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Home My WebLink AboutRFI - REQUEST FOR INFORMATION - 8287 PERFORMANCE MANAGEMENT SOFTWARE (3)REQUEST FOR INFORMATION (RFI) 8287 PERFORMANCE MANAGEMENT SOFTWARE The City of Fort Collins is looking for a software solution that will interface with existing systems to: - Track contract expiration dates and prompt Buyers and end-users for contract renewals - Interface with our J.D. Edwards financial system to track and report-out on vendor on-time performance - Provide an online portal for end-users to grade supplier performance against established criteria - Create vendor score cards utilizing JDE data and contract end-user evaluations - Interface with Rocky Mountain E-Purchasing System to improve efficiency of the Request for Proposal (RFP) process by: o Provide project unique portals for Assessment Teams to access vendor proposals o Establish portal for Assessment Team evaluation/scoring of vendor proposals o Prompt end-users to review proposals and complete vendor evaluations/scoring o Consolidate Assessment Team’s evaluation/scoring of vendor proposals o Create final RFP determination document for highest rated vendor Currently we have processes in place to post Bid and Request for Proposal opportunities online, award contracts, and track renewal dates for multi-year agreements. What is missing is an online portal where end-users can view and score vendor proposals on-line and provide a methodology to grade the performance of the supplier in order to generate a “supplier report card” that can be shared internally and externally (if desired). The City of Fort Collins 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. Please use the RFI 8287 Workbook spreadsheet as part of your response. 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. 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: 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 8287 Performance Management Software Page 2 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. 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 Friday, May 6, 2016 and referenced as RFI 8287. 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 Ed Bonnette, Senior Buyer at (970) 416-2247 or ebonnette@fcgov.com . Questions must be submitted by 5:00 p.m. April 22nd. 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, RFI 8287 Performance Management Software Page 3 Gerry Paul Director of Purchasing RFI 8287 Performance Management Software Page 4 Table 1: Current Technologies and Tools Performance Management 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. DocuSign The City uses an electronic online DocuSign system to route contracts and contract renewal letters for electronic signatures. The system prompts the signer via email when there is an item in their electronic queue awaiting their review and signature. The system also distributes electronic copies once the signature process is complete. Rocky Mountain E-Purchasing The City of Fort Collins utilizes the Rocky Mountain E-Purchasing System (RMEPS) to post Request for Proposal (RFP) and bid opportunities. This system will provide you with convenient online access to RFP and bid information for the City of Fort RFI 8287 Performance Management Software Page 5 Performance Management Technologies and Tools Technology Description System Collins and more than 100 other local agencies throughout Colorado. It's easy to participate in solicitations from both the City of Fort Collins and other participating agencies -- simply register online. To register, visit www.rockymountainbidsystem.com, use the "Register" link and complete your registration. If you are currently registered as a vendor on this system with another participating local agency, there is no need to register again. Commodity Codes utilized for this RFI: 91829 - Computer Software Consulting 91849 - Finance/Economics Consulting 91887 - Purchasing Consulting (Incl. Specification Development)