2-25-138 Phase 1 Attachment A - Questionnaire.docx

ATTACHMENT A

Questionnaire #25-138 Vendor Management System (for Accounts Payable Vendors)

Name of Firm Responding: Click or tap here to enter text.

Address: Click or tap here to enter text.

Federal Unique Entity Identifier (UEI) Number: Click or tap here to enter text.

*Contact Name: Click or tap here to enter text.

Phone Number: Click or tap here to enter text. Email Address: Click or tap here to enter text.

*This should be the individual to provide clarifications, additional information, etc., if requested.

A. Acknowledgements and Qualifications

1. Proposer meets the minimum qualifications, specifications and requirements outlined in this request.

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2. Proposer acknowledges receipt and inclusion of all Addenda associated with this request. Indicate the number of addenda issued.

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3. Proposer acknowledges that neither the Proposer, its principals, nor proposed subcontractors/subconsultants are presently debarred, suspended, proposed for debarment nor declared ineligible from conducting business with Federal, State or local government.

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4. Respondent certifies that no real or potential conflicts of interest are known. If there is a perceived conflict of interest, please include a statement proposing remedial actions that would be taken to eliminate it. No conflict of interest should exist which would prevent the provider from representing Walworth County with respect to this proposal. Each provider must disclose all potential conflicts of which he or she has knowledge, or which may arise with respect to the representation of Walworth County on this proposal including, without limitation, any circumstances which would create the appearance of a conflict of interest. Walworth County will disqualify a potential provider if, in Walworth County’s sole judgment, such conflict would preclude effective representation by that provider.

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5. Respondent confirms it is licensed and incorporated to do business in the State of Wisconsin, which includes being registered with the Wisconsin Department of Financial Institutions (DFI), if required to be registered. If respondent is not required to be registered with DFI, provide supporting reasoning in the response.

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6. Respondent confirms the proposed solution is fully implemented, tested, and in Go-Live status. Beta or trial solutions will not be accepted.

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7. Respondent confirms it has a minimum of two (2) years of verifiable experience providing accounts payable vendor management software solutions.

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8. Respondent confirms that it possesses a proven record of performance and has adequate financial resources, qualified personnel, necessary equipment, and organizational capacity to satisfactorily perform the services specified herein if awarded the contract.

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B. Company Information

1. What is your firm’s corporate headquarters location and address?

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2. How many years has your firm been providing vendor management software solutions?

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3. What experience does your firm have working with government agencies or organizations of comparable size and complexity?

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C. Solution Capabilities

1. Does your software include the following modules or functionality?

(Please check all that apply) ☐ Vendor Onboarding Software ☐ Vendor Verification Services ☐ Vendor Compliance Services ☐ Vendor Payment Services with Payment Fraud Indemnification

2. Does your company provide indemnification coverage for payments processed through your service in the event funds are sent to a fraudulent or incorrect bank account?

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If yes, what is the per-occurrence indemnification coverage limit?

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3. What types of vendor information does your company verify?

(e.g., banking details, Tax Identification Numbers, business addresses, etc.)

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4. Please briefly describe your process for integrating with a client’s ERP system to transmit new vendor records and updates to existing vendor data from your platform?

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5. Does your company have experience integrating with Tyler Munis (Enterprise ERP)?

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6. Briefly summarize the process our new vendors would need to complete to enroll in this service.

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7. What is the onboarding process for our existing vendors?

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8. Is your solution available to municipalities through an active cooperative purchase agreement(s)?

☐ Yes ☐ No

If yes, please provide cooperative details below:

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D. Desired Modules and Functionality The following table lists the desired modules and functionality described in Section IV. Scope / Specifications and identifies which items are required and which are preferred. For each item, the Respondent must indicate whether the proposed solution provides the requested functionality. Respondents should also include brief supporting comments explaining how the proposed solution delivers the functionality described.

(Yes/No/ Preferred) Does your software comply?

1. Vendor Onboarding Software: Provide a digital solution to streamline the vendor onboarding process for the County. The system should:

· Enable new vendors to register electronically and allow existing vendors to update their information with appropriate security in place to secure access to information with multi-factor authentication.

· Include integrated document management capabilities to securely store required forms such as W-9s, Certificates of Insurance, and other compliance documents.

· Support configurable document requirements, ensuring that specific forms must be uploaded before registration can be completed.

· Provide automated integration with the County’s ERP system to facilitate seamless electronic transfer of vendor data or easily defined import/export files for transfer of vendor data.

Yes

Yes

☐ Yes ☐ No

☐ Yes ☐ No

Comments:

2. Vendor Verification Services: Provide vendor verification services to confirm the accuracy of key vendor details, including:

· Legal name, address, and Tax Identification Number (TIN) as submitted on the W-9 form.

· Validation of banking information to ensure it is securely associated with the verified TIN, helping to prevent fraud and ensure accurate payments.

Yes

Yes

Yes ☐ Yes ☐ No

Comments:

3. Vendor Compliance Services: Provide ongoing monitoring of vendors against relevant sanctions and debarment lists (e.g., federal, state, and industry-specific). The service should:

· Conduct regular checks to ensure vendors remain in good standing.

· Automatically notify the County of any compliance status changes or potential matches.

· Support documentation and audit trails for all compliance checks performed.

Preferred

Preferred

☐ Yes ☐ No

Comments:

4. Vendor Payment Services with Payment Fraud Indemnification: Provide electronic vendor payment services that include:

· Support for secure, automated disbursement of payments via ACH, virtual card, or other electronic methods.

· Indemnification against payment fraud, ensuring the County is protected from financial loss due to unauthorized or fraudulent transactions beyond the value of our contract amount.

· Real-time payment tracking and reporting capabilities to enhance transparency and auditability.

Yes

☐ Yes ☐ No

Comments:

E. Technology Capabilities Provide information related to the proposed solution technology capabilities:

F. Additional Information

1. List additional information/comments below on your company and/or solution:

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