Amendment Two.docx

State of South Carolina

AMENDMENT TWO

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400019709 4/17/2020 Deloris Sweeper 803-545-4975 Sweeperd@sctechsystem.edu State Board for Tech & Comp Edu 111 Executive Center Drive, Suite 106 Columbia SC 29210

DESCRIPTION: Budgeting Software Solution

USING GOVERNMENTAL UNIT: State Board for Tech & Comprehensive Education

The Term "Offer" Means Your "Bid" or "Proposal". Your offer must be submitted in a sealed package. Solicitation Number & Opening Date must appear on package exterior. See "Submitting Your Paper Offer or Modification" provision.

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL; http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 4/27/2020 10:00 Eastern Time (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 04/15/2020 5:00 pm Eastern Time. (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: See Special Instructions on page 15.

CONFERENCE TYPE: Non Mandatory – Pre - Proposal DATE & TIME: 04/15/2020 10:00 a.m.

Request conference line credentials by emailing Sweeperd@sctechsystem.edu no later than April 14, 2020, 3:00 pm, eastern time

LOCATION:

THE PRE-BID/PROPOSAL MEETING WILL ONLY BE A VIRTUAL MEETING

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (90) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - PAPER ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009): On June 16, 2009, the South Carolina General Assembly rewrote the law governing preferences available to in-state vendors, vendors using in-state subcontractors, and vendors selling in-state or US end products. This law appears in Section 11-35-1524 of the South Carolina Code of Laws. A summary of the new preferences is available at www.procurement.sc.gov/preferences . ALL THE PREFERENCES MUST BE CLAIMED AND ARE APPLIED BY LINE ITEM, REGARDLESS OF WHETHER AWARD IS MADE BY ITEM OR LOT. VENDORS ARE CAUTIONED TO CAREFULLY REVIEW THE STATUTE BEFORE CLAIMING ANY PREFERENCES. THE REQUIREMENTS TO QUALIFY HAVE CHANGED. IF YOU REQUEST A PREFERENCE, YOU ARE CERTIFYING THAT YOUR OFFER QUALIFIES FOR THE PREFERENCE YOU'VE CLAIMED. IMPROPERLY REQUESTING A PREFERENCE CAN HAVE SERIOUS CONSEQUENCES. [11-35-1524(E)(4)&(6)]

******PREFERENCES DO NOT APPLY*******

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE: Please provide the address and phone number for your in-state office in the space provided below. An in-state office is necessary to claim either the Resident Vendor Preference (11-35-1524(C)(1)(i)&(ii)) or the Resident Contractor Preference (11-35-1524(C)(1)(iii)). Accordingly, you must provide this information to qualify for the preference. An in-state office is not required, but can be beneficial, if you are claiming the Resident Subcontractor Preference (11-35-1524(D)).

******PREFERENCES DO NOT APPLY*******

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENT # 2

Solicitation # 5400019709 AMENDMENTS TO SOLICITATION (JAN 2004)

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1] The opening date has been changed to April 27, 2020, and the opening time is 10:00 am, Eastern Time.

The award posting date has been changed to May 8, 2020.

Prior to submitting an online offer potential bidders must be a register vendor https://procurement.sc.gov/vendor/registration . See section II.A – Vendor Registration Mandatory.

NOTE: THE ORIGINAL BIDDING SCHEDULE HAS BEEN REPLACED WITH THE FOLLOWING:

VIII. BIDDING SCHEDULE / PRICE-BUSINESS PROPOSAL

BIDDING SCHEDULE (NOV 2007)

Product Catg.: 20810 - Accounting/Financial: Bookkeeping Billing Taxes etc

Item Description: Budgeting Software Solution

Tendering Text: Per the attached enclosed Scope of Work/Specifications. Service must be completed no later than June 30, 2020.

Internal Item Number: 1

Product Catg.: 20810 - Accounting/Financial: Bookkeeping Billing Taxes etc

Item Description: Budgeting Software Solution

Tendering Text: Annual Subscription renewal for the above software for one year.

For Agency information, bidder to provide the following information. This information will not be used in determining award.

Internal Item Number: 2

* Extended Price = Unit Price x Quantity

PRICE PROPOSAL (MODIFIED)

Notwithstanding any other instructions herein, you shall submit the following price information.

This amendment makes changes to the original solicitation and answers questions submitted.

1. Question: Is the $30,000 budget ceiling for the entire project? Does this include the software subscription and services to implement the project?

Answer: Yes, this amount is for the services to implement and licensing for the first year.

2. Question: How many of the following software licenses do you require? Administrator (full access to software, part of implementation, can make structural changes to model), Contributor (typically a budget manager, can enter data, run reports), View Only (cannot enter data, but can view and create reports)

Answer: Administrator – 2, Contributor – 15 to 20, View Only – 2

3. Question: Has your organization worked with other vendors and seen product demonstrations before the issuing of the RFP?

Answer: No integrations. We would need a way to upload a flat file of expenditure data from our current system.

5. Question: Does SCTCS produce and publish a consolidated budget book for the system, or does this roll-up to the State or some other higher-level entity for publication?

Answer: Not for this purpose

6. Question: The Budget of the project is mentioned as $30000. Does this include only the software services or the product license as well. Or the budget for the product license will be separate?

Answer: Yes, this amount is for the services to implement and licensing for the first year.

7. Question: Any preference of Software to be proposed?

Answer: No

8 Question: Number of development objects? Ex: RICEF lists

Answer: Excel spreadsheets

12. Question: Which budget software solutions have you evaluated/seen a demo of over the past 12 months?

Answer: Yes, $30,000.00 is the established budget, which includes the implementation and license.

14. Question: Will a multi-year agreement for software subscription be considered?

Answer: Yes

15. Question: Are services delivered from Canada considered offshore?

Answer: Yes

16. Question: Will you consider an extension of their timelines for response and implementation?

Answer: Yes, the opening date has been changed to April 27, 2020 10:00 a.m. eastern time.

17. Question: Are you looking to address operating and capital budgets within this project? How many users are required?

Answer: No, only for projecting budget; require 15 – 20 user.

18. Question: Can the requirement for a physical submission be waived? Is electronic submission acceptable?

Answer: In addition to the offer submitted on-line, the Offeror MUST submit the following, which are due by the designated date and time on the coversheet of this solicitation:

1. One (1) original offer marked “Original” business proposal.

2. One (1) original offers marked “Original price proposal”

3. One (1) individual copy of your offer on a Flash drive including technical and price proposal.

4. One (1) redacted copy marked “redacted”

5. One (1) individual paper copies of your original offer excluding the price

The State Board for Technical and Comprehensive Education

Enoree Building, Columbia, SC 29210

19. Question: Is the $30k budget for the project a one-time fee or annual subscription fee?

Answer: See question 13.

20. Question: General Requirement #3 relates to creation of budget scenarios, what types of scenarios are you wanting to create and what inputs and outputs are expected?

Answer: Must be able to forecast expected expenditures based on prior activity.

21. Question: General Requirement #4 relates to forecasting capabilities, what inputs and outputs are expected?

Answer: Inputs would be project budgets and amendments, and actual expenditure data (in an upload). Outputs would be spreadsheet reports and graphs comparing budget to actual and forecasts of needs based on prior activity.

22. Question: What if” scenarios/analysis output reports, what type of reports are you looking for, narrative/word, numbers/spreadsheet, both?

Answer: Numbers/Spreadsheets

23. Question: Section D. Budget Analysis #9 Allow customization of provided reports. Are you expecting the application to come with pre-built reports?

Answer: Yes

24. Question: Noted the need for dashboards to describe graphic visualizations of data. Will this be published outside the application?

Answer: No

25. Question: Will you provide sample/previous budgets?

Answer: Not needed for potential offerors to submit an offer for this RFP

28. Question. Our platform is a great tool for budgeting your P+L, but does not currently have full balance sheet budgeting functionality (this is coming in Q4 2020). Do you need a tool to budget your balance sheet, or is P+L functionality sufficient?

Answer: No, will not budget for P+L or require balance sheet.

30. Question: How do your projects relate to your Accounting Units? Is there a one to one relationship, or might multiple accounting units work on one project?

Answer: Each department (project) will have one budget.

END OF AMENDMENT TWO

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