2024-16 Addendum 5.pdf

PROJECT: Enterprise Resource Planning (ERP) Software and Implementation

PROJECT#: 2024-16

Question and Answer

1. Does the County prefer to manage post payroll services including check distribution, tax filing, and/or garnishments in house or do you prefer to have this outsourced?

Dunn County prefers to manage post payroll services in house.

2. For various reasons, we are recommending having a certified partner implement our software and act as prime on our RFP response. While a reseller arrangement is available, most governments prefer to save money by negotiating contracts separately with us and our implementation partners. Is the County open to negotiating separate contracts for software and implementation?

Yes, Dunn County is open to negotiating separate contracts. However, the RFP response must clearly identify the proposed arrangement and itemize within 1 cost proposal the proposed cost.

3. Requirement PU.89 – Can you provide a sample use case The system has the ability to allow the user to record all quotes or bids received as data elements in the requisition with appropriate attachments.

This is not something we are currently able to do with our current ERP. Each separate addendum of a quote or bid must be acknowledged/marked as received individually.

Ideally Dunn County would like to have any uploaded/submitted items to be separate data elements but then also the full quote/bid itself attached to the originating requisition.

This should allow tracking and searching for the whole bid and the associated attachment parts within a given requisition.

4. Requirement PU.217 How does the county use user-defined contract number vs.

an auto generated number?

Dunn County does not currently have a centralized contract tracking/management system. There are multiple numbers that might be associated with a contract (grant/project number, insurance number, asset number, etc.), some of these numbers are user defined, some system generated. When transitioning from the old ERP to the new ERP, there may be a need for a user defined rather than auto generated numbering system depending upon the naming convention needs that are not yet fully defined.

ADDENDUM 5

5. Require PU.146 What kind of information/activity would you like to see on a vendor?

For any given vendor, an activity report should be able to list all current and historical activity across Dunn County. For example, we would like to readily run a report that concisely summarizes or shows past and current, active and inactive, contracts, invoices, payments, all contact and business info, etc.

6. Requirement PU.172 – Are there any other sources the County identifies vendors other than your vendor master or vendor self-registration via commodity code?

No.

7. Requirement Pu.189 – Please detail what forms the county asks vendors to complete other than bid data.

At the bid stage, no additional forms are currently required. Moving forward, there are some statements and other materials that we would like to convert into forms, e.g., certain statements that are required as a part of the RFQ/RFB/RFP process. Depending on the project, additional information such as a certificate/proof of insurance might be needed. A vendor self-service portal or similar would be ideal for bidders to be able to self-manage their information for a specific bid.

8. Requirement PU.247 – Does the County have an signature platform?

No. There is no signature platform implemented countywide. At least one department utilizes DocuSign for documents that need tracking and external electronic signatures.

Reminder, bids are due October 1st, 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