2024-04 Addendum 2.doc

PROJECT:

RFI for Enterprise Resource Planning Software

PROJECT#:

2024-04 Question and Answer

1. After initial review, will Dunn County be considering any in person or remote follow up as part of this process?

No, the county will not consider an in person or remote follow up as part of this process. We will follow up the RFI with a separate Request for Proposal. During the RFP process, we will have an opportunity for follow-up.

2. What is your current system(s) for financials (accounts receivable, accounts payable, procurement, payroll etc.)?

Dunn County currently uses SAP administered by Phoenix for financials. When we first implemented SAP, we had a different consultant/host.

3. What capabilities is NeoGov Providing?

Dunn County uses NeoGov for Recruitment (Governmentjobs.com), Applicant Tracking System (ATS), Position Management, EEOC Reporting, Job Description Management, Onboarding/Offboarding, E-Forms (emergency contact, benefit intake, policy acknowledgement, etc.), Can be self-service, Personnel E-files, and Performance Management.

4. Of your 550 employees – how many part-time vs. full time?

398 full-time and 152 part-time

5. Would previously recorded government focused demonstrations specific to your topics via web links be acceptable? These links can be forwarded to team members for viewing at any time.

Yes.

6. With the Q&A turnaround being so close to the response submission deadline, is the County willing to extend the RFI deadline to Friday, August 2?

No.

7. Can you clarify what you mean by or define "assets and inventory" as they relate to your use cases?

We use asset to mean physical items of a certain high value (exact value depends on the department and statutory requirements) that need managed through the procurement, depreciation and disposal processes. We use inventory to mean physical items that should be tracked based on one of the following, high value, maintenance requirements, project billing, overall theft/loss prevention, emergency response, meeting regulatory requirements, grant reporting requirements, and/or cash value tracking.

8. What are you looking to track/manage in regard to your outlined projects and grants?

We are looking to track/manage all aspects projects of grants and projects that have a financial impact. This includes staff time, billable resources and projected benchmarks. We need to track these items for calendar year, non-calendar year and multi year projects and grants. We would like to be able to track/manage additional details if possible, including documentation such as the scope of work, contract moderator, contract objectives.

9. Are there other systems and/or data you are looking to integrate? The solicitation only explicitly mentions NeoGov.

Departments will be required to use the ERP system unless a business case has been identified to justify pursuing an adjacent system to execute required functionality. Additionally, the County expects that the new ERP will minimize out of system work. The other systems and data the County where integration could be helpful are listed in Section 4: Appendix of the RFI.

10. The RFI identifies some specific capabilities/structures for the chart of accounts. Is there any requirement or expectation to use the state-recommended, but not mandatory Wisconsin municipal chart?

No.

11. Our financial reporting manages all of the financial hierarchies outside the physical structure of the chart of accounts. The chart itself consists only of the codes at which transactions are recorded. The chart consists of up to nine (9) components, fund, object, department (required), program, project, project category, and three additional user-defined segments, typically used for items such as funding source, activity code, project phase, etc. Will this meet the needs of the County?

Yes.

12. Please describe your needs for RFP/RFI/RFBs in section 3.2.5 – Procurement of the RFP.

Section 3.2.5 describes that we would like to see the full procurement process within an ERP system. RFI/RFP/RFB, PO’s, internal and external invoicing are examples of process components we would expect to see. We need to understand the ERP procurement workflow for items that were purchased following a formal request for proposal, request for information, and/ or request for bid process (RFI/RFP/RFB). We also need to understand what—if any—parts of RFI/RFP/RFB are internal to your ERP. Regardless of if they are internal, help us understand if there are any other parts of the procurement or asset management process that are dependent on completion of the RFI/RFP/RFB.

13. In 3.2.9 you make references to the need to meet the business requirements for multiple departments with various needs. Could you specify the departments and their needs?

Our Departments are currently defined as: Administration (divisions include Information Technology, Human Resources and Finance), Child Support, Circuit Courts, Corporation Counsel, County Clerk’s Office, District Attorney, Emergency Communication & Management, Environmental Services (divisions include Land & Water Conservation, Planning & Zoning and Surveying), Extension of Dunn County, Facilities & Parks, Fair Board, Health Department, Highway, Human Services, Sheriff’s Office (includes the County Jail), Medical Examiner, Register of Deed’s Office, The Neighbors of Dunn County (a skilled nursing facility), Transit Commission, the Treasurer’s Office and the Veteran’s Service Office.

i. The Departments’ needs are as varied as their composition and use case. They range in size from 3 employees to a couple hundred. We have departments that conduct their work predominantly from one of three buildings, their assigned work vehicle, or their home. We have both enterprise and non-enterprise departments. We have majority levy funded and grant or contract supported departments.

14. You have listed a series of solutions under section 4: Appendix. Which ones will be replaced by the new ERP solution?

We are unable to replace any of the solutions that are listed as required. However, we will replace as many as is possible of the solutions listed in section 4: Appendix under the column of functionality required if the new ERP solution is able to achieve comparable functionality.

15. What are challenges with your current ERP solution? What are the reasons why are you seeking a new ERP Solution?

Our challenges revolve around complicated processes to harvest data, decentralized and redundant processes, inadequate initial and ongoing training and inadequate initial implementation.

We are seeking a new ERP Solution(s) because our current ERP vendor will sunset the current iteration soon. The new iteration will functionally be a new ERP. This has provided a natural opportunity to ensure that we have the best ERP for our use case.

Reminder, bids are due Friday, July 26th 2024 at 2:00pm Local Time.

Dunn County reserves the right to terminate the selection process at any time and reject any or all offers. The County shall not be liable for any pre-contract costs incurred by interested firms participating in the selection process.

Sifia Jevne Purchasing Agent

ADDENDUM 2