RFP_2025-07_ERP_Addenda_1.pdf

Town of Farragut

Addendum 1

RFP# 2025-07

Enterprise Resource Planning (ERP) Software System(S) and Implementation Services

The proposer acknowledges this addendum shall modify and become a part of the original solicitation document. The Proposer further acknowledges that should it be determined at the time of the bid opening that the Proposer has failed to acknowledge receipt of ALL issued addenda; the Proposer’s Bid submission shall be rejected. The Proposer understands that any verbal representation made or assumed to be made during any oral discussion held between

Proposer’s representatives and any Town personnel is not binding. Only the information issued in writing and added to the specifications by an official addendum is binding.

The due date and time for submitting proposals has changed to 11/19/2024. 2:00pm. The new schedule with due date is as follows:

RFP Issue 09/26/2024

Non-Mandatory Bid/RFP Meeting (via TEAMS)

10/16/2024 2:00 PM

Deadline for Proposer Questions 11/12/2024, 5:00PM

Proposal Due 11/19/2024, 2:00 PM

Evaluation Committee Meets (Short-list Proposers)

12/03/2024

Virtual Demos (Short-Listed Proposals only)

12/5/2024-12/11/2024

Intent to Award/ Contract Negotiations Begin

12/16/2024

Board of Mayor and Alderman Approves/Contract Signed

01/09/2025

Question 1: Is Farragut open to “best of breed” solutions or are you only looking for “all in one” solutions?

Response 1: The Town of Farragut is open to Joint Ventures. All proposers who plan on submitting a partnership/joint venture must sign and submit the Farragut Affidavit of Joint Venture. A written agreement among the companies must accompany the Affidavit of Joint Venture. (See attachment A to this Addenda)

Question 2: In an effort to being environmentally friendly would the Town consider email submissions of the proposal and waive the requirement for a mailed hard copy/USB submission?

Response 2: No, please refer to Section 1.7 Proposal Submittal and Section 3.1 for proposal submittal requirements.

Question 3: Does the Town have an anticipated Go-Live target date(s)? If phased approach is preferred does the Town have a tentative go-live schedule based on module or department?

Response 3: The town does not have an anticipated go-live date or schedule. We will refer to the awarded proposer for implementation dates.

Question 4: Can the Town provide the number of users broken down:

Advanced Users – Those that would have admin rights

Core Users – everyday users

Self-Service Users – occasional users with self-service needs

Response 4: Advanced Users - 4, Core Users – we currently have 71 full-time employees, and we anticipate growing closer to 100 over the next 2 years. All would need access. Self- Service Users – We have full-time and part-time employees. All would need self-service for time/HR Self service This could be upwards of 120 to 130 employees depending on the season and events and approximately 30 retirees.

Question 5: Has the Town identified a budget for this initiative, and if so, is it possible to share?

Response 5: There is no established budget, but the Town has resources to fund the project.

Question 6: Has the Town been in contact with other vendors prior to the release of this RFP? If so, please list.

Response 6: The Town has not reviewed any other ERP products.

Question 7: Strategic Plan mentions other tools such as CRM and Volunteer Management. Would the Town be interested in information on other tools at this time or will they be addressed with future RFP’s?

Response 7: Other tools will be addressed in future RFPs.

Question 8: How many years of historical HR data does the town intend to migrate?

Response 8: The Town of Farragut intends on following the State of Tennessee Records retention policy of all retention. HR will be 7 years. Please refer to the State retention guide for period years we intend to migrate over or process like AP, Procurement etc...

Question 9: Can you provide more detail on the LMS (Learning Management System)?

Response 9: We would like the LMS software to track training and certifications and their expiration dates. We would like the software to provide policy acknowledgement forms in the workflows of training. We want the software to also track performance and goal setting, and tie that back to not only work, but training too.

Question 10: Does the Town require specific features like geofencing, Mobile punch-in/out or integration with biometric systems?

Response 10: Yes. As well as the HR module must integrate with Finance/Payroll, Benefit system, performance management, employee file management, leave accruals, position management, and LaserFiche.

Question 11: Is onsite training desired?

Response 11: Yes.

All communications regarding this RFP must be submitted via email to the Finance Department representative identified below:

Anissa Pratte, Staff Accountant apratte@townoffarragut.org

The Staff Accountant will be the sole point of contact for this RFP.

mailto:apratte@townoffarragut.org

Town of Farragut

AFFIDAVIT OF JOINT VENTURE

This form must be submitted with all Joint Venture proposals. A written joint venture agreement among the companies must be submitted along with this form. All information requested must be answered in the spaces provided. Do not refer to your Joint Venture Agreement except to expand on answers provided on this form. If additional space is required, additional sheets may be attached.

A Joint Venture is two or more parties which join to carry out a single, for-profit business enterprise, for which each party contributes property, capital, efforts, skills, and knowledge. Each party is responsible for a distinct, clearly defined portion of the work in the contract between them and each share in the capital contribution, control, management, risks, and profits of the joint venture which are commensurate with its ownership interest.

Joint Ventures apply to Request for Qualifications (RFQ), Request for Proposals (RFP), and Statement of

Qualifications (SOQ).

JOINT VENTURE

Joint Venture Name:

COMPANY SUBMITTING RESPONSE

Company Name:

Address:

Contact Name:

Phone Number:

Email Address:

A. Identify each party to the joint venture:

Party #1

Address:

Contact Name:

a. Role in the Joint Venture:

b. Ownership in the Joint Venture (%):

c. Are you a Minority / Women-Owned Business: (Yes) (No)

Classification:

Are you certified by a third-party? (Yes) (No)

Certified by: Certification Number:

Party #2

Address:

Contact Name:

Classification:

Party #3

Address:

Contact Name:

Classification:

Party #4

Address:

Contact Name:

Classification:

B. Attach a copy of the Joint Venture Agreement. To demonstrate the party’s share in the ownership, control, management responsibilities, risks, and profits of the joint venture, the proposed Joint Venture Agreement must include specific details related to: (1) the contributions of capital and equipment; (up (2) work items to be performed by each party; and (3) the commitment of management, supervisory, and operative personnel employed by each party to be dedicated to the performance of the project.

C. Please state any material facts of additional information pertinent to the control and structure of this joint venture.

Signatures

The undersigned affirms that the foregoing statements are correct and include all material information necessary to identify and explain the terms and operations of our joint venture and the intended participation of each party to the joint venture in the undertaking. Further, the undersigned covenant and agree to provide the Town of Farragut current, complete, and accurate information regarding actual joint venture work and payment therefore, and any proposed changes in any provision of the joint venture agreement, and to permit the audit and examination of the books, records, and files of the joint venture, or those of each party relevant to the joint venture by authorized representatives of the Town or the Federal funding agency.

Any material misrepresentation will be grounds for terminating any contract which may be awarded and for initiating action under federal or state laws concerning false statements.

Note: If, after submitting this Affidavit of Joint Venture and before the completion on the joint venture’s work on the project, there is any change in the information submitted, the joint venture must inform the Town of Farragut, either directly or through the prime contractor if the joint venture is a subcontractor.

Party #1

Name of Business Entity

Signature of Affiant

Name and Title of Affiant

Date

Party #2

Party #3

Party #4

On this day of , 20 , the above-signed officers (names of affiants), personally appeared and, known to me be the persons described in the foregoing Affidavit, acknowledged that they executed the same in the capacity therein stated and for the purpose therein contained.

IN WITNESS WHEREOF, I hereunto set my hand and official seal.

Signature of Notary Public (SEAL)

My Commission Expires: