King County Library System 960 Newport Way NW Issaquah, WA … · 1 day ago · Page 1 of 72 King County Library System 960 Newport Way NW Issaquah, WA 98027 REQUEST FOR PROPOSAL

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King County Library System

960 Newport Way NW

Issaquah, WA 98027

REQUEST FOR PROPOSAL (RFP)

FOR

KCLS Procure-to-Pay /Automated Invoice Processing

August 31, 2020

KCLS RFP#: 20-05

Proposals Due:

September 18, 2020

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Table of Contents SECTION 1 – PURPOSE & BACKGROUND ...................................................................................................... 5

Section 1.1 - Background .......................................................................................................................... 5

Section 1.2 – Objectives ............................................................................................................................ 6

Section 1.3 – Current to Desired Future State .......................................................................................... 6

Section 1.4 - Current KCLS Systems .......................................................................................................... 7

SECTION 2 – SCOPE OF SERVICES AND REQUIREMENTS .............................................................................. 9

Section 2.1 Proposer as Prime ................................................................................................................ 10

Section 2.2 - Solution Scope Overview ................................................................................................... 10

Section 2.3 - Technical Requirements ..................................................................................................... 11

Section 2.3.1 - System Interfaces ........................................................................................................ 11

Section 2.4 - Implementation Services ................................................................................................... 12

Section 2.4.1 – Implementation Schedule and Stages ........................................................................ 12

Section 2.4.2 – Key Personnel ............................................................................................................. 12

Section 2.4.3 – Proposed Personnel ................................................................................................... 12

Section 2.4.4 – Training ....................................................................................................................... 13

SECTION 3 – GENERAL INFORMATION FOR PROPOSERS ............................................................................ 14

Section 3.1 – Proposer Relations Coordinator ........................................................................................ 14

Section 3.2 – Estimated Schedule of Procurement Activities ................................................................. 14

Section 3.3 – Virtual Proposers’ Conference .......................................................................................... 15

Section 3.4 – Requests for Clarification .................................................................................................. 15

Section 3.5 – Submission Requirements ................................................................................................. 16

Section 3.5.1 – Completeness of Response ........................................................................................ 16

Section 3.5.3 – Acceptance Period ...................................................................................................... 16

Section 3.5.4 – Multiple or Alternative Proposals .............................................................................. 16

Section 3.6 – Responsiveness ................................................................................................................. 16

Section 3.7 – Withdraw of Proposals ...................................................................................................... 17

Section 3.8 – No Obligation to Contract ................................................................................................. 17

Section 3.8 – Errors and Omissions ......................................................................................................... 17

SECTION 4 – PROPOSAL REQUIREMENTS ................................................................................................... 18

SECTION 5 – EVALUATION .......................................................................................................................... 20

Section 5.1 - KCLS Procure-to-Pay/Automated Invoice Processing Evaluation Criteria ......................... 20

Section 5.2 - Proposal Evaluation ........................................................................................................... 20

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Section 5.2.1 – Questions ................................................................................................................... 20

Section 5.2.2 – Invitation for Solution Demonstration ....................................................................... 20

Section 5.3 – Solution Demonstration & Interview ................................................................................ 20

Section 5.3.1 – Demonstration Scripts ................................................................................................ 21

Section 5.4 – Addendum (optional step at KCLS’ discretion) ................................................................. 21

Section 5.5 – Best & Final Proposal (optional step at the KCLS’ discretion) ........................................... 21

Section 5.6 – Reservation of Rights ........................................................................................................ 21

Section 5.6.1 – Rejection of Proposals ................................................................................................ 21

Section 5.6.2 – Right to Negotiate ...................................................................................................... 21

Section 5.6.3 – Right to Waive Irregularities ...................................................................................... 21

SECTION 6 – SPECIAL CONDITIONS ............................................................................................................. 22

Section 6.1 - Organization Responsibility ............................................................................................... 22

Section 6.2 - Alternate Organization Selection ....................................................................................... 22

Section 6.3 - Payment Schedule .............................................................................................................. 22

Section 6.4 - Wages ................................................................................................................................. 22

Section 6.5 - News Release ..................................................................................................................... 22

Section 6.6 - Written Contract ................................................................................................................ 22

SECTION 7 – PROTESTS OF AWARD ............................................................................................................ 23

Section 7.1 - Deadline ............................................................................................................................. 23

Section 7.2 - Response to Protest ........................................................................................................... 23

APPENDIX A – KCLS Procure-to-Pay/Automated Invoice Processing Requirements .................................. 24

A.1 Instructions for Completing the Requirements Spreadsheet ........................................................... 25

APPENDIX B – DETAILED PROPOSAL REQUIREMENTS ................................................................................ 53

1.0 General Response ............................................................................................................................. 53

1.1 Cover Letter................................................................................................................................... 53

1.2 Table of Contents .......................................................................................................................... 53

1.3 Prime Proposer Overview ............................................................................................................. 53

1.4 Partner(s) / Subcontractor(s) Overview ........................................................................................ 56

1.5 Customer References .................................................................................................................... 58

1.6 Cost Proposal ................................................................................................................................ 60

2.0 IMPLEMENTATION RESPONSE .......................................................................................................... 62

2.1 Technical Proposal ........................................................................................................................ 62

2.2 Implementation Plan..................................................................................................................... 65

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2.3 - Training Proposal for New System .............................................................................................. 70

3.0 POST IMPLEMENTATION – ONGOING MAINTENANCE & SUPPORT RESPONSE ............................... 71

3.1 Customer Service/Support Proposal ............................................................................................. 71

3.2 System Maintenance/Upgrades.................................................................................................... 72

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SECTION 1 – PURPOSE & BACKGROUND

The King County Rural Library District, (dba King County Library System), is seeking proposals from

qualified vendors for the purpose of obtaining information and firm bids to implement and operate an

integrated KCLS Procure-to-Pay /Automated Invoice Processing solution. The proposer’s solution will

replace King County Library System’s (KCLS) current invoicing methods and provide supporting processes

for vendor management, contracting, associated document management (contracts, invoices, receipts,

W-9s, etc.), invoice approvals (workflow), tracking against budgets/contracts and integration with

existing KCLS payment and processing functionality. KCLS is looking to procure a commercially available

software as a service (SaaS) solution that supports these needs.

The King County Library System (KCLS) is one of the largest library systems in the United States, circulating

22.4 million items and consisting of 50 libraries, a Traveling Library center, a mobile TechLab, the ABC

Express children’s library van, and more. Located in the Puget Sound area, KCLS serves over one million

residents at its community libraries, one institutional library, and various Outreach Services. KCLS provides

access to a broad array of information resources ranging from electronic databases to books to music and

video. KCLS is also the community resource for a wide variety of programs and activities for people of all

ages. Established by the State of Washington as the King County Rural Library District in 1943, KCLS is a

special purpose district governed by a seven-member Board of Trustees, operates under the state

constitution and laws and is independent from King County government and funding.

The library system employs approximately 1,500 full-time, part-time, and substitute employees to support

day-to-day operations. Currently, 4 bargaining units represent 80% of KCLS’ employees.

Section 1.1 - Background KCLS currently uses many manual and stove piped processes (and spreadsheets, manual forms, hand

delivery, physical signatures, etc.) and software resources to support procurement, contracting, and

invoice/accounts payable processing. The current implementation is:

Heavily dependent on people resources

Does not support user-friendly visibility of shared information

Is heavily dependent on paper (not green)

Is not as efficient as it needs to be to track purchases against a variety of things (contracts,

budgets, grants, events, etc.),

Does not rely on a consistent use of Purchase Orders prior to the receipt of invoices (variable

process depending on the organization)

Although using JD Edwards, there are a number of tools/functions not currently in use (and

potentially could be used as part of the solution)

KCLS has done some preliminary process mapping to identify the requirements in this proposal (Appendix

A) and to define the current variability. Leadership has made the decision to replace these manual

processes with an integrated approach that addresses needs across all business functions.

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Section 1.2 – Objectives KCLS will significantly benefit from a modern, integrated Procure-to-Pay /Automated Invoice Processing

system to strengthen vendor and public trust and transparency as well as improve efficiency for managers

and employees. Key objectives:

Reduce the reliance on individuals for the processing of invoices

Reduce the time it takes to physically process an invoice

Create easy access/visibility of information (budget vs. paid invoices vs. contract/event/etc.) for

managers and employees

Include an integrated record for vendor management to reduce rework in future contracting

System-wide ability to access invoice history for a vendor

Reduce our “paper footprint” with more electronic storage of invoices, receipts, contracts, forms,

W-9s, etc.

Ensure the ability to perform or execute(?) invoicing and expense reimbursement from mobile platforms and remote locations

Ensure audit compliance with retention rules and other State and Government laws and

regulations related to contracts, invoicing, and payments.

This RFP and Appendix a are written to assume the need for a tool that contains a wide rang of functions.

It may be that an expanded use of JD Edwards, with selection of a tool more focused on the automated

invoice processing might be just as appropriate. KCLS is looking for the most cost-effective solution set to

address the requirement in Appendix A.

Section 1.3 – Current to Desired Future State The following table summarizes, at a high-level, the current state of KCLS procure-to-pay processes and

the desired state after a successful integrated solution:

Current State: Desired Future State:

Manual processes, spreadsheets, and forms

for procurement and contracting

“Single Source of Truth” for vendor

information (addresses, phone numbers,

ratings, notes, payment preferences, etc.),

including associated invoices, receipts, W-9s,

and other documentation

Wide variety of data tracking and

reconciliation methods

Reduce manual entry with integrated online

solutions, scanning, coding, and workflows

Lack of integration with other KCLS systems User-friendly interface for online invoice

processing, payment requests, and approvals

Signature tool not integrated with the

procurement process consistently

Enhanced visibility of budget and invoice

information by location, accounting code,

etc.

Paper copies being physically stored by both

the many Organizations and by Accounts

Payable (not green).

Defined and efficient integration of

information between contracting, invoicing,

check requests, and Accounts Payable (JDE).

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Section 1.4 - Current KCLS Systems The Proposers’ Procure-to-Pay / Automated Invoice Processing solution will integrate multiple manual

and electronic systems currently used:

Contracting with vendors

Tracking purchases and invoices (items and services) for events, performers, foundation and grant

opportunities, programming, misc. projects, building projects, utilities, facilities, autos, supplies,

etc.)

Initiating Purchase Orders

Stamping/signing/coding invoices for payment

Using Forms to request checks/payments

Routing for signatures

Filing of associated paperwork/documents for the transaction (retention requirements)

Connecting to the KCLS accounts payable system or the KCLS Foundation accounts payable system

for payment processing and release

The following systems are currently in use and/or are related to various KCLS procurement needs.

System Name Description

JDE EnterpriseOne 9.2 JDE Tools 9.2.2.5

KCLS Accounts Payable, Purchase Orders, General Ledger KCLS plans to upgrade its JDE tools version in 2021 to the latest version.

JD Edwards (JDE) for the KCLS Foundation

Separate Foundation Accounts Payable, Purchase Orders, General Ledger

FileZilla Method for moving information into JDE

Cireson IT Inventory Management

Nitro PDF Creation and Signature Workflow

Evergreen Physical and E-Item Inventory/Ordering System

Staples and Amazon Online Ordering of Supplies

Visa Credit Cards – for misc. purchases, also for Various Library Subscription Services

Puget Sound Energy (PSE) and Waste Management (WM)

Utilities

Verizon GPS System Leases (auto tracking)

Misc. methods Various Large Contracts (for building-related needs, IT needs (printers/software/hardware), other library needs (Kiosks, Lockers, etc.)

L&I Portal State reporting

Public Works Reporting to state for Pay Apps

WEX Fuel Cards

King County Treasurer Text file (Checks & Amts)

US Bank/King County Positive Pay file

Although the systems above are the current state, KCLS is willing to evaluate other solutions for legal

signatures and inventory management if it benefits the overall cohesion of the P2P/AP solution.

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Although using JD Edwards currently, there may be room for evaluating how it is being used, what

modules are available, etc., in order to satisfy the requirements in Appendix A.

The following information is provided to help define the volume and scope of the current system:

Current State Quantity

# of regular Accounts Payable staff 2

# of JDE system administrators 1

# of invoices processed per year (2019) 28,783

# of Purchase orders (POs) 984

# of non-PO 27,799

# scanned images (in system) 0

How are invoices stored?

Mostly File Cabinets: Contracts, Invoices, Requests for Payment, Receipts, etc. Some scanned: Available on SharePoint

How are invoices received?

Decentralized:

By mail

Hand provided

Online

Electronic Transfer

What payment types are used to pay vendors?

Current US Bank Contract through 12/2021 Paper Check/EFT/Credit Card

Does COB match POs?

Two-way and three-way matches

But not all transactions have a PO prior to receipt of invoice

# of Travel Expense transactions 434

# of Mileage Reimbursement transactions 1,317

# of Checks issued 14,491

# of Encumbrances (YE Rollover - hard to figure out during year)

20

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# of Suspended/Retained Fees (Facilities projects) 27

# of KCLS Departments 80, Multiple approval routes, approval limits

# of KCLS Foundation Departments 1, Financial system managed separately

SECTION 2 – SCOPE OF SERVICES AND REQUIREMENTS Assess all aspects of vendor invoicing and the methods that different KCLS teams are using to manage and

process orders (POs), audit invoices, monitor budgets, and make payments (vouchers). Implementation

should also include elements of change management and training for employees affected by the change

to their job tasks.

The successful Proposer will be responsible for the successful integration and performance of the entire KCLS Procure-to-Pay/Automated Invoice workflow, pursuant to the final contract, including:

In Scope:

Integrated solution that addresses all the needs expressed in this document and in Appendix A.

The needs of all KCLS organizations for vendor management, contracting, budget

integration/audit, invoice processing, associated document management, etc. as noted in the

paragraphs above.

Encumbrances

Progress Payment applications with retention (for Facilities projects)

Progress invoices against a contract

Payments to HR benefits vendors

Miscellaneous invoices and check requests (travel, mileage, tuition reimbursement, etc.)

Credit card and vendor account (e.g., Staples, Amazon) purchases

Managing contracts - storage/retrieval

Vendor information/record

Booking vendors for programs; W-9 receipt/storage

Interfaces with existing systems (e.g., JDE for budgets, general ledger, purchase orders, and

payment vouchers/requests)

Access to data: Retention schedules, storage, public records responses, search and print

Effects on audit processes and budget tracking

Effects on rules that govern purchasing

Document storage (including for waivers and insurance information)

Inclusion of needs for the library KCLS Friends groups

Ability to deal with the separate nature of the KCLS Foundation projects/invoicing

Out-of-Scope:

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New HCM system

Process improvements to get insurance

Process improvement to develop contracts

The improvements made by having an integrated, online, and comprehensive procure-to-pay workflow

support the following KCLS strategic plans:

KCLS Strategy/ Goals Supported:

Improve Financial Accuracy, Management, and Accountability

Improve Staff Workflow Processes

Increase Responsiveness to Changing Technology Needs

KCLS Initiatives Supported:

Enhanced Technology Initiative

Innovation & Continuous Improvement Initiative

Green Initiative

Section 2.1 Proposer as Prime KCLS intends to make a single award to a Proposer who will be responsible for the performance of the entire Procure-to-Pay/Automated Invoice Processing project pursuant to the final contract. KCLS will consider the contracting Proposer to be the sole point of contact, regarding all contractual matters, including any and all contract performance issues and obligations.

Proposers may partner with others provided that a single Proposer is identified as the “Prime Proposer” and all other partners in the proposal as identified as “subcontractors.” Proposers who are acting as a Prime Proposer are limited to submitting one proposal. A single Proposer may be named as a subcontractor on multiple proposals submitted by other Prime Proposers.

The Prime Proposer must ensure that appropriate contractual relationships are established with all subcontractors. The Prime Proposer will be contractually responsible to KCLS for providing and implementing the solution, SaaS services, and support and maintenance services, even if such products or services are provided by subcontractors.

Section 2.2 - Solution Scope Overview Detailed requirements for the solution are in Appendix A – KCLS Consolidated Requirements.

The table below summarizes the number of requirements by functional area and type to provide the

Proposers a high-level view of the scope of KCLS’s requirements.

Functional Area

Requirement Type

Functional Interface Workflow Operational Reporting Total

General 23 1 0 10 5 39

Interfaces 23 6 1 10 3 43

Vendor Management 7 0 3 0 0 10

Contracting 12 0 1 0 2 15

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Capture & Workflow 37 0 12 0 0 49

Accounting 39 0 1 0 3 43

Programming 2 0 1 0 0 3

Facilities 16 0 0 0 0 16

Foundation 1 0 1 0 0 2

Grand Total 160 7 20 20 13 220

KCLS developed initial process maps to support requirements definition and developing the business

case for an integrated procure-to-pay/automated invoice processing system. These can be made

available to the proposers if desired after contract award. Please note, KCLS is not looking to replicate

these processes in the new solution. The purpose of the process maps is to give an understanding of the

current state and the source of the requirements.

Section 2.3 - Technical Requirements KCLS’s technical requirements are included in Appendix A - KCLS Consolidated Requirements. Among

the in-scope technical requirements are:

Configurable workflow

Document management

Report generator with data visualization

Provision of test environment(s)

Provision of user training

Security

Interoperability

Scalability

Usability

Section 2.3.1 - System Interfaces The Proposers’ solution will be required to integrate/interface with the following systems:

System Name Description

JD Edwards Core financial system

Active Directory Authentication system

Please take note of the systems referenced in ‘Section 1.4 - Current KCLS Systems’. The rest of the

interfaces are dependent upon the solution provided by the successful proposer. For example, although

we are using a system for a few instances where legal signatures are required, we prefer a more

integrated solution. We are using an ordering function connected to Evergreen, but there is already a

bridge to our JDE GL established; it is possible that can be leveraged instead of a new interface

(unknown at this point). KCLS is looking for the proposer to suggest an integrated approach, which may

mean that KCLS has to change one of its current systems.

Additional information on interface requirements is contained in Appendix A – KCLS Consolidated

Requirements.

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Section 2.4 - Implementation Services Proposers’ shall propose a recommended implementation methodology based on their proposed solution and understanding of KCLS business needs and requirements. Based on current best practices, KCLS anticipates the proposed methodology will include the following:

Project management, including project planning and kick-off

Solution to requirements fit/gap

Solution design and configuration, including incorporation of best practices

Data conversion & migration from other systems

System(s) integration

Testing

Quality management

Training and education

Go-live support

Transition to service

Cutover & deployment across KCLS

Post-implementation support, including system optimization KCLS expects that the proposer will clearly describe the produce, services, and associated costs for all aspects of ongoing customer service.

Section 2.4.1 – Implementation Schedule and Stages Given the inefficiencies with the current invoicing manual processes, it is KCLS’ desire to implement the proposed procure-to-pay/automated invoicing solution as quickly as possible, in a high-quality manner. KCLS is looking to select and pay for the system by Nov 2020, with implementation beginning February 2021 and completing at the end of April 2021. Preparation for implementation could begin at a very low pace in Nov and Dec, however year-end accounting activities will have a huge impact on key resource availability until January. The proposer should include a detailed schedule for implementation given these constraints.

Section 2.4.2 – Key Personnel Proposers shall identify and designate key personnel in their proposal submission. KCLS expects the

Proposer’s proposed personnel are properly trained and skilled to deliver the services defined in this RFP.

The Proposer will not transfer or reassign any key personnel, as designated by the Prime Proposer, without

the express written consent KCLS.

Section 2.4.3 – Proposed Personnel Proposer personnel must have a minimum level of experience, which is suited to their role on the project.

Additionally, KCLS must have the right to remove Proposer personnel upon KCLS’s request if KCLS

determines that such personnel are not meeting project needs, such services are unsatisfactory, or the

project is being hindered.

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Section 2.4.4 – Training Training KCLS personnel in use of the proposed procure-to-pay/automated invoicing solution is critical to

the overall success of the implementation.

The successful Proposer will be required to tailor and customize it’s “out-of-the-box” training materials

for KCLS. The customized materials shall be designed to educate KCLS employees on the use of the KCLS

configured solution.

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SECTION 3 – GENERAL INFORMATION FOR PROPOSERS

Section 3.1 – Proposer Relations Coordinator KCLS’s Proposer Relations Coordinator for this procurement is the sole point of contact for this

procurement. All communication between the proposer and KCLS, upon release of this RFP, shall be

with the Proposer Relations Coordinator, as follows:

Name Debbie Toy

Email Address [email protected]

Phone Number(s): (425) 369-3265

The proposer’s bid shall be formally submitted to the email address above. All submissions will receive a

notification of receipt.

Any other communication will be considered unofficial and non-binding. Proposers are to rely on written

statements issued by the Proposer Relations Coordinator. Communication directed to parties other than

the Proposer Relations Coordinator may result in disqualification of the proposer.

Section 3.2 – Estimated Schedule of Procurement Activities Date Event

Monday, August 31, 2020 Issue Request for Proposals

Friday, September 4, 2020 by 4:00 PM PT RSVP to Proposers Conference Due

Tuesday, Sept 8, 2020, 10:00-11:00 AM PT Virtual Proposers Conference

Wednesday, September 9, 2020 by 11:00 AM

PT

Proposer Requests for Clarification Due

Friday, September 11, 2020 KCLS Responses to Requests for Clarification

Monday, September 14, 2020 Mandatory Letter of Intent due to KCLS

Friday, September 18, 2020, 4:00 PM PT Proposer Proposals Due

Friday, October 7, 2019 KCLS to Complete Written Proposals

Evaluation/Down Select for Demo Phase

October 10, 2020 (by appointment) Solution Demonstrations

Friday, October 23, 2020 Announce “Apparent Successful Proposer” and

send notification via e-mail to unsuccessful

proposers

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October 23- Nov 6, 2020 Negotiate Contract

January 25, 2021 Begin Contract Work

Note: KCLS reserves the right to revise the above schedule

Section 3.3 – Virtual Proposers’ Conference There will be an optional opportunity for prospective Proposers to meet with KCLS staff for a Question

and Answer session.

Proposers’ Conference

Date: Tuesday, September 8, 2020

Time: 10:00-11:00 am, PT

Location: Virtual meeting instructions will be provided to those vendors

who RSVP for the event

Participation at the Proposers Conference is not mandatory; however, if you are intending to participate

please send an RSVP to:

Debbie Toy: [email protected]

In Subject line use: RFP #20-05 Proposers Conference RSVP

Please provide us names and titles of those attending by 4:00 PM PT on September 4, 2020.

Section 3.4 – Requests for Clarification

Questions and requests for clarification concerning this RFP shall be submitted by email no later than

Wednesday, September 9, 2020 by 11:00 AM PT, to the Proposer Relations Coordinator identified in

Section 3.1 – Proposer Relations Coordinator.

The words “RFP #20-05 KCLS Procure-to-Pay/Automated Invoice Processing-Request for Clarification”

shall appear in the subject line. Inquiries shall state the applicable RFP section, page and paragraph to

which the question(s) pertain. Faxed requests for clarification will not be accepted. Confirming receipt of

questions is the responsibility of the submitting organization.

The organization shall be responsible for requesting clarification concerning the RFP to allow it to respond

specifically, thoroughly, and clearly to every specification, requirement, or question presented in the RFP.

KCLS shall in no way be responsible for any errors or ambiguities in the RFP. A failure of KCLS to respond

to any request for clarification shall not be considered by any organization that KCLS agrees or disagrees

with any statement, which may be contained in the request for clarification.

All clarifications to the RFP will be posted to the KCLS website by September 11, 2020. The source of an

inquiry occasioning a clarification shall not be given.

Any information provided after distribution of the RFP is for clarification only and not binding on KCLS.

mailto:[email protected]

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Section 3.5 – Submission Requirements

The proposal must be received through email to the Proposer Relations Coordinator, identified in

Section 3.1 – Proposer Relations Coordinator, no later than Friday, September 18, 2020, 4:00 PM PT. It

is the responsibility of the Proposer to ensure timely delivery of Proposals.

The e-mail shall include the following in the subject line of the e- mail(s): [Company Name] RFP 20-05

Procure-to-Pay/AP System, September 18, 2020, 4:00 PM PT.

DO NOT submit .ZIP files. The maximum file size that will be accepted is 25MB.

KCLS will use the time stamp on the e-mail to determine timeliness. Late proposals will not be accepted

and will automatically be disqualified from further consideration.

Section 3.5.1 – Completeness of Response Responses must provide complete, concise information regarding the Proposer’s experience and ability

to do provide the products and services defined in this RFP but should not be overly lengthy. Section

3.5.2 – Signatory Requirements

Proposals must be signed by a corporate official, owner or a person who has been authorized to make

such a commitment.

The organization must clearly state that the proposal submitted presents a true offer of services and/or

materials. It must be clearly stated that the proposal is not a result of any direct or indirect coordination

or collusion with other firms submitting a proposal in response to this RFP.

Section 3.5.3 – Acceptance Period The Proposal must clearly state the total length of time during which the services, and any related prices

presented in the proposal are valid and reliable. It is required that this time period be no less than one

hundred twenty (120) days from the date the proposals are due.

Section 3.5.4 – Multiple or Alternative Proposals Prime Proposers are advised that the submission of multiple proposals, or alternative approaches to

specific sections of the requirements will be considered non-compliant and those proposals will be

disqualified. We are relying on the proposer as the expert to identify in its proposal the approach which

is believed to be the most effective to produce the required systems and services.

Proposers who are acting as a Prime Proposer are limited to submitting one proposal. A single Proposer may be named as a subcontractor on multiple proposals submitted by other Prime Proposers.

KCLS does not conduct a public opening of proposals, nor are evaluation “progress reports” available.

Notification of award will be sent to all proposers.

Section 3.6 – Responsiveness Organizations shall respond to each, and every, requirement contained in the Appendix B – Detailed

Proposal Requirements of this RFP. Responses must be in the same order in which the points appear in

the RFP. The proposal must be clear, unambiguous, and capable of being understood without reference

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to other documentation. Failure to address a particular requirement shall be presumed to mean that the

function or requirement is unavailable.

Failure to comply with the requirements of this RFP may result in disqualification.

Section 3.7 – Withdraw of Proposals An organization may withdraw or modify its proposal in writing by email, delivery service, certified U.S.

Mail, or by hand delivery at any time prior to the RFP deadline for submission.

Section 3.8 – No Obligation to Contract This RFP does not obligate KCLS to contract with any Proposer for any products or services, whether with

respect to the products or services which are the subject of this RFP or otherwise.

Section 3.8 – Errors and Omissions If the Proposer discovers any discrepancy, error, or omission in this RFP or in any of the attached

appendices or attachments, the Proposer will notify the RFP Coordinator immediately. If KCLS agrees with

the notice, a written clarification/notification will be sent to all proposers via email.

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SECTION 4 – PROPOSAL REQUIREMENTS Firms interested in providing the services described in this RFP are requested to submit the following

information. Responses to each item should appear in the same order as in this RFP and should

designate by heading and paragraph the item to which the response applies. Proposals must be

written in English and submitted electronically to the Proposer Relations Coordinator, identified in Section

3.1.

Proposals must provide information in the same order as presented in Appendix B – Detailed Proposal

Requirements with the same headings. This will not only be helpful to the evaluators of the proposal. It

will assist the Proposer in preparing a thorough response in the order noted below, and in compliance

with the detailed proposal submission requirements presented.

1.0 – General Response Section ID Proposal Content

1.1 Cover Letter

1.2 Table of Contents

1.3 Prime Proposer Overview

1.3.1 Prime Proposer’s Company History

1.3.2 Prime Proposer’s Financial Information

1.3.3 Prime Proposer’s Qualifications

1.3.4 Prime Proposer’s Product Overview

1.4 Proposed Partner(s) / Subcontractor(s) Overview

1.4.1 Partner(s) / Subcontractor(s) Company History

1.4.2 Partner(s) / Subcontractor(s) Financial Information

1.4.3 Partner(s) / Subcontractor(s) Qualifications

1.4.4 Partner(s) / Subcontractor(s) Product Overview

1.5 Customer References

1.5.1 Prime Proposer’s References

1.5.2 Partner(s) / Subcontractor(s) References

1.6 Cost Proposal for the Proposed Solution & Scope of Services

1.6.1 Price Guarantee

1.6.2 Price Proposal Questions

1.6.3 Detailed Cost Proposal

2.0 – Implementation Response Section ID Proposal Content

2.1 Technical Proposal

2.1.1 Proposed Solution

2.1.2 Proposed Solution to KCLS Requirements Fit/Gap (Appendix A)

2.1.3 Workflow

2.1.4 Reporting

2.1.5 Mobile

2.2 Implementation Plan

2.2.1 Implementation Approach & Schedule

2.2.2 Data Conversion & Migration

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2.0 – Implementation Response Section ID Proposal Content

2.2.3 Testing

2.2.4 Migration & Cutover

2.2.5 Proposed Personnel

2.2.6 Proposed Personnel References

2.3 Training Proposal

3.0 – Post-Implementation and Ongoing Support & Maintenance Section ID Content

3.1 Customer Service / Support Proposal

3.2 System Maintenance / Upgrades

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SECTION 5 – EVALUATION Section 5.1 - KCLS Procure-to-Pay/Automated Invoice Processing Evaluation

Criteria KCLS intends to select the proposal that is most advantageous to itself. The responses to this RFP will be

evaluated by a Selection Committee to be established for such purpose. The evaluation will include a

review of all proposals based on the following criteria:

KCLS evaluation criteria include:

1. Responsiveness to the scope of services outlined in this RFP (ability to provide services requested

by KCLS)

2. Qualifications of the proposer, including experience and qualifications of relevant staff.

3. Degree of fit between KCLS Procure-to-Pay/Automated Invoice Processing Requirements

(Appendix A) and proposer’s proposed solution

4. System demonstrations

5. Quality of references

6. Quoted costs and discounts

Additional evaluation criteria may be considered base on KCLS’ discretion

Section 5.2 - Proposal Evaluation Proposals will be evaluated against the evaluation criteria outlined in Section 5.1 – KCLS Procure-to-

Pay/Automated Invoice Processing Evaluation Criteria. The proposal submission should address the

evaluation factors, in sufficient detail, and be completely responsive to the requirements defined in this

RFP

Section 5.2.1 – Questions KCLS may have questions regarding the individual proposals during the initial evaluation period. If there

is a need to request additional information or clarification of response, this request will be made to all

Proposers.

Section 5.2.2 – Invitation for Solution Demonstration Based on the proposal evaluation, KCLS will establish a competitive range. Those firms within the

competitive range will be shortlisted and invited for solution demonstrations. The rankings from the First

Round Evaluation may not carry through to future evaluations.

Section 5.3 – Solution Demonstration & Interview The Shortlisted Proposers (finalists) will provide an in-person, onsite demonstration of their proposed

solution and respond to additional information relating to their proposal through an interview. Those

proposers that are invited to provide an onsite demonstration will be provided with demonstration scripts

at least one week prior to the scheduled demonstration.

The demonstration must be for the product proposed in the Prime Proposer’s response to RFP 20-05.

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Section 5.3.1 – Demonstration Scripts KCLS will provide specific instructions and demonstration scripts for the demonstration prior to the

demonstration and interview. The demonstration shall include working software, not just screenshots of

the system.

Information learned during the demonstrations and interview will be used to revise the rankings of the

finalists based on the evaluation criteria listed in 5.1.

Section 5.4 – Addendum (optional step at KCLS’ discretion) KCLS may issue an addendum revising the scope and/or requirements set forth in this RFP.

Section 5.5 – Best & Final Proposal (optional step at the KCLS’ discretion) Following the addenda KCLS may call for a best and final proposal. If a best and final proposal is requested,

finalists will submit revised technical and price proposals.

The best and final proposal will then be evaluated by the evaluation team in accordance with the

evaluation criteria identified herein. Information gained during demonstrations will be considered in

addition to the information contained in the best and final proposal.

Proposers must submit their best prices in the best and final proposal as KCLS intends to make its award

decision based on the best and final proposal. Should KCLS determine it is in the best interest of KCLS to

conduct multiple rounds of price negotiations prior to making the award decision, KCLS may do so.

Section 5.6 – Reservation of Rights

Section 5.6.1 – Rejection of Proposals KCLS reserves the right to reject any and all proposals for any reason.

Section 5.6.2 – Right to Negotiate KCLS reserves the right to accept other than the lowest priced proposal and to negotiate with any

organization when the best interests of KCLS are served by so doing.

KCLS may invite one or more representatives from any organization to meet or talk with KCLS

representatives for the purpose of clarification of the proposer’s proposal, including potential requests

for demonstration to validate capabilities.

Section 5.6.3 – Right to Waive Irregularities KCLS may at its sole discretion waive any irregularity or informality in a proposal submitted by any

organization. Additionally, KCLS reserves the right, at its sole option, to make corrections to the Prime

Proposer’s proposal when an obvious arithmetical error has been made in the price quotation. Proposers

will not be allowed to make changes to their quoted price after the proposal submission deadline.

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SECTION 6 – SPECIAL CONDITIONS Section 6.1 - Organization Responsibility

1. Any organization submitting a response agrees to all the rules and conditions required in this RFP.

All materials submitted in response to the RFP shall become the property of KCLS. The

organization’s proposal and the RFP shall become part of any contract that is negotiated with the

successful organization unless modified in writing by the contract.

2. The successful organization shall be required to assume responsibility for delivery of goods and/or

services as defined in the contract.

3. The organization shall be required to demonstrate that there is in effect all licenses, permits and

authorizations to provide all products and services it proposes.

4. It is the organization’s responsibility to ensure that the RFP is not defective and does not

inadvertently restrict competition. Protests to the RFP must be in writing and be made prior to

the due date to permit time for revisions to be issued.

5. The cost for developing proposals in response to this RFP is entirely the obligation of the

organization and shall not be charged to KCLS in any manner.

Section 6.2 - Alternate Organization Selection If KCLS fails to negotiate a contract with the organization of first choice, KCLS shall reserve the right to

enter into new contract negotiations with an alternate organization(s).

Section 6.3 - Payment Schedule KCLS would prefer to pay the majority of the costs for the proposed solution implementation in 2020.

Contract negotiations will include costs for implementation of the solution, user training and materials,

on-going maintenance activity and/or subscription costs.

Section 6.4 - Wages The organization shall be required to pay any wages or salary required by the laws or regulations of any

government entity having jurisdiction.

Section 6.5 - News Release Mention of KCLS, staff, or programs in advertising, customer lists, photographs, or articles in the

professional literature pertaining to an award resulting from proposals made in response to this RFP shall

not be made by any organization without prior written approval from the KCLS administration.

Section 6.6 - Written Contract KCLS and the selected organization shall negotiate a contract, and nothing shall be binding on either party

until the contract is in writing and signed by both parties, except organization is obligated to keep its

proposal in effect for period specified in this RFP.

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SECTION 7 – PROTESTS OF AWARD Protests concerning the award of this RFP shall be submitted in by email to [email protected] or in

writing to:

King County Library System

Attn: Director of Finance

Protest to Award of P2P/Automated Invoicing

960 Newport Way NW

Issaquah, WA 98027

Organizations should clearly state the grounds for their protest and the requested action.

Section 7.1 - Deadline Letters of protest must be received by KCLS no more than one week after RFP award has been

announced.

Section 7.2 - Response to Protest Written response to protest letters will be composed jointly by the Selection Committee and the Director

of Finance. Responses will be available within approximately two weeks of receipt of protest. Written

responses are mailed via certified mail to the protesting organization.

mailto:%[email protected]

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APPENDIX A – KCLS Procure-to-Pay/Automated Invoice

Processing Requirements

Appendix A documents the KCLS requirements for an integrated Procure-to-Pay/Automated Invoice

Processing solution. The appendix can also be provided as its own Excel file if requested by the vendor.

Please ensure that you provide the completed version of the matrix with your proposal submittal.

The requirements are organized around the following topics (one tab each in the excel file):

Functional Group Description

General These are general system requirements that pertain to the entire system.

Interfaces Features connections between contracting and invoicing processes and the KCLS Financial System (JDE) for the processing of payments. Also features potential integrations with other related KCLS systems

Vendor Management Features and functions that are related creating a single Vendor record that includes basic information, ratings, notes, and association with applicable invoices and receipts

Contracting Features and functions related to contracting with various vendors for purchases and services (from simple to complex contracts)

Capture & Workflow Features the elements of how invoice information is received and the workflows required for the different types

Accounting Features and functions related to invoice processing and the connection to the KCLS Financial Systems (JDE)

Programming Additional features and functions related to the unique purchases and services of the individual library branch events and programs, and system-wide library events and programs

Facilities Additional features and functions related to the unique purchases and services of Facilities

Foundation Additional features and functions related to purchases and services made on behalf of the KCLS Foundation (an organization separate from the library system itself

Each requirement has been assigned a requirement type:

Requirement Type Description

Functional Functionality that is provided by the system to support business capabilities.

Interface Interfaces the enable the transformation and exchange of information among systems.

Operational Capability to support the operations, support, management and maintenance of the system.

Reporting Standard reporting to support internal and external information needs.

Workflow Automated workflows with routing, notification, and approval capabilities.

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KCLS has assigned a priority to each requirement:

Code Priority Definition

H High A high priority requirement is one that is deemed necessary for the system to meet KCLS’s operating needs.

M Medium A medium priority requirement is one that is deemed to provide significant value to KCLS, but is not absolutely needed to meet KCLS’s operating needs.

L Low A low priority requirement is one that would have value to KCLS or parts of the organization, but is not necessary for operating needs.

A.1 Instructions for Completing the Requirements Spreadsheet Proposers must enter the most appropriate Code in the “Response Code” column for each requirement

listed. Use only the Codes listed below to provide a response for each row and only list one Response

Code per row. Include additional information in the ‘Proposer Comment’ column as indicated or for

further description.

Response Code Description

F Fully provided out-of-the-box (no modification or configuration)

C Configuration provided by vendor (describe in Proposer Comments column)

R Reporting tool satisfies the requirement

T Third Party software satisfies the requirement (describe in Proposer Comments column)

A Available within next six (6) months and is on the product development roadmap

NA Not available

Please note that KCLS is currently not currently using all the functions JD Edwards has available. Some

of the requirements in the matrix might be fully satisfied using those functions. If your solution chooses

to capitalize on JD Edwards functionality for any of the items on the matrix, please make a note in the

“comments” column.

If you are proposing any customizations or extensions in the requirements responses, please identify in

the Proposer Comment column if the customizations or extensions will become a standard part of your

solution and be supported in the next version of your solution as part of the base system

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General Requirements - Procure to Pay / AP Automation

Functional Area Function Requirement Type Priority Response Comments

GENERAL Communications Ability to opt in / opt out of receiving reporting reminders

Functional MEDIUM PRIORITY

GENERAL Configuration Changes

Ability to configure field labels Functional HIGH PRIORITY


Ability to create and report on KCLS specific fields

Functional HIGH PRIORITY


KCLS control over system configuration and changes

Functional MED PRIORITY

GENERAL Data Provide the ability to establish data retention rules for system data and attachments


GENERAL Data Provide a data dictionary or data definition documentation

Reporting HIGH PRIORITY

GENERAL Data Pull and sort data by PO, by Cost Account, by location, by project, by vendor, by date


GENERAL Data Ability to generate custom reports using all relevant data fields


GENERAL Data Ability to extract data and import into a data warehouse


GENERAL Document Management

Ability to scan and store a document Functional HIGH PRIORITY

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Associate a stored document with a Vendor, Contract, PO, cost account, etc.



Associate a stored document with a vendor record



Associate a stored document with a workflow



Display scanned documents as PDFs, .tif, JPG



Print any document that is stored in the system


GENERAL Documents Able to send documents (e.g., contracts) to designated vendor addresses as part of workflows


General General Ability to sort invoices by Fund types: General, Construction Bond, Capital Project Bond, Gift


GENERAL General Maintain a single authoritative source of information for a vendor


GENERAL General Ability to make Historical Edits with audit controls/history


General General Ability to track where an invoice is in the entry to payment cycle.

Functional High Priority

GENERAL General All interfaces should have create, replace, update, delete capabilities

Interface HIGH PRIORITY

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GENERAL Integration Information entered into one part of the system is available across all sub-systems


GENERAL Invoice Type Ability to manage invoices from multiple sources: credit cards, online vendors (e.g., Staples, Office Depot), ad hoc vendors (library programming), construction contracts and payments, utilities, etc.


GENERAL Notes Ability to add notes to a vendor, a contract, a PO, an invoice, or a receipt


GENERAL Operational Planned maintenance outages should be planned and communicated at least one week in advance and include a description of the changes being implemented

Operational HIGH PRIORITY

GENERAL Operational Provide a discrete environment(s)/ plan for testing and training


GENERAL Operational The system must be able to handle exception conditions gracefully, without failure.


GENERAL Operational Application must be able to provide transaction response time of less than 3 seconds 95% of the time


GENERAL Operational A system's availability should be 7x24. Operational HIGH PRIORITY

GENERAL Operational Must be able to support at least 1400 users (not all at one time)


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GENERAL Operational System should provide a well-defined API that can be used to exchange information with external Systems

Operational MEDIUM PRIORITY

GENERAL Operational Provide a summary of the product enhancement roadmap at least quarterly

Operational MEDIUM PRIORITY

GENERAL Reconciliation Perform Contract, PO, and Paid Invoice audits and reconciliations, with ability to make notes on discrepancies


GENERAL Reporting Report generator with data visualization, including support for dashboards and data mining


GENERAL Retention Ability to manage data retention schedules and ability to respond to public records requests using search/print/export


GENERAL Security Ability to electronically sign and approve work and documents with identified limits


GENERAL Security Provide a multi-tiered security and authorization framework that restricts access to features or data to certain users and protects the privacy of data entered into the software.


GENERAL Security Create an electronic footprint to track any change to an invoice record.


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GENERAL Workflow Support more than one business (i.e., ability to import data into different software packages - 1) for the Burien invoices for the Burien Condo Association (separate EIN), and 2) the KCLS Foundation (separate accounting system)


Interface Requirements

Functional Area Function Requirement Type Priority Response Comments

INTERFACES Evergreen to System

Ability to ingest the exported file from Evergreen and code invoices against 100+ discrete budgets (from yearly budget process) and translate into 8 GL codes; vendor translation and user authorization


INTERFACES Evergreen to System

Reconcile Orders, Invoices, and PO's Reporting HIGH PRIORITY

INTERFACES Interface Ability to electronically interface with digital legal signature functionality/provider (open to suggestion on provider)


INTERFACES Interface Ability to electronically interface with KCLS background check provider (HireRight)


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INTERFACES Invoice Capture Ability to import invoices from Overdrive electronically and connect to PO's


INTERFACES Invoice Capture The software shall ingest PDF invoices from email.


INTERFACES Invoice Capture The software shall ingest PDF invoices from a manual file upload.


INTERFACES Invoice Capture The software shall allow scanning of invoices directly into the application to a PDF format.


INTERFACES Invoice Capture The software shall electronically receive Credit Card and Online Vendors invoices, code, approve, and initiate payment of vendors


INTERFACES JDE Interface The software integration shall validate invoices with ERP purchase order data (e.g., PO number, amount); one-to-one, one-to-many, as applicable


INTERFACES JDE Interface The software shall identify the appropriate invoice type based on a flag in the underlying PO record.


INTERFACES JDE Interface The software shall validate the GL accounts in “real time” when altered/selected during the approval workflow.


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INTERFACES JDE Interface The software integration shall support the ability to distribute costs into 80+ business units


INTERFACES JDE Interface The software integration shall balance and match values prior to import/entry into JDE 2 way and 3 way matching


INTERFACES JDE Interface The software integration shall not create rounding issues in JDE data.


INTERFACES JDE Interface The software should provide a link to the Invoice from the JDE Media Objects button in each JDE application


INTERFACES JDE Interface Purchasing limits based on JDE's limits Functional HIGH PRIORITY

INTERFACES Reporting The software should provide methods for access by 3rd party reporting tools.


INTERFACES Security The software shall use native JDE security for user privileges and/or have its own role-based standard.


INTERFACES Security The new software should have ability to support roles/security specific to each functional area


INTERFACES Security (System to KCLS Active Directory)

The software shall integrate with the KCLS user ID and password security credentials for login. It should support AzureAD (Single sign On)


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INTERFACES Solution elements

Any on-premises components of the proposed solution should be minimal and should integrate with other KCLS systems with minor adjustments.

Operational MED PRIORITY

INTERFACES System to Cierson

Ability to interface with Cireson (inventory management)

Interface LOW PRIORITY

INTERFACES System to JDE Ability to initiate check request workflow to JD Edwards and the AP financial system

Workflow HIGH PRIORITY

INTERFACES System to JDE/GL Ability to indicate an invoice is ready for payment


INTERFACES System to JDE/GL The system must integrate with the KCLS JD Edwards System (EnterpriseOne 9.2)


INTERFACES System to JDE/GL Ability to track invoices against budget information

Reporting MED PRIORITY

INTERFACES System to JDE/GL (Accounting to GL)

Ability to export invoice information to JD Edwards Financial System



Ability to reconcile report from new system with JDE Journal Entries (GL)



Ability to create PO's through the JD Edwards Financial System

Operational MED PRIORITY

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INTERFACES System to Outlook

The solution must integrated with Microsoft 365 and Outlook for sending or receiving email.


INTERFACES System to SharePoint

The solution must integrate with Microsoft 365 and SharePoint for content management to store electronic images with required metadata.


INTERFACES User Interface Include the ability to use multiple browsers Chrome, Edge, Firefox, Safari


INTERFACES User Interface System should be “accessible” to authorized staff and accommodate those with disabilities whether it be visual, hearing, or developmental. (WCAG guidelines)


INTERFACES User Interface Ability to tailor the user interface to meet the needs of different personas/user preferences


INTERFACES User Interface Modern user interface and experience that minimizes the number of "clicks"


INTERFACES User Interface The software shall include roll-based dashboards with real time and statistical data (e.g., cycle time, discounts earned, invoices in process, approval status, delegates, time in queue).


INTERFACES User Interface The software shall include ability for vendors to logon to a portal to view transactions such as status, payment information, etc.


INTERFACES User Interface The software shall have the ability to perform ad-hoc queries and reports.


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INTERFACES User Interface The software shall display invoice images and data side by side for invoice entry and approvals.


INTERFACES User Interface The software shall allow download of invoice images to the client computer.


INTERFACES User Interface Provide the ability to create read only view of information to prevent the inadvertent changes to information


INTERFACES User Interface The software shall support current major release and one prior major release of Chrome, Firefox, Edge, and Safari on a rolling basis.


Vendor Management Requirements

Functional Area

Function Requirement Type Priority Response Comments

VENDOR MANAGEMENT

General Ability to add unique category code (to ensure receipt of 1099-Misc form at year end) and/or recognize $ minimum for 1099


VENDOR MANAGEMENT

General Initiate background check Functional MED PRIORITY

VENDOR MANAGEMENT

Vendor Record Create and maintain an integrated Vendor record: Name, address, phone, rating, contracts, payments, documents, notes, etc.


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VENDOR MANAGEMENT

Vendor Record Make all vendor information/documents available online through self-service to authorized KCLS staff


VENDOR MANAGEMENT

Vendor Record Ability to store, query, and view the vendor W9 form


VENDOR MANAGEMENT

Vendor Record Self-service for vendor address change, phone number, and email by approved users


VENDOR MANAGEMENT

Vendor Record Ability to indicate preferred payment method and/or address


VENDOR MANAGEMENT

Workflow Ability to initiate, track, upload back-ground checks associated with a vendor


VENDOR MANAGEMENT

Workflow Ability to create a mailing list to mass communicate with vendors.

Workflow LOW PRIORITY

VENDOR MANAGEMENT

Workflow Ability to identify vendors not used in the past year or two, and have a simplified feature to inactivate the vendor.

Workflow MEDIUM PRIORITY

Contracting Requirements

Functional Area


CONTRACTING Data Ability to associate invoices and payments with a contract and vendor


CONTRACTING Data Ability to indicate when contract has been fulfilled


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CONTRACTING Data Ability to associate staff members managing the contract


CONTRACTING Data Ability to associate a general "type" to the PO/contract (i.e., library program/event, utility, build project, supplies, etc.)


CONTRACTING Data Ability to associate a discrete program or project name (i.e., Life After High School, World Language Story Times, Play & Learn, HVAC for Bothell, etc.)


CONTRACTING Data Ability to reflect event dates and times, associated location and responsible staff


CONTRACTING Data Ability to indicate the Contract is final (using electronic signature information)


CONTRACTING Data Ability to indicate the Contract has been fulfilled (Complete/Closed)


CONTRACTING Document Management

Ability to store contract document Reporting HIGH PRIORITY

CONTRACTING General Provide effective dating for all contracts


CONTRACTING Property Ability to identify and track property related procurements

Functional LOW PRIORITY

CONTRACTING Reporting Ability to report status on the fulfillment of current contracts by organization and project/event


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CONTRACTING Workflow Ability to receive and approve a contract electronically


CONTRACTING Workflow Ability to generate and sign a generic contract for ad hoc vendors


CONTRACTING Workflow Ability to electronically email contract or other information to vendor for review and/or comment


Capture & Workflows

Functional Area


Capture Exceptions The software shall recognize duplicate invoices and will send to exception handling.


Capture Exceptions The software shall detect – non-invoice submitted documents (e.g., quotes, statements, etc.) and reroute for exception handling.


Capture Forms The software shall allow form-based data entry for new submissions, including non-PO transactions.


Capture Forms The OCR technology shall have the ability to use a template to process standardized forms.


Capture General The software shall support both PO and non-PO Invoices.


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Capture Identification The software shall recognize and capture only the current amount due on invoices with prior balances.


Capture OCR The software shall use Optical Character Recognition (OCR) technology.


Capture OCR The OCR technology shall be smart, allowing non-template based processing of invoices.


Capture OCR The software shall auto-populate data entry fields from the ingested electronic documents to reduce manual data entry.


Workflow Approvals Ability to receive invoices (paper or electronic), auto code, date, and initiate approval


Workflow Approvals For Invoices with multiple approvers, the ability to electronically capture the amount, library, Business Unit and approver (approve by line item)


Workflow Changes The software shall allow for GL update/corrections at the time of approval by the approver and/or admin prior to routing to the approver.


Workflow Changes The software workflow shall log every change and approval event.


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Workflow Comments/ Notations

The software shall have the ability to make notations/comments during the workflow process.


Workflow Communication The software shall automatically escalate reviews to next person based on configurable time limitations.


Workflow Communication The software shall send and escalate reminders to approver, next recipient in workflow and supervisor when an invoice is not approved after configurable periods of time.


Workflow Communication The software shall provide multiple methods of communication for authorizations from the following: Email and Mobile applications (iPhone, Android, Windows).


Workflow Communication The software shall flag emails from the system so the approver can find them/spot them easily (flagged as important or other method of highlighting the message)


Workflow Communication The software shall send consolidated emails to approvers to minimize amount of email traffic to a particular approver.


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Workflow Delegation The software shall have ability for approvers to delegate authority to another user and maintain the appropriate signature authority.


Workflow Document Management

The software shall have the ability to upload additional necessary supporting documentation within the workflow.


Workflow Encumbrance The software shall have the ability to reverse the original encumbrance on the PO and redistribute the amount over multiple accounts during the GL allocations. (multiple account distribution)


Workflow Exceptions The software shall validate and route insufficient PO funds to an exception workflow.


Workflow Exceptions The software shall validate approve expenditure authorization thresholds.


Workflow Exceptions The software shall accommodate special handling requests (e.g., hold for pick-up, add attachments, separate check request).


Workflow Forms Ability to manage mileage and other reimbursement check requests (Form), receipts, codes, $ limits, and approvals

Workflow MEDIUM PRIORITY

Workflow Forms -Benefits Ability to manage Check Requests (Form) and approvals for Benefits Payments


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Workflow General Ability to set up different workflows for invoice approval. (For example, all utilities would go to facilities manager, versus routing based on the site location where the expense occurred for approval.)


Workflow General Ability to track subscriptions that are paid for through credit card transactions (credit card statement vs invoice)


Workflow General The software shall include client configurable workflows


Workflow General Ability to apply spending/approval limits to staff security role and to the workflow


Workflow General Approval process for misc. adjustments Workflow HIGH PRIORITY

Workflow General Approval process to authorize payments


Workflow General Automated reports for remaining contract commitments


Workflow Identification The software shall identify and flag invoices from suppliers providing discount pricing for quick payment.


Workflow Identification The software shall prompt the approver to identify the correct line to apply the payment when the system cannot automatically match a line on a two-way invoice.


Workflow Identification The software shall identify dummy GL accounts and not allow approval until corrected.


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Workflow Identification The software should be capable of detecting out of office events and delegations with automatic routing to alternates.


Workflow Interface (HCM to System)

Ability to pull (or ingest) information from HCM to support Benefits Payments


Workflow Notification Ability to auto notify Accounting when invoices are approved for payment (date and approver)


Workflow Payment Create overall vendor payment workflow


Workflow Reporting The software shall have ability to pull all associated records on an invoice, PO, or other document for audit review with an easy to follow path.


Workflow Reporting System automatically pushes reports to necessary stakeholder(s)


Workflow Routing The software shall provide admin ability to change routing for individual requests.


Workflow Routing The software shall allow reassignment of all or select documents from one approver to a different approver by an administrator.


Workflow Selection The software shall determine the applicable workflow based on data captured from the invoice/document.


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Workflow Update GL / JDE Provide adequate error handling and provide a hold code to enable processing to continue until GL code is established


Workflow Visibility The software shall maintain invoice viewable from all points in the workflow.


Workflow Workflow The software shall include client configurable approval schedules to support multiple hierarchies based on varied department routing needs.


Accounting Requirements

Functional Area


ACCOUNTING Budget The software will be able to reflect a budget for an event, and book invoices towards that amount


ACCOUNTING Budget Ability to provide report to reconcile event budgets with invoices received


ACCOUNTING Data The software will attach an accounting code to each invoice


ACCOUNTING Data The software shall manage encumbrances


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ACCOUNTING Data Ability to recognize incompatible GL coding and create a failure to move forward until corrected. For example, an expense account must be associated with a business site location; it would fail to save if site was left blank.


ACCOUNTING Data An invoice can be split over multiple business units by dollar amount or percentage.


ACCOUNTING Data Ability to recognize and stop incompatible invoicing routing to an incorrect manager.


ACCOUNTING Data Ability to send reminders and escalate to higher-level manager if invoices are not approved in established timeframes.


ACCOUNTING Data Ability to identify a duplicate invoice and reject.


Accounting Data Ability when an invoice is scanned to read the invoice letterhead items and auto populate invoice number, due date, dollar amount, etc.


Accounting Data Ability to set up auto populating GL coding for specific vendors. (For example: Puget Sound Energy - the system would know to auto populate the GL expense account for utilities.)

Functional Medium PRIORITY

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Accounting Data Ability to set up auto-route invoices for specific vendors to a specific manager for approval. (For example: all invoices for Puget Sound Energy - the system would know to auto-route to the Facilities manager.)

Functional Medium PRIORITY

ACCOUNTING Document Management

Ability to upload copies of receipts and associate to applicable transaction


ACCOUNTING Download Vendor Reports

Provide specific report that can be run for each vendor


ACCOUNTING General Ability to track original invoice number, date, sales tax, and total amount against applicable vendor record


ACCOUNTING General Ability to indicate funding type (regular, equity, central, Friends Group, Free)


ACCOUNTING General Ability to manage ad hoc purchases and general purchases (i.e., regular purchase of office supplies)


ACCOUNTING General Ability to support both batch processing of invoices and off cycle invoice payments


ACCOUNTING General Ability to reconcile statement line items on the credit card (Visa) and online vendor (Amazon, Staples) statements; highlight unclaimed charges for resolution


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ACCOUNTING General Able to submit and track various payout options (e.g., paper check, direct deposit, paperless (online, EFT)


ACCOUNTING General Associate project/job costing information to invoices, by Vendor


ACCOUNTING General Ability to tag an invoice when there are discrepancies (i.e., being researched, don't pay)


ACCOUNTING General Allow for delegation of invoice signature authority


ACCOUNTING General Ability to tag an invoice when taxes have not been included - unique category code


ACCOUNTING General Ability to tag a check request as a Travel Advance


ACCOUNTING General Ability to indicate an invoice as paid, with date of payment


ACCOUNTING General Ability to manage invoices without PO's that require an EFT payment


ACCOUNTING General Able to process invoices against a "standing order" where no PO has been generated


ACCOUNTING General The software shall validate sales taxes Functional HIGH PRIORITY

ACCOUNTING General The software shall include ability to override a discount.


ACCOUNTING General The software shall have ability for AP to override the Payee.


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ACCOUNTING General The software shall detect audit exceptions and redirect for exception handling by AP staff.


ACCOUNTING General The software shall identify and process foreign vendors with an exception workflow.


ACCOUNTING General Ability to upload copies of receipts/documents and associate with a PO, a contract, and/or an accounting code


ACCOUNTING General Date "stamp" invoice received to mark a 30-day (or other) payment cycle


ACCOUNTING General Ability for system to flag if an invoice payment is overdue


ACCOUNTING General Ability to reject invoice from vendor if missing information on the invoice


ACCOUNTING General Ability to change reviewer on-the-fly, to send an invoice to a another manager for confirmation/or FYI for unexpected changes to a purchase, and then when reviewed the invoice comes back to the originating manager to approve


ACCOUNTING Interface The software shall validate GL account number is appropriate for used by the approver and route violations to exceptions workflow.


ACCOUNTING Reports Ability to import and export reports into/from excel


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ACCOUNTING Retainage The software shall provide retainage handling functionality based on the PO/contract related to an invoice (ourselves, bank, escrow).


ACCOUNTING Retainage The software shall accommodate standard retainage when required and create appropriate transfer into an applicable holding account.


ACCOUNTING Retainage The software shall accommodate escrow retainage when required and create appropriate payment to an escrow holding account.


Additional Requirements – Library Programming

Functional Area


PROGRAMS Data Ability to indicate specific event as part of a series


PROGRAMS Data Ability to document a budget for an event or a series (numerous events) and track invoices


PROGRAMS Workflow Ability to manage and store the Program Request Booking Form, gain approvals, associate to a contract, PO, and vendor


FRIENDS Data Ability to track Vendors/contracts for services paid for by the Friends of the Library (tracking only)

Functional LOW PRIORITY

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Additional Requirements - Facilities

Functional Area


FACILITIES General Ability to authorize release of Retained funds


FACILITIES General Ability to add a unique category code Functional HIGH PRIORITY

FACILITIES General Ability to track invoices by vehicle - Owned


FACILITIES General Ability to track invoices by vehicle - Leased/Contracted/owned


FACILITIES General Ability to track invoices as a utility (PSE, WM)


FACILITIES General Ability to track invoices with POs: OF (one-time payment) and OS (subcontract with multiple payments)


FACILITIES General Ability to track invoices and POs by CIP (capital improvement plan) reference numbers


FACILITIES General Ability to track invoices and POs by Project List reference numbers


FACILITIES General Ability to send/receive vendor L&I Combined Form


FACILITIES General Ability to track the Change Orders on the Pay Apps


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FACILITIES General Ability to track a vendor from the Open PO report

Report HIGH PRIORITY

FACILITIES General Ability to associate L&I forms to POs/invoices


FACILITIES General Ability to track projects by category (interior, exterior,..)

Report HIGH PRIORITY

FACILITIES General Ability to track long term contracts numbers with RFPs and intent to bid (ITBs) (e.g., land care/leases)


FACILITIES General Ability to track when a contract is expiring (start date, end date and renewal options)


FACILITIES General Ability to transmit project invoices to vendor for a project specific request


FACILITIES Workflow Workflow for Facilities Contract invoices


FACILITIES Workflow Workflow for Facilities Leased invoices; including upload of lease agreement, and tracking of rent and common area maintenance (CAM) information by location


FACILITIES Workflow Ability to report on progress payments Report HIGH PRIORITY

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Additional Foundation Requirements

Functional Area


FOUNDATION Data Ability to clearly indicate a PO, invoice, program/event, purchase when made for the KCLS Foundation


FOUNDATION Workflow Ability to route approved invoice for payment to the Foundation


(End of Requirements List)

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APPENDIX B – DETAILED PROPOSAL REQUIREMENTS Proposals must provide information in the same order as presented in this document with the same headings. This will not only be helpful to the evaluators of the proposal. It will assist the Proposer in preparing a thorough response. Proposers should provide clear, concise, direct, detailed, and specific responses to each item/question contained in this document. Do not submit product brochures, white papers, customer testimonials, cut sheets, or other pre-prepared materials in response to these questions.

1.0 General Response This portion of the Prime Proposer’s response focuses on proposer qualifications, financial stability,

partner / subcontractor qualifications, customer references, product overview. It also includes the Cost

Proposal for the proposed Procure-to-Pay/Automated Invoice Processing solution and scope of services

defined in the RFP.

1.1 Cover Letter Provide a 1-2-page cover letter to be signed and dated by an authorized agent of the proposer. The cover

letter should include:

1. The legal and authorized name of the Proposer submitting this bid

2. Federal Identification Number (FIN)

3. Contact information for the point of contact for the bid

4. A statement that the proposal will be valid for a period of not less than 120 days.

5. Summary outlining the proposer’s understanding of the work and general information regarding

the proposer

1.2 Table of Contents Provide a detailed table of contents for the proposal.

1.3 Prime Proposer Overview The section of the proposal focuses on the Prime Proposer’s company history, financial stability, qualifications, and product overview.

1.3.1 Prime Proposer’s Company History 1. Describe the Prime Proposer’s company's business model and history, including

1. Parent company, if applicable

2. Year founded

3. Number of employees

i. Full-time

ii. Part-time

iii. Contract

4. Total number of employees dedicated to the products’ SaaS service and associated

offerings

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5. Location of corporate headquarters; location of US headquarters if different

6. Ownership model - Public vs. private

7. Brief history of the company

2. Describer the company’s primary business focus and core product(s)

3. Describe the company’s target market(s).

4. Provide other important information about the company ownership or history, such as

significant mergers, acquisitions, and/or partnerships over the past 5 years or planned

changes that are currently in process.

5. Is the company licensed to do business in the State of Washington?

(a) If the answer is no, please provide a written commitment that your organization will

become licensed in Washington within thirty (30) calendar days of being selected as

the Apparently Successful Contractor.

6. If your company is awarded the KCLS Procure-to-Pay/Automated Invoice Processing contract,

please indicate:

(a) The location and organization affiliation of the primary account manager; for

example, education, public sector, library systems, accounting systems, ERP systems,

etc.

(b) The location and organization of the primary manager who will be responsible for

KCLS's ongoing customer support.

1.3.2 Prime Proposer’s Financial Information 1. What is the company’s annual sales/revenue?

2. What percentage of the company’s revenue come from procure-to-pay or automated

invoicing customers?

3. What percentage of the company’s organization’s revenue is invested in Research and

Development (R&D)?

4. What percentage of R&D is specific to the proposed Procure-to-Pay/Automated Invoice

Processing solution?

5. Are there any outstanding lawsuits against the company? If so, please explain what impact an

unfavorable outcome would have on the company.

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1.3.3 Prime Proposer Qualifications

1. Describe your firm’s expertise in each of the following areas:

(a) Working with JD Edwards products

(b) Managing Contracts

(c) Managing Vendor Information

(d) Document Storage and Retrieval

(e) Electronic Invoice Processing

(f) Electronic Approvals and Signatures

(g) Electronic Scanning and Coding

(h) Expense Reimbursement

(i) Workflow Management

(j) Integration with Financial Accounting systems

(k) Integration with Other Inventory Systems

(l) Conformance with the WCAG 2.0 A/AA for accessibility (either by providing a VPAT or by

filling out the survey link on https://kcls.org/accessibility/).

2. Briefly describe your history providing and maintaining the scope of services covered in this RFP.

(a) When was the current version of the procure-to-pay/automated invoice processing solution released?

(b) What is your approach and process for staying up-to-date on legal and compliance

changes and implementing requirements in your core products? Please also include how these updates are released to your customer-base.

3. How many Procure-to-Pay/Automated Invoice Processing clients do you currently have?

(a) How many public sector customers in the U.S. are currently in production using your

proposed Procure-to-Pay/Automated Invoice Processing solution?

(b) How many library system customers in the U.S. are currently in production using your

proposed Procure-to-Pay/Automated Invoice Processing solution?

4. How many years have you been supporting Procure-to-Pay/Automated Invoice Processing clients?

5. What is the average size (employee workforce) of your customers?

https://kcls.org/accessibility/

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6. Please describe your experience and understanding of Procure-to-Pay/Automated Invoice Processing situations for institutions like KCLS (government entities, county entities, other libraries, etc.).

7. Identify your public sector and/or library system customers that are currently implementing or

have implemented your solution in the past three (3) years.

(a) Which of these customers are most like KCLS in terms of size and complexity?

8. Describe your company’s recent experience with implementing a Procure-to-Pay/Automated Invoice Processing solution for organizations like KCLS.

9. What key challenges were experienced in the last two implementations of the proposed solution and how were they overcome?

10. How do you differentiate yourself from your competition? Describe any competitive advantages

relating to the solution that distinguish you in the Procure-to-Pay/Automated Invoice Processing

services field?

1.4 Partner(s) / Subcontractor(s) Overview For each partner / subcontractor included in the Prime Proposer’s proposal, provide the following information. Note: If no partner(s) or subcontractor(s) are included in the proposal, include the following statement in this section of your proposal:

THIS PROPOSAL DOES NOT INCLUDE SERVICES OR PRODUCTS PROVIDED BY A PARTNER OR SUBCONTORACTOR. THE FOLLOWING PROPOSAL SECTIONS ARE INTENTIONALLY LEFT BLANK:

1.4.1 – Partner / Subcontractor Company History 1.4.2 – Partner / Subcontractor Financial Information 1.4.3 – Partner / Subcontractor Qualifications

1.4.1 Partner / Subcontractor Company History 1. Describe the partner’s / subcontractor’s company's business model and history, including

a. Parent company, if applicable

b. Year founded

c. Number of employees

i. Full-time

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ii. Part-time

iii. Contract

d. Total number of employees dedicated to the products’ SaaS service and associated

offerings

e. Location of corporate headquarters; location of US headquarters if different

f. Public vs. private

g. Brief history of the company

2. Describer the company’s primary business focus and core product(s)

3. Describe the company’s target market(s).

1.4.2 Partner / Subcontractor Financial Information 1. What is the company’s annual sales/revenue?

2. What percentage of the company’s revenue come from Procure-to-Pay/Automated Invoice

Processing customers?

3. Are there any outstanding lawsuits against the company? If so, please explain what impact an

unfavorable outcome would have on the company.

1.4.3 Partner(s) / Subcontractor(s) Qualifications

1. Please identify your product partners and describe your relationship with these partners,

including length of time the partnership has been in existence.

2. Describe the products and/or services to be provided by the partner / subcontractor as part of

the KCLS Procure-to-Pay/Automated Invoice Processing project.

3. Has the Prime Proposer partnered / subcontracted with this / these firm(s) before?

a. If yes, identify the customer(s) for which the firm(s) partnered in the past three (3) years

i. What products/services were provided by 1) the Prime Proposer and 2) the

partner(s) / subcontractor(s)

ii. What key challenges were experienced and how were they overcome?

b. If no, describe why the Prime Proposer has selected this partner / subcontractor for the

KCLS Procure-to-Pay/Automated Invoice Processing project.

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4. Describe the partner(s)’s / subcontractor(s)’s expertise and experience providing the product(s)

and/or service(s) for the KCLS Procure-to-Pay/Automated Invoice Processing project.

5. How many Procure-to-Pay/Automated Invoice Processing clients does your partner /

subcontractor currently have? Briefly describe the products and/or services provided to these

clients.

6. What is the average size (employee workforce) of your partner(s)’s / subcontractor(s)’s customers?

7. Please describe your partner(s)’s / subcontractor(s)’s experience and understanding of Procure-to-Pay/Automated Invoice Processing solutions for organizations like KCLS.

8. Describe your partner(s)’s / subcontractor(s)’s experience working with public sector and/or

library system customers.

a. Identify your partner(s)’s customers most like KCLS in terms of size and complexity.

9. Describe your partner(s)’s / subcontractor(s)’s recent experience with implementing an integrated Procure-to-Pay/Automated Invoice Processing solution for organizations like KCLS.

1.5 Customer References

1.5.1 – Prime Proposer Customer References Please include three Procure-to-Pay/Automated Invoice Processing client references, preferably library

systems and/or public sector organizations of similar size and complexity to KCLS. If possible, please

include at least one reference based in Washington State. These references must have worked directly

with the Prime Proposer, know firsthand the quality of the Prime Proposer’s work, and be willing to

provide a phone reference on your work if you are considered for a contract.

Please use the reference template provided below and include the following:

1. Client name and location including address and phone number of Client’s project manager or

primary contact; include location where services were provided if different from client location

2. Role and responsibility of the Prime Proposer (prime, sub-consultant, joint venture, etc.)

3. Description of the product and/or services provided. This description should illustrate the Prime

Proposer’s background in Procure-to-Pay/Automated Invoice Processing implementations and

Prime Proposer’s ability to deliver the scope of services contained in this RFP. Include the total cost

of the contract, start date, completion date, and final outcomes.

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Prime Proposer Customer Reference # – CUSTOMER NAME

Client: Client Phone Number:

Client Contact Role: Client Email:

Client Location:

Project Name:

Role:

Services Provided:

Start Date: Completion Date:

Total Contract Cost

Final Outcomes/Status:

1.5.2 – Partner(s) / Subcontractor(s) Customer References For each proposed partner /subcontractor, please include three client references, preferably for

product(s) / service(s) like what is being proposed for KCLS and/or public sector organizations of similar

size and complexity to KCLS. If possible, please indicate at least one reference based in Washington. These

references must have worked directly with the partner / subcontractor, know firsthand the quality of the

partner(s)’s / subcontractor(s)’s work, and be willing to provide a phone reference on your partner’s /

subcontractor’s work if you are considered for a contract.

Note: If no partner(s) or subcontractor(s) are included in the proposal, include the following statement in this section of your proposal:

THIS PROPOSAL DOES NOT INCLUDE SERVICES OR PRODUCTS PROVIDED BY A PARTNER OR SUBCONTORACTOR. PROPOSAL SECTION 1.5.2 – PARTNER(S) / SUBCONTRACTOR(S) IS INTENTIONALLY LEFT BLANK:




2. Role and responsibility of the partner/subcontractor (prime, sub-consultant, joint venture, etc.)

3. Description of the product and/or services provided. This description should illustrate the partner’s

/ subcontractor’s background in Procure-to-Pay/Automated Invoice Processing implementations

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and their ability to deliver the scope of services contained in this RFP. Include the total cost of the

contract, start date, completion date, and final outcomes.

Partner/Subcontractor Customer Reference # – CUSTOMER NAME



Client Location:

Project Name:

Role:

Services Provided:


Total Contract Cost

Final Outcomes/Status:

1.6 Cost Proposal The Prime Proposer shall be responsible for applying accurate taxes and fees in effect on the date of

proposal submission. The vendor shall be responsible for the payment of business registration fees,

permits, licenses, business and occupation taxes and all other taxes except Washington state sales tax

payable to the vendor by KCLS.

1.6.1 Price Guarantee Prices listed will apply for the entire term of the contract including option years if KCLS exercises the

option years

1.6.2 Cost Proposal Questions 1. Describe your SaaS services pricing model.

2. Describe your maintenance and support pricing model.

1.6.3 Detailed Cost Proposal Provide cost for implementation, training, SaaS services fees, licensing fees, and other recurring costs in

the tables provided below. Note, KCLS does not reimburse for travel and other incidental costs. These

should be accounted for within the existing costs. All applicable taxes should also be included.

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A. Detailed Implementation Costs Item Cost Notes

Project Management $

Configuration $

Customization $

Data Conversion & Migration $

System Interfaces & Application Integration

$

Testing $

Cutover & Deployment $

TOTAL $

B. Detailed Training Costs Item Cost Notes

System Administrator Training $

Power User Training $

Customized Training Materials $

Other – Please describe other suggested training in the Notes column

$

TOTAL $

C. Procure-to-Pay/Automated Invoice Processing Solution Proposer Implementation Costs

Item Cost Notes

Procure-to-Pay/Automated Invoice Processing

$

Invoice Scanning & Coding $

Vendor Management $

Digital Signatures $

Contract Management $

Document Storage $

Interface w/ Accounting System

S

Other (please specify below):

$

$

TOTAL $

D. Third -Party Implementation Costs

Item Monthly Costs Notes

$

TOTAL $

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Detail Recurring Costs – Monthly Costs by Year

Item Year 1 Year 2 Year 3

E. SaaS Service / Licenses

F. Subscription Costs

G. Maintenance & Support

H. Invoice Scanning & Coding

I. Other (please describe)

TOTAL

Using the cost provided in the tables above, please provide the total three (3) year cost for

implementation and ongoing SaaS and support services using the table below.

Total Three (3) Year Cost of Ownership Item Total Cost

A. Implementation Costs $

B. Training Costs $

C. Software Costs $

D. Third-Party Costs $

Recurring Costs:

E. SaaS Service / Licenses $

F. Subscription Costs $

G. Pricing for Invoice Scanning and Coding Costs

S

H. Maintenance & Support $

I. Other $

Total Three (3) Year Cost of Ownership $

2.0 IMPLEMENTATION RESPONSE

2.1 Technical Proposal

2.1.1 Proposed Solution & Product Overview Please identify the proposed solution components (by application name or software module or sub-

module) for KCLS. Use the ‘Provided By’ column to differentiate components provided by the Prime

Proposer and proposed partners / subcontractor’s, if any.

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Component Solution Name Version Number Provided By

Procure-to-Pay/Automated Invoice Processing

Vendor Management

Contract Management

Digital Signatures

Electronic Invoice Processing (Scanning & Coding, Approval Workflow)

Other (please identify below)

1. How is the proposed solution licensed?

2. Describe all licensing models including additional licenses required for development and test

environments.

3. Provide a brief overview of the product offerings in the Procure-to-Pay/Automated Invoice

Processing space for the Prime Proposer and proposed partner(s) / subcontractor(s), if any.

Clearly differentiate the offerings provided by the Prime Proposer versus proposed partner(s) /

subcontractor(s).

4. How do you stay current with changes in invoice processing and procure-to-pay issues?

5. What enhancements are planned for the proposed solution components over the next five (5)

years?

6. How frequently is the proposed solution updated (e.g., release of new features, bug fixes, etc.).

7. Please identify the short- and long-term benefits that KCLS will realize by using your solution

2.1.2 Proposed Solution to KCLS Requirements Fit/Gap Proposers shall complete and submit Appendix A – KCLS Consolidated Procure-to-Pay/Automated Invoice

Processing Requirements as part of its response. KCLS is looking for a solution that will best meet its

business requirements with minimal customizations and extensions.

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Proposers must use the most appropriate Code in the “Response Code” column for each requirement

listed in Appendix A. Please follow the instructions in Appendix A for comments.

2.1.3 Workflow 1. Describe how the workflow solution is configured and administered and the skill set needed by

staff performing these functions

a. Describe how workflow is set-up in the system.

b. To what extent is custom programming required to set up workflow?

c. Does the proposed solution come delivered with standard workflows? If so, how many

are delivered as standard?

d. How much flexibility does the client have in building workflows?

2. Describe how the workflow module maintains workflow history.

3. Describe how your workflow solution accommodate various event triggers including time-based,

manual initiation, and conditional (i.e., value of some parameter).

4. Describe the interrelationship of the solution's business rules engine and workflow rules.

a. Describe how a user configures business rules that dictate workflow steps.

5. Describe the notification mechanisms used by the workflow engine.

a. How is email used in the workflow?

b. How does the solution ensure security standards are met?

c. Describe the required supporting infrastructure including email services.

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6. Describe how your self-service is integrated with workflow to provide automatic and one-time

reminders, routing, approvals, and notifications. Also, describe the self-service audit trail, and

proxy and delegation assignment.

2.1.4 Reporting 1. Provide a brief overview of your reporting tools and how they are integrated with your proposed

Procure-to-Pay/Automated Invoice Processing solution for KCLS

a. Is the reporting solution part of the Procure-to-Pay/Automated Invoice Processing

software or a 3rd party addition?

b. Are reports produced from the operational transaction system, or is a separate reporting

environment required?

c. Describe any limitations creating online reports (e.g. formatting, fields, tables)

2. Describe your solution’s report scheduling and distribution capabilities.

a. Describe any limitations on email, electronic media, or server distribution methods.

3. Does your system have point-in-time reporting capabilities? If so, please describe.

4. Describe your solution’s ability to create workforce alerts (e.g., email reminders, reports, etc.).

5. Describe the ad-hoc report writer that is delivered with your software.

2.1.5 Mobile

1. Please describe what functionality for your overall product is available via mobile devices.

2. Please describe what mobile platforms/technologies are supported (e.g. iOS, Android, etc.)

2.2 Implementation Plan

2.2.1 Implementation Approach & Schedule 1. Describe the methodology the Proposer will use to implement the proposed Procure-to-

Pay/Automated Invoice Processing solution for KCLS

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2. Describe the recommended approach for implementing the proposed solution. KCLS is interested

in beginning implementation activities in late January 2021, although some preparatory work

might be possible. In your response, include:

a. Recommended implementation duration (number of months/years)

b. Recommended cutover date for procure-to-pay elements including automated invoice

processing based on previous experience with other customers, preferably public sector

/ library customers

c. Recommended deployment strategy, including staging/phasing of solution modules

based on the proposers understanding of KCLS’ requirements

i. Please articulate the rationale as to why the deployment strategy is appropriate

for KCLS

3. Provide a clearly delineated implementation plan and schedule, with milestones and descriptions

of each critical step for the implementation of the proposed solution(s).

4. Describe the implementation deliverables included in the Proposer’s implementation

methodology.

5. Describe the typical requirement for customer resources during similarly sized implementation

processes, including recommended number of customer resources, customer roles &

responsibilities, and expected time commitment by role.

6. What issues do you think our organization will face during the implementation? How can you mitigate those issues?

7. Please describe your approach to implementation project quality management. Summarize the

criteria and metrics that you use to measure implementation quality and assess customer

satisfaction. In addition, please describe any separate internal quality audits or reviews that are

performed for projects of this size.

8. What are your procedures and philosophy for proactively escalating implementation concerns and risks to a project’s sponsor?

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2.2.2 Data Conversion & Migration

1. Describe your services and approach relating to data conversion and migration, including data

clean-up, automated data conversion, and manual data set-up. Describe the minimum

(mandatory) set of data that must be converted to accommodate the implementation of your

solution.

2. Describe how you have worked with incumbent Procure-to-Pay/Automated Invoice Processing

vendors on converting and migrating contract, vendor, and invoice information into your

proposed solution.

a. What challenges were experienced and how were they overcome?

b. What best practice will you leverage for a smooth transition?

3. Describe how existing data and history is extracted and imported to your system at conversion.

4. Describe how you would work with our current system provider to access information.

5. Describe how you would use current information to create a test data set that could be used to

validate processes and support system testing.

6. Does your methodology accommodate cleansing, redacting or transforming data during the

process? What processes do you recommend using to assess data quality and to conduct data

clean-up prior to conversion?

7. How are issues with validation of historical data conversion handled?

8. Describe the key roles and responsibilities associated with the data conversion and migration

implementation activity. What are your assumptions about KCLS roles and responsibilities in this

area?

9. How you would transfer data to KCLS in the event of a termination of service?

2.2.3 Interface Development & Application Integration 1. Describe how your solution consumes real-time data from other systems, including data

conversion and transfer.

2. Describe how your solution exposes system data in real-time to external applications.

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3. Describe your standard interfaces to vendor products (e.g., to financial systems) and to

external agencies (e.g., banks, state, federal agencies).

4. For those interfaces that must be custom developed, describe your role in developing these

interfaces and the skill sets required by KCLS staff to maintain the interfaces.

5. Describe the methods used for integrating with external data sources.

6. Describe your approach to testing carrier/provider information exchanges.

7. Explain how standard Procure-to-Pay/Automated Invoice Processing processes integrate

within the components of the solution.

2.2.4 Testing 1. Describe your services and approach relating to testing including QA and testing strategies.

2. Describe the testing approach you will use for your proposed Procure-to-Pay/Automated Invoice

Processing solution to help ensure invoices are accurately processed and associated with the

correct vendor. Include your approach for comparing testing outcomes with the current KCLS

invoice processing environment.

a. Describe how you will research and resolve accounting and invoice discrepancies

between your test environment and the legacy KCLS systems/processes.

3. Describe the key roles and responsibilities associated with the testing implementation activity.

What are your assumptions about the KCLS roles and responsibilities in this area?

4. Describe how many test environments will be established. How will the test environments be

hosted?

2.2.5 Migration & Cutover 1. What risk mitigation procedures are available for the migration and cut-over process? Describe

your approach to back-up, data recovery or roll back procedures during the migration

2. Explain if your cut-over process requires any downtime for either system (legacy or new) or does

it include a period of time where the solution and applicable systems are run in parallel? Explain

your proposed cut-over process in detail.

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2.2.6 Proposed Team 1. Describe the typical project team and provide a project organization chart showing the roles that

will be included in the KCLS Procure-to-Pay/Automated Invoice Processing project.

1. Identify the roles, if any, that will be filled by partner / subcontractor personnel

2. Identify the roles that are designated by the Proposer as “key personnel”

2. Describe the individual responsibilities for the roles that will be assigned to the KCLS Procure-to-

Pay/Automated Invoice Processing implementation.

3. Who will be KCLS’ primary point of contact during implementation?

4. Provide biographical information for the leads and other critical roles that you are proposing for

the KCLS Procure-to-Pay/Automated Invoice Processing implementation. Include:

a. Name

b. Job title

c. Location

d. Proposed project role

e. Brief description of relevant experience

f. Years with the company

g. Years of experience implementing the proposed solution

h. Brief description of experience working with library and/or public sector customers

2.2.7 – Proposed Personnel References Provide three (3) references for each named lead and other critical roles, including designated “key

personnel”, preferably Procure-to-Pay/Automated Invoice Processing references for library systems

and/or public sector organizations of similar size and complexity to KCLS.

These references must have worked directly with the proposed individual, know firsthand the quality of

the individual’s work, and be willing to provide a phone reference on the individuals work if you are

considered for a contract.




2. Individual’s role and responsibilities

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3. Description of the product and/or services provided. This description should illustrate the

individual’s background in procure-to-pay systems and/or automated invoice processing

implementations and his/her ability to deliver the work required for his/her proposed role. Include

the individual’s start date and end date for the work performed.

PROPOSED PERSONNEL NAME

Customer Reference # – CUSTOMER NAME



Client Location:

Project Name:

Role & Responsibilities:

Services Provided:


2.3 - Training Proposal for New System 1. Describe your services and approach relating to training, including training strategy, training

plans, content development, online training, and training delivery.

2. Describe your recommended approach for training KCLS system administrators and technical

staff.

3. Describe how you will support technical knowledge transfer so that KCLS technical resources have

an adequate understanding of (and receive documentation about) the KCLS-specific configuration

and customizations

4. Describe your recommended approach for training KCLS power users.

5. Describe your recommended approach for training functional users and other users (primarily

KCLS staff accessing the solution via self-service).

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6. Describe the embedded help, online help, and online documentation that are available to aid

users of your solution.

7. Describe your approach for tailoring and customizing your “out-of-the-box” training materials for

KCLS.

8. Describe the key roles and responsibilities associated with training implementation activities.

What are your assumptions about the KCLS roles and responsibilities in this area?

3.0 POST IMPLEMENTATION – ONGOING MAINTENANCE & SUPPORT

RESPONSE 1. Describe your services and approach relating to post-implementation support, including system

optimization.

3.1 Customer Service/Support Proposal 1. Provide a comprehensive description of your solution and technical support organization and

capabilities including methods of contact, number of customer contacts allowed and agreed

response times after initial incident report and problem escalation.

2. Please provide a description of the formal procedure your company has for dealing with customer

issues, including software/solution issues, service issues, and feature requests.

3. Describe your customer service-level agreement(s), including any differences in service level tiers

(e.g., premium, gold, silver, standard, etc.).

a. What guaranteed callback response time do you provide as a part of your standard

support?

4. Define your problem severity levels and include the target response times and restorable actions

to customer issues by severity level.

5. What is the typical turnaround time (from report to solution availability) for mission-critical

defects? For non-mission-critical defects? Provide examples.

6. Where is your primary support location and what are the hours of service?

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a. Are any of your customer support personnel located offshore? If so, where are they

located?

7. What is the problem escalation procedure available to a client such as KCLS?

8. Describe how your company measures satisfaction with services provided and the metrics, which

will be used to measure the quality of the products or services supplied to KCLS. Include a sample

metric.

3.2 System Maintenance/Upgrades 1. Describe your product’s major releases and revisions schedule and approach for the past two

years.

2. What are your practices for informing customers of new features and releases of your product?

3. Describe procedures and schedules for how releases and revisions are made available to your

customers.

4. How do you distinguish between an upgrade release and the release of a new feature / product?

a. How are each made available to an existing customer?

5. Describe your company’s process for reviewing, approving, and prioritizing suggested changes

and enhancements.