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Home My WebLink AboutRFI - REQUEST FOR INFORMATION - 8287 PERFORMANCE MANAGEMENT SOFTWAREAddendum 1 – 8287 Performance Management Software Page 1 of 5 ADDENDUM No. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of BID RFI 8287: Performance Management Software OPENING DATE: 5:00 PM (Our Clock) May 6, 2016 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: Exhibit 1 – Questions & Answers Please contact Ed Bonnette, CPPB, CPM, Senior Buyer at (970) 416-2247 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 1 – 8287 Performance Management Software Page 2 of 5 EXHIBIT 1 – QUESTIONS & ANSWERS 1) Does the City have an estimated cost, or desired not to exceed contract amount in mind for this and if so, how much? Answer: Not at this point. The purpose of this RFI is to survey the marketplace to find out what is currently available that has this type of capability, and at what cost. We would like to get as much of this capability from one source as possible and know that contract management, vendor scorecard, supplier performance tracking, etc. software is currently available. 2) Who is the project manager/technical contact? Answer: Currently Ed Bonnette, CPPB, C.P.M., Senior Buyer is the project manager for the RFI process with the support of Gerry Paul, Director of Purchasing. Technical contact from the City’s Information Technology department will be assigned if/when the time comes to solicit and/or review proposals for implementation. 3) What tools do you use today for work management; SharePoint, On Premise, Office 365, others? Nothing? Answer: We use SourceSuite from BidNet (also known as the Rocky Mountain E-Purchasing System) to post our bids, RFPs (Requests for Proposals), RFIs (Requests for Information), and associated addenda. Work-flow management for the supporting documentation itself is currently routed via email (Microsoft Outlook). Resulting contract documents, contract renewal letters, and other documentation requiring signatures are routed for electronic signatures via DocuSign. Purchase requisitions and purchase orders are generated by our J.D. Edwards financial system. Contracts, purchase orders, etc. are stored electronically in our SIRE electronic recordkeeping system where they can be searched and retrieved by internal and external customers via our CityDocs outward-facing portal. See Table 1 on page 4 of the RFI 8287 document that was posted on the RMEPS system for additional information. 4) Do you currently have integration with these systems today? Answer: No. Currently we do not have Vendor Scorecards. Contract expiration dates are managed by the purchasing department admin and notifications sent to the buyers, who then contact the project manager (end-user) in the department (via phone or email) regarding the renewal. RFP scoring is accomplished now by emailing electronic proposals and score sheets to the RFP team; that then do their evaluations and email the score sheets back to the Buyer, who then compiles the scores. Contract documents are completed in MS Word; and uploaded to DocuSign to route electronically for signatures. Addendum 1 – 8287 Performance Management Software Page 3 of 5 5) How many people participate or access this system on a weekly basis? Answer: Currently the six Buyers and the lead Admin access the SourceSuite system. The admin distributes the score sheets and proposals for the RFPs to the Buyers and the Project Manager in the department, who in turn distributes those to the other members of the RFP team. The team members evaluating the RFP proposals can be anywhere from 3-8 members per team, and they are always changing. 6) How many vendors do you anticipate tracking? Answer: Initially we would probably track vendor performance on only renewable annual contracts. We do ~120 Bids and RFPs annually, so it would be a subset of these. After initial implementation, we could easily be tracking 300 to 500 total vendors. 7) How many proposals do you anticipate tracking? Answer: See #6, above. We currently have approximately a 60/40 split with 60% of our solicitations being RFPs, 40% being Bids. 8) Will the software system be hosted by the awarded vendor (SaaS) or deployed on your organization’s server (on-premise)? Answer: Whichever makes most sense. Our preference would probably be SaaS. 9) How many total users will require log-on access to add contracts, edit, delete, approve, search, etc.? Answer: Currently we have six Buyers and one Lead Admin who create contract documents. Contract “approvals” (from a work-flow standpoint) are done by the Director of Purchasing; but there are different levels of review, approval, and electronic signature that currently happens within the DocuSign system. However; if your system includes the RFP Evaluation capability and/or the Vendor Scorecard capability, then many different system end-users out in the various City departments need to have the capability to log-on to the system to review and score RFP proposals or evaluate the performance of their contracted supplier. 10) Will there be data migrated/imported into the software? Answer: Ideally; Yes. 11) How many columns/fields are currently tracked in the current/legacy system? Answer: The current contract renewal tickler report has the current fields: Prompt Date: Usually 90 days prior to the contract Renewal Date. Addendum 1 – 8287 Performance Management Software Page 4 of 5 Renewal Date: Date the next contract term/year will start. Contract End Date: Self-explanatory Bid # or RFP #: Identifier for the original Solicitation Bid Name or RFP Name: Project title Details: Initial contract term, plus any subsequent Renewal Year terms Contract Type: Usually 4 years Renewal Option Company ID: Company name Company Address 12) What is the total size of all Records and Files/Attachments that will be migrated to Contract Management Solution? How many total electronic Record and how many total electronic files in current/legacy system? Answer: We will most likely elect not to migrate over previous Records; but to start anew. I am not sure how many records are in the current SIRE system. This RFI is not looking to replace the current SIRE system; SIRE and/or its eventual replacement will most likely still be the archival system. More likely; new contracts from the point of system implementation will reside in the new system while ongoing; and be retired to SIRE or its eventual replacement when it is no longer current. 13) How many total legacy (historic) electronic contract files will be imported into the solution? Answer: See #12 above; most likely NONE. 14) Where are the legacy (historic) electronic contract files currently stored (shared folders, SharePoint, document management system, etc.) Answer: See Table 1 on page 4 of the RFI 8287 document that was posted on the RMEPS system. 15) What third-party systems do you anticipate will be integrated with the solution? Please provide system details (system name, database used, home-grown or commercial) if applicable. Will this be an ongoing data integration or a one-time data import? Answer: See Table 1 on page 4 of the RFI 8287 document that was posted on the RMEPS system. Ongoing data integration. 16) What data will your organization be passing in the data integration between the solution and other third-party systems? Answer: It will more likely be the other way around; data from the contract end-users and/or the JDE system will be entered into the solution system in order to evaluate RFP proposals and/or vendor performance. Addendum 1 – 8287 Performance Management Software Page 5 of 5 17) Does the city require JD Edwards timeliness and condition/quality information to be sent to the providers system? (synch of supplier DB). Would this include information on specific shipments and payments? Answer: Ideally, the providers or solution system would be able to incorporate information on delivery status (on-time, shipment complete, etc.) from JD Edwards into the information the system is compiling on vendor performance for the vendor score card. 18) Is it the city’s desire to replace Sire or integrate with it? Does the city use Sire just to archive documents or also to collaborate and build RFP documents? Answer: Integrate with SIRE and/or its eventual replacement system. SIRE is the electronic document system that holds the archived records. At this time we do not have a system that collaboratively builds the Bid, RFP, or contract documents (in a work-flow- type sequence); the Buyer builds these documents, and the work-flow collaboration is achieved by emailing the documents around. The contract that is awarded as a result of the Bid or RFP solicitation is likewise built that way; then the resulting document is routed for review, approvals, and signatures in DocuSign. However; this is an additional capability that would be desirable if the price is right. Our main intent here is to acquire additional value-added capability without having to handle these documents multiple times.