ESBD_File_305618_Exhibit G-Source to Pay. E-Procurement.xlsx
XLSX spreadsheet 53 KB Posted
- Attached to
- RFP783-22013 Source-to-Pay E-Procurement System
- Solicitation number
- RFP783-22013
- Issued by
- Harris County, Houston City, Texas
About this file
This document is a Request for Proposal (RFP) issued by the University of Houston (UH) System on behalf of its component universities in the state of Texas, including the University of Houston, University of Houston-Clear Lake, University of Houston-Downtown, and University of Houston-Victoria. The UH System is seeking proposals to provide an Electronic Procurement (e-Procurement) or Source-to-Pay (S2P) software solution to streamline its purchasing and payables processes and integrate with the PeopleSoft 9.2 Enterprise Resource Planning (ERP) system. The proposed solution must provide functionality across the entire S2P cycle, including e-sourcing, contract management, e-procurement, analytics and reporting, and accounts payable. The solution must be delivered as a Software-as-a-Service (SaaS) model that is currently implemented at comparable higher education institutions.
The UH System anticipates a timely implementation of the S2P system, including data migration, project management, change management, training, and ongoing support. Pricing terms, set asides, and funding sources are not specified in the RFP. However, the UH System encourages proposers to offer contractual arrangements that provide maximum benefit in terms of system and services, total cost, and project management expertise, including any educational, state, and local government discounts that may be available.
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Supplier Profile
| Number | Supplier Profile | Supplier Responses |
| 1 | General Information | |
| 1.1 | Provide a brief Supplier history. | |
| 1.2 | Is Supplier incorporated? If yes, please provide the date and state of incorporation. | |
| 1.4 | Where is Supplier located? | |
| 1.5 | If there are multiple locations, which location will be responsible for implementing the University's solution? | |
| 1.6 | What is Supplier's web site address? | |
| 1.7 | Provide the name and title of the individual who is the authorized contact for this RFP, as well as the name and title of the individual who is authorized to negotiate on Supplier's behalf. | |
| 2 | Strategy | |
| 2.1 | What is Supplier's corporate mission statement? | |
| 2.2 | What are Supplier's core competencies? | |
| 2.3 | What is your future product enhancement and growth plan over the next 36 months? | |
| 3 | Organizational Structure | |
| 3.1 | Provide the names, titles, and years with the company for Supplier's key executive management. | |
| 3.2 | How many employees does Supplier have? | |
| 3.3 | Does Supplier perform background checks on all employees prior to being hired? | |
| 3.4 | What type of training does Supplier's personnel receive? | |
| 4 | Awards and Certifications | |
| 4.1 | List awards Supplier received in the past 5 years. | |
| 4.2 | List certifications Supplier company holds. | |
| 5 | Competitive Information | |
| 5.1 | What are the key factors that differentiate Supplier from Supplier's competitors? | |
| 5.2 | What are Supplier’s main competitive threats and who are Supplier's competitors? | |
| 6 | Financial Information | |
| 6.1 | Is Supplier public or private? If public, what is the stock symbol? | |
| 6.2 | Provide a copy of or link to Supplier's recent annual report if a public company or the most recent audited financials if a private company. | |
| 6.3 | Has Supplier filed for bankruptcy at any point? | |
| 6.4 | Does Supplier engage with an independent audit firm to conduct annual audits certifying the appropriateness and accuracy of the financial statements? | |
| 6.5 | What is Supplier Federal Tax ID Number? | |
| 6.6 | What is Supplier DUNS code? | |
| 6.7 | What levels of insurance does Supplier carry? | |
| 7 | Legal Information | |
| 7.1 | Please indicate if Supplier is currently involved in material litigation that may affect this project? If yes, provide explanation of the litigation. | |
| 7.2 | Supplier has merged or made acquisitions? If yes, list the details of those activities. | |
| 8 | Customer Data | |
| 8.1 | How many customers does Supplier currently serve? | |
| 8.2 | How many new customers did Supplier add during the past year? | |
| 8.3 | What industries does Supplier serve? | |
| Please provide the number of institutions of higher education in the United States that license and utilize solution? | ||
| 8.4 | Within the State of Texas, please list the institutions of higher education that have licensed and utilize solution. | |
| 9 | References | |
| 9.1 | Provide a list of three customer references for institutions of higher education (preferably from Texas) for whom similar services, as detailed in this RFP, have been provided. | |
| 10 | Partners | |
| 10.1 | Describe Supplier's company's key partnerships and alliances. | |
| 11 | Professional Services | |
| 11.1 | Percent of implementation team that is outsourced. | |
| 11.2 | Percent of services provided off-shore. | |
| 11.3 | Percent of services provided near-shore. |
Supplier Mgt
| Number | Supplier Management Requirement Description | Supplier Responses |
| 1 | User Interface | |
| 1.1 | Are the visual interface elements of solution customizable? If yes, what elements? | |
| 1.2 | Does, solution provides visual indicators indicating sufficient feedback to the user? | |
| 1.3 | Describe accommodations for people with disabilities to access software. Also, please provide the accessibility conformance report (ACR 508 edition) in accordance with the RFP. | |
| 1.4 | Does solution clearly displays error messages? | |
| 2 | Administration | |
| 2.1 | Who may add new users and edit existing user accounts? | |
| 2.2 | How are user accounts created and maintained in solution? | |
| 2.3 | How is user access controlled? | |
| 2.4 | Does solution provide the ability to deactivate a supplier's account without losing previous bid associations with that supplier? | |
| 2.5 | How does solution obtain user profile information? | |
| 2.6 | Does solution support updating user profile data during the login sequence? | |
| 2.7 | What ongoing system administration is required for solution? | |
| 2.8 | Is administration user able to easily modify and integrate category tree for suppliers classification, questions, forms, etc.? | |
| 2.9 | Does solution provide flexible process flows: possibility to add questions, add approvers or phases directly by the end users/administrator? | |
| 3 | Online Help | |
| 3.1 | Does solution provide on-line help? If yes, can it be tailored to each university's' needs? | |
| 4 | Functional Security | |
| 4.1 | Describe solution's user security. | |
| 4.2 | Describe solution’s password restrictions. | |
| 4.3 | Describe solution’s configuration capability to log a user out after a certain time period of inactivity. | |
| 4.4 | Does solution provide an audit trail? | |
| 4.5 | Does supplier access solution via secure login? | |
| 4.6 | Does solution allow end-using supplier to enter and update its own data and documents? | |
| 4.7 | Describe how information is tracked into the solution and any audit reporting functions. | |
| 5 | Reporting | |
| 5.1 | Describe the reporting capabilities the solution provides. | |
| 5.2 | Does solution provide on-demand supplier activity reports listing invitations, responses and awards? | |
| 5.3 | Does solution provide classification reports displaying suppliers in each commodity classification? | |
| 5.4 | Describe solution report writing capabilities and abilities to report on selected criteria: supplier, category, or other. | |
| 5.5 | Does solution provide a dashboard that is easily configured and allows filtering on selected criteria? If yes, please describe. | |
| 5.6 | Describe dashboard's ability to display supplier performance trends. | |
| 6 | Multi-Organization Capabilities | |
| 6.1 | Does solution support a multi-business unit organization, such as Universities with multiple colleges/departments? If yes, please describe. | |
| 6.3 | Does solution support a multi-organization environment that allows sourcing activities to be shared in a collaborative manner, and where each organization controls its own bid? If yes, please describe. | |
| 7 | Functional Capabilities | |
| 7.1 | How are suppliers invited to register in supplier network? | |
| 7.2 | How does solution avoid duplicate registrations from the same supplier? | |
| 7.3 | Does solution provide the ability to upload and store documents such as diversity certificates and certificates of insurance? | |
| 7.4 | Does solution provide the ability for both suppliers and our users to receive alerts about upcoming diversity and insurance certificate expirations? | |
| 7.5 | Does solution provide the ability to aggregate suppliers into groups based on specific definable criteria? | |
| 7.6 | Does solution provide the ability to enter and track non-registered off-line suppliers in the supplier network along with on-line suppliers? | |
| 7.7 | Does solution retain a message archive of all e-mail distributed to suppliers, including a system time stamp at time of distribution? | |
| 7.8 | Does solution maintain an audit history of changes to a supplier’s profile and provide on-demand reporting on that history? | |
| 7.9 | Does solution provide the ability to track supplier record general notes? | |
| 7.10 | Does solution provide the ability for suppliers to input their remittance information? | |
| 7.11 | Does solution provide the ability to include our supplier approval workflow? | |
| 7.12 | Does solution provide the ability for customers to review supplier W8/W9 tax forms to ensure the forms are complete and approved? | |
| 7.13 | Are evaluation processes customizable? | |
| 7.14 | Does solution manage the mandatory regulatory documents needed for suppliers (e.g. social security declarations, Certificate of Company registration), and is able to monitor the status of these documents (outdated, missing, renewal to ask each 6 months) through dashboard? | |
| 7.15 | Does solution allow special approval work flow? | |
| 7.16 | Does solution monitor performance data and supplier's trend? | |
| 7.17 | Does solution support the supplier on-boarding process? | |
| 7.18 | Does solution support the supplier audit process? | |
| 7.19 | Does solution support supplier performance process? | |
| 7.20 | Does solution provide ability to manage more than one qualification status for one supplier? (Ex. qualified for one category and not for another one.) | |
| 7.21 | Is information collected from suppliers and the ones inserted by internal users stored in the same system and be retrievable in the same continuous process? (Ex. internal user should find all supplier information in the same "supplier dossier.") | |
| 7.22 | Does solution allow mandatory information collection capabilities? | |
| 7.23 | Does solution integration with Dunn & Bradstreet or similar services? | |
| 7.24 | Does solution provide ability to classify suppliers in various categories? | |
| 7.25 | Is the solution's qualification process configurable? | |
| 7.26 | Does the solution provide a notification if a supplier edits information? | |
| 7.27 | Does the solution provide multilevel customizable category trees? | |
| 7.28 | Does solution provide flexible process flows: possibility to add questions, add approvers or phases directly by the end users/administrator? | |
| 7.29 | Does solution provide ability to filter suppliers by categories, regions, as well as other information collected during registration process? | |
| 7.30 | Does solution manage approval and notification workflow informing stakeholders involved in the process? | |
| 7.31 | Does solution have the possibility to freeze a registration or qualification process in order to restart it later? | |
| 7.32 | Does solution allow a supplier to close registration and/or qualification process after an inactive period having the possibility to restart it when needed without losing pre-filled information? | |
| 7.33 | Does solution provide ability to add comments to clarify the qualification status and to define/monitor a vendor performance improvement plan? | |
| 7.34 | Does solution provide ability to put on-hold a qualified supplier for a specific period and define/monitor a recovery plan? | |
| 7.35 | Does the solution provide different qualification paths based on supplier segmentation? (ex. category criticality, supplier tiers management, or other criteria.) | |
| 7.36 | Does solution notify suppliers and client end users of any sequential steps missed to complete registration and/or qualification process? | |
| 7.37 | Does solution provide online supplier registration with validation workflow? | |
| 7.38 | Does solution provide a manageable repository for management of supplier’s documents? (insurance , certifications, quality assessments, and more.) | |
| 7.39 | Does solution provide ability for multi-dimensional evaluation and analysis of supplier? (Ex. Category segmentation, risk, or other.) | |
| 7.40 | Does solution track and monitor (with alerts) document expiration dates? |
Sourcing Mgt
| Number | Sourcing Requirement Description | Supplier Responses |
| 1 | Interface | |
| 1.1 | Is the interface customizable? If yes, what elements are customizable? | |
| 1.2 | Does solution provide visual indicators indicating sufficient feedback to the user? | |
| 1.3 | Does solution clearly display error messages? | |
| 1.4 | Describe accommodations for people with disabilities to access software. Also, please provide the accessibility conformance report (ACR 508 edition) in accordance with the RFP. | |
| 1.5 | Does solution require that University suppliers install or download software other than their current web browser? If so, what software? | |
| 2 | Administration | |
| 2.1 | Who may add new users and edit existing user accounts? | |
| 2.2 | How are user accounts created and maintained in solution? | |
| 2.3 | How is user access controlled? | |
| 2.4 | How does solution obtain user profile information? | |
| 2.5 | How does solution support updating user profile data during the login sequence? | |
| 2.6 | What ongoing system administration is required for your solution? | |
| 3 | Online Help | |
| 3.1 | Does your solution provide online help? If yes, can it be tailored to University's' needs? | |
| 4 | Functional Security | |
| 4.1 | Describe solution's user security. | |
| 4.2 | Describe solution’s password restrictions. | |
| 4.3 | Describe solution’s configuration capability to log a user out after a certain time period of inactivity. | |
| 4.4 | Describe solution's audit trail. | |
| 5 | Reporting | |
| 5.1 | What inherent reporting capabilities does solution provide? | |
| 5.2 | Does solution provide the ability to obtain a list of suppliers who viewed the solicitation document and suppliers' commodity/category codes? | |
| 5.3 | Does solution provide the ability to generate a bid tabulation report that is printable and exportable to Microsoft Excel or PDF? | |
| 5.4 | Does solution provide a summary report that contains original specification data and the invited suppliers? | |
| 5.5 | Does solution provide the ability to export reports in a standard format (such as CSV files) for import into other tools, such as Microsoft Excel? | |
| 6 | Multi-organization Capabilities | |
| 6.1 | Does solution support a multi-business unit organization? If yes, please describe. | |
| 6.2 | Does your solution support a multi-organization environment that allows sourcing activities to be shared in a collaborative manner, and where each organization controls its own bids? | |
| 7 | Functional Capabilities | |
| 7.1 | Does solution include a supplier self-registration component? | |
| 7.2 | Does solution provide the ability for University users to add/edit the stated terms and conditions for doing business with the University? | |
| 7.3 | Does solution provide the ability for suppliers to agree to terms and conditions for doing business with the buying organization via the on-line supplier registration process? | |
| 7.4 | Does solution provide the ability for customers to approve, edit, and/or reject supplier registrations? | |
| 7.5 | Does solution provide a bulk e-mail routine to send messages to a supplier, all suppliers on a solicitation invitation list, and/or to suppliers based on selected commodity/category codes? | |
| 7.6 | Does solution provide the ability to issue invitation-only solicitation requests, where uninvited suppliers must request access to these solicitations from University's purchasing staff? | |
| 7.7 | Does solution provide the ability for University to invite suppliers from a solicitation invitation list via e-mail, with notices sent to all suppliers on the solicitation invitation list? | |
| 7.8 | Does solution provide the ability for suppliers to add themselves to the solicitation invitation list for solicitations that are open to all (public solicitations)? | |
| 7.9 | Does solution provide the ability to print the solicitation invitation list? | |
| 7.10 | Does solution seal solicitation offer and protect it so neither the supplier nor University can view the offer until the designated closing date and time? | |
| 7.11 | Does solution permit suppliers to retract responses, make changes, and resubmit prior to the solicitation closing date and time? | |
| 7.12 | Does solution generate a printable version of the solicitation document (with supplier’s submittal and the original solicitation document), formatted for off-line distribution and response, and also available to download in Microsoft Word as well as Adobe.pdf? | |
| 7.13 | Does solution facilitate on-line supplier responses? | |
| 7.14 | Does solution allow suppliers to save the progress of its response until the solicitation closing date and time? | |
| 7.15 | Does solution provide supplier access to its current and archived submitted bids? | |
| 7.16 | Does solution provide University with the ability to track the status of suppliers' bid response? | |
| 7.17 | Does solution provide the ability to publish the bid tabulation, bid award information, and original solicitation document for supplier after the award has been made? | |
| 7.18 | Does solution provide the ability for a supplier to bid alternate items? | |
| 7.19 | Does solution support proposal and addendum processing, tracking, and version control, and provide an audit trail of all modified data and activities? | |
| 7.20 | Does solution provide ability for supplier to submit attachments with its bid? | |
| 7.21 | Does solution provide the ability for off-line responses to be entered and factored into the on-line evaluation and tabulation process? | |
| 7.22 | Does solution support methods such as "Percent Off" or "Cost Plus" catalog bids? | |
| 7.23 | Does solution provide the ability for buyers to disqualify a response and remove it from consideration? | |
| 7.24 | Does solution sends e-mail notifications to buyers and suppliers when a response is successfully submitted? | |
| 7.25 | Does solution provide the ability to reuse templates containing data/information common to all or most events, and to access and utilize these templates on demand? | |
| 7.26 | Does solution provide the ability for buyers to create and utilize an on-demand library of commonly used questions when creating events? | |
| 7.27 | Does solution allow communication through solution with suppliers during the real time auction event? | |
| 7.28 | Does solution allow buyer to manage the event (suspend, terminate, remove bids, etc.)? | |
| 8 | Bid Analysis | |
| 8.1 | Does solution allow bid analysis to be performed in multiple ways? | |
| 8.2 | Are there limits to the number of "what-if" award scenarios? | |
| 8.3 | Are there limits to the number of business or rule constraints that can be added to a scenario? | |
| 8.4 | Can the awarded scenario be modified once an optimization is run? | |
| 8.5 | Does solution allow for side-by-side comparison of supplier answers? | |
| 8.6 | Does solution allow for compiling combinations of Refax and Auction event results for easy evaluation? | |
| 8.7 | Does solution support integration of historic pricing and calculated savings? | |
| 8.8 | Does solution support manual weighting and cost adjustments to factor into decision criteria? | |
| 8.9 | Is decision-making and award analysis based on price and non-price criteria? | |
| 9 | Bidding Process | |
| 9.1 | Does solution support multiple bidding rounds? | |
| 9.2 | Does solution provide means to collect of qualitative and quantitative bid data? | |
| 9.3 | Does solution allow suppliers to change lots and include volume discounts? | |
| 9.4 | Does solution allow the posting of construction documents? | |
| 9.5 | Does the system interface with the State of Texas Electronic State Business Daily, website to which formal solicitations are publicly posted? | |
| 10 | Event Creation | |
| 10.1 | Does solution provide full export and import functionalities? | |
| 10.2 | What are the file size limitations? | |
| 10.3 | Does solution support configurable category or business specific templates? | |
| 10.4 | Does solution allow for the use of previous solicitation event templates for use on future sourcing event? | |
| 10.5 | Does solution provides a preview of the supplier experience while building events? | |
| 10.6 | Describe the solution's calculation flexibility. | |
| 10.7 | Provide the limits if any on the number of items, suppliers, documents, and file size. | |
| 11 | Event Types | |
| 11.1 | Describe the solicitation functionality for Requests for Proposal. | |
| 11.2 | Describe the solicitation functionality for Requests for Qualifications. | |
| 11.3 | Describe the solicitation functionality for Requests for Requests for Offer. | |
| 11.4 | Describe the reverse auction functionality. | |
| 11.5 | Describe the solicitation functionality for Requests for Invitation to Bid. | |
| 11.6 | Describe the solicitation functionality for Informal Bids. | |
| 12 | Reporting | |
| 12.1 | Describe the solutions ad hoc reporting capabilities? | |
| 12.2 | Describe and list the prepared, standard reports provided with the solution. |
E-Procurement
| Number | E-Procurement Requirement Description | Supplier Responses |
| 1 | User Interface | |
| 1.1 | Is the user interface customizable? If yes, what elements? | |
| 1.2 | Does solution provide visual indicators indicating sufficient feedback to the user? | |
| 1.3 | Does solution clearly display error messages? | |
| 1.4 | Describe accommodations for people with disabilities to access software. Also, please provide the accessibility conformance report (ACR 508 edition) in accordance with the RFP. | |
| 2 | Administration | |
| 2.1 | Who may add new users and edit existing user accounts? | |
| 2.2 | How are user accounts created and maintained in your solution, and what mechanisms exist for batch or large-quantity account creations/maintenance? | |
| 2.2.1 | How is access for maintenance controlled? | |
| 2.3 | How does your solution obtain user profile information? | |
| 2.4 | Does solution support updating user profile data during the login sequence? | |
| 2.5 | What ongoing system administration is required for your solution? | |
| 3 | Online Help | |
| 3.1 | Does your solution provide online help? If yes, can it be tailored to the University's needs? | |
| 3.2 | Does your solution provide online tutorials, videos, self-learning courses and online classes for all modules and all user roles? | |
| 4 | Functional Security | |
| 4.1 | Describe your solution's user security. | |
| 4.2 | Describe your solution’s password restrictions. | |
| 4.3 | Describe your solution’s configuration capability to log a user out after a certain time period of inactivity. | |
| 4.4 | Does solution provide an audit trail that clearly displays who made changes, when the changes were made, and where the changes originated? | |
| 5 | Reporting | |
| 5.1 | What inherent reporting capabilities does your solution provide? | |
| 5.2 | How are custom reporting requests accommodated? | |
| 5.3 | Does solution provide summary, as well as line-detail reporting? | |
| 5.4 | Does solution provide reports that help identify supplier and product categories to reduce off contract spend? | |
| 5.5 | Does solution enable users to create, save, retrieve, and delete the criteria of a user-defined report? | |
| 5.6 | What criteria can be used for queries? | |
| 5.7 | Does solution provide the ability to export reports in a standard format (such as CSV files) for import into other tools, such as Microsoft Excel or Business Intelligence? | |
| 5.8 | Does solution provide an integrated business analytics module with a flexible dashboard including an ad hoc report builder functionality? | |
| 5.9 | Does solution provide for automatic creation, saving, and distribution of reports? | |
| 5.10 | Does solution provide flexible search for all document types (Requisitions, POs, Change Request, Receipts, Invoices) including option to download the result easily into MS Excel or Business Intelligence? | |
| 6 | Multi-business Unit Capabilities | |
| 6.1 | Does your solution support a multi-business unit model? If yes, please describe. | |
| 7 | Functional Capabilities | |
| 7.01 | Does solution provide an internet-accessible shopping experience that is comparable to best business to consumer experiences? | |
| 7.02 | Which categories/classes of goods and services are not supported by solution? | |
| 7.03 | Does solution provide specific parametric search capability for all classes of content? | |
| 7.04 | How is data categorized so it can be parametrically searched and reported? | |
| 7.05 | Who is responsible for content classification: your company or the supplier? | |
| 7.06 | Can University buyers preview punch-outs and hosted catalogs before they are made available to end-users? | |
| 7.07 | Does solution provide a comprehensive set of catalog data fields? Describe any catalog field limitations. | |
| 7.08 | Can catalogs and suppliers can be turned off without intervention from your solution support team? | |
| 7.09 | Does solution provide the ability to restrict access to supplier content based on item or commodity, such as radioactive/hazardous items. If yes, can suppliers and/or specific content be blocked so only certain users can see restricted data? | |
| 7.10 | Can Universe commodity coding or taxonomy can be mapped to your standardized or supplier-provided product categorization? | |
| 7.11 | Does solution support cooperative or consortia-enabled catalogs? | |
| 7.12 | Does solution display the ways in which an item is packaged? (Case, Box, and Each) | |
| 7.13 | Does solution provide an easy method of comparing similar items? | |
| 7.14 | If more than one contract for the same supplier exists, are users presented with a choice? | |
| 7.15 | Can solution handle multiple prices for the same item from the same supplier? | |
| 7.16 | Can solution provide contracted pricing and real-time stock availability? | |
| 7.17 | Can solution indicate if suppliers offer free shipping, promotions or other price incentives? | |
| 7.18 | Does solution provide the ability to add catalog items and full catalog item attributes to a requisition? | |
| 7.19 | Does your solution support ordering of non-catalog items from suppliers through solution? | |
| 7.20 | Can solution be configured to direct/channel a user to search for an item within the hosted catalogs before entering a non-catalog (or off-catalog) order for that item? | |
| 7.21 | Does solution provide easy form capabilities via a customer-designed document or form that guides end-user to purchase products and services not offered through a catalog or punch-out? | |
| 7.22 | Does solution provide the ability to create orders for on-site, internal suppliers yet process them differently than orders for external suppliers and route them to the appropriate department for fulfillment of the given order? | |
| 7.23 | Does solution maintain a history of product searches and shopping carts created? | |
| 7.24 | Does solution track shopping cart activity before the cart is submitted? | |
| 7.25 | How many research product catalog attributes does solution support? | |
| 7.26 | Does solution provide catalogs that flag hazardous materials that require special ordering, goods receipt, and handling? | |
| 7.27 | Does solution provide the ability to search for chemical reagents by CAS number, common names, molecular structure and/or substructure? | |
| 7.28 | Does solution provide a guided buying experience combining at least the following buying channels? |
Internally managed Catalogs Hosted Catalogs Punch-out Catalogs Punch-out Level 2 Catalogs Contracts (without the need to load separate catalog files) Forms
| 7.29 | Does solution provide ability to track procurement activity for large capital projects? |
| 7.30 | Does solution allow assignment of accounting project codes to requisitions to track project budget? |
| 7.31 | Does solution track and monitor project budgets? |
| 8 | Search |
| 8.01 | What type of search engine does your solution use? |
| 8.02 | How is data categorized so it can be parametrically searched? |
| 8.03 | Does solution provide a specific parametric search capability for all classes of content? |
| 8.04 | Does solution provide the ability for users to search using keywords? |
| 8.05 | Does solution provide the ability for users to use multiple criteria to be used in searching? |
| 8.06 | Does solution provide the ability for users to search within the search results? |
| 8.07 | Does solution provide the ability to search across catalogs from multiple suppliers (ex. catalogs from approved and/or preferred suppliers and from non-preferred suppliers)? |
| 8.08 | How does your solution display search results? |
| 8.09 | Can search results be displayed in list format? |
| 8.10 | Does search function load results automatically when scrolling? |
| 8.11 | Does solution provide the ability to sort search results based on one or more criteria such as price, supplier or manufacturer? |
| 8.12 | Can users easily compare items across multiple supplier catalogs and manufacturers based on specifications, size, quality, description? |
| 8.13 | Does solution present cost information in such a way that provides users with the ability to make a true cost comparison? |
| 8.14 | Does solution enable users to identify items provided by preferred suppliers? |
| 8.15 | Does solution enable users to identify which search results require approval for hazardous materials, chemicals, or radioactive isotopes? |
| 8.16 | Does solution enable users to view contract information for a selected item? (Ex. contract details that specify freight is prepaid.) |
| 8.17 | Does solution provide search capabilities to locate a service in the catalog database? |
| 8.18 | Does the solution allow online editing of catalogs by the supplier? |
| 8.19 | Does the solution provide an approval process for changes on pricelists? |
| 8.20 | Please explain how results from external catalogs (Punch-out) can be integrated into the search results. |
| 9 | Directing Spend to Preferred Suppliers (diversity, green, contracted, etc.) |
| 9.01 | Does solution support supplier classification as contracted, preferred, sustainable, green, HUB/diversity, local, or otherwise? |
| 9.02 | Does solution support icon identification of diversity or otherwise preferred suppliers in the search results? |
| 9.03 | Does solution provide services to identify diversity (HUB) and minority supplier classifications? |
| 9.04 | Does solution provide the ability to promote suppliers on the main shopping page? |
| 9.05 | Does solution provide the ability to give preferred suppliers and products a higher preference in the search results? (Ex. If all search results are equal, display a preferred supplier’s product at the top of the search result.) |
| 9.06 | Does solution provide the ability to give preferred items a higher preference in the search results? (Ex. sort preferred products to the top.) |
| 9.07 | Does solution provide the ability to give preferred supplier product categories a higher preference in the search results? |
| 9.08 | Does solution provide the ability to turn suppliers, product categories and individual products off in the search? (Ex. List products from supplier 1, even though supplier 2 and 3 offer these products in their catalogs.) |
| 9.09 | Does solution rank and display product search results in order of preference (e.g., diversity/HUB supplier products first, then large contract suppliers, then other ‘preferred’ suppliers, and so on) to assist users in making the appropriate purchase? If yes, how many preference levels are available? |
| 9.10 | Does solution enforce contract compliance and track P.O. release values back to contract? |
| 9.11 | Does solution allow contract term and contract value to control P.O. releases and will system block release of P.O. when contract term ends or contract value is exceeded? |
| 9.12 | Does solution alert contract stakeholders based on spending activity, thresholds, and term expiration? |
| 9.13 | Does solution provide standard spend reports and detailed customer data extracts to specifically track spend on preferred suppliers? |
| 10 | Requisition Creation/Submission |
| 10.0 | Which requisition fields does solution accommodate? |
| 10.0 | Which requisition fields default from a user’s profile? |
| 10.0 | Does solution user have the option to change a requisition for all line items by just overriding the default at the requisition header, or by overriding individual line items for the same attribute for fields that default from a user’s profile and system default? |
| 10.0 | Can solution map NIGP codes provided by the catalog system to another set of product/service codes required by our organization? |
| 10.1 | Does solution offer configurable fields? |
| 10.1 | Does solution notify the requisitioner, before submission, of recent orders of any of the selected products within the same cost center/site? |
| 10.1 | Does the solution allow a user to assign a shopping cart to another user for review and submission? |
| 10.1 | Does solution support multiple suppliers and/or multiple shipment locations for a single requisition? |
| 10.1 | Does solution support requisition and purchase order attachments? |
| 10.1 | Does solution provide the ability to split costs across multiple budgets/cost centers/laboratories/grants? |
| 10.1 | Does solution provide the ability to default to the account code for each line order based on the selected user? |
| 11 | Workflow and Approvals |
| 11.01 | Can solution be configured to check a requisition, upon submission, for appropriate user-specific authorizations? (Ex, budget check, purchasing threshold (based on fund source) financial authorization, account code/organizational code authorization, IT equipment review, purchases over $100k, as well as regulated substances.) |
| 11.02 | Does system allow for defined work flow approval(s) if it is not within a user's authorization? |
| 11.03 | What workflow/custom workflows can be supported? |
| 11.04 | Budget Management Options |
| 11.041 | Does solution support tight department budget management? (Ex. Are order totals checked against the cost center budget open balance, and if there are not sufficient funds to cover the requisition, can the order either modified by the requisitioner or routed for supervisor approval with a notation that it is over budget?) |
| 11.042 | Does solution provide the following options to check and manage budgets? |
| 11.043 | Are budgets maintained in ERP or Financial System checked in real time via integration? |
| 11.044 | Are budgets maintained in ERP or financial system synched with the solution? |
| 11.045 | Are budgets maintained completely within the solution with detailed breakdown by all custom fields? |
| 11.046 | Does solution provide the ability to set user approval limits? |
| 11.06 | Does solution provide the ability to limit the types or amounts of orders placed without University purchasing organization’s review using defined criteria such as cost, item type, project, etc.? |
| 11.07 | Does solution provide the ability to assign a buyer based on a variety of criteria (Ex. requesting location, supplier, or product classification?) |
| 11.08 | Can solution assign an approver to purchase requisitions and/or purchase orders submitted by a particular user? |
| 11.09 | Does solution send an email notification to the appropriate approver when items require approval? |
| 11.10 | Can system-generated e-mails be customized? |
| 11.11 | Are all pending requisition approvals viewable centrally in one location? |
| 11.12 | Does solution provide the ability for approvers to approve entire requisitions and/or modify individual line items on the requisition? |
| 11.13 | Does solution allow an approver to reject a single line item? If yes, what happens to the remaining items on the requisition? |
| 11.14 | What is the process to view and approve/reject a requisition? |
| 11.15 | What actions can approvers perform in your solution? |
| 11.16 | Does solution provide the ability for approvers to view approval history? |
| 11.17 | Does solution provide the ability for an order approver to designate a substitute in the event an employee is out-of-the-office? |
| 11.18 | Does solution provide the ability for users to review the approval status of their requisition until dispatch to vendor? |
| 11.19 | Does solution provide a complete audit trail (name of approver, time/date stamp, etc.) of approvals obtained (and line items rejected) for requisitions? |
| 11.20 | Does the solution support the following approval methods? |
- Approval within the solution (via a list of open tasks)
- Approval via email
- Approval via Mobile App including Push notification
| 11.21 | If solution includes approval via email, how is it ensured that only registered users can do so? |
| 11.22 | Does solution allow adding ad-hoc approvers at any stage? |
| 12.00 | Order Creation and Distribution |
| 12.01 | Does solution provide the ability to enter special instructions on an order? |
| 12.02 | Does solution provide the ability to estimate charges for taxes, shipping, customs brokerage, and handling. |
| 12.03 | What tracking and order history access does solution provide? |
| 12.04 | What criteria can be used as filters to refine the search (ex. date range, department, user ID or user name)? |
| 12.05 | Does solution provide for the export of order history? |
| 12.06 | Does the solution provide for the checking on the status of a requisition/order at any point in its lifecycle? |
| 12.07 | Does solution support delivery dates by specifying delivery information at the line-item level? |
| 12.08 | Does solution support budget/supplier information adjustments for orders, canceled orders, and change orders? |
| 12.09 | Does solution default all relevant supplier terms and contract information from the supplier master record? |
| 12.10 | By what methods does the solution transmit orders to suppliers, and what options are available? (ex. EDI, cXML, fax, e-mail, and print) |
| 12.11 | Describe what is required if a supplier changes its order management system? |
| 12.12 | Who is responsible for changing and maintaining the interface to a supplier's system? |
| 12.13 | Does solution offer integration options such as web portal and full integration for transmitting electronic purchase orders to suppliers? |
| 12.14 | Does solution provide the ability for purchase order batching to the same supplier? |
| 12.15 | Does solution transmit approved orders that meet set criteria to the supplier without manual intervention? |
| 12.16 | How do suppliers update the order status, and what tools do suppliers have for updating order status (Web, cXML)? |
| 12.17 | What mechanisms does your solution offer to ensure that suppliers receive each order? |
| 12.18 | Does solution batch export purchase orders and/or invoices. If yes, how are export failures managed? |
| 12.19 | Does solution capture advanced shipping notice information from select suppliers that provide this data and make it available on-line to end-users? If yes, who is responsible for entering this information? |
| 12.20 | Does solution allow creation of Order acknowledgment by the supplier via portal or EDI? |
| 12.21 | Does solution allow receipt by Advanced Shipment Notification via Portal or EDI? |
| 12.22 | Does solution provide an option to request and approve PO Changes? |
| 13 | Mobile App |
| 13.10 | Does solution provide a mobile App? If yes, is this a native App for iOS and Android and available on the respective app stores? |
| 13.20 | Please indicate which functions are available via the mobile app: |
Shopping against catalogs Approvals of requisitions Goods receipt confirmation Invoice approvals Contract approvals Sourcing approvals
| 13.30 | How do you ensure that only registered users are allowed to use the App? |
| 14 | Embedded Reporting capabilities |
| 14.1 | Does solution provide embedded reporting and dashboard capabilities? If yes, are the following dashboards/reports available? |
-PO and PO line item reporting -Invoice and invoice line item reporting -Purchase requisition reporting -Cycle time reports, products ordered and not fulfilled, order fulfillment aging report.
| 14.2 | Can users create custom reports? |
| 14.3 | Please list the provided standard reports. |
| 14.4 | Can reports be scheduled for automatic creation and delivery to stakeholders? |
| 15 | Services Procurement |
| 15.1 | Does the Solution support ordering services? |
| 15.2 | Can services be ordered via configurable forms? |
| 15.3 | Can a service contract be activated for procurement without the need to load an additional content file? |
| 15.4 | Can suppliers create invoices against these contracts? |
Accounts Payable
| Number | Accounts Payable Requirement Description | Supplier Responses |
| 1.00 | User Interface | |
| 1.10 | Are the 'look and feel' elements of solution are customizable. If yes, what elements? | |
| 1.20 | Does solution provide visual indicators indicating sufficient feedback to the user? | |
| 1.30 | Describe accommodations for people with disabilities to access software. Also, please provide the accessibility conformance report (ACR 508 edition) in accordance with the RFP. | |
| 1.40 | Does solution clearly display error messages? | |
| 2.00 | Administration | |
| 2.10 | Who may add new users and edit existing user accounts? | |
| 2.20 | How are user accounts created and maintained in solution, and what mechanisms exist for batch or large-quantity account creations/maintenance? | |
| 2.2.1 | How is access for maintenance controlled? | |
| 2.30 | How does solution obtain user profile information? | |
| 2.40 | Does solution support updating user profile data during the login sequence? | |
| 2.50 | What ongoing system administration is required for your solution? | |
| 3.00 | Online Help | |
| 3.10 | Does your solution provide online help? If yes, can it be tailored to University's needs? | |
| 4.00 | Functional Security | |
| 4.10 | Describe solution's user security. | |
| 4.20 | Describe solution's password restrictions. | |
| 4.30 | Describe solution's configuration capability to log a user out after a certain time period of inactivity. | |
| 4.40 | Does solution provide an audit trail that clearly displays who made changes, when the changes were made, and where the changes originated? | |
| 5.00 | Reporting | |
| 5.10 | What inherent reporting capabilities does your solution provide? | |
| 5.20 | How are custom reporting requests accommodated? | |
| 5.30 | Does solution provide both a summary and line-detail reporting? | |
| 5.40 | Describe solution's ability to provide reports that help identify supplier and product categories where there is room for improvement (i.e., to reduce off-contract spend). | |
| 5.50 | Does solution enable users to create, save, retrieve, and delete the criteria of a user-defined report? | |
| 5.60 | What criteria can be used for queries? | |
| 5.70 | Does solution provide the ability to export reports in a standard format (such as CSV files) for import into other tools, such as Microsoft Excel or Business Intelligence? | |
| 6.00 | Multi-business Unit Capabilities | |
| 6.10 | Does your solution support a multi-business unit organization? If yes, please describe. | |
| 7.00 | Receiving | |
| 7.01 | Does solution support two way and three way matching? | |
| 7.02 | Is solution’s receiving site user-friendly and intuitive, with very little to no data entry required? | |
| 7.03 | Can a user can generate a receipt with only a few mouse clicks? | |
| 7.04 | Can solution define and enforce when a receipt is required and provide that information to end-users? | |
| 7.05 | Can solution be configured to require receiving only above a certain value? | |
| 7.06 | Can solution create a cost receipt for services rendered? | |
| 7.07 | Can solution automatically link a receipt to its associated purchase order? If yes, please describe. | |
| 7.08 | Does solution have a visual repository for receipts and purchase orders for matching purposes? | |
| 7.09 | Does solution provide the ability to attach an image of the receipt to record? (ex. scanned image, PDF, etc.) | |
| 7.10 | Does solution provide the ability to process partial receipts? | |
| 7.11 | Does solution provide the ability to process returns and handle return material authorizations? | |
| 7.12 | Does solution provide the ability to cancel remaining items at receipt time? | |
| 7.13 | Does solution easily provide end-user access to items not yet received on a shipment (outstanding items)? | |
| 7.14 | Does solution provide the ability for end-users to request the status of a pending shipment? | |
| 7.15 | Does solution provide the ability to review a purchase order at receiving time and verify the accuracy of the items being received? | |
| 7.16 | Does solution provides the ability to easily handle multiple purchase orders from one receiving document and link to all relevant purchase orders? | |
| 7.17 | Does solution provide the ability to capture all receipt history in the history of the receipt and purchase order? | |
| 7.18 | Does solution provide the ability to maintain carrier and tracking information? | |
| 7.19 | Does solution provide an interface that automates the synchronization of receiving information between your system and the customer’s financial system? | |
| 8.00 | Invoicing | |
| 8.01 | Is solution’s invoice approving site user-friendly and intuitive with very little to no data entry required? | |
| 8.02 | Does the solution provide optical character recognition to scan supplier invoice information and enter this information into the ERP system without manual intervention? | |
| 8.03 | Does the solution "learn" supplier invoice formats to pull invoice information accurately? | |
| 8.04 | Can users approve an invoice with only a few mouse clicks? | |
| 8.05 | Does solution provide the ability to process invoices from several kinds of sources? | |
| 8.06 | Does solution accept automatically e-invoices from suppliers that provide electronic invoicing? If yes, what validation is performed? | |
| 8.07 | Does solution associate automatically electronic invoices with their respective purchase orders and receipts to enhance matching capability? | |
| 8.08 | Does solution provides the ability to attach an electronic image (e.g., scan, etc.) of the invoice? | |
| 8.09 | Does solution provide the ability to easily associate an invoice to multiple purchase orders, or multiple invoices to one purchase order? | |
| 8.10 | Does solution provide the ability to process invoices when there is no associated purchase order? | |
| 8.11 | Does solution provide the ability to review purchase orders to compare them with invoices to verify accuracy? | |
| 8.12 | Does solution provide the ability to process invoices directly against contract? | |
| 8.13 | Does solution provide the ability to assign contracts to non-order invoices to contract compliance tracking? | |
| 8.14 | Does solution provide the ability to route invoices and credit memos for review and approval according to workflow rules? | |
| 8.15 | Does solution provide the ability for users to enter invoices to override prices in order to reflect actual costs displayed on the invoices? | |
| 8.16 | Does solution provide the ability for users to enter special notes on invoice records? | |
| 8.17 | Does solution provide the ability for users (with appropriate permissions) to force a match to process payment of invoice? | |
| 8.18 | Does solution provide the ability to handle invoices when the supplier substituted an item or items vs. the products on the original purchase order? | |
| 8.19 | Does solution provide the ability for users to modify discounts (by $ or %), taxes, shipping charges, handling charges, customs brokerage, or other special charges to reflect actual amounts on invoices? | |
| 8.20 | Does solution provide the ability for users with appropriate permissions to modify account code distribution for charges, including taxes, shipping, customs brokerage, and handling charges? | |
| 8.21 | Does solution provide the ability to accept/approve a partial invoice, based on quantities specified in purchase orders? | |
| 8.22 | Does solution provide the ability to query on all invoices (or using selected criteria) or to select a specific invoice to enhance the payables process? | |
| 8.23 | Does solution interface and/or extract invoice information for purposes of sharing data with the University's financial system? | |
| 8.24 | Does solution provide an interface that automates synchronization of invoice information between solution and University's financial system for voucher facilitating? | |
| 8.25 | Does solution indicate a final payment of an order and feed this data to University's ERP to indicate an order is closed and releases any remaining funds? | |
| 9.00 | Matching | |
| 9.10 | Please explain how automated matching works in solution. | |
| 9.11 | Does solution place tolerances on receipts to allow unmatched, but immaterial differences in the matching, to pass through to the University's ERP financial system for payment processing? | |
| 9.12 | Does solution place tolerances on invoices to allow unmatched, but within tolerance thresholds, to pass through to the University's ERP financial system for payment processing. | |
| 9.13 | Does solution provide the ability for University to specify rules for flexible matching of line-item data when comparing invoices to purchase orders? | |
| 9.14 | Does solution provide the ability for two- and three-way match? | |
| 9.15 | Does solution validate contract compliance based on defined rules and restrictions, including price validations? | |
| 9.16 | Does solution provide the ability for users (with appropriate permissions) to force a match to process payment of invoice? | |
| 9.17 | Does solution provide the ability for users to specify acceptable variances for freight, tax and other charges? | |
| 9.18 | Does solution provide notification for match failures? | |
| 9.19 | Does solution pass invoice and/or receipt information to University's financial system for processing payment using our ERP accounts payable system? | |
| 10.00 | Payment | |
| 10.10 | What mechanisms does your solution offer to facilitate the payment process (ex. p-cards, consolidated billing, and electronic invoicing)? | |
| 10.20 | Describe solution's payment methods for orders. |
Technology and Platform
| Number | Technology and Platform Requirement Description | Comments |
| 1 | Infrastructure | |
| 1.1 | Is your solution is a SaaS model? | |
| 1.2 | Describe your solution’s technology platform (incl. programming language, database, etc.). | |
| 1.3 | What hardware are we required to install and maintain in order to support your solution? | |
| 1.4 | How many concurrent users can your solution comfortably support? What are the limiting factors? | |
| 1.5 | Describe data aging, data archiving and data destruction details. |
- How long is customer data kept in the main database?
- When is data archived?
- When is data destroyed?
| 1.6 | Describe approach to system updates and modifications. How are these updates announced? |
| 1.7 | How is testing performed to ensure that all features and integrations to other systems are compatible with updates? |
| 1.8 | How does is the solution patched/updated? |
| 1.9 | What is the solution guaranteed uptime? |
| 1.10 | Is solution uptime information available real-time to customers? |
| 1.11 | How does your company handle system maintenance and scheduled downtime? |
| 1.12 | Describe your system backup procedure. |
| 1.13 | Describe the disaster recovery program in place at your company? How often is it tested? |
| 1.14 | What types of system monitoring does your company perform? |
| 2 | Browsers |
| 2.1 | Is solution completely Internet browser-based with no additional software necessary for our end-user computers? |
| 2.2 | What are the browser requirements for solution? |
| 3 | Integration |
| 3.1 | How does your solution integrate with external systems? |
| 3.2 | Does your solution have the ability to import/export data from/to existing ERPs? If yes, which ones? |
| 3.3 | Does your solution provide the ability to accept migrated data from older/existing systems? |
| 3.4 | Is a test environment available to work through integration issues? |
| 3.5 | With which commercial ERP systems has your solution been integrated? |
| 4 | Authentication & Authorization |
| 4.1 | Describe your solution's authentication architecture. |
| 4.2 | Describe solution support for the use of a single sign-on technology for authentication and LDAP for directory services. |
| 4.3 | What technology does your solution use to authenticate users? |
| 4.4 | How does you solution handle user password reset requests? |
| 4.5 | What technology is used to provide secure transmission of user credentials? |
| 4.6 | What user authentication/control parameters can be configured in your solution? |
| 4.7 | Describe your solution's authorization architecture. |
| 4.8 | Does solution support role-based security access? |
| 4.9 | Does solution provide the ability to assign multiple roles to a single user? |
| 5 | Security |
| 5.1 | Describe solution data transmission and data storage security measures to ensure customer data privacy and security. |
| 5.2 | Describe security features provided by solution to ensure data transferred over the Internet is secure. |
| 5.3 | Describe the ability to immediately disable all or part of the functionality of the application should a security issue be identified. |
| 5.4 | Has your company conducted SOX (internal controls) audit with an independent third party? If yes, what type and how often? |
| 5.4.1 | Is your company ISO certified? If yes, what certifications do you have in place? |
| 5.5 | Does your company conduct vulnerability scanning? |
| 5.6 | Does your solution TXRAMP certified for risks related to cloud computing? |
| 6 | System Accessibility for People with Disabilities |
| 6.1 | Please describe your solution's accessibility for people with disabilities. Per RFP Section 4.6 please submit your ACR 508 edition. |
Managed & Support Services
| Number | Managed and Support Services Requirement Description | Comments |
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