Colton ERP SW Sel - RFP Appendices B-J 2025-07-30a (CF).xlsx
XLSX spreadsheet 75 KB Posted
- Attached to
- RFP - ERP Software Selection State and local contract opportunity
- Solicitation number
- Not on record
- Issued by
- San Bernardino County, California
About this file
This is a comprehensive appendix file for the City of Colton's ERP Software Selection RFP, containing structured vendor response forms (Appendices B through J) that prospective software vendors must complete as part of their proposal submission. The City of Colton is seeking new Enterprise Resource Planning (ERP) software to replace their current Eden 5.32.1.0 system and Oracle WAMS system, with requirements spanning Financial Management (General Ledger, Budgeting, Project Accounting, Purchasing, Accounts Payable/Receivable, Fixed Assets), People Management (Human Resources, Payroll, Time & Attendance), and various supporting modules including inventory management and employee self-service capabilities.
The appendices require vendors to provide detailed information about their company profile, software support capabilities, customer base (particularly municipalities under 100,000 population), references, and comprehensive cost breakdowns including one-time implementation costs, annual recurring subscription fees, interface development costs, and data conversion estimates. The City's current environment includes approximately 439 active employees, 38,000 chart of accounts records, and various data sets requiring conversion spanning 5 years of historical information. Vendors must also provide cost estimates for over 30 specific system interfaces including banking integrations (Bank of America), retirement systems (CalPERS, Voya, Mission Square), third-party applications (NEOGOV, TeleStaff, Laserfiche), and various federal/state reporting requirements, with the proposal requiring both low and high cost estimates for all services and implementations.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| Colton ERP SW Sel - RFP Appendix A1 Finance Mgt 2025-07-22a (CF).xlsx | XLSX spreadsheet | |
| Colton ERP SW Sel - RFP Appendix A3 Other 2025-07-22a (CF).xlsx | XLSX spreadsheet | |
| RFP ERP Software Selection 8-6-25.pdf | ||
| Colton ERP SW Sel - RFP Appendix A2 People Mgt 2025-07-22a (CF).xlsx | XLSX spreadsheet |
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B - Vendor Profile Appendix B
VENDOR PROFILE
Vendor(s) Name:______________________________________
SOFTWARE VENDOR INFORMATION RESELLER INFORMATION (if applicable)
| Company Name | Company Name | ||
| Street Address | Street Address | ||
| City, State, Zip code | City, State, Zip code | ||
| Telephone Number | Telephone Number | ||
| Primary Contact | Primary Contact | ||
| Secondary Contact (if applicable) | Secondary Contact (if applicable) | ||
| Number of Years in Business | Number of Years in Business | ||
| Total Number of Employees | |||
| (Proposed Solution ONLY) | Total Number of Employees |
(Proposed Solution ONLY) Organization Classification (Private, Public, Other) Organization Classification (Private, Public, Other)
VENDOR FINANCIAL INFORMATION RESELLER FINANCIAL INFORMATION (if applicable)
| Annual Revenue | Annual Revenue |
| Percent of Annual Revenue Allocated to R & D | Percent of Annual Revenue Allocated to R & D |
| Percent of Annual Revenue Generated from New Sales | Percent of Annual Revenue Generated from New Sales |
| Percent of Annual Revenue from Annual Recurring Income | Percent of Annual Revenue from Annual Recurring Income |
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C - Vendor Software Support Appendix C
VENDOR SOFTWARE SUPPORT
Vendor(s) Name:______________________________________
SOFTWARE SUPPORT RESELLER SUPPORT (if applicable)
| Location of Application Software Support Personnel | Location of Application Software Support Personnel | ||
| Number of Application Software Support Personnel | |||
| (Proposed Solution ONLY) | Number of Application Software Support Personnel |
(Proposed Solution ONLY)
| Support Hours (designate time zone) | Support Hours (designate time zone) |
| Guaranteed Response Time | Guaranteed Response Time |
| Average Response Time | Average Response Time |
| Average Resolution Time | Average Resolution Time |
| 800 Number Access | 800 Number Access |
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D - Vendor Customer Base Appendix D
VENDOR CUSTOMER BASE
Vendor(s) Name:_______________________________________
| Vendor | |
| Information | Reseller |
Information
| BY THE FOLLOWING CRITERIA | NUMBER OF AGENCY | |
| CUSTOMERS | NUMBER OF |
AGENCY
CUSTOMERS IN
| CALIFORNIA | NUMBER OF AGENCY | |
| CUSTOMERS | NUMBER OF |
AGENCY
CUSTOMERS IN
CALIFORNIA
| Total - All Entities | Proposed Solution Only |
| Total - Municipalities | |
| Populations Below 50,000 | |
| Populations Between 50,000 - 100,000 | |
| Populations Above 100,000 |
| General Ledger |
| Project Accounting |
| Human Resources |
| Payroll |
| Customer Information System/Utility Billing |
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E - Vendor References Appendix E
VENDOR/RESELLER REFERENCES
Vendor Name:____________________________
| Proposed Solution Only (Below) | ||||||
| Customer Name | Contact Name | Phone Number | Population | Installation Date | Applications Implemented |
(please list)
| Note: If you are a Reseller/VAR, clearly indicate which references are for your specific company. | |
| 1) | |
| 2) | |
| 3) | |
| 4) | |
| 5) | |
| 6) | |
| 7) | |
| 8) | |
| 9) | |
| 10) |
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F - Vendor General System Appendix F
VENDOR GENERAL SYSTEM INFORMATION
Vendor Name:____________________________
| GENERAL QUESTIONS | |||
| Yes | No | ||
| 1) | Will you agree to incorporate RFP and your proposal into the contract? | ||
| 2) | Will you hold prices firm for 180 days from proposal due date? |
| SYSTEM SUPPORT INFORMATION | |||
| Yes | No | ||
| 3) | Can the vendor remotely connect to the system for diagnostics and/or support? Is there an associated cost? | ||
| 4) | Is there a website for customer software updates? | ||
| 5) | Can the website be used to communicate support issues and downloads? | ||
| 6) | Is there an application software Users' Group? |
| SOFTWARE APPLICATION INFORMATION | |
| 7) | On what platform(s)/operating system(s) will the proposed application software run? |
| Response: |
| 8) | What year was the current technology platform of the proposed software originally released (e.g. .NET in 2010)? |
| Response: |
| 9) | Which database system (preference towards MS SQL) will be deployed with the proposed solution? (include name and version) |
| Response: |
| 10) | Please describe the software upgrade process (e.g., frequency and level of effort and cost). |
| Response: |
| 11) | Please describe the software patch delivery process, frequency, and level of effort. |
| Response: |
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G - Project Costs Appendix G
PROJECT COST ESTIMATES
| NOTES & INSTRUCTIONS | Vendor Name: |
| Supplemental Pricing in your company's standard format can be provided separately. | |
| However, even if you provide supplemental pricing, this project costs worksheet must be completed for summary evaluation purposes. | |
| Additional rows and/or descriptions can be added if necessary. | |
| If an item is included elsewhere, please say included. | |
| DO NOT delete any rows or change any formulas |
Vendor Hosted One-Time Costs
| Informational Only | ||||
| Hourly Rate | Total Hours | PRICE | ||
| One-Time Software License Fees ONLY (if applicable) - Not annual subscription fees | $ - 0 | |||
| Installation/Implementation Fees | $ - 0 | - 0 | $ - 0 | |
| Training Fees | $ - 0 | - 0 | $ - 0 | |
| Project Management | $ - 0 | - 0 | $ - 0 | |
| Interface Development Estimates | (see Appendix H) | $ - 0 | $ - 0 | |
| Conversion Assistance | (see Appendix I) | $ - 0 | $ - 0 | |
| Modifications/Enhancements Estimates | (see Appendix J) | $ - 0 | $ - 0 | |
| Ad Hoc Report & Inquiry Development (by vendor) | $ - 0 | - 0 | $ - 0 | |
| Other (please list as needed) | $ - 0 | - 0 | $ - 0 |
| Hardware/System Software (estimates, if applicable) | $ - 0 |
| Installation (if applicable) | $ - 0 |
| Other Costs (please list) | $ - 0 |
| Travel & Related Expenses | $ - 0 |
| Taxes | $ - 0 |
| $ - 0 |
Vendor Hosted Annual Recurring Costs
| PRICE | |
| Recurring Annual Maintenance/Subscription Fees | $ - 0 |
| Annual Maintenance/Support - Interfaces | $ - 0 |
| Hardware/System Software (estimates, if applicable) | $ - 0 |
| $ - 0 |
Detailed Software Subscription Pricing and Information
Vendor's Module Name One-time Subscription Costs Implementation Services Training Services Annual Recurring Costs
| Total Hours | Total | |||||||||
| Visits | Total Implementation | |||||||||
| Services Costs | Total Hours | Total | ||||||||
| Visits | Total Training Costs | |||||||||
| (Please List Applications/Modules - Add Rows as Necessary) | ||||||||||
| Financial Management | $ - | $ - | $ - | $ - | ||||||
| General Ledger and Bank Reconciliations | $ - | $ - | $ - | $ - | ||||||
| Budgeting (General, Personnel and Capital) | $ - | $ - | $ - | $ - | ||||||
| Project Accounting | $ - | $ - | $ - | $ - | ||||||
| Requisitions/Purchasing | $ - | $ - | $ - | $ - | ||||||
| Contract Management | $ - | $ - | $ - | $ - | ||||||
| Inventory | $ - | $ - | $ - | $ - | ||||||
| Employee Expense Reimbursement | $ - | $ - | $ - | $ - | ||||||
| Accounts Receivable/Misc. Billing | $ - | $ - | $ - | $ - | ||||||
| Accounts Payable | $ - | $ - | $ - | $ - | ||||||
| Fixed Assets | $ - | $ - | $ - | $ - | ||||||
| Financial Reporting | $ - | $ - | $ - | $ - | ||||||
| People Management | $ - | $ - | $ - | $ - | ||||||
| Human Resources | $ - | $ - | $ - | $ - | ||||||
| Time & Attendance | $ - | $ - | $ - | $ - | ||||||
| Payroll | $ - | $ - | $ - | $ - | ||||||
| Employee Self-Service (ESS) | $ - | $ - | $ - | $ - | ||||||
| Other | $ - | $ - | $ - | $ - | ||||||
| Ad Hoc Reporting | $ - | $ - | $ - | $ - | ||||||
| Content Management | $ - | $ - | $ - | $ - | ||||||
| Sub-Totals | $ - 0 | - 0 | - 0 | $ - 0 | - 0 | - 0 | $ - 0 | $ - 0 | ||
| NOTES |
| 1) Indicate how license fees are calculated (e.g., concurrent users, user ID's, processor size, etc.). Provide number of user licenses if applicable, and additional user license cost if required. |
| 2) Please describe additional future license fees if applicable (e.g., change in users, processor size, etc.). |
| 3) Please provide a five-year initial term for your vendor-hosted service. |
| 4) Optional pricing for above one time costs should be clearly identified (e.g., different project management service levels). |
| 5) Describe number of days/hours included with project management AND training costs above. |
| 6) Describe in detail what is included with conversion estimates. |
| 7) Describe how travel and related expense estimates were calculated. |
| 8) Describe additional costs required for optional applications (e.g., hardware, training, project management, etc.) |
| 9) Clearly indicate third party software. |
| 10) Please attach server sizing/configuration documentation. |
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H - Interface Costs Appendix H
INTERFACE COSTS
| Interfaces/Integrations Name | Description | Interface Direction(s) | |
| (One-way or Two-way) | Third-Party Software (Vendor Name, Product Name, & Version) | Frequency / Real-Time Active | |
| (As Needed, Scheduled or Real-time) | Integration |
Type (Import or Export) Vendor Comments/ Suggestions Cost Estimate (Low) Cost Estimate (High) Annual Support Costs (If Applicable)
| Please provide both low and high estimated cost | ||||||||
| General Ledger | ||||||||
| Bank Statement File | Ability to import a downloaded bank statement file in Bank Administration Institute (BAI) file format. | One-Way | Bank of America | As needed | Import | $ - 0 | $ - 0 | $ - 0 |
| Third-Party Journal Entries File | Ability to import a journal entries file. Please comment on the acceptable file formats. | One-way | Excel | As Needed | Import | $ - 0 | $ - 0 | $ - 0 |
| Debt, Lease, and Subscription Journal Entries File | Ability to import a journal entries file from a third-party system used to manage debt, leases, and subscriptions. | One-way | DebtBook | As Needed | Import | $ - 0 | $ - 0 | $ - 0 |
| Budgeting | ||||||||
| Microsoft Excel Budget Import | Provide the ability to import detailed budgets into the Budget modules from Microsoft Excel. | One-way | Excel | As Needed | Import | $ - 0 | $ - 0 | $ - 0 |
| Microsoft Excel Budget Export | Provide the ability to export detailed budgets from the Budget modules into Microsoft Excel. | One-way | Excel | As Needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Accounts Payable | ||||||||
| 1099 Forms To IRS | Ability to electronically submit 1099 forms to the IRS. | One-Way | N/A | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| 1096 Forms To IRS | Ability to electronically submit form 1096 to the IRS. | One-Way | N/A | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Purchasing Cards (transaction details associated with GL accounts) | Ability to download purchasing card transaction file to post transaction detail to general ledger by general ledger account code. Note: each transaction is associated with a specific general ledger account number in the text file. | One-Way | US Bank | As needed | Import | $ - 0 | $ - 0 | $ - 0 |
| Positive Pay | Provide the ability to integrate with financial institutions for positive pay on accounts payable checks. | One-Way | Bank of America | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Electronic Payments (ACH/Direct Deposit/Wires) | Ability for electronic payments to be made to vendors via ACH/Direct Deposit and wire transfers (Push Pay). | One-way | Bank of America | As Needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Human Resources | ||||||||
| EEO-4 Survey File Upload | Ability to electronically submit the EEO-4 Survey to the Equal Employment Opportunity Commission. | N/A | N/A | N/A | N/A | $ - 0 | $ - 0 | $ - 0 |
| Affordable Care Act (ACA) information File Upload | Ability to upload Affordable Care Act (ACA) information. | N/A | N/A | N/A | N/A | $ - 0 | $ - 0 | $ - 0 |
| Applicant Tracking | Ability to integrate with the Agency's Applicant Tracking System for importing employee record information. | N/A | NEOGOV | As Needed | N/A | $ - 0 | $ - 0 | $ - 0 |
| Payroll | ||||||||
| Bank Prenotes File | Ability to export a bank prenotes file for verifying direct deposit information. | One-Way | Bank of America | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Direct Deposit File | Report and data file for transmission to bank. | One-Way | Bank of America | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Positive Pay | Provide the ability to integrate with financial institutions for positive pay on payroll checks. | One-Way | Bank of America | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Electronic Federal and State Files | Generate electronic file and all related forms (including W-2 reporting) for annual reporting to federal and state agencies, in accordance with their requirements. | One-Way | IRS | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Retirement Plan File Export | Ability to export a file containing employee/employer retirement plan contributions. | One-Way | CalPERS | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Retirement Plan File Export | Ability to generate an export file to the agency's Section 457 plan administrator containing employee contributions. | One-Way | Voya | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Retirement Plan File Export | Ability to generate an export file to the agency's third-party administrator containing employee retirement plan contributions. | One-Way | Mission Square | As needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Scheduling | Ability to integrate with scheduling software. | Two-way | TeleStaff | Real-time | Integration/Import | $ - 0 | $ - 0 | $ - 0 |
| Purchasing and Warehouse Management | ||||||||
| Purchasing Management | Integrate with third-party procurement software (e.g., quotes or RFP). | One-way | CIS, Oracle WAM | As Needed | Import | $ - 0 | $ - 0 | $ - 0 |
| Work Order/Maintenance Management | ||||||||
| Work Orders | Ability to integrate with a third-party Work Order/Maintenance Management system. | One-way | Oracle WAM | As Needed | Export | $ - 0 | $ - 0 | $ - 0 |
| Others | ||||||||
| Email Integration | Ability to send emails from system utilizing standard SMTP protocols. | Two-way | Outlook | Real-time | Integration | $ - 0 | $ - 0 | $ - 0 |
| Single Sign-On / Active Directory | Support of Single-Sign-On and Active Directory. | Two-way | Windows Active Directory Federation Services | Real-time | Integration | $ - 0 | $ - 0 | $ - 0 |
| Ad Hoc Third-Party Report Writers | Ability to integrate with third party report writers. | Two-way | N/A | Real-time | Integration | $ - 0 | $ - 0 | $ - 0 |
| SQL Server Reporting Services | Integrate SSRS Reporting Services into the Application for documents and statistical reporting needs. | N/A | N/A | N/A | N/A | $ - 0 | $ - 0 | $ - 0 |
| Electronic Content Management System | System must integrate with the Agency's Electronic Content Management System. | Two-way | Laserfiche | Real-time | Integration | $ - 0 | $ - 0 | $ - 0 |
| Multi-Factor Authentication (MFA) | Support Multi-Factor Authentication (MFA). | N/A | N/A | N/A | N/A | $ - 0 | $ - 0 | $ - 0 |
| Rest API | Provide a REST API interface to facilitate querying data and integration. | N/A | N/A | N/A | N/A | $ - 0 | $ - 0 | $ - 0 |
| $ - 0 | $ - 0 | $ - 0 |
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I - Conversion Costs Appendix I
CONVERSION COSTS
| Conversions | Description | Number of Records (Estimated) | No. of Years Of Data | Existing Software Product | Comments | Cost Estimate | |
| (Low) | Cost Estimate |
(High)
| Software Application | Version | Database | ||||||
| See the Conversion Information Table in the RFP Document for further detail | ||||||||
| Please provide both low and high estimated costs | ||||||||
| Financial Management | ||||||||
| Chart of Accounts | Chart of account info including segments, control, accounts, due to/due forms, etc. | 38,000 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| General Ledger Accounts Balances (Summary level) | Summary level actuals account balances | 38,000 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Budgeting (Adopted Budgets) | Budget account balances for adopted budgets | 1,142 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Budgeting (Amended Budgets) | Budget account balances for amended budgets | 1,142 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Detail Level Budgets | Detailed line-level budget information | 1,142 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Customer Master Records (Accounts Receivable) | Customer demographic data | 1,180 | N/A | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Purchase Orders | Open and historical purchase orders | 2,250 | 5 | Oracle WAMS | 1.9.0.2.8 | Oracle | $ - 0 | $ - 0 |
| Vendor Master Records (Accounts Payable) | Vendor master data including names, addresses, SSN/FID, etc. | 39,400 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Vendor Address Records (Accounts Payable) | Additional vendor remit addresses | 39,400 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Vendor 1099 Records (Accounts Payable) | Vendor 1099 history | 62 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Accounts Payable Check History | Vendor payment history, including check number, date, amount, etc. | 38,200 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Accounts Payable Invoices | Vendor invoice detail | 82,820 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Fixed Assets | Master fixed asset data including asset description, depreciation, location, etc. | 1,814 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Inventory Items/Catalog/Quantities | 1,943 | 5 | Oracle WAMS | 1.9.0.2.8 | Oracle | $ - 0 | $ - 0 | |
| People Management | ||||||||
| Employee Master Records (active) | Employee master records with addresses | 439 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Employee Deductions (active/no end date) | Historical employee payroll deduction data | 2,214,316 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Payroll – Employee Leave Accrual Master Records | Historical accrual information including Vacation, Holiday, and other leave | 20,008 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Payroll - Employee Leave Accrual Transaction History | Transaction level history for accruals | 20,008 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Employee Accumulators | Employee pay and deduction amounts | 5,268 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Employee Payment History | Amounts for earnings and deductions with check number and date | 136,968 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Employee Earnings & Deduction History | Amounts for earnings and deductions with check number and date attached to a pay code | 136,968 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Position Master Records (current/active) | Position control data such as position, description, status, etc. | 760 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Human Resources Employee Benefits | Employee benefit information | 628 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| Employee State Retirement/Other State Reporting | State required data, plus related services years | 40 | 5 | Eden | 5.32.1.0 | MS SQL | $ - 0 | $ - 0 |
| $ - | $ - |
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J - Modification Costs Appendix I
MODIFICATION COSTS
| Modifications (please list as needed) | Low | |
| Estimate | High | |
| Estimate | Vendor Comments/ Suggestions | |
| If you have included a modification in Appendix A, please provide both low and high estimated costs for those modifications |
$ - 0 $ - 0
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