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Will the Parish be answering questions as they are posted on this site or will all questions and related answers be accumulated and published after the deadline to ask questions?
If the answer is after the deadline to ask questions, will follow-up questions to answers be allowed? Frequently answers to questions create new questions. Is this the purpose of the three-
day inquiry period mentioned on page 13 of the RFP?
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We note on page 28 that “Proposers are encouraged to establish partnership relationships to fully provide all requirements defined by the RFP”. We are excited that the Parish is open to
such an approach. Further in that section (on page 29) the RFP says “Each Proposer engaged in the partnership shall respond to any and all applicable portions of this RFP that relate to
the work that will be performed, or the capabilities provided. For example, each Proposer shall provide references, and each Proposer shall respond to the Company Background and
History questions.” Our question is:
Does the Parish require that each Proposer engaged in a partnership submit six (6) references (as defined in the Tab 11 - References section of Attachment A)? Or just that each
Proposer engaged in a partnership provide references (without stipulating a number) and the combined partnership must submit at least six (6) references?
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On page 7 of the RFP it says:
“Proposers are encouraged to check the general information board in the General Government Building located at 200 Derbigny St., Gretna and the Joseph S. Yenni Building located at
1221 Elmwood Park Blvd., Jefferson.”
For Proposers who are not regularly physically in Jefferson Parish will the information posted on the general information board also be posed on the Parish’s website? If so, where?
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4. Please clarify the submittal explained on page 12 of the RFP:
“PDF files are preferred for the Technical Proposal (Inclusive of Attachments A, B, Certificate of Insurance, RFP Affidavit, and any Exhibits/Attachments) as well as Attachment C2 (Cost
Narrative).”
Is this saying that the Technical Proposal and the Cost Narrative should be PDFs or is it saying that the Cost Narrative should be part of the Technical Proposal or both?
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All questions have been forwarded to the respective members of the RFP. Once answers are received an addendum will be posted.
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1. The RFP states that the Parish administrator shall negotiate the terms of the contract (see RFP Section 1.29). Despite this, the RFP also states that by submitting a proposal a Proposer
is agreeing to all RFP terms and conditions and the Parish’s standard terms and conditions (See RFP Section 1.2 and Section 1.20). Will the Parish remove or amend this language to
allow Proposers to respond to the RFP without forfeiting their ability to negotiate the terms of a mutually satisfactory agreement if selected? Will a Proposer be disqualified if it takes any
exceptions or seeks to negotiate the terms/content of the final agreement if awarded?
2. RFP Section 1.29 states that “contract negotiations will be limited by Section 1.22(B) Non-negotiable Contract Terms in this RFP.” However, Section 1.22 does not provide a complete
list of those terms the Parish considers to be “non-negotiable.” (See 1.22 which states “Non-negotiable contract terms include but are not limited to . . . .”). Can the Parish identify all the
terms they consider to be non-negotiable?
3. If selected, will the Parish be amenable to editing the contents of “non-negotiable terms” to fully align within the context of a final, mutually satisfactory agreement for cloud services?
4. Does the Parish have any bargaining units
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Can you please provide Jefferson Parish’s number of unique grant sub-recipient organizations?
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The RFP mentions that the solution will collect all applicable financial, grant, and performance data. Can Jefferson Parish provide more context for the specifics of the data they are looking
to capture specifically for grants?
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Are the grant types mentioned in the RFP, or are they looking to grant other dollars to recipients within the community?
If yes, how are these recipients granted awarded dollars? Via direct allocation or a competitive process?
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Is Jefferson Parish looking for the automated creation of organizational reports like the SEFA or federal reports like the SF-425? Or both types?
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When Jefferson Parish discusses financial reporting, are there specific requirements attached to indirect cost rate, costs, and in-kind matching?
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Given the new requirements within the Uniform Grant Guidance (UGG), are there specific formats required for category objectives and subjective performance data?
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How important is it that the system drives compliance with the UGG as a requirement of general federal funds, ARPA, and IIJA? Specifically, in the areas of standardizing process around
recipient awarding, monitoring, and reporting?
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Can you please provide the Jefferson Parish’s average annual grant revenue?
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Please provide a list of systems currently housing on-going/historical grant information and for each please provide the data schemas and approximate number of records to be extracted,
transformed, and loaded into the system.
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Does the Parrish want up to 5 years of history on open POs?
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Does the Parish prefer to have (1) a centralized cashiering process where all payments (A/R, UB, MyPermitNow, Etc.) are made through one software with real-time, bi-directional integration
back to other software or (2) decentralized where each department/software records their own payments and updates the Financial system?? If the Parish would like to move to a centralized
cashiering approach, can you list the applications that you would like the cashiering application to take payments for.?
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Could the Parish provide us with the total number of users, including supervisors, that would be accessing just the new Cashiering/POS module?? This would be based on receiving
payments for the Financial A/R system, miscellaneous payments and any users associated with the answer above.? Read-Only users and daily departmental revenue submitters are no
charge.?
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Can the Parish list the current POS equipment and model you would like the Cashiering solution to integrate with or would the Parish like additional POS equipment to be included in the
RFP response (receipt printers, scanners, cash drawers, check imaging/MICR devices, encrypted credit card swipe and EMV/chip/tap-to-pay devices).??
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What credit processors is the Parish currently using other than PayStar??
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Does the Parish currently have a customer online payments portal?? Would the Parish like the new cashiering solution to become the Parish’s Customer Payment Portal?? If so, what
applications would the Parish like to take online payments for???
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Would the Parish like the cashiering solution to create an Image Cash Letter (ICL) containing check images for deposit, and send it to your bank?? If so, what bank?
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Does the Parish have a multi-check scanning process in place for recording checks and invoices in batch?? If not, should this be included in the response?? What is the annual volume that
the Parish would scan using this process??
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Does the Parish have scenarios where different departments/agencies need to submit end of day receipt summary information?? If so, would the Parish like to automate that???
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How does the parish creates its ACFR and online Budget Book documents today? What system?
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Will vendors be offered the opportunity to demonstrate its own Utility Billing solution if it has one? I see that it is not in current scope, but may be part of a future assessment.
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What is the Parish's expectation for Kronos - replace or interface? If a vendor can include as part of integrated solution (including advanced scheduling), should the vendor plan to
demonstrate and include in its pricing estimate?
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What is the Parish's expectation for Selerix - replace or interface? If a vendor can include as part of integrated solution, should the vendor plan to demonstrate and include in its pricing
estimate?
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Does the Parish have interest in seeing advanced financial governance and risk controls that complement the ERP?
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Can you provide examples of the reports that are being referred to in BD.215?
The system has the ability to generate budget report templates that conform to State-mandated requirements
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1. Have you defined your vision, guiding principles, strategic goals and/or success metrics that can be used to prioritize design and implementation decisions and frame user experience
goals? If so, can you share?
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Have you identified bottlenecks and pain points you want to change for your operational areas? Will you be creating future state process flow diagrams?
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Please describe changes you plan to make to your Service Delivery Model concurrent with this implementation. Have the roles and responsibilities for your HR, Financials, and IT resources
been defined?
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Organizational Change & Training services – do you have an existing team planning to cover the necessary communications and training for this effort?
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Foundational: How many active Legal Entities/FEINs do you have?
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Foundational: How many pay groups do you have?
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Foundational: Per your RFP you have one (1) Bargaining unit for Fire. Please confirm the number of Unions and Collective Bargaining Agreements (CBA’s) you have?
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If you have unions, how many do you have and are you planning to track Union membership in your new ERP system?
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If you have collective bargaining agreements (CBAs), how many do you have and do you offer Union Benefits, or track Time worked or deduct Union membership dues in Payroll?
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Do you have workers with Multiple Jobs with different pay rates?
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Describe your service delivery model and any unique custom security needs. Do you have needs to restrict security for certain groups (example: HR cannot see others in HR or executives).
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Will you be using the new ERP system to help determine a worker's Affordable Care Act (ACA) benefit eligibility?
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How many unique benefit groups are anticipated? (e.g., grouping of workers for benefits eligibility)
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How many Time Off Plans do you have?
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How many Leave of Absence Plans do you have?
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Will all permanent and part-time workers capture their time in the new ERP system?
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In your RFP you list 188 time clocks to be used for your workers, (as a future item). Will you use the new ERP’s web based time entry system to capture all time or will you use a 3rd party
time clock tool? If a 3rd party is to be used is it Kronos or other vendor– please identify.
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How many 10 Time Calculations & more than 10 Time Entry Codes?
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Do you have more than 150 total Earning & Deductions codes?
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Please confirm you do not have Confidential Job Requestions?
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Number of pay frequencies?
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Will you be outsourcing tax filing, check printing or garnishments
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In your RFP you mention a need to send/receive data from Outlook Office – is this for the purpose of Calendar Scheduling Integration?
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How many Inventory Locations do you have?
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How many Cost Centers do you have?
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Do you track projects at a granular level, for instance, to the phase and/or task?
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Fleet Management: Is listed in scope in your RFP. Please confirm that your expectation is to continue using your current 3rd party Fleet Management/Maintenance tools, CFA Fleet?
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Per your RFP, Employee Record retention is required by state law. Is the assumption you require all active and terminated employee records to be loaded into your new ERP system,
(dating back to the year, 1967), is that correct? Describe the type of information that needs to be retained, dating back to 1967 and what you would need to do with it.
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7. Deployment Timeline: Please confirm our understanding of the following potential new ERP system deployment timeframes based on the RFP:
a. Phased:
i. FINs deployment: Start: Oct 2023; Go-Live Oct 2024
ii. HCM/PAY deployment: Start: November 2024; Go Live mid-March 2025, so your first Payroll in your new ERP system will be April 2025.
1. Is there a system retirement or system contract end date that is driving the HCM/Payroll deployment of April 2025?
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Are you open to considering other suggested deployment timelines such as, Big Bang (i.e., All scope delivered in one phase, for example)?
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Is there an anticipated date for the Addendum with the Q & A to be released?
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What is the anticipated date of award and first date of service?
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Are positions all onsite and full time?
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How many references are we required to submit?
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How are we required to provide pricing for the recourses we are submitting qualifications for?
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The deadline to submit questions was 4:30 PM on 4/10/2023. All questions submitted before the deadline have been forwarded to the appropriate personnel to answer. An addendum will
be forthcoming.
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Can you let us know the date the addendum is forthcoming? Thank you.
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On the Contracts and Bids tab of the Jefferson Parish Attachment B, there are two locked cells. D81 and D92.
Can you please advise?
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Given that the answers to questions have not yet been provided, will the Parish extend the due date to allow time for the Q&A to be reviewed once posted?
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Will you be issueing another Addendum and answer the rest of the questions on this Message Board?
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All questions submitted on the message board prior to the deadline were answered in the addendum.
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None of my questions were answered in the Addendum, Most importantly was the question asked on March 28 at 10:19 am.
We note on page 28 that “Proposers are encouraged to establish partnership relationships to fully provide all requirements defined by the RFP”. We are excited that the Parish is open to
such an approach. Further in that section (on page 29) the RFP says “Each Proposer engaged in the partnership shall respond to any and all applicable portions of this RFP that relate to
the work that will be performed, or the capabilities provided. For example, each Proposer shall provide references, and each Proposer shall respond to the Company Background and
History questions.” Our question is: Does the Parish require that each Proposer engaged in a partnership submit six (6) references (as defined in the Tab 11 - References section of
Attachment A)? Or just that each Proposer engaged in a partnership provide references (without stipulating a number) and the combined partnership must submit at least six (6)
references?
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