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PROJECT MEMORANDUM
| FROM: |
| Madison Metropolitan Sewerage District Project Management Team |
| SUBJECT: |
| Request for Information (RFI) |
Madison Metropolitan Sewerage District (District) has retained Berry Dunn McNeil & Parker, LLC (BerryDunn) to assist with an assessment of the current environment to determine if efficiencies may be obtained with different systems. The District currently uses several disparate systems across departments to perform its necessary functions. The District is issuing this RFI to acquire information to assist with reviewing vendor capabilities and solutions currently available in the marketplace as it relates to each functional area below.
The functional areas in scope of the RFI include the following:
System Functional Areas
| 1 |
| General Ledger (GL) and Financial Reporting |
| 8 |
| Human Resources (HR) and Personnel Management |
| 2 |
| Project Accounting and Grant Management |
| 9 |
| Applicant Tracking |
| 3 |
| Budgeting: Operating and Personnel, Capital, and Debt |
| 10 |
| Benefit Administration |
| 4 |
| Purchasing, Bid, and Contract Management |
| 11 |
| Compensation |
| 5 |
| Accounts Payable (AP) |
| 12 |
| Performance Reviews and Management |
| 6 |
| Accounts Receivable (AR) and Cash Receipts |
| 13 |
| Time and Attendance |
| 7 |
| Fixed Assets and Inventory |
| 14 |
| Payroll |
As part of this phase of the project, we are contacting the vendor community to understand the availability of modules, functionality, and the related timeline and cost with implementing a new system(s). Information collected from this RFI will inform the District’s future planning process.
The following statistics are provided to assist with the development of your response:
| 1 |
| General Government Operating Budget (FY 24) |
| $57,896,000 |
| 2 |
| Sewerage Service Charge Revenue (FY 24) |
| $55,063,000 |
| 3 |
| Septage Disposal Revenue (FY 24) |
| $2,833,000 |
| 4 |
| W-2’s processed (FY 23) |
| 164 |
| 6 |
| Number of full-time employees |
| 130 |
| 7 |
| Number of part-time/seasonal employees |
| 10 - 15 |
| 8 |
| Number of current system users |
| 140-145 |
| 9 |
| Number of potential future users |
| 160-165 |
| 10 |
| Number of annual applicants |
| Less than 500 |
The enclosed MS Excel workbook contains five (5) worksheets where the District is requesting information related to the availability of modules, availability of functionality, implementation approach, cost, and information questions:
1. Availability of modules (Tab 1): Please respond to the list of the District’s desired modules using the indicators included in this tab.
2. Availability of functionality (Tab 2): Please respond to the list of the District’s desired functionality using the indicators included in this tab.
3. Implementation approach (Tab 3): Please provide your implementation approach, anticipated level of District resource efforts, and recommended phasing for each phase.
4. Cost (Tab 4): Please provide a low and high cost estimate to implement the software solution identified in your response to this RFI. We understand that the costs presented are for planning purposes only and will not be binding in any way.
5. Informational Questions (Tab 5): Please respond to the list of informational questions related to your solution.
To meet the District’s requested timeline, we are asking that responses be returned no later than close of business on Wednesday, September 4, 2024, and we would appreciate them sooner, if possible. Please send the completed documents to Austin Nichols and Brianna Padron at austin.nichols@berrydunn.com and brianna.padron@berrydunn.com. If questions arise while completing the document, please contact Austin Nichols and Brianna Padron via e-mail.
The District requests all communication to be done through BerryDunn in writing via e-mail. Thank you in advance for your assistance with this important project.
| PROJECT MEMORANDUM | August 15, 2024 |
| 1 |
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