Exhibit 1 - ERP Questionnaire.xlsx
XLSX spreadsheet 28 KB Posted
- Attached to
- 42213_RFI26 ENTERPRISE RESOURCE PLANNING SYSTEM
- Solicitation number
- RFI-15483
- Issued by
- Putnam County, Florida
About this file
This is an Enterprise Resource Planning (ERP) system questionnaire issued by the St. Johns River Water Management District in Florida as part of Request for Information (RFI) 42213. The RFI seeks comprehensive information from qualified vendors regarding cloud-based ERP solutions to support the District's core operations. The questionnaire covers eleven major areas of inquiry: organizational information, vendor experience, technical architecture and cloud platform specifications, functional capabilities across finance and budget, human resources, payroll, procurement and contract management, and project management modules, integration capabilities with existing systems, security and compliance standards, data and records management, reporting and analytics functionality, support model and service level agreements, implementation methodology, and pricing structure. The RFI is issued for information and planning purposes only and does not constitute a competitive solicitation or create any obligation for the District to enter into a contract.
Vendors are requested to complete the questionnaire by providing detailed responses addressing each functional capability area, indicating whether features are provided natively, are configurable, or require third-party integrations. Key requirements include U.S.-based data hosting, compliance with GASB and Florida public records law, WCAG 2.1 Level AA accessibility standards, disaster recovery capabilities, and integration with specific systems such as ADP Workforce Now and Payment Works. The District seeks solutions with comprehensive audit trails, role-based access controls, multi-factor authentication, and robust data export capabilities in multiple formats (CSV, Excel, XML, JSON). Additional emphasis is placed on understanding implementation timelines, staffing requirements, training provisions, sandbox or test environment availability, and the vendor's customer support model including service level agreements, uptime guarantees, and the provision of dedicated account management post-implementation. No specific pricing information, award dates, or contract term details are provided in this questionnaire document.
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| 42213_RFI_Final.pdf |
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Text version
Initial Questions
| Questionnaire --- RFI 42213 | ||||
| Instructions: complete this worksheet by submitting your response to each question in column C. If additional space is needed, use the "Explanation" worksheet to provide your detailed explanation. | ||||
| 1.0 ORGANIZATION | Response | Native | ||
| 1.1 | Respondent Name | Configurable | ||
| 1.2 | Point of Contact: | Third-party integrations | ||
| o Title | ||||
| o Direct telephone number or extension | ||||
| o Email address | ||||
| 1.3 | Provide a brief description of your organization. | |||
| 2.0 EXPERIENCE | Response | |||
| 2.1 | What is the typical size of an organization that utilizes your solution? | |||
| 2.2 | Is your solution utilized by public entities in the state of Florida? If so, please provide details. | |||
| 3.0 TECHNICAL ARCHITECTURE AND CLOUD PLATFORM | Response | |||
| 3.1 | Describe the overall technical architecture of the proposed solution, including whether it is delivered as SaaS or PaaS. | |||
| 3.2 | Identify the underlying cloud platform and data hosting model. | |||
| 3.3 | Identify the hosting environment and data center locations (must be U.S. based). | |||
| 3.4 | Explain how system updates and enhancements are delivered and managed. | |||
| 4.0 FUNCTIONAL CAPABILITIES | Response | How provided? | ||
| For each functional area below, briefly describe the core capabilities of your solution and how they are delivered. In column D, indicate whether the functionality is native, configurable, or provided through third-party integrations. | ||||
| Finance and Budget | ||||
| 4.1 | General ledger | |||
| 4.2 | Accounts payable | |||
| 4.3 | Accounts receivable | |||
| 4.4 | Capital asset management | |||
| 4.5 | Financial reporting | |||
| 4.6 | Budget development & requests | |||
| 4.7 | Multi-year forecasting | |||
| 4.8 | Budget controls | |||
| 4.9 | Budget amendments | |||
| 4.10 | Budget transfers | |||
| 4.11 | Budget tracking (by account line, contract number) | |||
| 4.12 | Allocation of FTEs by % to specific account numbers | |||
| 4.13 | Grant accounting | |||
| 4.14 | Grant management (reporting, tracking deadlines, etc.) | |||
| 4.15 | Grant invoicing | |||
| 4.16 | Project Accounting | |||
| 4.17 | Reporting (standardized, ad hoc, custom, etc.) with date sensitivity | |||
| 4.18 | Encumbrance reporting tools | |||
| 4.19 | GASB reporting | |||
| 4.20 | Functionality with excel (copy paste from transaction screens, export to excel, etc.) | |||
| 4.21 | Purchase card management | |||
| 4.22 | Travel / expense reimbursement processing | |||
| 4.23 | Audit trail | |||
| 4.24 | Approval workflows | |||
| 4.25 | Inventory management | |||
| Human Resources | ||||
| 4.26 | Employee records (personnel actions, effective date tracking, documents) | |||
| 4.27 | Time & attendance | |||
| 4.28 | Benefits administration (enrollment, payroll/carrier integrations) | |||
| 4.29 | ACA Reporting (1094/1095) and compliance dashboard, IRS filing | |||
| 4.30 | Automated workflows for approvals / notifications | |||
| 4.31 | Position control | |||
| 4.32 | Recruitment | |||
| 4.33 | Onboarding | |||
| 4.34 | Performance management (goals, appraisals, workflows, reporting) | |||
| 4.35 | Compensation management (pay structures, modeling, workflow, Total Rewards) | |||
| 4.36 | Learning management | |||
| 4.37 | Talent management | |||
| 4.38 | Leave management | |||
| 4.39 | Employee self-serve | |||
| 4.40 | Manager self-serve | |||
| 4.41 | Employee policy acknowledgement | |||
| 4.42 | Mobile app (specify functionality) | |||
| Payroll | ||||
| 4.43 | Time & attendance | |||
| 4.44 | Non-standard work schedule capability | |||
| 4.45 | Customizable rules for time reporting | |||
| 4.46 | Customizable rules for leave accrual and use | |||
| 4.47 | Payroll processing | |||
| 4.48 | Tax law compliance | |||
| 4.49 | Cost center / General Ledger | |||
| 4.50 | Audit controls | |||
| 4.51 | Mandatory reporting (IRS, DOL) | |||
| 4.52 | Reporting (standardized, ad hoc, custom, etc.) | |||
| Procurement and Contract Management | ||||
| 4.53 | Contract (including purchase orders) creation & template library | |||
| 4.54 | Solicitation creation & template library | |||
| 4.55 | Capabilities for collaboration in document creation | |||
| 4.56 | Scope of work repository | |||
| 4.57 | Approval workflows | |||
| 4.58 | Amendments, change orders, and renewals | |||
| 4.59 | Compliance tracking (e.g., insurance certificates, deliverables) | |||
| 4.60 | Vendor management (vendor performance, vendor profiles, directory) | |||
| 4.61 | Vendor portal (upload documents, receive notifications, create profiles) | |||
| 4.62 | Publication of solicitations | |||
| 4.63 | Online portal for receipt of sealed bids | |||
| 4.64 | Solicitation evaluation and awarding tools | |||
| 4.65 | Contract management capabilities to sync spending data from finance module | |||
| 4.66 | Capabilities for a checklist feature to manage negotiation and execution process | |||
| 4.67 | eSignature integration | |||
| 4.68 | AI capabilities for scope of work creation | |||
| 4.69 | Full audit trail | |||
| 4.70 | Workload tracking, performance tracking (e.g. hitting turnaround times) | |||
| 4.71 | Ability to accept or reject submittals as part of workflow | |||
| Project Management | ||||
| 4.72 | Project planning | |||
| 4.73 | Project budgets and expenditure tracking | |||
| 4.74 | Resource management | |||
| 4.75 | Scheduling | |||
| 4.76 | Integration with HR, payroll systems, contracts/procurement and budget systems | |||
| 4.77 | Reporting and analytics. Specifically address: | |||
| 4.78 | Multi‑level project hierarchy (program -> project -> subproject) with roll‑up reporting | |||
| 4.79 | Support for auto‑generated project numbers based on defined patterns (e.g., year, program code, project type) | |||
| 5.0 INTEGRATION | Response | |||
| 5.1 | Describe available APIs, data exchange mechanisms, and integration tools. | |||
| 5.2 | Identify common third-party systems with which your solution integrates. | |||
| 5.3 | Does your system integrate with ADP Workforce Now? If so, please explain. | |||
| 5.4 | Does your solution integrate with Payment Works? If so, please explain. | |||
| Describe your solution's capabilities for integrating with: | ||||
| 5.5 | o Banking institutions | |||
| 5.6 | o Electronic Document and Records Management Systems (EDMRS) | |||
| 5.7 | o Insurance companies or benefit providers | |||
| 5.8 | How are integrations monitored and maintained? | |||
| 5.9 | Describe data import / export capabilities. | |||
| 6.0 SECURITY, PRIVACY, AND COMPLIANCE | Response | |||
| Provide details regarding: | ||||
| 6.1 | Data encryption (in transit and at rest). | |||
| 6.2 | Describe Single Sign-On and Multi-factor authentication support. | |||
| 6.3 | Describe role-based access controls. | |||
| 6.4 | Explain audit and monitoring capabilities. | |||
| 6.5 | Identify compliance with relevant standards and regulations (e.g., SOC, ISO, data protection laws). | |||
| 6.6 | Describe your approach to accessibility compliance, including WCAG 2.1 Level AA. | |||
| 6.7 | Confirm that unauthorized access attempts and access history are logged and included in audit trail. | |||
| 6.8 | Describe disaster recovery and business continuity capabilities. | |||
| 6.9 | Describe backup, restoration, and recovery time expectations. | |||
| 7.0 DATA & RECORDS MANAGEMENT | Response | |||
| 7.1 | Does your solution have an integrated document management system? If so, explain. | |||
| 7.2 | Describe your solution's capabilities for capturing metadata automatically (dates, user actions, approval status, document IDs, etc.) | |||
| 7.3 | Describe your solution's capabilities with respect to managing litigation holds. | |||
| 7.4 | Explain your solution's capability to apply and automate document retention policies. | |||
| 7.5 | Confirm whether documents are stored in stable, non-editable final formats (PDF, system generated) | |||
| 7.6 | Describe your solution's document versioning capabilities, including version export. | |||
| 7.7 | Confirm that data is capable of being exported in the following formats: CSV, Excel, XML, JSON. | |||
| 7.8 | Describe your solution's features that support compliance with Florida public records law. | |||
| 7.9 | Describe the process for exporting data from your solution if a client moves to a different ERP. Identify any costs associated with the data retrieval. | |||
| 7.10 | Describe the system’s capabilities for carrying out data and document disposition. | |||
| 8.0 REPORTING AND ANALYTICS | Response | |||
| 8.1 | Describe out-of-the-box reporting capabilities. | |||
| 8.2 | Describe custom or ad hoc reporting capabilities. | |||
| 8.3 | Describe any AI or data intelligence tools that enhance efficiency or assist in decision making. | |||
| 8.4 | Explain tools that provide for process automation. | |||
| 8.5 | Does the solution provide for role-based reporting? | |||
| 8.6 | Describe your solution's capability to integrate dashboards with a public website (e.g., budget dashboards that allow the public to search, filter, compare, and download budget data) | |||
| 9.0 SUPPORT MODEL AND SERVICE LEVELS | Response | |||
| 9.1 | Describe your customer support model, including hours of support and escalation procedures. | |||
| 9.2 | Identify available service level agreements (SLAs) for system availability and issue resolution. Include termination provisions. | |||
| 9.3 | Describe training, documentation, and ongoing customer success resources. | |||
| 9.4 | What is the solution's uptime guarantee? | |||
| 9.5 | What browsers and devices are supported? | |||
| 9.6 | Is a dedicated account manager provided after implementation? | |||
| 10.0 IMPLEMENTATION | Response | |||
| 10.1 | Describe your implementation methodology. Include a high-level implementation timeline with your response. | |||
| 10.2 | What is the District staffing commitment during implementation? | |||
| 10.3 | What support is provided during implementation? | |||
| 10.4 | Explain your approach for data migration from legacy systems. | |||
| 10.5 | What training is provided to users? | |||
| 10.6 | Do you offer the capability to review your system prior to purchase, such as in a test or sandbox environment? If so, describe. | |||
| 10.7 | Do you offer a test environment or test users prior to the implementation of new features or modules? | |||
| 11.0 PRICING | Response | |||
| 11.1 | Provide an overview of your pricing model, including licensing, implementation, and ongoing support. | |||
| 11.2 | Are future upgrades included in the subscription fee? | |||
| 11.3 | Identify any optional modules and associated costs. |
Explanation Explanation This worksheet should be used to provide additional explanations for any questions for which a "See Explanation" response was given. Explanations must be numbered to correspond to the question to which they pertain and be brief.
State the section and number of each question you addressed with the further explanation below.
Section / Question # Explanation
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