st. tammany parish government · how many employees are using the horologe time & attendance...

St. Tammany Parish Government Department of Procurement

P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227

Pat Brister Parish President

October 15, 2015 Please find the following addendum to the below mentioned RFP. Addendum No.: 2

RFP#: 320-01-15-10-3

Project Name: Enterprise Resource Planning (ERP) Software and Implementation

RFP Due Date: Tuesday, October 20, 2015 GENERAL INFORMATION:

Please be advised,

1. Respondents are asked to submit one (1) original and six (6) copies. 2. Respondents are asked to ignore the redundant “analysis, design and software

configuration” row on “Attachment D”. QUESTIONS & ANSWERS:

Question #1: “Work Order enhancements are one of our priority 2016 initiatives.

Within Attachment D, the Work Orders tab includes several

requirements that are on our product vision roadmap within the next

12 to 18 months.” Would it be possible to indicate those in our

response for the parish?

Answer #1: Yes


P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227


Question #2: Regarding Time and Attendance functionality:

a. How many employees are using the Horologe Time & Attendance

system? Does the Parish intend for these employees to continue using

this system?

b. Would the Parish like to track Volunteers and their time within the

Time & Attendance system? If so, how many active volunteers are

there?

Answer #2:

a. Horologe is currently only used during an Emergency Activation (e.g.

Hurricane). All employees will use the new Time & Attendance.

b. YES, the number of Volunteers will vary, depending on the emergency

event. Maximum would be 50.

Question #3: Regarding the Parish’s requested interface with AccuPrint

(Attachment D, Technical Requirements tab, Requirement #217), we

are reading this to mean that the Parish uses a third-party printer

(AccuPrint) to print the employee’s paychecks and/or direct deposit

stubs. For this interface the ERP system would need to generate a

transmittal file that is sent to AccuPrint for processing. Is this

accurate?

Answer #3: Correct, the Parish is currently using AccuPrint. It should not be

construed that we will continue to use AccuPrint. If the ERP vendor

has another secure solution for check printing, etc. the vendor is

encouraged to provide a response.

Question #4: Regarding the Parish’s requested one-way interface with Remit Plus

(Attachment D, Technical Requirements tab, Requirement #218), our

assumption is that Remit Plus is used to scan in checks and remittance

information in some bulk format. Once the scanned batch is complete,

Remit Plus will general a transmittal file that we will then import into

the ERP system. Is this an accurate assumption?


P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227


Answer #4: Correct, the Parish is currently using RemitPlus. It should not be

construed that we will continue to use RemitPlus. If the ERP vendor

has another solution for scanning checks in bulk, the vendor is

encouraged to provide a response.

Question #5: Attachment D, Human Resources tab, Requirement #222 requests

that “The system integrates with external State/Federal systems to

support Driver’s License and Social Security Number validity check.”

What specific information is required and for which state and

federal agencies?

Answer #5: Minimum State of Louisiana, Department of Public Safety.

Question #6: I have a question – in the pricing format where do you want the

vendors to put in pricing for conversion and there are 2 analysis,

design and software configuration rows, what is the difference

between the 2.

Answer #6: All pricing/costs should be included in the cost section of the

proposal, as defined in the instructions. Respondents are asked to

ignore the redundant “analysis, design and software

configuration” row on “Attachment D”.

Question #7: For each of the 1-way interfaces listed in the RFP, please identify if it

is an import or export action (i.e. most should be import).

Answer #7: The required interfaces import/export are defined in the RFP. If the

vendor wishes to further specify the question, a more detail response

can be provided.

Question #8: Attachment E – Pricing: Where would you like us to include pricing

for applications that are optional and complimentary, but not

required?

Answer #8: They should be included and designated as such, optional,

complimentary, with pricing.


P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227


Question #9: In regards to RFP #320-15-10-3 Attachment D – Functional

Requirements Matrix, the response codes in the Payroll section do not

include SR and CR as listed in the response rules – instead there is a

RT code in the drop-down list – please clarify how we are to respond

to this section.

Answer #9: Include your response in the Comment/Narrative column. Be as

concise as possible.

Question #10: Accounts Receivable – What is meant by a bad address?

Answer #10: This means that not enough data or inaccurate data was entered for

an address. For example, a zip code was entered with 3 digits instead

of 5.

Question #11: Accounts Receivable – What does “Line of Business” mean in the way

we handle automated transactions?

Answer #11: The Parish currently has departments with different revenue streams:

e.g. Taxes, fees, utility billing, etc. These line of business revenue

streams need to be recognized separately, with the capability of

accepting payments as an example: automated month bank drafts for

utility billing, or credit card payments.

Question #12: Fixed Assets – What is meant by perform Asset Change: Annexations?

Answer #12: This is a type of asset change, just like an addition or deletion, it is just

more specific. The government has the ability to annex property, and

it would be one type of asset classification. Most likely this would be a

field or recordation item to search by asset acquisition method.

Question #13: RFP section 5 (Contract Terms and Conditions) item 34 (Non-

negotiable contract terms) includes a reference to governing law. Item

47 (Governing Law) states that “Jurisdiction and venue for any suit

filed in connection with this RFP process and contract shall be

exclusive to the 22nd Judicial District Court for the Parish of St.

Tammany, State of Louisiana,” which is a state court. Would the


P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227


Parish consider utilizing a Federal Court rather than a State

Court for this purpose?

Answer #13: No, state court is required.

Question #14: Regarding the Parish’s requested one-way interface with Bid Express

(Attachment D, Technical Requirements tab, Requirement #212),

would information be flowing from the ERP system to Bid Express or

from Bid Express to the ERP system?

Answer #14: The information would flow from Bid Express to the ERP.

Question #15: Procurement: What constitutes an invalid registration or a re-

registration? Please provide examples.

Answer #15: Such examples would include omission of a vendor’s W-9 at the time

of registration or omission by a vendor not providing all pertinent

indicative data (address, phone, email, etc.)

Question #16: Procurement: Does your current Bidding system provide the all of

functionality you require? Specifically, does it support the following? Answer #16:

Electronic posting and distribution (electronically by system) – Yes Electronic bid receipt, including alternate bid – Yes Response tabulation (fed by electronic receipt) – Yes The system allows vendors to submit bids online – Yes The system automates bid notifications to applicable/select vendors – Yes The system provides remote access to inquire and obtain copies of bid

requests – Yes The system obtains a bid list application online – Yes The system obtains bid summaries online – Yes The system allows for word processing feature to: Allow unlimited inputting of free-form comments – Yes Assist in compiling bid/specification documents – Yes The system receives construction bids online and facilitates an electronic

bidding process – Yes The system receives electronic responses to solicitations – Yes


P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227


Question #17: Can you share the budget for the project?

Answer #17: The Parish does not intend to disclose that information at this time.

Question #18: Procurement – In a variety of places, there are references made as to

the ability for vendors to receive documents electronically. Can you

provide a list of document types you need vendors to receive

electronically (ex: purchase order)?

Answer #18: Purchase orders, contract documents (contract amendments), general

correspondence to vendors (such as, renewal, award, and/or rejection

notifications/letters), ability to purchase and receive bidding

documents (outside and/or in addition to STPG’s e-bidding provider),

addendums, etc.

Question #19: Procurement – Bid Express is listed as a required interface. Is it safe

to assume that the Bid Express application currently used handles

your bid processing and online bidding needs inclusive of

construction bids?

Answer #19: That is safe to assume. However, the Parish is open to possible

solutions that offer similar capabilities within the ERP system that are

currently offered through 3rd party e-bidding providers.

Question #20: Regarding the Parish’s requested one-way interface with FuelTrack

(Attachment D, Technical Requirements tab, Requirement #222), is

this interface for fuel usage or fuel costs?

Answer #20: Specifically from FuelTrack, we are getting both Fuel Usage and Fuel

Costs. We are looking to automatically import the following data into

the ERP system. It can be presented in either a CSV or Excel format.

Account Number Account Name Card ID Transaction Occurred Date Transaction Time Invoice Number Product Description

Units Transaction Line Amount Participant Name Merchant Name Merchant Address Merchant City


P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227


Merchant State Merchant Zip Prompt Type Vehicle ID Driver ID Actual Odometer Type of Sale Description

Transaction Exception Description 1 Transaction Exception Description 2 Transaction Exception Description 3 Billing Exception Description 1 Billing Exception Description 2 Billing Exception Description 3

Question #21: Regarding the Parish’s requested interfaces with the Chevron Fuel

Management and Phoenix Plus Fuel Management applications (Attachment D, Technical Requirements tab, Requirements #221 and #223), we assume that these are fuel usage tracking applications and that the Parish is looking to import the usage information into the ERP solution by vehicle. Are these assumptions accurate?

Answer #21: We are looking to import the following data into the ERP system. It can be presented in either a CVS or Excel format.

Single/Driver -> Driver Id # Vehicle TransDate TransTime TransNum SeqNum SiteId Pump ProdId Quantity Price Odom

MiscKeyboard Account AcctName DrvrName VehcName ConvType DtConv RcptPrn Manual UMeas TCode

<< End of Addendum #2>>


P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227


September 21, 2015 Please find the following addendum to the below mentioned BID. Addendum No.: 1

RFP#: 320-01-15-10-3

Project Name: Enterprise Resource Planning (ERP) Software and Implementation

RFP Due Date: Tuesday, October 20, 2015 GENERAL INFORMATION:

1. Replace Notice of Request for Proposals with Notice of Request for Proposals-

Revised. (Attached)

2. Add Record Retention Policy (Attached)

QUESTIONS & ANSWERS:

Question: Regarding the software systems noted in Section 1.4 on page 7, will

the Parish accept and consider proposals for the Finance and Human Resources/ Payroll systems, excluding the Utility Billing application?

Answer: Yes. Question: Please confirm the number of utility billing customers the parish

currently services? Answer: Approx 13,200.


P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227


Question: How many years of Payroll/ HR history does the Parish wish to convert? The RFP states “all”, but not how many years are included.

Answer: Please see the attached retention policy. Question: Can you tell me if there is a DBE or MDE/ WBE component to RFP#

320-01-15-10-3? Does St. Tammany have stated DBE goals for each of their solicitations?

Answer: St. Tammany Parish encourages DBE or MBE/WBE, but there will not

be extra points given for this proposal for DBE or MBE/WBE.

ATTACHMENTS:

1. Notice of Request for Proposals- Revised.pdf 2. Record Retention Policy.pdf

<< End of Addendum #1>>

St. Tammany Parish GovernmentDepartment of Procurement

P. O. Box 628

Covington, LA 70434

Phone: (985) 898-2520

Fax: (985) 898-5227


NOTICE OF REQUEST FOR PROPOSALS

St. Tammany Parish is seeking responses for the following project:

RFP# 320-01-15-10-3 – Enterprise Resource Planning (ERP) Software and Implementation

Responses will be received by the Department of Procurement, until 2:00 p.m. CST Tuesday,

October 20, 2015. RFP responses will be opened publicly at the physical location as stated in

Section 1.4 of the RFP documents and only respondents who have submitted an RFP response

shall be identified aloud. Prices shall not be read. Each response will be evaluated by

designated Parish personnel after the submission deadline and public opening has passed.

The outside of the envelope, box or package must be marked with the Proposal Name, RFP #,

Project # (if applicable), and Proposal Opening Date. Proposals without these identification

numbers will be subject to disqualification and non-consideration.

The successful Respondent must supply St. Tammany Parish with all required documentation as

specified in the RFQ documents. Said Respondent must also be in Good Standing and licensed

to do business in the State of Louisiana.

Specifications may be obtained from the St. Tammany Parish Department of Procurement

Office, 21454 Koop Dr., Suite 2F, Mandeville LA., 70471.

Proposals will be received at the St. Tammany Parish Department of Procurement Office, 21454

Koop Dr., Suite 2F, Mandeville LA., 70471 from each Respondent or his agent, or by certified

mail with return receipt requested.

Procurement Department

- Revised

RECORD RETENTION POLICY

The Agency must comply with a variety of State and Federal laws and regulations

governing retention of business records, tax records, financial records, corporate records, client

records and employment related records ("Company Records"). Depending on the nature of the

records the laws or regulations may set different durations for retention. The Human Resources

Department maintains a complete listing of the time periods for retention of all Company

Records. You should never dispose of any Company Records without first consulting with the

Human Resources Department. A listing of some of those retention periods, as well as the

procedures for disposal, follows:

A. DOCUMENT RETENTION UNDER THE OCCUPATIONAL SAFETY AND

HEALTH ACT.

RECORD

1. Summary and log of occupational injuries.

2. Annual summary of occupational injuries.

3. Records of exposure to hazardous materials

and monitoring efforts.

4. Allegations of injury and employee claims

of occupational injuries/diseases.

5. Occupational, safety and health training.

RETENTION PERIOD

Five years from the end

of the year to which the records

relate.

Five years.

Thirty years.

Thirty years.

Three years from the

date of training.

B. DOCUMENT RETENTION UNDER THE AGE DISCRIMINATION IN

EMPLOYMENT STATUTE AND CERTAIN OTHER STATUTES.

RECORD

1. Job Descriptions.

2. Payroll records or other records containing

name, address, birth date, pay rate,

occupation and weekly compensation.

3. Employee seniority and merit information.

4. Job applications,resumes etc.

RETENTION PERIOD

Two years.

Three years. One year after the plan

ends.

One year from the date of personnel action.

5. Job advertisements or other notices of job

openings or opportunities.

6. Results and test papers from employment

tests.

7. Written results of physical exams.

8. Documents related to promotions,

demotions, transfers, layoffs,recall

or terminations.

9. Employment training records (unrelated

to safety).

10. Documents related to hiring selection.

11. Pre-employment forms filled out by applicants.

12. Records related to a charge of

discrimination.

One year from the date

of personnel action.








of training.



One year from date of

personnel action.

Until final disposition of

the charge or the statutory

period for filing suit or the

termination of any litigation.

C. DOCUMENT RETENTION UNDER THE AMERICANS WITH

DISABILITIES ACT.

RECORD

1. All records related to requests for

accommodations.

2. All employment records including application,

hiring records, personnel action forms etc.

3. Personnel records of individuals terminated.

4. Records related to a charge of

discrimination.

RETENTION PERIOD


of the personnel action or

record is made, whichever is

later.


of the personnel action

or record is made,

whichever is later.

One year from date of

termination.

Until final disposition of

the charge or the

statutory period for filing suit or

the termination of the litigation.

D. DOCUMENT RETENTION UNDER THE FAMILY AND MEDICAL LEAVE

ACT.

RECORD

1. Records related to employer compliance

with FMLA,including copies of notices or

documents describing the policy or benefits.

2. All records related to employee requests for

leave including dates/hours of leave, medical

certifications and records of disputes.

RETENTION PERIOD

Three years.

Three years.

E. DOCUMENT RETENTION UNDER THE FAIR LABOR STANDARDS

ACT AND/OR EQUAL PAY ACT.

RECORD

1. Collective bargaining agreements,

contracts of employment, certificates

or notices from the Department of Labor.

2. Records setting out the basis for wage

differentials to employees ofthe opposite

sex.

RETENTION PERIOD

Three years.

Two years.

F. OTHER EMPLOYMENT RECORD RETENTION PERIODS.

RECORD

1. Form l-9s.

2. Drug test results.

RETENTION PERIOD

Three years from the date of

hire or one year from the date

of termination, whichever is

later.

The time period varies

depending on the results of

3. Retirement and Pension Plans including

summary plan descriptions.

the test.

Six years after the filing.

G. SUSPENSION OF RECORD DISPOSAL IN EVENT OF

LITIGATION OR CLAIMS.

In the event the Agency is served with any subpoena or request for documents or an

employee becomes aware of a governmental investigation or audit concerning the agency or

the commencement of any litigation against or concerning the Agency, such employee shall

inform the Human Resources Director and any further disposal of Company Records shall be

suspended until such time as the Human Resource Director, with the advice of counsel,

determines otherwise. The Human Resource Director shall take such steps as is necessary to

promptly inform all staff of any suspension in the further disposal of documents.

H. DOCUMENT DESTRUCTION PROCEDURES.

Once Company Records have been retained for the applicable period set forth in the

Schedule, they should be prepared for destruction in the manner prescribed by the Human

Resource Director unless the Human Resource Director has suspended the destruction of a

class of records for any reason. Procedures for the disposition of records will be established by

the Human Resource Director and may include:

i) immediate physical destruction,including overwriting and deletion;

ii) transfer to an appropriate storage area at the Agency;

iii) transfer to a storage facility managed by an independent provider with

whom appropriate contractual arrangements have been established; or

iv) transfer to an archive;

The following principles govern the physical destruction of records:

i) the Human Resource Director must approve the destruction of records

stored by a third party records management vendor;

ii) records subject to a suspension notice as set forth in H above, must not be

destroyed;

iii) destruction should be carried out in a way that preserves the confidentiality

of any information they contain; and

iv) all copies of records that are authorized for destruction, including personal

copies and backup copies, should be destroyed.