor and City staff for each set of functionality. Please consider time for analysis, configuration, validation, testing, training, and other recommended tasks for a successful deployment. 3. Cost (Tab 3): Please provide a low and high cost estimate for each set of functionality. We understand that the costs presented are for planning purposes only and will not be binding. 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 RFI 8245 RFI Procure-to-Pay (P2P) JD Edwards Expansion, Reconfiguration, and Augmentation Page 2 In addition to completing the RFI worksheet, we request firms provide company name, address, and website. Include the name and contact information (email, phone) of the company representative responsible for providing further information. Please also indicate whether or not your firm is an Oracle Partner and participation level. The City also welcomes responders to submit any pertinent information that the City should consider, including topics that the City has not included in its RFI. It is not necessary to submit a marketing document in response to the RFI and 30 pages is the maximum allowed. As part of the City’s commitment to Sustainable Purchasing, RFI response submission via email is preferred. RFI response submittals shall be submitted in a PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit hard copy RFI responses instead, please deliver to the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524 or mail to P.O. Box 580, Fort Collins, CO 80522. RFI response submittals must be received by close of business on Monday, February 22, 2016 and referenced as RFI 8245. Please note, additional time is required for RFI responses mailed to the PO Box to be received at the Purchasing Office. II. QUESTIONS Questions concerning this RFI should be directed to Gerry Paul, Purchasing Director at (970) 221- 6779 or gspaul@fcgov.com. Questions must be submitted by February 19th. III. MISCELLANEOUS A copy of the RFI may be obtained at www.rockymountainbidsystem.com. This is ONLY a REQUEST FOR INFORMATION (RFI) and should not be construed as intent, commitment or promise to acquire the products and services presented by vendors. The City of Fort Collins will not be obligated to any vendor as a result of this RFI. The City is not obligated for any cost incurred whatsoever by vendors in the preparation of the Request for Information. Sincerely, Gerry Paul Director of Purchasing RFI 8245 RFI Procure-to-Pay (P2P) JD Edwards Expansion, Reconfiguration, and Augmentation Page 3 Table 1: Current Technologies and Tools Procure to Pay Technologies and Tools Technology Description J. D. Edwards The City implemented J.D. Edwards EnterpriseOne (JDE) in 1998 as the City’s enterprise resource planning (ERP) software system. Modules implemented include the foundation module (general ledger, accounts payable, accounts receivable, asset management, etc.), expense management module, human capital management module, procurement module, and security functionality. The City is currently on application version 9.1 and Tools version 9.1.5.3. Sire and CityDocs The City implemented Sire in 2005 for electronic content management functionality. Sire is used for storing and indexing many different documents for the City. According to the City’s website, there are over 800,000 public documents dating back to 1889 in Sire and accessible through CityDocs. Documents provided show that there are over 1,500,000 documents in Sire (public and non-public documents) that can be viewed using CityDocs. The primary documents managed in Sire for the P2P process are scanned invoices. Sire is separated into different “cabinets” or folders for each department. Cabinets can have different security levels, including public access, depending on the content within each. Microsoft Office The City uses Microsoft (MS) Office products, primarily MS Word, MS Excel, and MS Outlook, to manage P2P processes. JDE has the ability to export data to MS Excel, and some functionality to import from MS Excel. Several departments have developed detailed MS Excel spreadsheet to track information that is not easily tracked or managed in JDE. Some departments have developed fillable forms using MS Excel for requisitions and use MS Excel for reporting and decision making. The City also uses email to route documents and record approvals. Reporting Applications The City uses applications specific to reporting as well as functionality built into business process applications to generate reports and forms. BI Publisher is used for generating letters and documents such as W2s, paychecks, accounts payable checks, and most other forms City-wide. Crystal Reports utilizing Business Objects is used for financial reporting City-wide with over 300 users. Sire provides reporting functionality as well.