Madison Metropolitan Sewerage District ERP Request for Information Workbook.xlsx

XLSX spreadsheet 65 KB Posted Aug 13, 2024

Attached to: Owner's Representative Services 2024
Solicitation number: 000_Ownerâs Representative Services_24
Issued by: Dane County, Madison City, Wisconsin

About this file

Written by GovTribe AI · Jan 27, 2025

This is a Request for Information (RFI) workbook issued by Madison Metropolitan Sewerage District for an Enterprise Resource Planning (ERP) system, with responses due August 15, 2024. The RFI seeks information about various ERP modules including Accounts Payable, Accounts Receivable, Applicant Tracking, Benefits Administration, Bid Management/e-Procurement, Budgeting, Cash Receipts, Compensation, Contract Management, Fixed Assets, General Ledger, Grant Management, Human Resources, Inventory, Learning Management, Payroll, Performance Reviews, Project Accounting, Purchasing, and Time & Attendance. The workbook contains detailed functionality requirements for each module, with vendors required to indicate availability using response indicators (S-Available in current release, F-Future release, C-Custom modification, T-Third party integration, N-Not available).

The workbook also requests information about implementation approach, estimated project duration, team roles, and high/low cost estimates for software licensing, professional services, hardware, and recurring costs. Vendors must provide details about their deployment models (SaaS, vendor-hosted, or District-hosted), implementation methodology, data conversion recommendations, training approach, and organizational change management strategy. The RFI includes questions about potential partnerships, Enterprise Asset Management functionality, and integration capabilities with other systems.

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1. Availability of Modules

Availability of Modules
Instructions for completing this worksheet: Please provide a response to the availability of the following system modules in your software using the response indicators below. Please feel free to include comments to explain the availability of modules.
Response Indicators:
1: The module is part of the integrated software package we provide.		3: The module is not part of the software we provide; however, we regularly integrate with a third-party software product to provide this functionality. Identify this product in the comments.
2: The module is part of the software we provide; however, it is part of a separate software package (i.e., complementary software products from a single vendor).		4: We do not provide this module.
No	Module	Vendor Response (1, 2, 3, or 4)	Comments
1	Accounts Payable
2	Accounts Receivable
3	Applicant Tracking
4	Benefits Administration
5	Bid Management/e-Procurement
6	Budgeting (Operating, Personnel, Capital, and Debt)
7	Cash Receipts
8	Compensation
9	Contract Management
10	Fixed Assets
11	General and Technical
12	General Ledger and Financial Reporting
13	Grant Management
14	Human Resources
15	Inventory
16	Learning Management
17	Payroll
18	Performance Reviews
19	Project Accounting
20	Purchasing
21	Time and Attendance

&"Arial,Bold"&12Request for Information:&"Arial,Regular" ERP and Community Development Software

&"Arial,Bold"&14Madison Metropolitan Sewerage District &"Arial,Regular"&12Request for Information&"Arial,Bold"&14 &"Arial,Regular"&12ERP System Selection Project

&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10April XX, 2013

&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10August 15, 2024

2. Avail. of Functionality

Availability of Functionality
Instructions for completing this worksheet: Please provide a response to the availability of the following functionality in your software using the response indicators below. Please feel free to include comments to explain the availability of functionality.
Response Indicators:
S: Functionality is available in the current software release.		T: Functionality is not included in the current software release and is not planned to be a part of a future software release within the next 12 months; however, this functionality could be provided with integration to a third-party system.
F: Functionality will be available in a future software release within the next 12 months.
C: Functionality is not included in the current software release and is not planned to be a part of a future software release within the next 12 months; however, this functionality could be provided with custom modifications.		N: Functionality cannot be provided.
No	Functionality	Vendor Response (S,F,C,T,N)	Comments
Accounts Payable
1.01	The system has the ability to print 1099 forms on a printer.
1.02	The system has the ability to transmit 1099 forms electronically, per Federal Government regulations.
1.03	The system has the ability to track and monitor retainage throughout a fiscal year.
1.04	The future system has the ability to create and maintain a vendor file.
1.05	The system has the ability to attach digital copies of receipts and other supporting documentation to invoice records.
1.06	The system has the ability to electronically attach scanned invoices to the payable entry.
1.07	The system has the ability to attach documents to the vendor file.
1.08	The system has the ability to automatically assign payment terms for vendors and provides the ability to override the payment terms at the vendor and/or invoice level.
1.09	The system has the ability to support electronic workflow for invoice approval, payment, and creation of voucher packets.
1.10	The system has the ability to conduct a two- or three- way match.
1.11	The system has the ability to support batch, multiple, or individual invoice entry.
1.12	The system has the ability to interface with check printers.
1.13	The system has the ability to provide an online portal that allows for vendor to submit certain information and forms to the District (W9, invoice, ACH information, etc.).
1.14	The system has the ability to accommodate employee expense reimbursements (tuition reimbursement, travel expenses, per diem, etc.) through the Accounts Payable module as nontaxable events.
1.15	The system has the ability to import payable data from other systems.
1.16	The system has the ability to support issuing checks from multiple bank accounts.
Accounts Receivable
2.01	The system has the ability to identify each transaction by a reference number that is sequentially generated automatically.
2.02	The system has the ability to allow direct entry of invoices, cash receipts, or adjustment transactions with appropriate access permissions.
2.03	The system has the ability to provide for decentralized data entry of billing information and an electronic approval process for submission of bills.
2.04	The system has the ability to provide recurring billing capabilities.
2.05	The system has the ability to generate bills on a quarterly, monthly, and bimonthly cadence.
2.06	The system has a Customer Self Service (CSS) functionality that allows for customers to view and download their bills.
2.07	The system has the ability to provide a single screen to view all information related to a customer with multiple tabs on the screen (i.e., not requiring the need to go to multiple screens for all information).
2.08	The system has the ability to generate a reimbursement request to the appropriate customer if there is a credit standing on the account with appropriate security permissions.
2.09	The system has the ability to import invoices (and validate GL account numbers) produced by other billing systems to allow centralized collection and payment processing functions.
2.10	The system has the ability to use laser-printed or pre-printed stock forms for invoices.
2.11	The system has the ability to email invoices and statements.
2.12	The system has the ability to produce AR aging reports.
Applicant Tracking
3.01	The system has the ability to generate electronic requisitions to fill vacancies.
3.02	The system has the ability to tie a requisition to a specific job code or position number.
3.03	The system has the ability to restrict entry of personnel requisitions to only those eligible and fully funded positions with a position control number (e.g., vacancies).
3.04	The system has the ability to maintain application data.
3.05	The system has the ability to save applicant data upon initial entry for user's profile with blocks prefilled for multiple application submissions with the ability to override.
3.06	The system has the ability to permit the creation of a pre-application questionnaire to be completed prior to completing application to advise applicant of qualifying for minimum requirements of the position.
3.07	The system has the ability to store applicant records that are received in response to a specific job requisition.
3.08	The system has the ability to track applicant screening events including but not limited to: written, oral, performance, physical agility, training, and experience ratings.
3.09	The system has the ability to support various workflow approval routing for departments with openings to make them aware of qualified applicants.
3.10	The system has the ability to store applicant records that are received in response to a specific job requisition.
3.11	The system has the ability to promote the selected applicant to the vacant position, without having to re-enter employee information or attach associated documentation such as resume or certification, with appropriate review and authorization.
3.12	The system has the ability to provide an onboarding interface to allow new employees to complete new hire paperwork.
Benefit Administration
4.01	The system has the ability to establish multiple eligibility rules.
4.02	The system has the ability to provide employee self-service for benefit plan open enrollment, new hire benefits enrollment, and other benefits changes.
4.03	The system has the ability to start and stop any deductions at any given time (including a future date).
4.04	The system has the ability to produce benefits confirmation (for current comparison to next year), including plan, coverage, dependent coverage, and employee ID number.
4.05	The system has the ability to support pre and post tax payroll deductions and benefits.
4.06	The system has the ability to integrate with the District's accounts payable and accounts receivable systems for the purpose of billing for benefits.
4.07	The system has the ability to automatically produce payroll deductions based on benefit plan enrollments.
4.08	The system has the ability to track multiple types of user-defined leave.
4.09	The system has the ability to generate summary statements by employee and employer contributions.
Bid Management/e-Procurement
5.01	The system has the ability to convert a requisition to a bid.
5.02	The system has the ability to provide user defined bid types (i.e., RFP, RFQ, RFI, Quote, etc.).
5.03	The system has the ability to interface online to post RFPs, RFQ's, quotes, bids.
5.04	The system has the ability to accommodate web-based bid submission.
5.05	The system has the ability to allow registered vendors to receive email notifications of bid opportunities to be downloaded.
5.06	The system provides the ability for automatic notifications of bid opportunities, addenda, tabulations, and bid awards.
Budgeting
6.01	The system has the ability to support an annual budget process.
6.02	The system has the ability to provide a framework or model for budgeting, so that once a budget model is built, changes to the budget only require entering variance amounts.
6.03	The system has the ability to provide payroll and benefit information by employee or position, for budgeting purposes.
6.04	The system has the ability to budget at any level in the District's chart of accounts.
6.05	The system has the ability to provide online budgeting capabilities for individual departments with appropriate security permissions.
6.06	The system has the ability for user to enter details for each budget line item with the line items rolling up to calculate the total for the account.
6.07	The system has the ability to "roll" the budget through at least five process levels (e.g., budget entry, board review, etc.).
6.08	The system has the ability to produce a unified, District-wide budget and revenue estimate that is automatically consolidated from electronic inputs of different departments (i.e., debt service funds, CIP funds, all budget components such as statistical information.)
6.09	The system has the ability to load budget information from third-party software (e.g., MS Excel).
6.10	The system has the ability to allow the budget to be amended during the year by authorized personnel and provides an audit trail of those amendments.
6.11	The system has the ability to provide a budget model or framework for forecasting purposes.
6.12	The system has the ability to forecast at various levels of the budget (e.g., line item, functional area, revenue category).
Cash Receipts
7.01	The system has the ability to include cash receipt functionality.
7.02	The system has the ability to identify each transaction by a reference number that is sequentially generated automatically.
7.03	The system has the ability to accept payment for transactions with no corresponding accounts receivable or bill already entered in the system.
7.04	The system has the ability to temporarily allow or disallow certain payment tender types by customer.
7.05	The system has the ability to accept multiple types of transactions for payment (e.g., cash, check, credit card, etc.).
7.06	The system has the ability to produce a receipt when bills are paid (regardless of the payment method).
7.07	The system has the ability to record type of payment (e.g., check, money order, cash, credit card) and a unique reference number.
7.08	The system has the ability to support receipt printing at local and networked printers as well as the ability to email receipts.
7.09	The system has the ability to accept overpayments.
7.10	The system has the ability to void and reprint a receipt.
Compensation
8.01	The system has the ability to provide a date-based compensation system that allows employee salary actions to be automatically triggered based upon District-defined effective dates and rules.
8.02	The system has the ability to change the compensation table and have the change impact employee records while maintaining the history.
8.03	The system has the ability to calculate back pay.
8.04	The system has the ability to provide a mass pay increase function by percentage amount or flat dollar amount.
8.05	The system has the ability to withhold garnishments from employee paychecks.
8.06	The system has the ability to support an unlimited number of earnings/pay codes.
8.07	The system has the ability to allow employees to be assigned to and paid from multiple positions in different funds, organizational units, classes, statuses, agency/company codes, etc. (i.e., concurrent employment).
Contract Management
9.01	The system has the ability to control, record, and track contract limits at user-specified levels of detail over the life of the contract.
9.02	The system has the ability to provide notifications of contract renewals based on all user-defined thresholds (i.e., 90 days).
9.03	The system has the ability to generate a list of contracts available to departments that would allow the users to click on a vendor or commodity to see the associated contract and pricing.
9.04	The system has the ability to provide user defined contract terms and condition types.
9.05	The system has the ability to maintain contract information (including but not limited to vendor, description, aggregate spend by methods of payment, contract values, and dates).
9.06	The system has the ability to support various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years).
9.07	The system has the ability to provide user-defined retainage percentage and/or amount for projects and contractors.
9.08	The system has the ability to track and report expenditures for each individual contract, including budget to actual comparisons by user-defined period (i.e., monthly, quarterly, daily, contract year, fiscal year, contract term, etc.).
Fixed Assets
10.01	The system has the ability to track capitalized assets.
10.02	The system has the ability to track non-capitalized assets.
10.03	The system has the ability to transfer data from the purchase order to the fixed asset record.
10.04	The system has the ability to calculate valuation for fixed assets based on user-defined rules.
10.05	The system has the ability to upload attachments to a fixed asset record.
10.06	The system has the ability to be in full compliance with GASB requirements.
10.07	The system has the ability to link assets in parent-child relationships.
10.08	The system has the ability to report depreciation, sortable by existing fields such as by asset, type, general ledger account code or any other field in the asset record.
General and Technical
11.01	The system has the ability to import and export data from (or to) standard file formats.
11.02	The system has the ability to generate standard letters/notifications/etc. using mail merge.
11.03	The system has the ability to import and export data with web services formats.
11.04	The system has the ability to support API's (Application Programming Interface) for third-party system integration.
11.05	The system has the ability to operate on mobile devices (e.g. tablets, cell phones).
11.06	The system has the ability to support a production, development, and a minimum of three test environments, including the ability to roll back changes.
11.07	The system has the ability to attach files to records in the system with the ability to restrict this functionality and access based on security permissions.
11.08	The system has the ability to track and report audit changes throughout the system that creates a log of all records maintained.
11.09	The system has the ability to search by wild cards, based on security permissions.
11.10	The system has the ability to initiate and track the workflow and approval process through the entire system for a variety of processes (e.g., budget, procurement, personnel actions, etc.).
11.11	The system has the ability to provide role based security for all modules within the ERP.
11.12	The system has the ability to allow properly authorized users to configure and maintain all system settings from any workstation on the local/wide area network.
11.13	The system has the ability to have a dashboard or other visualization of data presentation.
11.14	The system has the ability to perform ad-hoc reporting on any field or feature.
General Ledger and Financial Reporting
12.01	The system has the ability to provide fund accounting capability that complies with GAAP and GASB standards.
12.02	The system has the ability to produce other compliance reports (i.e., GASB, GAAP, State, Federal, Schools reports).
12.03	The system has the ability to provide a single chart of accounts file that is referenced by all other system modules.
12.04	The system has the ability to either automatically generate or copy chart of account records when creating new funds, departments, and any other reorganizations.
12.05	The system has the ability to support a chart of accounts with a District-defined number of segments and values.
12.06	The system has the ability to import and export journal entries using MS Excel spreadsheets and other user-defined formats.
12.07	The system has the ability to attach documents to a journal entry.
12.08	The system has the ability to copy an existing journal entry to create a new journal entry.
12.09	The system has the ability to have a dashboard or fuel gauge type of data presentation.
12.10	The system has the ability to generate automatic balance forward records at fiscal year end.
Grant Management
13.01	The system has the ability to track grant application information.
13.02	The system has the ability to track any indirect costs associated with a grant.
13.03	The system has the ability to record all grant activity in the general ledger.
13.04	The system has the ability to track grant activity over the life of the grant.
13.05	The system has the ability to track all reimbursement requests through the life of the grant.
13.06	The system has the ability to track the value of reimbursement requests to ensure the number does not exceed a grant limit.
13.07	The system has the ability to accommodate the upload of information from third-party systems (i.e., MS Excel files).
Human Resources
14.01	The system has the ability to provide an employee central/master file that is the single source of employee records in which all other system modules interact.
14.02	The system has the ability to set-up and establish rules, workflows, and track changes for multiple types of Personnel Actions.
14.03	The system has the ability to track multiple types of service dates.
14.04	The system has the ability to initiate an automated notification to all necessary parties when an employee is terminated, transferred, or reassigned.
14.05	The system has the ability to assign role-based security to a position and/or an individual user to control what employee information is accessible.
14.06	The system has the ability to maintain a unique employee number for each person regardless of their employment status within the system and that can be used throughout all areas of the enterprise through transfers among agencies (i.e., termination, reinstatement, retirement).
14.07	The system has the ability to maintain an audit log of all personnel-related transactions and activity.
14.08	The system has the ability to transfer an employee to a different department/division or payroll group without re-entering the entire employee file.
14.09	The system has the ability to provide a date-based personnel system that allows "personnel/employee actions" to be automatically triggered based upon effective dates.
Inventory
15.01	The system has the ability to support daily, weekly, monthly, quarterly or annual inventory counts by producing inventory worksheets of current inventory levels.
15.02	The system has the ability to query information or generate reports on assets by user-defined criteria such as by general ledger account code, location, activity, asset owner, and asset class.
15.03	The system has the ability to merge multiple inventory items to a new or existing inventory item.
15.04	The system has the ability to generate a master inventory report.
15.05	The system has the ability to electronically attach images of inventory items.
15.06	The system has the ability to automatically reduce inventory counts at the time an inventory item is assigned to a work order.
15.07	The system has the ability to maintain inventory item types.
Learning Management
16.01	The system has the ability to support and manage a blended learning environment (e.g., online, classroom/instructor-led, events, etc.).
16.02	The system has the ability to provide an employee Self-Status dashboard that is easy to navigate, allowing users to see completion requirements visually, upload documentation for approval, etc.
16.03	The system has the ability to allow for the configuration of the Learning Management System user interface and resources (e.g., course catalog) according to unique organizational structures, or other criteria (e.g., department, role, job titles, functional groups, etc.).
16.04	The system has the ability to allow content development through built-in development tools and templates for creating text, graphic, interactive elements and standards-based output.
16.05	The system has the ability to support classroom management (creating classrooms and assigning courses, instructors if applicable, locations and resources).
16.06	The system has the ability to support making tests or surveys required to complete a course.
16.07	The system has the ability to support content developed using third-party tools.
16.08	The system has the ability to collect course ratings and training feedback.
16.09	The system has the ability to recommend courses to employees.
16.10	The system has the ability to proactively send notifications and reminders to employess when trainings or certifications are due to be renewed.
Payroll
17.01	The system has the ability to integrate the Payroll application with the General Ledger to make payroll journal entries.
17.02	The system has the ability to integrate payroll with position tracking.
17.03	The system has the ability to establish base payrolls and process time record data for exception pay employees on a weekly, bi-weekly, or monthly basis or any user-defined combination thereof.
17.04	The system has the ability to import timecard data from external systems.
17.05	The system has the ability to allow for an extra withholding tax deduction in any amount at the option of the employee for a specified period of time.
17.06	The system has the ability to allow the option to manually adjust taxable earnings for W-2 processing based on system permissions, with the ability to provide a full audit trail.
17.07	The system has the ability to edit and verify the labor distribution prior to the actual payroll check production with appropriate authorization.
17.08	The system has the ability to support paying current or in arrears.
17.09	The system has the ability to create checks which are not regular payroll but which will be added to the regular payroll run (e.g., longevity, retro, off-cycle).
17.10	The system has the ability to run pay, deduction, withheld taxes, and net pay calculations as a "proof" run for review prior to final pay run.
17.11	The system has the ability to calculate salary employee effective date step increases, as a result of actions changes (e.g., promotions, demotions, acting appointments, and other actions).
17.12	The system has the ability to automatically adjust calculations for mid-pay period salary and employment actions.
17.13	The system has the ability to produce W-2 forms in electronic and paper form.
17.14	The system has the ability to present/view W-2s via Web Portal by a user with proper security access.
17.15	The system has the ability to track and withhold multiple wage attachments (garnishments, tax levies, child support orders, etc.)
Performance Reviews
18.01	The system has the ability to allow for the entry and maintenance of employee performance reviews (orientation period and on-going) utilizing multiple schedules.
18.02	The system has the ability to provide multi-step workflow for review and approval of performance evaluations.
18.03	The system has the ability to provide self-, peer- or “360" evaluation functionality.
18.04	The system has the ability to trigger e-mail notification for an evaluation based on a user-definable amount of time prior to due date.
18.05	The system has the ability to integrate employee performance review documentation with employee development information (including employees' Individual Development Plan, or IDP).
18.06	The system has the ability to record a variety of performance ratings (e.g., alpha and numeric scales).
18.07	The system has the ability to accommodate multiple milestone dates in a performance review and development plan schedules (e.g. planning, quarterly, midterm, end-of-term).
18.08	The system has the ability to attach documents to the performance review.
Project Accounting
19.01	The system has the ability to track project activities in a project sub ledger.
19.02	The system has the ability to support parent/child relationships for projects and sub-projects.
19.03	The system has the ability to store an unlimited number of project templates.
19.04	The system has the ability to track any indirect costs associated with a project.
19.05	The system has the ability to accommodate the upload of information from third-party systems (i.e., MS Excel files).
19.06	The system has the ability to track all reimbursement requests through the life of the grant or project.
19.07	The system has the ability to generate monthly, quarterly, and annual activity reports by grant or project on-demand for any authorized user.
Purchasing
20.01	The system has the ability to accommodate a centralized purchase requisition process.

20.02	The system has the ability to drill-down to supporting documents or transactions throughout the purchasing application/module.
20.03	The system has the ability to provide real time access to account numbers and available balances at any time during the process.
20.04	The system has the ability to notify the requisitioner whenever a change has been made to the requisition/PO.
20.05	The system has the ability to verify funding availability from a department's budget at the time of a requisition, purchase order, or modification.
20.06	The system has the ability to generate a list of contracts available to departments that would allow the users to click on a vendor or commodity to see the associated contract and pricing.
20.07	The system has the ability to support electronic workflow to support a paperless requisition approval process of user-defined levels of approval and routing capabilities, including mobile capabilities.
20.08	The system has the ability to attach scanned documents to an electronic requisition, for viewing.
20.09	The system has the ability to convert requisitions to a purchase order.
20.10	The system has the ability for all attached documentation to carry forward when a requisition is converted to a purchase order.
20.11	The system has the ability to carry description (content the vendor should be able to view) made on the requisition forward to the purchase order.
20.12	The system has the ability to automatically assign a unique purchase order number sequentially, with a minimum of 9 alphanumeric characters.
20.13	The system has the ability to support the use of commodity codes.
Time and Attendance
21.01	The system has the ability to provide audit trail reporting of all data entry, changes and deletions by user, date, time and workstation.
21.02	The system has the ability to record employee’s approval of a timesheet.
21.03	The system has the ability to require online approval of time by managers.
21.04	The system has the ability to process and approve timesheets and time reports in a decentralized and electronic format.
21.05	The system has the ability to allow staff with the appropriate security permissions to make edits to the timesheet data after sign-off.
21.06	The system has the ability to support advance scheduling (weekend shifts, on call hours, etc.)
21.07	The system has the ability to provide a user interface to schedule work time.
21.08	The system has the ability to provide a user interface to request and schedule time off.
21.09	The system has the ability to allow an employee to indicate their future availability.
21.10	The system has the ability to notify employee/approvers of timecard errors. The system must be able to send additional e-mail alerts escalating the issue to higher level individuals or designated backup individuals.
21.11	The system has the ability to capture and track leave for multiple leave types on the same day or a range of days.
21.12	The system has the ability to provide a web-interface for time off request submittal by employees (vacation time, comp time, planned sick time, holiday special).
21.13	The system has the ability to maintain leave accrual schedules, containing leave type and accrual rates.
21.14	The system has the ability to show accrual balances in real time in the employee timecard.
21.15	The system has the ability to generate "canned" reports that users may run with limited options of input values.
21.16	The system has the ability to track FMLA, including eligibility requirements, use of leave, and tracking of leave on all allowable bases under the law.

&"Arial,Bold"&12Request for Information:&"Arial,Regular" ERP and Community Development Software

&"Arial,Bold"&14Madison Metropolitan Sewerage District &"Arial,Regular"&12Request for Information&"Arial,Bold"&14 &"Arial,Regular"&12ERP System Selection Project

&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10April XX, 2013

&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10August 15, 2024

3. Implementation Approach

Implementation Approach, Efforts, and Timelines
Instructions for completing this worksheet: Please provide your responses to the tables below, including supporting narrative comments where applicable to help the District better understand the responses given.
Implementation Approach
Respondent to provide information surrounding the approach and ownership of certain tasks through a typical implementation to help better inform the District on key tasks.
Role	Summary
Lead	The party ultimately responsible for the execution of the task.
Assist	The party provides active assistance in executing the task.
Participate	The party provides passive assistance in the execution of the task.
Owns	The party is solely responsible for the execution of the task.
Share	Both parties share equal responsibility for the execution of the task.
None	The party has no role in the execution of the task.
Project Task	Respondent Role	District Role	Additional Vendor Comments
Business Process Analysis
Business Process Redesign
System Set-up and Configuration
Report Development
Data Conversion Mapping
Data Conversion Proofing
Data Conversion Loading				Software-as-a-Service (Subscription)
System Testing				Vendor Hosted/Managed
Interface Development				District Hosted/Managed
Interface Maintenance
Train-the-Trainer Training
End-User Training
Organizational Change Management
User-Guide Development (e.g. desk manuals)
System Update and Upgrade Deployments
System Deployment Model
Respondent to provide information on the deployment model of the software (e.g., Software as a Service (SaaS), Vendor Hosted/Managed, District Hosted/Managed).
	Vendor Response	Additional Vendor Comments
Deployment Model
Anticipated District Project Team Member Roles
Respondent to provide estimated District Project team roles, and number of staff that are typical to fill a role. The District has pre-populated typical roles expected in an implementation, and requests that vendors insert additional roles/rows as needed and make necessary modifications to the sample roles.

Any additional information such as FTE resource requirements (e.g. the need for a 1.0 FTE to fill a project manager role or anticipated number of hours per month or phase of the project) may be shared in the Vendor Comments field.
Project Role	Estimated number of individuals required for role	Additional Vendor Comments
(e.g. Project Sponsor, Project Manager)
Project Sponsor
Executive Steering Committee
Project Manager
Functional Lead
Subject Matter Expert
System Administrator
Data Conversion Lead
Integration Lead
Training Lead
Change Management Lead
Testing Lead
Anticipated Work Effort Division
Proposer to provide their overall estimated split/division of the work effort as shared between the District Project Team and the vendor teams (example: The District owns 20% of the work effort and vendor owns 80% of the work effort) along with any narrative to support this estimate.
	District Project Team	Vendor Project Team	Additional Vendor Comments
Estimated number of individuals required for Project Team
Percentage of Total Project Work Effort Owned (Totals should add to 100%)
Anticipated Project Duration
Respondent to provide any typical phasing that may be recommended for implementation, as well as estimates on the range for duration for each phase. A comments column has been provided to capture further description of the scope of each phase, as well as any typical overlap between phases. If additional phases are suggested (e.g. IV and V) please add additional rows
Phase	Functional Areas	Duration - Low Estimate (months)	Duration - High Estimate (months)	Additional Vendor Comments
I
II
III
Total Estimated Project Duration (in months)
Notes

&"Arial,Bold"&12Request for Information:&"Arial,Regular" ERP and Community Development Software

&"Arial,Bold"&14Madison Metropolitan Sewerage District &"Arial,Regular"&12Request for Information&"Arial,Bold"&14 &"Arial,Regular"&12ERP System Selection Project

&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10April XX, 2013

&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10August 15, 2024

4. Cost

Cost Worksheet

Instructions for completing this worksheet: Please provide a low and high cost estimate to implement the software solution identified in your response to this RFI. We understand that costs presented are for planning purposes only and will not be binding in any way.

Respondents are highly encouraged to include narrative in the Comments column to help explain any factors that may impact the Low/High Estimates as well as any additional considerations related to costs in general.

It is the District's expectation that the cost estimate provided includes costs for all systems, platforms, licensing and any other necessary features for a fully functional software solution. Any other costs not listed below that are necessary for a fully functional software solution, should be included in the estimate.

Note: recurring subscription costs such as SaaS fees should be listed under the recurring costs at the bottom of the worksheet.

One-Time Costs
	Low Estimate	High Estimate	Comments
Software Licensing (One-Time, if applicable)
Professional Services Costs
Analysis
Configuration
Customization
Project Management and General Implementation
Training
Change Management
Data Conversion
Interface Development Costs
Hardware Costs
Required Hardware
Suggested/Optional Hardware
Travel Expenses
Other Costs (please specify)
Other Costs (please specify)
Total One-Time Costs	$0.00	$0.00

Recurring Costs
	Low Estimate	High Estimate	Comments
Annual Subscription (SaaS) Fees
Annual Maintenance and Support
Annual Subscription Fees
Annual Hosting Fees
Other Recurring Costs (please specify)
Other Recurring Costs (please specify)
Projected Recurring Annual Fee Schedule
	Rate of Increase over Prior Year (as a percentage)	Maintenance Costs (as a dollar amount)	Comments
Year 1
Year 2
Year 3
Year 4
Year 5
Years 6-10

	Optional Costs
	Optional service offerings; software functionality; hardware; etc.
	Optional Cost Item
(please describe)	Low Estimate	High Estimate	Comments

Open Vendor Comments Related to Pricing

&"Arial,Bold"&14Madison Metropolitan Sewerage District &"Arial,Regular"&12Request for Information&"Arial,Bold"&14 &"Arial,Regular"&12ERP System Selection Project

&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10August 15, 2024

5. Informational Questions

Informational Questions:

The District is interested in learning more about vendor experience in the ERP marketplace. Please respond to the questions below.

Based on the scope of this RFI, are there any partnerships you would recommend to help meet the District's functional goals and needs?

Do you provide Enterprise Asset Management (EAM) functionality in addition to your ERP solution? If not, what are some systems you frequently integrate with?

How many years of data do you recommend converting for financial transactions?

Describe your organizational change management methodology.

Describe your training approach.

&"Arial,Bold"&14Madison Metropolitan Sewerage District &"Arial,Regular"&12Request for Information&"Arial,Bold"&14 &"Arial,Regular"&12ERP System Selection Project

&"Arial,Regular"&10BerryDunn &"Arial,Regular"&10August 15, 2024

File details come from the government source that posted it. Updated Jan 27, 2025.