ERP Questions and Responses V2.pdf

RFP for ERP 2025-11 Link: https://walkercountyga.gov/public-notices/ Questions:

Q: Hope all is well! We are preparing a response to the above RFP and need additional information pertaining to integration with Paycor and Gravity. Please provide any requirements on how you would like this integration to work.

A: We would want a description on how integration normally works, If it is API's or file imports we would want to know that. Gravity is not implemented yet, but paycor uses a journal template to enter payroll general ledger detail into New World. Gravity has an open transparency portal for citizens that will need to be updated frequently. We will also look at the Bank Import for Bank reconciliations.

Q: Thanks for your prompt reply. We have offered file import and API. Do you have a preference on the approach? Incidentally, we have also transparency portal called Municipal Dashboard. It can show graphical revenue, expenditure, budget and other metrics for public consumption.

A: Please include that in the proposal

Q: How many years of conversion history are desired?

A: 7 years plus current fiscal year.

Q: Do you want onsite or virtual training?

A: Either is fine.

Q: Do you want online payment capabilities for Account Receivable/misc. invoices?

A: We do not have utility billing, and would not use it often, please include this in the optional modules section.

Q: AR is noted as a requirement in the RFP, what does the County bill?

A: The county bills for Transit books, fuel and maintenance of a few vehicles not owned by the county, and other miscellaneous items. The functionality of AR we need is more in line with cash/check collections, ACH payments, and intergovernmental payments.

Q: What budget is allocated for implementation and how much are you paying in maintenance fees for your current ERP?

A: We do not have anything budgeted for this, we pay around $50,000 in our yearly maintenance for our ERP New world.

Q: Regarding RFP 2025-11, we would respectful ask for a 1 week deadline extension. With the holidays approaching, mailing challenges are at a high.

A: We do not plan to move the deadline at this time.

Q: The "Georgia Security & Immigration Compliance Act Affidavit" requires a notarized signature. Will the WCG accept a signature on this affidavit via a secure electronic signature system such as DocuSign in lieu of a notarized signature?

A: It is to be notarized. It can't just be signed. Further, Georgia does not allow for an electronic notary for the Georgia Security & Immigration Compliance Act Affidavit.

Q: Can you please confirm key dates surrounding this RFP? The RFP states the following: Questions due December 10th, Responses provided December 15th. However, under the Terms and Conditions:

RFP: 2025-11 / Cloud Based ERP Software Solution section states, that all bids are due by 12:00 p.m.

Tuesday December 12th, which contradicts with the questions deadlines. Additionally, the front page of the RFP, and the County’s website suggests a due date of January 5th 2026, which seems more in-line with the questions due date, but differs from the December 12th deadline.

A: The cover page is correct the Terms and Conditions are incorrect. Questions are due December 10th, responses will be posted December 15th, and the bid opening is January 5th 2026 at 12:01pm.

Q: How many users do you anticipate having in the new ERP solution? Of the number of total users, how many would you classify in each of the following buckets:

● Heavy: Need system access to most functions (ex. CFO) A: 6

● Medium: Need access to an array of functions (ex. checking budgets, approving invoices) A: 45

● Light: Need access to a couple of basic functions (ex. submitting a purchase request) A: 10

Q: Any additional integrations needed beyond Gravity and Paycor?

A: Some sort of bank statement import

Q: Any particular reason a phased rollout would be needed? If the solution could be delivered in whole within an agreed upon timeframe, would it be acceptable to do all at once?

A: Yes, if there is enough training and support.

Q: Is there a detailed set of requirements that the County wishes vendors to respond to for each requested module? Functionality can vary greatly from solution to solution, so if there are specific needs that the County would like to be included for each that would be helpful.

A: There is nothing more specific than what is included in the RFP. Once we have bids we will have a few demos scheduled to make sure the functionality works for our county.

Q: How many total users will require access to the system? Please specify by role.

A: Full Access: 6, Medium access: 45 (Department head/admins budgeting, PO's, etc.) Light Access: 10 (Auditors or other small users.)

Q: What is the target go-live date?

A: No target yet. We want to see what the proposals say and what the committee wants to do before setting a date.

Q: Will you host short-listed demonstrations from vendors on-site or virtual?

A: This will be virtual

Q: Could you please confirm what budget the county has allocated to this project?

A: We do not have a budget for this RFP. Our annual ERP maintenance is around $50,000 annually.

Q: What is the current ERP solution being used by Walker County?

A: New World by Tyler Tech

Q: How many employees of Walker County will be using the ERP solution? (we only need internal users, not external users, such as citizens and residents) A: 6 superusers, 45 users to approve PO's and review budgets.

Q: Will you need yearly support to upgrade the software, maintain any compliances, prevent exploitable vulnerabilities, and assist with other technical issues?

A: Yes

Q: Are there any data and documents that need to be migrated?

A: Yes, we need 7 years of backup information

Q: What is the size of existing database and document repository?

A: I am unsure. We do not have document management currently and the database is managed by Tyler Technologies.

Q: How many years do you intend to use the ERP solution?

A: More than 7 years at least, This is a long term request.

Q: How soon after a vendor is awarded will you need this ERP solution to be deployed and ready for use?

A: This is flexible, but not much longer than a year.

Q: Will you need additional payment processors aside from Gravity and Paycor?

A: No

Q: Are you going to use your existing accounts for Gravity and Paycor for this new ERP solution?

A: Yes

Q: If you are allowed to state it, what is the budget for this proposal?

A: We don't have a budget for implementation our ERP maintenance costs are around $50,000 annually

Questions Answers Please provide a brief overview of your organization, scope of public-sector operations, and regulatory obligations in Georgia. County Government, Yes we are governed by state and federal law How many departments, divisions, and construction project offices will be part of S/4HANA? Around 50 What are your core functions—procurement, finance, asset management, project construction, maintenance, HR, payroll, etc.? procurement, finance, asset management Annual number of residential construction projects handled? Zero Do you operate only within Walker County, or across Georgia? Walker only Is your organization governed by any special state or local regulations? Yes What is the expected timeline for the project go-live? There is no set timeline yet What ERP or legacy systems are currently being used? New World ERP What are the major challenges you face today (manual work, delays, lack of transparency, compliance issues, etc.)? Lack of Efficentcy Are there non-SAP applications currently integrated with your systems (GIS, government portals, HRMS, payroll, etc.)? No What are your data volume challenges or performance issues? none Number of business users accessing ERP Application 50 Are you aware that SAP controls the infrastructure, upgrades, patching, and system provisioning? yes What is your current document management approach (SharePoint, local servers, paper files)? Paper Is there an existing ticketing/ITSM tool? No Do you need advanced compliance or additional audit logs? Yes

Finance (FI) Number of legal entities and reporting requirements (County, Housing Dept., Construction Dept.)? County, the Health Department is a component unit Do you require multi-entity accounting and budgeting for different government-funded projects? Yes Do you follow IPSAS, IFRS, or local Georgian Public Accounting standards? We follow GAAP and GASB standards Do you handle grant management, subsidies, or government fund allocation? Yes Do you require automatic asset capitalization for residential units? no

Controlling (CO) Do you require Project-based budgeting and cost control? no, We have budget software Will project managers need budget availability control (AVC)? No Do you need product costing for construction materials or internal service activities? Yes

Procurement & Contracts (MM) Volume of procurement per month? 800 invoices How are contractors onboarded today (tendering, e-procurement)? Manually entered in the ERP Do you require vendor rating, vendor performance tracking, contractor insurance? Insurance and Everify Do you need contract management for vendors and subcontractors? No Type of procurement used:

- Construction materials

- Contract labor

- Professional services

- Public bidding requirements Public bidding requirements Do you follow county/state tendering rules? Not that I am aware of

Inventory & Warehouse Do you maintain on-site warehouses or material storage yards? No Do you require batch/lot tracking for cement, steel, etc.? No Any barcoding/scanning requirements? No Do you need equipment and tool tracking? No

Project Systems (PS) / Construction Do you build residential complexes using Work Breakdown Structure (WBS)? No Number of projects executed annually? 20 Do you require integration with Primavera/MS Project? No Do you need progress measurement (milestones, percentage of completion)? Yes Do you require Unit of Measurement (UoM) conversions for construction materials? No What are project type in your organization?

Residential housing Maintenance & renovation Public infrastructure Public infrastructure Do you need budget control for each project? Yes Will you need project cash-flow planning and forecast reporting? It would be nice, but not required

Real Estate (RE-FX) Do you need property portfolio management for residential units? No Do you allocate units for government employees or public beneficiaries? No Do you need leasing, rental, or occupancy management? No

What legacy data needs to be migrated?

- Master Data (Vendor, Material, Customer, GL, Assets)

- Project Structure

- Construction Contract Data

- Purchase Orders

- Open Commitments 7 years of Master Data, GL/Assets/Projects Are historical data required (1 year / 3 years / 5 years)? 7 What data quality issues exist today? All paper, need to move to document management What is expected from the implementation partner regarding migration templates? I do not know yet.

Do you require integration with:

- Government accounting systems?

- Revenue / Tax authority portals?

- Banking systems?

- Public procurement portals?

- GIS Construction Mapping tools? Banking, Budget, and Payroll Softwares Do you need real-time APIs or batch integration? API's What are your key reporting KPIs?

- Project progress

- Material consumption

- Budget utilization

- Vendor performance

- Residential unit handover progress Budget utilization Do you require SAP Analytics Cloud dashboards? No Will audit-ready reporting be needed for government compliance? Yes Are there government compliance requirements specific to Georgia? Yes Do you need segregation of duties and approval workflow controls? Yes Will users authenticate via Identity Provider (Azure AD, ADFS, etc.)? No What timeline do you expect for each phase (Explore, Realize, Deploy)? No set timeline yet Do you prefer a Fit-to-Standard approach (mandatory for Public Cloud)? Yes Are there any custom developments expected? No Do you plan a phased or big-bang go-live? Phased Do you expect on-site presence or are you open to remote delivery? Either How many months of hypercare do you expect? I don’t know Will you require long-term AMS (Application Management Services)? I don’t know Do you expect 24/7 support or business-hours support? M-F 8am-5pm EST Support Required Any specific compliance reporting for residential housing projects? No Do you need beneficiary management for allocating units? No Do you need public portal integration for citizens? We would like one, but our budget software is supposed to do that.

Do you require audit trails for every financial posting? Yes Can you confirm the preferred sequencing of module rollouts (GL → AP → AR → Procurement → Fixed Assets), or do you expect the vendor to recommend an optimal rollout order? Vendor Recommendation For the phased rollout starting Q2 2026, do you have any blackout periods (e.g., budgeting cycles, audits) where rollout should be Budget is June-July, Audit is November-January What is the expected go-live milestone for each phase—quarterly, monthly, or as modules are ready? No set timeline yet Is there an existing project management office (PMO) we will align with, or should the vendor provide full PMO oversight? No