Budget Management and Planning Software Solutions
| Agency: |
County of Johnson |
| State: |
Kansas |
| Type of Contract: |
Awards |
| Type of Government: |
State & Local |
| Category: |
- 70 - General Purpose Information Technology Equipment (including software).
- D - Automatic Data Processing and Telecommunication Services
- R - Professional, Administrative and Management Support Services
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| Posted: |
Nov 27, 2023 |
| Solicitation No: |
2023-075 Addendum 1 |
| Publication URL: |
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Bid Information
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Type
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Request for Information
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Status
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Unsealed
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Number
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2023-075 Addendum 1 (Budget Management and Planning Software Solutions)
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Issue Date & Time
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10/27/2023 03:30:01 PM (CT)
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Close Date & Time
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11/27/2023 02:00:00 PM (CT)
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Duration
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1 month
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Notes
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PURPOSE: The intent of this Request for Information is to solicit information about Budget Management and Planning Software solutions to gain a better understanding of the marketplace, vendors, solution functionality, and pricing structures.
Responses to this RFI may be used to obtain funding for a Request for Proposal to be issued on a later date.
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Contact Information
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Name
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Lisa Robbins
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Address
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111 S. Cherry, #2400
Olathe, KS 66061 USA
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Phone
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(913) 715-0590
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Fax
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Email
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lisa.robbins@jocogov.org
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Bid Documents
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Document name
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Format
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Data pager
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Data pager
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2 items in 1 pages
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Bid Invitation
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Acrobat
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PDF
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Public Question & Answer
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Acrobat
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PDF
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Bid Questions
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Question
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Submitted via email: received by Purchasing at 4:35 PM on 11/08/2023.
2.
Can the County provide the expected total and breakdown users by the how the County expects their interaction with the system to be by major functional tasks:
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Budget Development
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In-Year Budget Reporting and Forecasting
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Capital Budgeting
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Position Planning
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Etc.
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Answer
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Approximately 40-50 users during budget development, approximately 12 in-year budget reporting and forecasting users, approximately 25 capital budgeting and position planning users (many of the same users from budget development)
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Submitted
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11/20/2023 10:17:19 AM (CT)
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Question
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Submitted via email: received by Purchasing at 4:35 PM on 11/08/2023.
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Can the County provide the expected total and breakdown users by the how the County expects their interaction with the system to be by the following or similar roles:
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Administrator User
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Frequent Input User
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Infrequent Input User
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Reporting/View Only User
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Answer
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Approximately 5 administrator users, approximately 12 frequent input users, approximately 40-50 infrequent input users, and approximately 25-30 read-only users.
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Submitted
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11/20/2023 10:16:29 AM (CT)
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Question
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Has the County seen demos from any vendors in the past 6 months? If so, from whom?
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Answer
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Yes, One-Stream has demo'd for the County.
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Submitted
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11/8/2023 12:15:35 PM (CT)
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Question
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Can you please indicate how many employees would fall into each of these categories (regardless of if they will be using the Budgeting System)?
Full Time Employee: Regularly scheduled for more than twenty hours per week regardless of the method of payment or actual hours worked, whether or not such employee is eligible to receive employee benefits in accordance with Customer’s internal standard practices. Full-Time Employee will be considered non-temporary if they are hired to work for a period of more than 3 months in a given year.
Part Time Employee: Regularly scheduled to work 20 hours per week or less regardless of if they are eligible to receive benefits.
Associate: Temporary employees, independent contractors and affiliated non-employees including, but not limited to, volunteers and vendors whose Active Records would be in your Budget solution.
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Answer
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For the FY 2024 budget the County has approximately 3,890 fulltime FTEs, 155 Part-time benefits-eligible FTE positions, 250 part-time (non benefits-eligible) FTEs and 20 on-call/seasonal FTE.
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Submitted
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11/8/2023 11:29:49 AM (CT)
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Question
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In order to provide the most competitive pricing, we would need to have a mutual NDA executed. May we provide a mutual NDA to you?
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Answer
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The County is not requesting competitive bids for the software solutions at this time. It is our intent to collect information on the cost model that your firm has in place currently to budget for this type of solution in the future.
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Submitted
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11/8/2023 11:27:43 AM (CT)
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Question
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Does your ERP have an open API? What type of connection do you prefer?
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Answer
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The County has the availability to import to Oracle ERP and typically builds a process around this for third party interfaces and data validation on the import. The County typically provides a file layout for a comma deliminated file that would need to be generated by the source system.
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Submitted
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11/8/2023 11:26:59 AM (CT)
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Question
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Is Balance Sheet and Cash Flow planning also in scope for this project? If so, how do you currently plan for those?
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Answer
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No, these items are not included in the scope for this project.
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Submitted
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11/8/2023 11:26:50 AM (CT)
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Question
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How do you currently budget/forecast for Operating Expenses and at what level of granularity (i.e. Vendor)? Manual inputs by budget owners or are there certain calculations/drivers used (i.e. growth rate assumptions, based on historicals, etc.)
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Answer
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Budget and forecasting of operating expenses are budgeted at the fund-department-cost center-natural account level. Each natural account is forecasted via combination of manual entries, growth rate assumptions and historical expenditures.
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Submitted
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11/8/2023 11:26:34 AM (CT)
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Question
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What system do you currently use for Payroll/HCM? Are you interested in automatically integrating that data into the Planning software?
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Answer
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The County currently contracts with Oracle Enterprise Business Suite for Payroll/HCM. No, the County is not interested in integrating it's data into the Planning software, at this time.
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Submitted
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11/8/2023 11:26:16 AM (CT)
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Question
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It seems like you currently plan headcount/personnel costs by position and not by individual. Can you please confirm this is the case? Would you be interested in planning by individual employee?
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Answer
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This is the case, the County currently budgets at the position level producing a budgeted salary, OT, FICA, Workers Comp, Life Insurance, Health (including dental and vision), retirement and other fringe benefits. These expenses are aggregated at the cost center level, major service level and at the department/fund level.
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Submitted
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11/8/2023 11:26:03 AM (CT)
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Bid Event Participation Activity
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Activity Date
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Activity Name
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Description
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1 items in 1 pages
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11/8/2023 05:00:00 PM (CT)
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Clarification (Question) Deadline
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VETERANS AFFAIRS, DEPARTMENT OF
Bid Due: 5/08/2024
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