st. tammany parish government · how many employees are using the horologe time & attendance...
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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
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
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?
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
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.
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
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
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
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
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
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
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
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>>
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
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.
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
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
Pat Brister Parish President
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.
One year from the date
of personnel action.
One year from the date
of personnel action.
One year from the date
of personnel action.
One year from the date
of training.
One year from the date
of personnel action.
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
One year from the date
of the personnel action or
record is made, whichever is
later.
One year from the date
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.