Town_of_Farragut_ERP_Addenda_2.pdf

Town of Farragut

Addendum 2

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.

Question 1: Who is the incumbent solution?

Response 1: Tyler ERP Pro 10 for all Finance (Previously Incode), HR and Public Work Solutions, Tyler ERP Pro 9 for Business Licenses, RecDesk for Parks and Recreation (At this time we are not changing) and MGO (My Government Online) for Community Development (Permits).

Question 2 : Can you provide a Functional Requirement document?

Response 2: We do not have a functional requirement document to provide at this time.

We will work with the awarded proposer to ensure all of our software needs are met.

Question 3: How many employees does the Town have?

Response 3 We currently have 71 full-time employees and 28 part-time. We want all to be able to use the software, full-time and part-time. They will all need access to Timesheets, Self-service/Benefits.

Question 4: What time and attendance software do you currently use?

Response 4: Payroll currently, Time and Attendance, ERP Pro 10 (previously Incode).

Question 5: How many pages should the proposal be?

Response 5: No more than 100 pages of content

Question 6: On the Company Background and Questionnaire form, question #3, can we list 3 operational customer out-side of Tennessee, and do they have to be in government?

Response 6: Please see revised Attachment E, Company Background and Questionnaire Form, we have revised question #3.

Question 7: Do you have an estimated budget?

Response 7: There is no estimated budget, but the Town has resources to fund the project.

Question 8: Can you share todays recorded meeting?

Response 8: Here is the TEAMS meeting link;

Non-Mandatory Pre BidRFP Meeting for RFP _2025-07 ERP & Implementation Services- 20241016_182803-Meeting Recording.mp4

Question 9: Will you accept electronic proposal submissions?

Response 9: No.

Question 10: Which type of timesheet clocking in and out does the Town prefer?

Response 10: The Town would like the staff to be able to clock in and out from a mobile device. If your system can not do this, please show in your proposal how employees would do this through your software.

Question 11: Would your employees’ clock in and out within task items in a job/project?

Response: We would like to have this capability. It isn’t a must.

Question 12: What kind of schedule is typical for your employees?

Response 12: Employees work typical hours, 7-4, 8-5, occasional weekends, no unions, no evening shift work. We do not have a fire or police department, so no deferential shift work.

Question 13: What is your goal go-live date?

Response: We would like to go live by July 1, 2025, for our new fiscal year, but will except a phased approach if this isn’t doable.

https://townoffarragut-my.sharepoint.com/:v:/g/personal/apratte_townoffarragut_org/Ee3sn3LhcYpKjtvVlNS7B-YBH7ei38gVFxAadw-qilZcbg?e=SiwhGp&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://townoffarragut-my.sharepoint.com/:v:/g/personal/apratte_townoffarragut_org/Ee3sn3LhcYpKjtvVlNS7B-YBH7ei38gVFxAadw-qilZcbg?e=SiwhGp&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D

Question 14: Do you need time clocks?

Response 14: We do not need time clocks; we prefer to go mobile. If your system doesn’t offer a mobile timesheet clocking in and out, please provide us with details on how your system would work?

Question 15: I wanted to ask if the Town of Farragut has considered having a Project Manager hired separately than the ERP vendor to manage this project.

Response 15: At this time the Town is not considering a separate Project Manager.

Question 16: On page 9 of the RFP document, it states that costs should be included on the pricing sheet and submitted in a sealed envelope with the proposals. Could you please clarify whether we should include one sealed envelope in total (with Attachment A inside) or if we should provide one sealed envelope per bound paper copy of the proposal, meaning five copies of Attachment A, each in its own sealed envelope?

Response16: There should only be one set of pricing (attachment A) in one sealed envelope.

The Town will require from the awarded proposer a SOC Report and we will want to have a clear understanding of your API system.

The timeline for the RFP remains the same:

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

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

Attachment E.

Company Background and Questionnaire Form (Please type your answers out.)

Vender Name:

Software Brand Name:

Software Version Proposed:

Number of Years in Production:

In Vendor Prime Contractor (Check one):

Yes: No:

1. What is your marketplace focus (i.e. small/local governments, large governments, other)?

2. What is your preferred customer size (Quantify in terms of budget, customers, population, etc.)?

3. Describe the level of research and development investment you make in your products annually?

4. Hany many years have you been selling your ERP products to the public sector?

5. Please provide the total number of clients and corresponding number of end-users of hosted solutions currently supported by your proposed ERP solution.

6. Please list at least 3 operational customer installs of the version proposed currently in production..

7. Please list as least 3 operational customer installs of the version proposed currently with a government of equal size to the Town of Farragut.

8. Please state the date the Vendor started selling their ERP solution to local governments.

9. Where is the Vendor’s Company Headquarters?

10. Where is the Vendor’s Support Facility?

11. Please disclose any litigation, closed or outstanding against your company.

12. Please list any third-party vendor you are partnering with and proposing as part of your response.

13. Please list all vendors you are not partnering with that your ERP software can communicate with. (i.e. any recreation software, community development software, etc.)?

14. Does your software interface support a browser with or without the help of additional components, and if so, please list those?

15. Please list the connectivity options and carriers available at your hosting facility.

16. Estimate the bandwidth that your solution will require based upon users, application environment, and any other factors.

17. How much notification do you give your clients in advance of scheduled downtime?

18. What is your process for notifying the customer and fixing bugs once they have been identified?

19. Confirm ability to back up the date to an external 3rd party on-premises or cloud-based storage environment, and costs associated to exporting the data.

20. Provide list of compatible 3rd party backup-recovery solutions.

21. Indicate cybersecurity solutions that are in place to prevent, detect, contain and recover from security threats such as malware injection, side channel attacks, exploitation of API vulnerabilities, or distributed denial of service (DDoS) attacks.

22. Please provide a copy of your SOC report.

23. Indicate what support will be provided to carry out forensic investigations of security incidents and will detail logs be provided?

24. How are hosted software applications deployed?

25. Is the system available 24 x 7 x 365 and what is the minimum uptime percentage measured on a monthly basis. (You can exclude maintenance windows.)

26. Will date reside in the United States at all times?

27. Do you have a documents Disaster Recovery Plan (DRP), and will you provide this information if awarded the contract?

28. Do you have a documented Business Continuity Plan (BCP) that will be provided to the Town of Farragut if awarded?

29. Provide the minimum, maximum, and average response times (hours) provided as part of the basic support agreement and average response time for the past twelve (12) months.

30. Describe Help Desk services for Technical Support and end users.

31. Please list out any and all exceptions and deviations to this RFP:

Exception (Provide detailed explanation)

Alternative Offered, if any

Exception Impact to Town/Cost

Exception impact to Town/Other