2024-16 Addendum 6.pdf

PROJECT: Enterprise Resource Planning (ERP) Software and Implementation

PROJECT#: 2024-16

Question and Answer

1. Does the County prefer to have either/or:

• a centralized cashiering process where all payments are made through one software with real-time, bi-directional integration back to other software

• decentralized where each department/software records their own payments and updates the financial system? If the County would like to move to a centralized cashiering approach, can you list the applications that you would like the new cashiering application to take payments for.

Decentralized where each department submits (enters) the deposits in the ERP and delivers the physical checks/cash to the treasurer.

2. Would the County provide us with the total number of users, including supervisors, that will be accessing only the new Cashiering/POS module? This would be based on receiving payments for the Financial A/R system, miscellaneous payments and any users associated with the answer above. (Note that read-only users and daily departmental revenue submitters are no charge.)

Any user should be able to make/initiate cash journal entries. Only Treasury Office staff, approximately 6 employees, should have ability/permissions to post the entry.

3. Can the County list the current POS equipment and model you would like the Cashiering solution to integrate with or would the County like additional POS equipment to be included in the RFP response (receipt printers, scanners, cash drawers, check imaging/MICR devices, encrypted credit card swipe and EMV/chip/tap-to-pay devices)?

• Six (6) departments have Ingenico Desk/3500 credit card terminals with Ingenico Desk/1500 pin pads. All of these units were received from VPS and all transactions for these go through VPS. There is also an option to pay via web.

• An additional 5 areas have no POS equipment, but VPS also processes their web payments.

• Register of Deeds has ID Tech IDMB-354133B Credit Card Readers (usb card swipes) that work alongside a GovPayNow/AllPaid website for collecting payments. Manual entry of card info can also be used on their site.

• Lastly, tax payments can utilize OfficialPayments, which is web based only, and has no associated POS equipment.

• At this time no changes are anticipated, and no additional equipment needs to be included in the RFP response unless required for the system.

ADDENDUM 6

4. What credit processors is the County currently using?

VPS, ALLPAID, OFFICIAL Payments.

5. Would the County like the new cashiering solution to become the County’s Online Customer Payment Portal? If so, what applications would the County like to take online payments for?

No.

6. Would the County like the cashiering solution to create an Image Cash Letter (ICL) containing check images for deposit, and send it to your bank? If so, what bank?

No. Dunn County currently uses the bank's scanners to make remote deposits to our bank and the bank provides the needed equipment.

7. Does the County have a multi-check scanning process in place for recording checks and invoices in batch? If not, should this be included in the response?

What is the annual volume that the County would scan using this process?

Yes, Dunn County currently has a process for multi-check scanning. Treasury office can scan around 200-300 checks per batch for tax payment during collection periods (12/15/xxxx-2/07/xxxx) and (6/1/xxx-8/20/xxxx). The Treasury Office also usually scans around 100 checks for the county department batches.

8. Does the County have scenarios where different departments/agencies need to submit end of day receipt summary information? If so, would the County like to automate that?

Currently, day receipt summaries are only given to the Treasury Office when departments bring check or cash for a bank deposit. The Treasury Office also receives a monthly report and check from the Clerk of Courts office for the amount received for the whole month via the State Website for fines, fees and other court costs. The County is open to better understanding how automation would work and how it would benefit and improve the current process.

9. Can you provide an approximate break down your employee counts for employees that will use the system as follows:

• Full-time, Year-round - Regularly 20+ hours per week:

o Approximately 403 full-time employees that regularly work between 30-40 hours per week.

• Part-Time, Year-round – Regularly scheduled less than 20 hours per week o Approximately 67 part-time employees that regularly work between 20-29 hours per week.

o Approximately 85 part-time employees that are scheduled less than 20 hours per week.

• Seasonal – Works only a few months of the year: average of 8 per year

• Independent Contractors: approximately 5

• Volunteers/Election Workers: 2

• Dunn County also processes payroll for approx. 95 employees that are paid per diems (County Board Supervisors and Committee Members).

10. To ensure your timeline is met for deploying the most critical items that need to be replaced in phase one, which of the following SAP products are currently not being used that could potentially later?

o BSI U.S. Payroll Tax Processing o BA&T SAP Access Control, starter edition o BA&T SAP BusinessObjects BI Suite (CS) o ProduktivityPak Adapter f. SAP Sol.Man.

o SAP E-Recruiting o SAP ERP Foundation Starter o SAP Learning Solution o SAP Payroll Processing for Nonprofit Org o SAP Procurement for PS o SAP Public Budget Formulation o SAP SlsSvcOr Ex, B2B B2C 1-1000

The priority for implementation and deployment is not directly related to use or non-use of modules within our current ERP. The list below is based on the functional scope outlined within the RFP and is very subject to change based on any plans or recommendations from the awarded vendor. The priorities are a mix finance and HR components and would broadly be:

1. Accounting and Chart of Accounts

2. General Ledger

3. Active employee data (And any employee data needed to run payroll)

4. Payroll (including workflow and processing)

5. Accounts Payable

6. Accounts Receivable/Billing

7. Treasury/Cash Management

8. Bank Reconciliation

9. Time Clock/Timesheets

10. Procurement

11. P-Cards

12. Purchase Orders

13. Benefits Administration

14. Position Control

15. Position Management

16. Project and Grant Accounting

17. Detailed Time Keeping and Tracking

18. Contract and Vendor Management

19. Leave Management

20. Travel/Employee Reimbursement

21. Budget (Preparation and Forecasting)

22. Capital and Fixed Assets

23. Inventory

24. Employee Self-Service

25. Recruiting and Onboarding

26. Employee Performance and Evaluations

27. Offboarding/Separation

28. Risk Management

29. Certifications/Licensure

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