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Instructions Enterprise Resource Planning (ERP) Solution - Attachment A - Vendor Forms
| General Instructions: | |
| This template is designed to collect your RFP response in a standardized format. |
| Each tab represents a different category of information we need from you. |
| How to Complete: | |
| 1 | Navigate to each tab and review the pre-filled information (if any) |
| 2 | Complete all fields marked with light blue background - these are for vendor input |
| 3 | Use dropdown menus where provided to ensure consistency |
| 4 | Add additional rows as needed |
| 5 | Do not modify column headers or pre-filled client information |
| Color Coding: | |
| White background = Pre-filled by client (do not modify) |
| Light blue background = Vendor to complete |
| Dark gray background = Not applicable (based on frequency selection) |
| Dark blue header = Category / sheet name |
| Tabs in this file: | |
| Questionnaire: | Answer general questions about your company and solution |
| References: | Provide client references for similar implementations |
| Compliance Exceptions: | List any RFP requirements you cannot meet |
| Integrations: | Detail integration approach for listed systems |
| Migrations: | Detail data migration approach (if applicable) |
Support: If you have questions about completing this template, please contact Matthew Marshman, matthew.marshman@pittsburghpa.gov
Questionnaire
| Questionnaire |
| Description: |
General questions about your company, solution, and implementation approach.
How to Respond:
Provide complete answers in the Vendor Response column. If a question does not apply, enter "N/A" with a brief explanation. You may attach supplementary materials (product roadmaps, architecture diagrams, etc.) as separate documents — do not embed images in this workbook.
| Company Background and Contact Information | |
| Question | Vendor Response |
| Company name |
| Contact name |
| Contact phone |
| Contact email |
| Software brand name |
| Software version proposed (years in production) |
| Years selling software to public sector |
| Location of company HQ |
| Is this company the prime contractor? (Yes/No) |
| Vendor Information | |
| Question | Vendor Response |
| What are the top three differentiators of your company and its proposed solution? | |
| What strategic alliances have you made to further strengthen your product and services? | |
| What is your marketplace focus? (please reply with one of the following: Small/Local Governments, Large Government, Other (specify) | |
| What is your preferred customer size (quantified in terms of budget, customers, population, etc.)? | |
| Please describe the level of research and development investment you make in your products (i.e., annual budget, headcount, etc.). | |
| How many fully operational customer installations of the version proposed in this RFP, currently in production, has the vendor completed nationally? | |
| How many fully operational customer installations of the version proposed in this RFP, currently in production, has the vendor completed in the state of Pittsburgh? | |
| How many fully operational customer installations, in total, has the vendor completed nationally? | |
| How many fully operational customer installations, in total, has the vendor completed in the state of Pittsburgh? | |
| How many current system implementations of your solution are in process in the United States? | |
| How many current system implementations of your solution are in process in the state of Pittsburgh? | |
| Please list the vendor’s sales in 2023: | |
| Please list the vendor’s sales in 2024: | |
| Please list the vendor’s sales in 2025: | |
| How many total employees does the vendor have in Sales/Marketing? | |
| How many total employees does the vendor have in Management/Administration? | |
| How many total employees does the vendor have in Help Desk Staff? | |
| How many total employees does the vendor have in Development Staff? | |
| How many total employees does the vendor have in Implementation Services? | |
| How many total employees does the vendor have? | |
| Please disclose any outstanding litigation against your company that is material to your proposal. | |
| Please list any third-party vendors you’re partnering with and proposing as part of your response, as well as the products and versions proposed, and the scope areas/functionality they will be providing. | |
| Functionality | |
| Question | Vendor Response |
| Please list any key differentiators that are not available in the current version of the software but will be made available in the next 12 months. | |
| Technical and Vendor Hosting | |
| Question | Vendor Response |
| Please describe your hosting model including use of external or internal data centers, shared application, database, and/or hardware, and any other information you wish to include relating to the hosting model. | |
| Indicate Tier certification for the design and operation of the hosting locations mentioned above. | |
| How do you track monthly usage for subscription-based services? Please explain any usage-based limitations or costs associated with your proposed software (e.g. user counts, transaction volume, storage capacity, etc.). | |
| Is your software available via modern evergreen browsers, with no client plugins, responsive design, and WCAG 2.2 AA conformance? | |
| Do you have redundant ISP connectivity, layered DDoS protection, and availability of private peering (e.g., ExpressRoute/private link) upon request? | |
| Estimate the bandwidth that your solution will require based on users, application environment, and any other factors. | |
| How many environments (e.g. Production, Test, Development, etc.) are included during implementation and normal use? | |
| Please describe if there are conflicts between the solution and current technologies used in the City as defined in the RFP. | |
| Data Conversion | |
| Question | Vendor Response |
| Please describe your organization’s recommended approach toward retention of legacy data and how your system supports converted data from a legacy system. | |
| Please describe any risks or issues you see (if any) with the City’s preferred data conversion scope and the ability to successfully convert that data into your system. | |
| System Performance | |
| Question | Vendor Response |
| How much notification will you give the City in advance of any scheduled downtime? | |
| What is your process for notifying the City and fixing bugs once they have been identified? | |
| Please provide the total number of clients and the corresponding number of end-users of hosted solutions currently supported by your proposed solution. | |
| What system/application availability, recovery point objective, and recovery time objective are included in your service level agreement? What are the City’s responsibilities to ensure this level of performance? | |
| Security | |
| Question | Vendor Response |
| Describe the identification and authorization capabilities of your proposed solution for users. | |
| Provide a list of compatible directory services and identity access management solutions. Describe how your system interoperates with Active Directory. | |
| Confirm the ability to back up the data to an external third-party on-premise or cloud-based storage environment and the costs associated with exporting the data. | |
| Describe the services you provide around disaster recovery as part of the proposed solution. | |
| Indicate cybersecurity solutions that are in place to prevent, detect, contain, and recover from security threats such as malware injection, side-channel attacks, exploitation of API vulnerabilities, or distributed denial of service (DDoS) attacks. | |
| Confirm (Yes/No) that detailed logs will be provided for forensic investigation of security incidents, that can aid in identifying the nature and extent of the effect, including the data that was exfiltrated or compromised. | |
| Indicate what support will be provided to carry out a forensic investigation of security incidents. | |
| Indicate if you comply or do not comply with the following (Yes/No): | |
| The system shall be available 24 x 7 x 365 with a minimum of 99.95% uptime, measured on a monthly basis (excluding maintenance windows). | |
| Data shall reside in the United States at all times. | |
| All system data and files shall be regularly backed up to a secondary data center/disaster recovery site outside of the main data center’s same weather pattern and power grid. Backups shall occur such that the City loses no more than 2 hours of transactions due to an unexpected outage. | |
| Hosting Providers/Respondents shall have a documented Security Incident Response Plan (SIRP) that addresses the Respondent’s plan for preventing, detecting, and responding to security breaches or cyberattacks in which the City’s data or operations may be compromised. | |
| Hosting Providers/Respondents shall have a documented Disaster Recovery Plan (DRP) that addresses recovery and maintenance of system data and operations in response to hazard or emergency scenarios. This plan shall be tested regularly to ensure that it is both tangible and actionable. | |
| Hosting Providers/Respondents shall have a documented Business Continuity Plan (BCP) that addresses localized or system outages that create an impact on one or more business functions. The BCP should account for the rapid restoration of services and redundancies in technology or processes. | |
| Hosting Providers /Respondents shall undergo a SSAE 18 SOC2 Type 2 audit covering at a minimum the Security and Availability Principles on an annual basis and must have no unaddressed material concerns. Respondent shall provide a copy of their most recent audit report before contract award. | |
| Hosting Providers/Respondents shall support and be compliant with all relevant regulations and requirements including, but not limited to PCI-DSS. | |
| Report Development | |
| Question | Vendor Response |
| What query tool, report writer, dashboards, and business intelligence tools are embedded in the proposed solution? | |
| It is expected that the system will provide the ability for end-user querying and reporting to be performed without impacting the performance of the transactional system. Does your submission meet this expectation? | |
| Describe your process for determining the scope of reports that need to be developed (not out of the box) and what effort will be required of the City to participate in development and testing of these reports. | |
| Integrations | |
| Question | Vendor Response |
| Describe your general experience in developing integrations from your solution to external systems. What types of system interfaces are most common or frequently established? | |
| What pre-built integrations do you offer with potential third-party systems? Please review the application environment information in the RFP document to see the integrations that the City wants in their future state environment. | |
| Do you have a strategic partnership with an iPaaS or MiPaaS (managed integration services) vendor who could extend the capabilities of your product? | |
| What integration tools exist within your system (e.g. file uploads, APIs, etc.)? Are these included with the software licenses or do integration tools such as API’s require additional licensing? | |
| Do you support integrations after implementation, or are they fully the responsibility of the City? | |
| Implementation Approach | |
| Question | Vendor Response |
| Describe your overall approach for implementing the software including stages of implementation (E.g. design, build, test, deploy, etc.), phased approach vs. big bang approach, and other key elements of your implementation methodology. | |
| What is your proposed duration of the implementation? Include the duration of each phase if using a phased approach. | |
| What percentage of time is the project manager dedicated to the project? If less than 100%, how many projects does a typical project manager work on concurrently? | |
| What percentage of time are the functional and technical consultants dedicated to the project? If less than 100%, how many projects does a typical consultant work on concurrently? | |
| Describe your use of onsite, remote and offshore resources (if applicable) including breakdown of time spent in each method. If utilizing any offshore resources, please explain the services they will be providing and confirm any client-facing roles will work during the City's normal business hours. | |
| How will you provide continuity if key resources change throughout the project? | |
| How will you manage and share project documentation with stakeholders throughout the project? | |
| Briefly describe key lessons learned from previous clients and how your proposed methodology will build upon those lessons learned. | |
| Given the information provided in this RFP and your experience with other clients, describe any key risks you see with this implementation and your plan to mitigate these risks. | |
| Will you agree to deliverable/milestone-based payment structure for implementation services (Yes/No)? | |
| Stakeholder Collaboration | |
| Question | Vendor Response |
| Describe your approach for working with the City to align the system setup with the City’s requirements. Include your approach for balancing best practices with the City’s specific processes/requirements. | |
| Describe an example of where the system could not be configured as requested and how you worked with the client to develop a solution. What was the outcome of this approach? | |
| How will you work with the City to verify the system meets its requirements and complete testing of the system? What will be the responsibility of the City, and what will you be responsible for completing? Please describe this for the following types of testing: System Testing, Integrations Testing, Performance Testing, and User Acceptance Testing. | |
| How will you help the City manage change throughout the implementation? What steps will you take to maximize user adoption of the system? | |
| Describe your approach to training. Will you utilize train-the-trainer, direct end-user training, or a combination of both methods? | |
| Describe your approach to developing documentation such as test scripts, training guides, and support guides. What will you provide for the City? Will the documentation you provide be tailored to the City’s specific processes and system design, or will it be generic documentation for your system? | |
| How will you transition from implementation to steady-state operations? Include a description of your approach to support go-live and the time period following go-live to stabilize the system and confirm it is working as intended. How will you support the move from implementation services to on-going support after the implementation and initial post implementation support has ended? | |
| Ongoing Support Services Questionnaire | |
| Question | Vendor Response |
| Provide the minimum, maximum, and average response times (hours) provided as part of the basic support agreement and the average response time for the past twelve (12) months. | |
| Describe Help Desk services for technical support and end users. Specify days and hours and any escalation options. | |
| Identify the party or business unit that is responsible for the support options provided above. | |
| Provide the following regarding the number of business staff the City should expect to be committed to providing ongoing application support: | |
| Role and Responsibilities: | Number of FTE Resources: |
| Do you limit the number of City staff who can call in for support? If yes, explain your model and how additional staff can be included. |
| Describe the types of support needed to keep the product under current support and to keep the product enhanced. |
| Software Updates and Distribution - Describe the product release cycle including the following: | |
| Question | Vendor Response |
| Frequency of upgrades/enhancements or new versions (major and minor version releases) and the typical contents of each type of release. | |
| How long releases takes to install. | |
| Use of release notes including ability to review them in advance of the release | |
| Backward version compatibility and support of older versions. Discuss Timeframe/policy on moving to new versions including ability to choose when they are applied. | |
| How are local configurations maintained when installing new releases of the vendor’s software? Describe the level of support that the vendor provides to the City for identifying, validating, and testing scripts related to the latest software release. | |
| Other information related to prouct release cycle | |
References
Client references for similar implementations demonstrating relevant experience.
How to Respond:
Provide at least 5 client references. Complete every field in each reference block. References should be from organizations of similar size, industry, or complexity. If you are proposing subcontractors, include subcontractor references as well.
| Reference 1 | |
| Question | Vendor Response |
| Vendor name: |
| Customer organization: |
| Available for a site visit? |
| Customer contact: |
| Customer phone or email address (please use preferred) |
| System which the solution replaced |
| Describe the phasing approach, nature of the project, dates/timeline, and the services provided to this client: |
| Modules implemented, including versions: |
| Reference 2 | |
| Question | Vendor Response |
| Vendor name: |
| Customer organization: |
| Available for a site visit? |
| Customer contact: |
| Customer phone or email address (please use preferred) |
| System which the solution replaced |
| Describe the phasing approach, nature of the project, dates/timeline, and the services provided to this client: |
| Modules implemented, including versions: |
| Reference 3 | |
| Question | Vendor Response |
| Vendor name: |
| Customer organization: |
| Available for a site visit? |
| Customer contact: |
| Customer phone or email address (please use preferred) |
| System which the solution replaced |
| Describe the phasing approach, nature of the project, dates/timeline, and the services provided to this client: |
| Modules implemented, including versions: |
| Reference 4 | |
| Question | Vendor Response |
| Vendor name: |
| Customer organization: |
| Available for a site visit? |
| Customer contact: |
| Customer phone or email address (please use preferred) |
| System which the solution replaced |
| Describe the phasing approach, nature of the project, dates/timeline, and the services provided to this client: |
| Modules implemented, including versions: |
| Reference 5 | |
| Question | Vendor Response |
| Vendor name: |
| Customer organization: |
| Available for a site visit? |
| Customer contact: |
| Customer phone or email address (please use preferred) |
| System which the solution replaced |
| Describe the phasing approach, nature of the project, dates/timeline, and the services provided to this client: |
| Modules implemented, including versions: |
Compliance Exceptions
| Compliance Exceptions |
| Description: |
Any RFP requirements your organization cannot fully meet or is taking exception to.
How to Respond:
List each exception on its own row. Identify the specific RFP location (section, page, or clause), describe the requirement you cannot meet, and provide a clear justification. If you have no exceptions, leave this sheet blank.
| Location in RFP | Exception Description | Reason/Justification |
| Section, page, or clause reference | What requirement you're taking exception to | Why you cannot comply |
Integrations
| Integrations |
| Description: |
Required system integrations between your proposed solution and the client's existing applications. Integrations are grouped by data flow direction: Bidirectional, Inbound, and Outbound.
How to Respond:
For each integration listed, complete the Method, Availability, Inclusion in Bid, and Comments columns. Use the dropdowns provided.
If an integration requires additional costs, ensure those costs are reflected in the Pricing appendix file.
| Bidirectional Integrations - Vendor's proposed solution must have bidirectional information transfer with external applications | | | | | | | | |
| Scope | Source Application | Destination Application | Integration Description | Timing | Method | Availability | Inclusion in Bid | Comments |
| Required | Atlantis Inventory | New ERP | Inventory transactions (receipts, issues, adjustments) to the ERP for financial posting and valuation. | Real-time | | | | |
| Required | New ERP | Atlantis Inventory | Purchase orders, item master data, vendor information, and cost center/project codes from the ERP. | Scheduled | | | | |
| Required | Bank of America | New ERP | Cleared transactions and balances to the ERP for reconciliation and cash position updates. | Scheduled | | | | |
| Required | New ERP | Bank of America | Payment instructions (ACH, wires) from the ERP for vendor disbursements and payroll. | On-demand | | | | |
| Required | Ceridian Dayforce | New ERP | Payroll journal entries to the ERP for GL posting and labor cost tracking. | Scheduled | | | | |
| Required | New ERP | Ceridian Dayforce | Chart of accounts, cost centers, and budget/position data to support payroll coding and compliance. | Scheduled | | | | |
| Required | Docusign | New ERP | Signed documents and signature status updates to the ERP for recordkeeping and workflow automation. | Real-time | | | | |
| Required | New ERP | Docusign | Documents and signer metadata from the ERP to initiate e-signature processes. | On-demand | | | | |
| Required | ECMS | New ERP | Project, contract, and reimbursement data for PennDOT-funded transportation projects. Includes approved pay estimates and reimbursement amounts to support AR and project accounting. | Scheduled | | | | |
| Required | New ERP | ECMS | Vendor invoices and payments. | Scheduled | | | | |
| Required | First National Bank | New ERP | Investment account activity and balances to the ERP for treasury and GL updates. | Scheduled | | | | |
| Required | New ERP | First National Bank | Fund transfer instructions and investment transactions from the ERP for execution. | On-demand | | | | |
| Required | Global Payments | New ERP | Payment receipts (online, card, kiosk) to the ERP for cash and revenue posting. | Real-time | | | | |
| Required | New ERP | Global Payments | Billing data and payment requests from the ERP to facilitate citizen payments. | On-demand | | | | |
| Required | Huntington | New ERP | Check activity to the ERP for reconciliation and cash tracking and management. | Scheduled | | | | |
| Required | New ERP | Huntington | Payment files. | Scheduled | | | | |
| Required | PNC Bank | New ERP | Check activity to the ERP for reconciliation and cash tracking and management. | Scheduled | | | | |
| Required | New ERP | PNC Bank | Payment files. | Scheduled | | | | |
| Required | Procore | New ERP | Project commitments, contracts, and approved invoices to the ERP for AP and project accounting. | Scheduled | | | | |
| Required | New ERP | Procore | Project master data, vendor info, purchase orders, and payment information. | Scheduled | | | | |
| Required | eCivis | New ERP | Grant application data, award details, and compliance tracking metrics to the ERP for financial posting, budget alignment, and reporting. | Scheduled | | | | |
| Required | New ERP | eCivis | Actual expenditures, budget updates, and financial status from the ERP to support grant lifecycle management, drawdown tracking, and compliance reporting. | Scheduled | | | | |
| Inbound Integrations - Integration connects external applications to Vendor's proposed solution | | | | | | | | |
| Scope | Source Application | Destination Application | Integration Description | Timing | Method | Availability | Inclusion in Bid | Comments |
| Required | Cartegraph | New ERP | Asset lifecycle updates and maintenance/work order information. | Scheduled | | | | |
| Required | Computronix | New ERP | Permit/license fees and fines to the ERP for cash and revenue posting. | Real-time | | | | |
| Required | CSS | New ERP | Tax billing and payment data for cash and revenue posting. | Scheduled | | | | |
| Required | iPayment | New ERP | Cashiering and walk-in payment data to the ERP for cash and revenue posting. | Real-time | | | | |
| Required | OnBase | New ERP | Finalized documents and data. | Scheduled | | | | |
| Required | OpenBook | New ERP | Contract and solicitation details (updated vendor contracts, contract terms, awarded bid information, and contract limits or budgets). | On-demand | | | | |
| Required | Osmium | New ERP | Grant-related billing transactions. | Scheduled | | | | |
| Required | Alteryx | New ERP | Processed datasets, analytics outputs, and financial models into the ERP for reporting, forecasting, and decision support. | Batch | | | | |
| Required | eProval | New ERP | Permit and license application data, fee assessments, and status updates for cash and revenue posting. | Real-time | | | | |
| Required | Fiscal Focus | New ERP | Summarized financial data, budget performance, and expenditure reports from the ERP to support public-facing dashboards and transparency initiatives. | Scheduled | | | | |
| Required | OneStopPGH | New ERP | User-submitted applications, payments, and service requests to the ERP for cash and revenue posting. | Real-time | | | | |
| Required | OpenGov | New ERP | Awarded bid and contract data (vendor, pricing, terms) to ERP for PO creation and fund encumbrance, as well as vendor registration info to ERP’s vendor master upon award. | On-demand | | | | |
| Outbound Integrations - Vendor's proposed solution must integrate with external application | | | | | | | | |
| Scope | Source Application | Destination Application | Integration Description | Timing | Method | Availability | Inclusion in Bid | Comments |
| Required | New ERP | Wdesk | Financial and budget data from the ERP for reporting, compliance, and external publication. | Scheduled | | | | |
| Required | New ERP | Focused - Western Pennsylvania Regional Data Center | Public datasets (e.g., budget, expenditures) from the ERP for transparency and open data access. | Scheduled | | | | |
Migrations
Data migration requirements from legacy systems to the proposed solution, including responsibility assignments for each stage of the ETL process.
How to Respond:
For each data migration item, indicate your proposed Migration Method, assign responsibility (Vendor, Client, or Shared) for Extract, Transform, and Load separately, and confirm whether the item is included in your bid.
If migration requires additional costs, ensure those are reflected in the Pricing appendix file.
| Functional Area | Source Product | Description of Data | Base Bid Years | Optional Archive | Migration Method | Extract Responsibility | Transform Responsibility | Load Responsibility | Inclusion in Bid |
| What area (e.g., AR, AP, GL) | Legacy system name | Specific data to migrate | Years of data for base bid | Additional archive years | Pre-built, custom, manual, etc. | Vendor, Client, or Shared | Vendor, Client, or Shared | Vendor, Client, or Shared | Included or Excluded |
| Accounts Payable | Legacy ERP | Invoices | 3 years historical as well as all open invoices | | | | | | |
| Accounts Payable | Legacy ERP | Vendor File (complete) | Vendors with activity (POs & Invoices) in last 2 years and/or tied to active projects | | | | | | |
| Accounts Payable | Legacy ERP | Retainage detail | Open contracts | 10 years | | | | | |
| Billing & Accounts Receivable | Legacy ERP | Customer account information (name, addresses, account number, third party information, alternate address, payment assistance, flags, etc.) | Customers with open balances | | | | | | |
| Billing & Accounts Receivable | Legacy ERP | Customer balances | Open balances | | | | | | |
| Billing & Accounts Receivable | Legacy ERP | Grantor information including contracts, start/end date, Federal or State grant number, related funds, etc. | Active grants only | | | | | | |
| Billing & Accounts Receivable | Legacy ERP | Billing history | Open balances | | | | | | |
| Budgeting | Legacy ERP | Current adopted budget amounts by line item | Current year | | | | | | |
| Budgeting | Legacy ERP | Current amended budget amounts by line item | Current year | | | | | | |
| Capital Assets | Legacy ERP | All capital assets including details (codes, master information, transaction, summaries, journal transactions, funding sources, etc.) and depreciation history. | Active (in-service) assets | | | | | | |
| Capital Assets | Legacy ERP | Fixed asset leases | Active (in-service) assets/leases | | | | | | |
| Contracts | Legacy ERP | Contracts (by vendor, status, type, commodity code, dates, etc.) | Active contracts | | | | | | |
| General Ledger | Legacy ERP | Detailed transaction history | 2 years of detail history | | | | | | |
| Grants | Legacy ERP | All Active Grants including all budgets, actuals (expense & revenues) by line item? for inception-to-date, funding sources and personnel | Active grant detail only | | | | | | |
| Projects | Legacy ERP | Detailed information by Project ID for all open projects including funding, status, tasks, budgets, phases, resources, and actuals | Active projects | | | | | | |
| Purchasing | Legacy ERP | Purchase Orders and all associated documents | Open POs | | | | | | |
| Purchasing | Legacy ERP | Requisitions and all associated documents | Approved and open | | | | | | |