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1
June 8, 2020
Potential Bidders
Street No. and Suite # City, State - Zip
Subject: Accounts Payable (AP) Invoice Entry Automation-Web Portal RFP
Dear Bidder,
Attached to this letter is Addendum No. 01 to subject Request for Proposal.
This Addendum:
1. Revised Scope of Work Document
Bidders are reminded to sign the attached Addendum Acknowledgement Form and return it with their
proposal. All other requirements of the RFP remain the same as before.
Please direct any questions to the undersigned.
Sincerely,
Tony De Luca, Buyer
Purchasing & Warehousing Department
(517) 702-6194 Phone
(517) 702-6042 Fax
2
NOTICE TO BIDDERS
ADDENDUM NO. 01
This Addendum contains changes to and/or provides information related to the requirements of the
Request for Proposal documents and shall be incorporated therein. The changes shall apply to the work
with the same meaning and force as if they had been included in the original document. The remaining of
the Request for Proposal documents not modified by this Addendum remains in full force and effect.
Bidder shall Acknowledge this Addendum in writing by signing the attached Addendum
Acknowledgement form and returning it with its proposal. Failure of Bidder to acknowledge this
Addendum No. 01 may cause the Bidder to be considered as “non-responsive”.
Where required, Bidder shall replace the pages in the Request for Proposal Document with the
corresponding revised pages included in this Addendum. The proposals submitted must include the
latest Revision, as of the date of the Proposal, of all pages.
3
ADDENDUM ACKNOWLEDGEMENT
The undersigned Bidder acknowledges receipt of Addendum No. 01, dated 6/8/2020, to Request for
Proposal for Accounts Payable (AP) Invoice Entry Automation-Web Portal RFP, and certifies that it has
considered same in formulating its proposal.
Name of Bidder:
Address of Bidder:
Acknowledged By:
Signature
Name
Title
Date
Addendum No. 01
Contents
Please see attached revised Scope of Work (SOW) document. This SOW will clarify incorrect
document references from the previous version.
Request for Proposals – RFP Scope of Work: Accounts Payable (AP) Invoice Entry Automation/Web Portal
Submission Deadline:
Released June 2, 2020
June 26, 2020
2:00 p.m. E.S.T.
RFP – AP Invoice Entry Automation/Web Portal 2
Contents
Section 1: Project Overview ................................................................................................................................................. 5
1.1 RFP Objectives .......................................................................................................................................................... 5
1.2 The Lansing Board of Water & Light Background ..................................................................................................... 5
1.3 Project Background and Key Objectives .................................................................................................................... 5
1.4 Project Scope of Work ............................................................................................................................................... 6
1.5 Project Timeline ......................................................................................................................................................... 7
1.6 BWL’s Current Systems and Environment ................................................................................................................. 7
1.6.1 BWL Systems .................................................................................................................................................... 7
1.7 Glossary of Terms ............................................................................................................................................. 8
Section 2: RFP Process ........................................................................................................................................................ 9
2.1 Key Procurement Dates ............................................................................................................................................. 9
2.2 Inquiries and RFP Contact ......................................................................................................................................... 9
2.2.1 Addenda ............................................................................................................................................................ 9
2.3 Submission Instructions ............................................................................................................................................. 9
2.3.1 Amendment or Withdrawal of Proposal ........................................................................................................... 10
2.4 Evaluation and Procurement Process ...................................................................................................................... 10
2.4.1 Evaluation Criteria ........................................................................................................................................... 10
2.4.2 RFP Evaluation and Clarifications ................................................................................................................... 11
2.4.3 Shortlist of Top Proponents ............................................................................................................................. 12
2.4.4 Shortlisted Proponent Demonstrations ........................................................................................................... 12
2.4.5 Revised Offer Period ....................................................................................................................................... 12
2.4.6 Award .............................................................................................................................................................. 12
2.4.7 Contract for Full-Scale Project Implementation ............................................................................................... 12
Section 3: Completing Proposals ...................................................................................................................................... 13
3.1 Proposal Content and Checklist ............................................................................................................................... 13
3.2 Required Forms and Supplementary Information .................................................................................................... 13
RFP – AP Invoice Entry Automation/Web Portal 3
3.2.1 Proposal Form ................................................................................................................................................. 13
3.2.2 Acknowledgement of Addendum Forms ......................................................................................................... 14
3.2.3 Exceptions to Terms and Conditions Form ..................................................................................................... 14
3.2.4 Copy of Certificate of Insurance ...................................................................................................................... 14
3.2.5 Sworn and Notarized Affidavit of Compliance – Iran Economic Sanctions Act .............................................. 14
3.2.6 Confidentiality Agreement ............................................................................................................................... 14
3.2.7 Proponent’s Service Level and /or Licensing Agreements.............................................................................. 14
3.3 Addressing RFP Requirements ............................................................................................................................... 14
Section 4: Proponent Company and Product Overview ................................................................................................. 16
4.1 Executive Summary ................................................................................................................................................. 16
4.2 Proponent Company Information ............................................................................................................................. 16
4.3 Overview of Proposed Solution ................................................................................................................................ 16
4.4 References (Mandatory) .......................................................................................................................................... 17
Section 5: Implementation Requirements ........................................................................................................................ 18
5.1 Project Management ................................................................................................................................................... 18
5.1.1 Project Plan ..................................................................................................................................................... 18
5.1.2 BWL Responsibilities ....................................................................................................................................... 18
5.2 Implementation Methodology ................................................................................................................................... 19
5.2.1 Data Conversion and Migration ....................................................................................................................... 19
5.2.2 Customization and Development .................................................................................................................... 20
5.2.3 Testing ............................................................................................................................................................. 20
5.2.4 Training and Change Management ................................................................................................................. 20
5.3 Integrations and Interfaces....................................................................................................................................... 21
5.4 Architecture and IT ................................................................................................................................................... 21
Section 6: Performance Requirements ............................................................................................................................. 22
6.1 Report and Query Requirements ............................................................................................................................. 22
6.2 Ongoing Maintenance and Support ......................................................................................................................... 22
6.3 Payment Schedule ................................................................................................................................................... 23
RFP – AP Invoice Entry Automation/Web Portal 4
Section 7: Pricing ................................................................................................................................................................ 23
7.1 Proposal Form ............................................................................................................................................................. 23
Appendix A: AP SAP T-Codes ........................................................................................................................................... 24
Appendix B: BWL AP Invoice Entry Automation Business Document Requirements .............................................. 25
RFP – AP Invoice Entry Automation/Web Portal 5
SECTION 1: PROJECT OVERVIEW
1.1 RFP Objectives
The Lansing Board of Water and Light (BWL) is soliciting proposals for a web portal/software invoice entry automation
solution for all BWL invoices that are processed for payment. The selected organization will identify, recommend, and
implement best practices for the BWL to create a fully integrated solution automating the manual process of entering
vendor invoice details into both the financial (SAP) and document storage (OnBase) systems. The BWL shall use this
Request for Proposal (RFP) document as a guideline to evaluate each Proponent’s proposed solution.
1.2 The Lansing Board of Water & Light Background
The BWL was founded in 1885 and is the largest municipally owned electric utility in Michigan and third largest electric utility
within the state. An eight-member Board of Commissioners appointed by the mayor and confirmed by the Lansing City
Council governs the BWL. The Board employs approximately 700 people in the Mid-Michigan Area.
The Board owns and operates:
• An electric system, which generates, purchases and distributes electric power and energy, and provides electric
service to approximately 100,000 residential, commercial, and industrial customers in the greater Lansing, Michigan
area;
• Water wells, a raw water transmission system, water conditioning facilities, and an extensive water distribution
system serving potable water to approximately 60,000 residential, commercial, and industrial customers in the
greater Lansing area. In addition, approximately 45,000 of these customers receive non-metered sewage services;
• Steam generation boilers, a steam transmission and distribution system serving approximately 175 customers
• Chilled water facility and distribution piping system serving 19 customers in the City of Lansing.
The Board’s total operating revenue for fiscal year 2019 was $356,884,521. Additional BWL background and information
may be viewed at www.lbwl.com.
1.3 Project Background and Key Objectives
The BWL is seeking to implement a vendor web portal/software automation solution for invoice submission to be utilized
by the vendors/suppliers and certain BWL employees responsible for submitting all invoices for payment.
Currently, the Accounts Payable (AP) team consists of 3 full time equivalents (FTE) including 1 FTE or AP Clerk who is
responsible for entering approximately 1,200 to 1,500 invoices per month creating ~900 checks per month and ~100
invoices per month that are paid electronically. These payments are for services rendered and / or goods purchased from
its’ vendors. The current submission process requires the vendor or BWL employee to send an e-mail with an invoice
attached to the general AP vendor e-mail address: [email protected]. This invoice is scanned by someone outside
of AP who uploads the documents into OnBase workflow que until the AP clerk can manually key the invoice details into
SAP for recording of the transaction.
RFP – AP Invoice Entry Automation/Web Portal 6
The successful organization will be required to determine the best web portal/software automation solution that will
eliminate the manual keying and scanning of invoices into both SAP and OnBase systems. The solution should not only
reduce 1.5 FTE in this process, but also provide more timely and accurate payment processing and reporting, as well as
reducing the number of missed discounts. This solution would also help build a stronger relationship between AP,
Purchasing and the vendor.
This solution will provide the following key objectives:
• Eliminate the manual data entry of key invoice details and AP documentation numbers that are required for entry
into SAP and OnBase for payment processing and document storage
• Vendor communication plan to roll out portal and instruction/training with vendors
• Identify vendors that do not have the resources to use the web portal and have an alternative automated solution
• Ability to work with the BWL and its existing financial and document storage system, SAP and OnBase
• Ensure that all information is stored with the highest level of security
• Report writing for AP workflow process improvement capturing invoices aged 30/60/90 days past due, discounts
taken and missed
The BWL intends to enter into a contract with one entity that can provide all aspects of the project, including but not limited
to the following:
• Implementation services
• Integration services
• Support
• Troubleshooting
• AP and Vendor Portal System Training
• Regular maintenance / software updates
The BWL’s vision is that the AP invoice entry automation solution or vendor web portal will streamline AP payment processes
on the front end reducing time spent entering invoice, capturing missed discounts and providing to the AP team invoice
aging reporting and other tools to add value to the overall process in AP including the General Accounting department
management. This would improve business efficiency, also achieve its core values, and exceed the needs of its employees.
The BWL’s values may be viewed at www.lbwl.com/strategicplan.
1.4 Project Scope of Work
I. GENERAL SCOPE OF SERVICES
The scope of services will include, but is not limited to, the full implementation and integration of an automated invoice
entry process utilizing a vendor web portal/software for invoice submission that integrates with the financial and document
storage systems. It is anticipated the scope of services will include the tasks below. The detailed scope of services will
be negotiated between the BWL and the selected organization.
RFP – AP Invoice Entry Automation/Web Portal 7
• Devise a comprehensive schematic or process flow for the web portal and the required invoice information detailing the integration into BWLs’ SAP and OnBase systems
• Assist with all technical aspects of the project including working with the BWL IT teams throughout the project
• Provide an alternative automated solution(s) for vendors that may not have the resources to submit invoices through the web portal
• Provide vendor enrollment outreach for portal user setup and conduct vendor portal training
• Provide training and assistance to the BWL AP team throughout the project period as needed
• Provide a detailed breakdown of costs for the project from inception to completion along with any additional costs including, but not limited to one-time fees or maintenance costs
• Provide an estimated timeline for the project for each step/phase through completion
• Ability to generate AP aged invoice reports i.e. 30/60/90 past due report; discounts missed or taken reporting and other AP report tools that can be assistance in reporting KPIs
1.5 Project Timeline
The timeline below is subject to change and must accommodate numerous concurrent tasks and coordinate with the
deployment of other BWL systems.
The BWL expects the entire procurement process, Scope of Work and negotiations to be completed by July 17, 2020. The
full implementation is expected to Go Live by October 2020. The overall project timeline is included in the chart below
(note: a detailed timeline of the procurement itself can be found in Section 2). The dates shown should be considered
estimates only.
Date Event
August / September
2020 AP Scope of Work, Testing Including Parallels
October 2020 Implementation / Go Live
1.6 BWL’s Current Systems and Environment
1.6.1 BWL Systems
The chart below shows the current systems used by the BWL.
RFP – AP Invoice Entry Automation/Web Portal 8
System Description Vendor/Product
AP System (FI), (MM)
SAP ECC 6.0 stack 30, EHP7 (stack 17 running on
NetWeaver 7.4 stack 20)
1.7 Glossary of Terms
1. BWL: the Lansing Board of Water & Light
2. MM: SAP Materials Management System
3. KPI: Key Performance Indicator
4. FI: SAP Financial System
5. ERP: Enterprise Resource Planning
6. Evaluation Committee: The group of individuals designated by the BWL to evaluate the proposals received
7. FTE: Full-Time Employee
8. Mandatory Requirements: These are requirements that must be met by the Proponent, otherwise the BWL may elect
to not evaluate the Proponent and its proposal
9. Proponent: the party proposing a solution in response to this Request for Proposal (RFP).
10. RFP: Request for Proposal, which includes this scope of work document as well as all related information released as
part of the RFP package.
11. SLA: Service Level Agreement
12. SQL: Structured Query Language
13. Vendor: The Proponent that is selected to deliver the services outlined in this RFP and has entered the contract for
the provision of the services
14. Vendor of Choice: Upon conclusion of the revised offer period, the Proponent with the highest total score will be the
Vendor of Choice. The Vendor of Choice will receive a written invitation to enter into direct contract negotiations with
the BWL, and once the Vendor of Choice enters an agreement with the BWL, it will become the Vendor
RFP – AP Invoice Entry Automation/Web Portal 9
SECTION 2: RFP PROCESS
2.1 Key Procurement Dates
Below is the expected TENTATIVE timeline that the BWL will follow for the AP procurement process. The BWL reserves
the right to adjust these dates as required at its sole discretion. All Proponents will be notified if any of the dates are altered.
Event Date
Release of RFP Tuesday, June 2, 2020
Proponent questions due Thursday, June 11, 2020
Answers to questions provided (addendum issued) Wednesday, June 17, 2020
Closing date for RFP submissions Friday, June 26, 2020
Conclusion of evaluation period Friday, July 3, 2020
Schedule vendor demonstrations Monday, June 6, 2020
Revised Offer Period Wednesday, July 15, 2020
Preferred Proponent selection Friday, July 17, 2020
2.2 Inquiries and RFP Contact
Proponents are permitted to submit inquiries regarding this RFP. Inquiries will only be accepted via email and must be sent
to [email protected] (Attention: Tony De Luca). Inquiries must be received by the BWL via email before 2:00 p.m.
local time on Thursday, June 11, 2020, to be eligible for response. Responses will be provided in the form of official
addenda released to all registered Proponents.
2.2.1 Addenda
The BWL may issue addenda to address corrections and clarifications, and/or feedback and inquiries received from
Proponents. If any addenda are issued, all addenda must be acknowledged by Proponent on the Submission Form. Failure
to acknowledge all addenda may result in elimination from tendering process. Addenda will be distributed via email to each
Proponent’s designated primary contact for this RFP. Where addenda content conflicts with what is stated in the RFP, the
addenda will have precedence.
2.3 Submission Instructions
Any proposals that do not adhere to the instructions below may be disqualified from evaluation.
Proposals shall:
• Be typed in a font with a size no less than 10pt
• Be submitted electronically (by email) in non-protected Adobe .pdf format, or by hard copy per BWL instructions
RFP – AP Invoice Entry Automation/Web Portal 10
• Include a table of contents with the written RFP response document
• Be self-contained: hyperlinks or embedded documents are not permitted and could result in disqualification of the
proposal
Electronic submissions shall be sent to: [email protected] with the subject line “Accounts Payable (AP) Invoice Entry
Automation/Web Portal ” for ease of identification. You will receive an automatic reply to your submittal to confirm the BWL
has received your emailed message.
Proponents are cautioned that the timing of their Proposal submission is based on when the Proposal is received by the
BWL, not when the Proposal is submitted by a Proponent.
2.3.1 Amendment or Withdrawal of Proposal
Prior to the Submission Deadline, Proponents may edit or withdraw a submitted proposal. The Proponent is responsible
for ensuring that the proposal(s) that are withdrawn for editing are re-submitted and received by the BWL, either via
electronic or mailed hard copies, no later than 2:00 p.m. local time, on the Submission Deadline date.
Proponents may withdraw their Proposal at any time during the process prior to entering into a contract for the Work. To
withdraw after the Submission Deadline, a notice of withdrawal must be sent to the RFP Contact and must be signed by an
authorized representative of the Proponent.
2.4 Evaluation and Procurement Process
2.4.1 Evaluation Criteria
The BWL will evaluate proposals using a weighted scoring method that will assess the strength of each proposal relative to
the BWL’s needs. While the specific weightings of individual subsections and requirements will not be disclosed, the point
value for each proposal section and the vendor demonstration are shown below (list order does not reflect priority):
Evaluation Criteria RFP Section Total Points
Proponent Company and Product Overview
(summary of company and product; product development; and references)
4
20
Vendor’s Qualifications and Expertise
(Project management; implementation methodology; training; architecture
and IT)
5
20
Performance Requirements
(Reporting and document management functions; ongoing maintenance
and support)
6
20
RFP – AP Invoice Entry Automation/Web Portal 11
Evaluation Criteria RFP Section Total Points
Functional Requirements
(See the Business Document Requirements)
Appendix B
20
Pricing
Provide pricing including all costs related to proposed solution within the
Proposal Form)
7
20
(Proponents shortlisted based on proposal scores)
100
Shortlisted Proponent Demonstrations (after RFP evaluations) - 50
Final Proponent Scores 150
2.4.2 RFP Evaluation and Clarifications
The BWL reserves the right to reject any or all proposals, waive irregularities or technicalities in any proposal, and accept
any proposal in whole or in part, which in the opinion of the BWL, is in its best interest. The BWL does not limit the methods
or factors to be used for evaluation.
The evaluation of Proposals will be conducted by a committee consisting of representatives from the BWL (the “Evaluation
Committee”). The Evaluation Committee may consult with or be assisted by various internal and external technical, financial
and legal advisors in relation to any or all aspects of this RFP.
If a Proponent fails to satisfy any of the requirements, including but not limited to Mandatory Requirements, the BWL may
issue the Proponent a rectification notice identifying the deficiencies and providing the Proponent an opportunity to rectify
the deficiencies. The Rectification Period will begin to run from the date and time that BWL issues a rectification notice to
the Proponent. If the Proponent fails to satisfy all Mandatory Requirements within the Rectification Period, its Proposal may
be excluded from further consideration.
The Evaluation Committee may invite Proponents to participate in an interview to discuss and clarify the details of their
Proposal. Proponents may also be required to provide the Evaluation Committee with a presentation and/or site visit.
Information received through written clarifications, interviews and presentations, if any, will be considered by the Evaluation
Committee in the evaluation and scoring of the rated criteria.
To ensure an equal and unbiased evaluation, the Evaluation Committee will not see any pricing information prior to or during
the evaluation of the operational requirements and responses. Therefore, pricing or dollar values related to the cost of the
proposed solution must not appear anywhere in the main proposal document or its appendices. All pricing information must
be included in the proposal form. After the operational evaluations are complete, Proponent pricing information will be
reviewed, and pricing scores will be incorporated into overall scores and rankings.
By responding to this RFP, the Proponent agrees to accept the decision of the Evaluation Committee as final.
RFP – AP Invoice Entry Automation/Web Portal 12
2.4.3 Shortlist of Top Proponents
Once the BWL has evaluated all qualified proposals and shortlisted its top candidates, the BWL will proceed with reference
checks and proponent demonstrations for shortlisted candidates. All short-listed candidates will be required to fill out a
Cyber Security Questionnaire.
2.4.4 Shortlisted Proponent Demonstrations
Each shortlisted Proponent will be required to provide resources for a period of up to one (1) business day to demonstrate
the proposed solution onsite at BWL facilities. The BWL will define the demonstration scenarios and provide scripts for the
Proponents to follow. The Evaluation Committee will score the demonstrations to determine the demonstration scores.
2.4.5 Revised Offer Period
Following the demonstrations, the BWL will contact select Proponents and permit them a final opportunity to modify their
pricing and present a revised offer. If the BWL requires any further clarifications or information regarding the shortlisted
Proponents or their solutions, the BWL may also request this information as part of the revised offer process. The BWL will
recalculate the final Pricing scores based on the Proponents’ revised pricing and may also modify the operational scores
based on the information submitted as part of the revised offer package.
2.4.6 Award
Upon conclusion of the revised offer period, the Proponent with the highest total score will be the Preferred Vendor of
Choice. The Vendor of Choice will receive a written invitation to enter into direct contract negotiations and Scope of Work
with the BWL to finalize an agreement for the provision of the work described in this document. While some portions of the
work may be subcontracted, the BWL requires that the Vendor of Choice be the primary lead on this project, and as such
will be accountable for all work to be completed as part of the contract.
The Vendor of Choice is required to adhere to the BWL’s Master Service Agreement, in addition to the BWL’s Standard
Terms and Conditions, as released as part of this RFP. The BWL’s Master Service Agreement and Standard Terms and
Conditions will form the basis of a binding contract between the Proponent and the BWL. It is the BWL’s intention to enter
into an agreement with only one legal entity for completion of the work in this RFP.
2.4.7 Contract for Full-Scale Project Implementation
The BWL makes no guarantee of the value or volume of work to be assigned to the Vendor. The contract to be negotiated
with the Vendor of Choice will not be an exclusive contract for the provision of the described deliverables.
The supply of goods and/or services in subsequent years is subject to Board approval of the budget to meet the proposed
expenditures.
The BWL, at its sole and unfettered discretion, may extend the Contract beyond the term stated above, for a period of up
to 36 months, at rates and annual increase stated in the Vendor’s Proposal Submission.
RFP – AP Invoice Entry Automation/Web Portal 13
SECTION 3: COMPLETING PROPOSALS
3.1 Proposal Content and Checklist
Each Proponent’s submission shall include the following:
• Main RFP response (completed Response Template) saved in .pdf format. Complete the provided Response
Template file (provided in .doc format) and save it as a .pdf for submission. This document shall address all written
requirements in Sections 4 through 8 of this RFP. Appendices or separate attachments may be necessary to
address some requirements.
• AP Invoice Entry Automation/Web Portal Pricing (Section 7). This Proposal Form must contain all costs
associated with the proposed solution. Proponents must not include any cost values in their main RFP responses.
• Forms and supplementary material (included as either attachments with the proposal submission or pasted into
appendices in the main RFP response). Full descriptions of the required items listed below can be found in section
3.2.
o Proposal Form (form covers Proponent information, acknowledgement of addenda, indication of
exceptions to Terms and Conditions)
o Acknowledgement of Addendum Forms (if any) (in addition to acknowledging the number of addenda
in the Proposal Form, a separate acknowledgement form is required for each addendum issued. The
acknowledgement forms are released as part of the Addenda package, if and when any are released)
o Exceptions to BWL Terms and Conditions (if any) (if Proponent has any exceptions, Proponent is to
edit or highlight the Terms and Conditions document and return it as part of the proposal)
o Copy of Certificate of Insurance
o Sworn and Notarized Affidavit of Compliance – Iran Economic Sanctions Act
o Signed Confidentiality Agreement
o Proponent’s Service Level Agreements of Licensing Agreements for cloud and on-site solutions
(provide standard agreements for whichever solution or solutions are being proposed)
3.2 Required Forms and Supplementary Information
The forms and items outlined below must be submitted by Proponents with their proposals. These items may be included
as an appendix in the Proponent’s written proposal or included as separate attachments with the submission.
3.2.1 Proposal Form
The Proposal Form must be signed by an authorized representative of the Proponent. Failure to comply with this
requirement will result in disqualification.
The Proposal Form covers basic Proponent company information and includes a space to indicate the number of addenda
that have been received and acknowledged by the Proponent. Any addenda issued must be accepted as part of the RFP.
If addenda are issued, they shall be posted on the BWL’s website at http://www.lbwl.com
RFP – AP Invoice Entry Automation/Web Portal 14
The Proposal Form is included within the RFP package.
3.2.2 Acknowledgement of Addendum Forms
If any addenda are released by the BWL, each addendum package will contain a separate acknowledgement form. The
Proponent is required to sign each form (one for each addendum) and include these as part of the submission. These forms
are in addition to the acknowledgement made on the Proposal Form, which only indicates the total number of addenda
received by the Proponent.
3.2.3 Exceptions to Terms and Conditions Form
If the Proponent has any exceptions to the BWL’s Terms and Conditions released as part of the RFP package, or wishes
to raise any items for discussion, the Proponent must indicate this on the Proposal Form in the appropriate check box. If
the Proponent indicates ‘Yes’, the Proponent must highlight the portions of the Terms document requiring discussion or
make additions and/or deletions to the Terms and Conditions document as the Proponent sees fit. The edited Terms and
Conditions document must then be returned as part of the Proponent’s submission.
3.2.4 Copy of Certificate of Insurance
A copy of the Proponent’s Certificate of Insurance must be included with the proposal. If the Proponent is using
subcontractors to complete the scope of work stated in this RFP, the Proponent must also include Certificates of Insurance
for each subcontracting group. It is the Proponent’s responsibility to ensure that the Proponent and each subcontractor has
liability insurance coverage that is suitable to the BWL, as outlined in the Terms and Conditions.
3.2.5 Sworn and Notarized Affidavit of Compliance – Iran Economic Sanctions Act
All Proponents must complete, have notarized, and submit the certification statement released as part of the RFP package.
The affidavit indicates compliance with Public Act No. 517 of 2012 (the “Iran Economic Sanctions Act”). The BWL shall not
accept any bid that does not include this sworn and notarized certification of statement.
3.2.6 Confidentiality Agreement
Proponents must sign and submit the Confidentiality Agreement form released as part of the RFP package.
3.2.7 Proponent’s Service Level and /or Licensing Agreements
The Proponent is required to submit its standard agreements for its cloud solution (provide standard agreements for solution
being proposed.)
3.3 Addressing RFP Requirements
Requirements of this RFP should be responded to in the provided Response Template with clear and concise written
answers. Proponents should explain how they or their solution satisfies the requirement, and then provide
information/evidence that supports or justifies the answer. If this evidence includes brief documentation, screen shots, etc.,
this supplementary material may be pasted directly into the Response Template. Lengthier items or standalone
documentation should be clearly referenced, and may either be included as separate files with the proposal or inserted into
an appendix added to the Response Template.
RFP – AP Invoice Entry Automation/Web Portal 15
Proponents are encouraged to answer requirements in the shortest and most succinct manner possible and avoid copying
and pasting large amounts of extraneous information or marketing material in their responses. Clearer answers will receive
better scores, as evaluators will not have to search through large attachments or documentation to find pertinent information.
Note: one (1) specific question in the RFP Document has been defined as a Mandatory requirement (as per the definition
below). Failure to meet the requirements of this question may result in the disqualification of the Proponent.
Level of Importance Definition
Mandatory Requirement must be met, or the Proponent may be disqualified from evaluation.
If Proponents wish to describe a function or option that comes at additional or optional cost, the cost or price adder must be
included and clearly referenced in the Proposal Form. Proponents must not include the price/dollar values in the written
proposal itself.
RFP – AP Invoice Entry Automation/Web Portal 16
SECTION 4: PROPONENT COMPANY AND PRODUCT OVERVIEW
The following sections (Sections 4 through 6) outline what must be provided in Proponents’ responses. For ease of
reference, all questions are included in full both in this document and in the Response Template. Proponents are
to answer all questions in the Response Template’s provided boxes.
This section (Section 4) will collect information that will serve as an introduction to the Proponent’s business and solution.
4.1 Executive Summary
1. Provide an executive summary (one page maximum) that summarizes the Proponent’s response and includes the
following information:
• Full company name
• Company address
• Designated representative for this RFP: name, title, e-mail address and phone number
4.2 Proponent Company Information
To ensure long-term viability and maintenance of the system, the selected Proponent must be a proven vendor of AP Invoice
Entry Automation/Web Portal. The following items are intended to help the BWL evaluate the Proponent’s experience
delivering and supporting the products included in the proposed solution.
1. Describe the Proponent’s primary line of business.
2. List and provide a total count of customers currently using the proposed solution, and active projects. Provide the
name and size of each client (number of employees the utility manages with the AP Invoice Entry Automation/Web
Portal solution), and the scope of these projects. Proponents should provide extra information on the clients/projects
most like the BWL’s in size and scope.
3. Indicate the staffing levels for each of the listed currently active projects. Indicate if there is any risk that undertaking
the BWL’s project could cause the Proponent to exceed its staffing availability or liability insurance coverage.
4.3 Overview of Proposed Solution
Provide a concise overview of the proposed solution that at a minimum addresses the items below.
1. Indicate what year the proposed AP Invoice Entry Automation/Web Portal solution was first introduced to the market
and how long the Proponent has been providing the proposed solution at a scale comparable to the BWL’s.
2. Highlight key features that differentiate the Proponent and the Proponent’s solution from competitors. Identify any
unique approaches or strengths of the Proponent and demonstrate how they will help meet the BWL’s needs.
3. Identify any issues that you believe will require special consideration for this project.
4. Describe the product roadmap.
RFP – AP Invoice Entry Automation/Web Portal 17
4.4 References (Mandatory)
Skilled and committed project resourcing is one of the BWL’s top priorities and it will be inquiring during reference checks
about the project team’s dedication, permanence, and availability. The BWL intends to ask references about the proposed
project team’s specific members and their effectiveness as a team. Proponents should provide references that can address
these aspects of the project as well as the effectiveness of the AP Invoice Entry Automation/Web Portal solution itself.
Mandatory Requirement must be met or the Proponent may be disqualified from evaluation.
1. Provide details for at least one (1) reference that is currently using the Proponent’s AP Invoice Entry
Automation/Web Portal solution in a live production environment with a minimum of 1,200 active personnel (retirees
and active employees). For this reference, provide the following:
• Contact name
• Contact phone number
• Contact email address
• Scope of project and date of implementation and go-live
• A list of persons that served on the project and are also being proposed for the BWL’s AP Invoice Entry
Automation/Web Portal project
• Summary of any special challenges or accomplishments the project presented
2. Provide details for at least two (2) additional references that are using or implementing the Proponent’s AP Invoice
Entry Automation/Web Portal solution. For each reference, provide the details that were specified above, in
question 1.
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SECTION 5: IMPLEMENTATION REQUIREMENTS
5.1 Project Management
This section will address overall implementation approach and strategy, as well as the technical, logistical and resourcing
aspects of the project.
As a guideline, the BWL anticipates its Accounts Payable Invoice Entry Automation/Web Portal project will be implemented
in phases, with a full go-live no later than October 2020. Proponents are encouraged to provide answers that support this
timeline, or recommendations to modify it, and to include recommendations wherever possible for how to maximize
efficiency and minimize risk.
Full Project:
• Conversion
• System set up and configuration
• Installation
• Integration
• Testing
• Documentation and Business Processes
• Training and Knowledge Transfer
• Deployment
• Ongoing support
5.1.1 Project Plan
1. Provide a proposed project plan/schedule with project tasks and their durations. The plan should identify:
• Phases
• Milestones
• Resource titles
• Hours per task
• Onsite tasks
• Tasks the Proponent expects the BWL to perform or participate in
2. Include support documentation with the project plan to provide clarity where necessary (to clarify assumptions and
recommendations, and define roles, tasks, etc.)
3. Provide an estimate of the Proponent’s onsite hours and trips. Indicate the total number of person-trips (e.g., two
people making one onsite visit/round trip equals four person-trips), and total number of onsite person-hours, as well
as which resources will be making the trips and for which tasks or phases.
5.1.2 BWL Responsibilities
The BWL requires an understanding of internal resource requirements for the implementation of the Accounts Payable
Invoice Entry Automation/Web Portal. The BWL is committed to meeting the staffing and effort requirements necessary for
RFP – AP Invoice Entry Automation/Web Portal 19
a successful implementation. A clear, comprehensive, and early understanding of the Proponent’s expectations for BWL
resource allocation will be critical.
The chart below shows the BWL’s anticipated resource availability for the duration of the Accounts Payable Invoice Entry
Automation/Web Portal project timeframe.
BWL Project Staff
Department Number of
Employees
% of Time Available
Accounts Payable
Invoice Entry
Processing
2 50
Purchasing/Accounting 1 10
IT - Data Mapping 1 10-20
IT - Network 1 10
IT - Architecture 1 10
IT - Security 1 5 - 10
1. With reference to the above chart, provide an outline of recommended BWL project roles and staffing levels, and if
additional resources may be required. If there are multiple options for staffing levels, Proponents should outline
these options and their associated risks and benefits. Indicate which resources will be key members of the entire
implementation, and when subject matter experts from various departments will be needed to participate in the
implementation.
5.2 Implementation Methodology
The BWL would like a clear understanding of the Proponent’s implementation strategy and expertise.
1. Describe the Proponent’s approach and best practices for solution implementation and risk management. Outline
any different viable options for the BWL’s deployment and describe the associated risks.
2. Explain what will be included in the Proponent’s onsite implementation support plan, and how it will be executed.
3. Describe the Proponent’s approach to cost and budget management, and how these items are monitored and
reported on throughout the project.
5.2.1 Customization and Development
1. Provide an overview of the Proponent’s methodology for scheduling, development, testing and
release/implementation of software customizations that will be used to meet the BWL’s unique functionality
RFP – AP Invoice Entry Automation/Web Portal 20
requirements. Describe the development facilities, environments and tools to be used, and what resources or efforts
will be required from the BWL during the process.
2. Outline any areas of concern, or elements or functions in the BWL’s project that will or could potentially require
special attention or effort to accommodate. If there are alternative ways to meet these requirements with less
customization time and effort, describe these options and the trade-offs involved with them.
3. Describe how the Proponent will mitigate risks and ensure that major delays and/or costs are not incurred because
of customization or modification work.
5.2.2 Testing
1. Describe the Proponent’s overall methodology for quality assurance and testing, including elements that the
Proponent considers unique to its solution, or elements that will be necessary for the BWL’s specific environment.
2. Describe the testing and quality assurance tools that are available, that are used either by the Proponent or that
are available for use by the BWL.
3. Provide an overview of the Proponent’s methods and documentation for:
• Test scheduling
5.2.3 Training and Change Management
The BWL will be responsible for internal communications relating to the change in Accounts Payable process changes. The
chosen Vendor will be responsible for training and will provide the information necessary for developing communications
materials.
1. Describe the Proponent’s approach to supporting vendor management during the Accounts Payable Invoice Entry
implementation. Describe the deliverables as well as any available or recommended supporting documentation
(separate from training material).
2. Provide a sample high-level training plan for the adoption of operational and business process changes.
3. Describe the Proponent’s strategy for core team training. Provide sample schedules, documentation and course
material, and describe any online or electronic training support that is available.
4. The BWL expects training, instruction and documentation that will enable vendors to effectively operate the vendor
portal services. Provide information or screenshots illustrating how the training instruction and documentation will,
at a minimum, cover the following:
• Operating procedures
• Screen layouts
• Data entry procedure
• Report descriptions
• Descriptions of all user options and operations
• Descriptions of all error messages
• Security
• System overview
• System flow charts
• File descriptions and record layouts
RFP – AP Invoice Entry Automation/Web Portal 21
• Description of program function and logic
• Back-up and recovery procedures
5. Describe the Proponent’s ability to provide the following as part of its Accounts Payable Invoice Entry
Automation/Web Portal solution:
• An online user guide with instructions on all functions of the vendor portal
• Training to understand system capabilities before setup and configuration activities begin
• End-user training that is specific to the way in which vendor portal solution has been configured and set up
to operate for the BWL vendor and internal users
• A “sandbox” system with a sample of BWL data in advance of go-live to support staff training and practice.
6. Provide any other information or recommendations (e.g., demonstrations, seminars, etc.) that the Proponent feels
are relevant to initial and/or ongoing training for the installation and operation of the proposed solution.
5.3 Integrations and Interfaces
5.3.1 Vendor Self Service Portal
If any optional features or products are described in response to the items below, their prices must be included in the
Proposal Form only (dollar values must not appear in the Proponent’s written response).
1. Describe the benefits and functions of the Proponent’s vendor web portal and provide screenshots if applicable.
2. Describe the other systems or platforms with which the web portal can integrate and provide an overview of the
features and benefits that these integrations can offer to the BWL (for example, consolidation, interfacing or
streamlining AP related functions).
3. Provide examples of other clients that have made use of the proposed web portal or web portal integrations and
provide usage statistics if they are available.
5.4 Architecture and IT
Information about the BWL’s technical environment and infrastructure is provided below. However, this information is
provided for reference only.
• Windows Server:
All BWL Windows Servers will be Windows 2016.
• Desktop/Mobile Environment:
All BWL user desktops are running on Windows 10
• SQL Database:
All SQL Servers will be SQL Server 2016 Always on Available Group (AAG).
• Web-Browser:
Internet Explorer is the default browser across the BWL’s corporate network.
RFP – AP Invoice Entry Automation/Web Portal 22
• Internet Throughput:
o Throughput 210 Mbs
o Bandwidth 250 Mbs
o Upload 169.8 Mbs
o Download 179.6 Mbs
SECTION 6: PERFORMANCE REQUIREMENTS
6.1 Report and Query Requirements
See Appendix B for the BWL AP Business Requirements document for reference.
1. Describe if the proposed solution can produce or perform accounts payable reporting specifically with discounts
taken or missed and whether an aging report can be produced showing invoices that are 30/60/90 days past due.
Indicate if any items listed can only be accomplished via an indirect method or require customization and include
any customization costs in the Proposal Form.
2. Provide any overall recommendations for enhancements or efficiencies with reporting tools that would be helpful
for management review of accounts payable balances.
6.2 Ongoing Maintenance and Support
The BWL expects the duration and terms of the warranty and support period will be finalized in the contract negotiations
with the successful Proponent.
1. Provide the Proponent’s standard warranty as an attachment or appendix.
2. Describe the Proponent’s support methodology, including:
• Different support levels or maintenance plans (if available)
• How issues are classified by urgency and how they are dealt with (including timeframes or SLAs)
• Resources responsible for fixes and escalation procedure
3. Describe the Proponent’s process for performing major and minor system upgrades, updates and patches. Address
how clients are notified of bugs or updates, the timeline for upgrades, their frequency, their resource requirements,
and sizes. If the acceptance and implementation plan for future software versions differs from the protocol for minor
updates, explain the differences.
4. Describe the Proponent’s methodology for performing future change requests and customizations. If there are
differences between how these items are handled in the support period and how they are handled after the support
period, describe the differences.
5. Identify any elements of support or maintenance that the Proponent will or could potentially outsource.
6. Provide any other information regarding support procedures or elements that the BWL may find beneficial.
Examples could include:
RFP – AP Invoice Entry Automation/Web Portal 23
• Training for future versions of upgrades
• Electronic support tools, e.g., online troubleshooting, knowledge base, or support center
• User communities, user groups or user conventions
6.3 Payment Schedule
While the final payment schedule will be negotiated during the contract negotiation period, the BWL anticipates that the
Proponent can supply a standard or proposed payment schedule for reference, or to serve as a starting place for
negotiations.
1. Describe in detail the Proponent’s proposed or typical payment plan. The Proponent should include a milestone
sequence and payment schedule that best suits the solution as it is being proposed to the BWL and will provide the
most likelihood of success for the project.
SECTION 7: PRICING
To ensure a controlled and unbiased evaluation, the evaluation team will not see any Proponent pricing information until all
bids have had their operational portions reviewed and operational scores for all proposals have been determined. Therefore,
all pricing quantities (i.e., dollar amounts) must be entered in the Proposal Form exclusively. Any Proponent who submits
prices or costs in any other area of the proposal may be disqualified from evaluation.
7.1 Proposal Form
Any system, service or function included as part of a Proponent’s proposal must have its cost reflected in the Proposal
Form. Prices for optional items, functions, customizations etc. must also be included, and it should be clear to the BWL
which items are not covered in the base solution price or come at incremental or additional cost.
1. Proponents shall complete the Pricing in the Proposal Form
RFP – AP Invoice Entry Automation/Web Portal 24
APPENDIX A: ACCOUNTS PAYABLE SAP CODES:
SAP T: Code: MIRO – Screen for entering invoices that has a PO number:
SAP T-code: FB60 – Screen for entering invoices submitted with a check/wire requestsform:
RFP – AP Invoice Entry Automation/Web Portal 25
APPENDIX B: AP INVOICE ENTRY AUTOMATION BUSINESS DOCUMENT
REQUIREMENTS
APPENDIX B
Accounts Payable (AP) Invoice Entry Web Portal/Automation Project
Business Requirements Document
AP Invoice Entry Web Portal/Automation Project
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Table of Contents 1 INTRODUCTION ..................................................................................................................... 3
1.1 USER PROBLEM/ PROJECT BACKGROUND ............................................................................................... 3
2 PROJECT SCOPE .................................................................................................................. 3
3 PROBLEM MODEL ................................................................................................................. 4
4 BUSINESS USERS OF THE SYSTEM ................................................................................... 5
5 CONTACT LIST ....................................................................................................................... 5
6 DEFINITIONS AND ACRONYMS ........................................................................................... 5
7 PROCESS MODELS ............................................................................................................... 6
7.1 ACCOUNTS PAYABLE VENDOR INVOICE WORKFLOW ................................................................................... 6 7.2 ACCOUNTS PAYABLE INTERNAL CHECK REQUEST WORKFLOW ................................................................ 7 7.3 ACCOUNTS PAYABLE SYSTEM WORKFLOW .................................................................................................... 8 7.3 FUTURE STATE ...................................................................................................................................................... 9
8 BUSINESS REQUIREMENTS (FEATURES OF TO-BE PROCESS DESIGN) .................... 10
AP Invoice Entry Web Portal/Automation Project
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1 Introduction
1.1 Project Background The AP team is interested in automating the current manual process of data entry for vendor PO invoice and direct payment/check request information into the financial accounting system (SAP) and the document storage system (OnBase). The intent is to utilize web portal technology/software that will accept the key invoice data and automate the entry so that it will eliminate the human data entry process necessary to record the payable to process the payment. Alternative automation solutions/services may also be presented for consideration.
2 Project Scope
This project includes: Learn about software/technology and industry best practices for an optimal AP automation solution related to the invoice entry process from PO invoices
and direct payment/check request entries to the recording of the payable into SAP and storage into OnBase.
3 Problem Model This Problem Model shows the current problems that LBWL Accounts Payable is facing as it pertains to People, Technology, Process, and Data.
AP Invoice Entry Web Portal/Automation Project
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Problem Model
People Technology Process Data
Manual entry by AP Clerk
currently required
Lack of common automation
technologies
Current manual process to be
automated
Data currently manually entered
AP Invoice Entry Web Portal/Automation Project
4 Business Users of the System
Business User Role / User Group
Location Subject Matter
Knowledge Technical Knowledge
AP Accountants REO Yes Users of system
AP Clerk REO Yes Position to automate
5 Contact List
Contact Phone Number Email Location Title
Tony DeLuca 517-702-6194 Tony.DeLuca@l bwl.com HACO Buyer Purchasing
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AP Invoice Entry Web Portal/Automation Project
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6 Process Models
7.1 Current Accounts Payable Vendor Invoice Workflow – Problem State to be Remediated This shows the current way that a vendor invoice is manually processed into LBWL’s OnBase and SAP systems.
Accounts Payable Vendor Invoice Workflow – Today (as of February 2020)
Start
Emails invoice to BWLInvoices@lbwl.
com
Key:
Purple = LBWL Manual
Process
Imports .TIF or .PDF of invoice into OnBase
Sets Document Type to “AP Invoice” in OnBase
Keyes in “vendor name” and “vendor invoice amount”
keywords in OnBase
Enters invoice data into SAP screen
MIRO (SAP T‐Code for POs)
In OnBase,
clicks “Invoice Entered” task
Keyes in “AP
Doc #” keyword, clicks “Re‐Index”
Invoice automatically
goes into “Enter SAP Queue” in AP Workflow
SAP automatically produces “AP
Doc #”
“AP Doc #” stored in OnBase,
aligning unique ID between OnBase
and SAP
Invoice automatically moves to
“Pending for Updated SAP Info” queue
End
AP System Workflow jobs run between
OnBase and SAP at Noon and Midnight
Invoice data stored in SAP
Invoice stored in OnBase
SAP S
ystem
OnBa
se Sy
stem
AP
Clerk
Print Sho
p Ve
ndor
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7.2 Current Accounts Payable Internal Check Request Workflow – Problem State to be Remediated This shows the current way that an employee check request is manually processed into LBWL’s OnBase and SAP systems.
Accounts Payable Internal Check Request Workflow – Today (as of February 2020)
Start
Emails Check Request to
Accounts_Payable @lbwl.com
Key: Purple =
LBWL Manual Process
Imports .PDF of Check
Request into OnBase
Sets Document Type to “Check Request” in OnBase
Keyes in “vendor name” and “vendor invoice amount”
keywords in OnBase
Enters check request data into SAP screen FB60 (SAP T‐Code
for CRs)
In OnBase, clicks “Invoice Entered” task
Types “AP Doc #” keyword,
clicks “Re‐Index”
Check Request automatically
goes into “Enter SAP Queue” in AP Workflow
SAP automatically produces “AP
Doc #”
“AP Doc #” stored in OnBase,
aligning unique ID between OnBase
and SAP
Check Request automatically moves to “Pending”
End
AP System Workflow jobs run between
OnBase and SAP at Noon and Midnight
Check Request data stored in SAP
Check Request stored in OnBase
SAP S
ystem
OnB
ase S
ystem
AP Clerk
Internal
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7.3 Current Accounts Payable System Workflow This shows the current noon/nightly batch jobs that process data between SAP and OnBase systems. Accounts Payable System Workflow – Today (as of February 2020)
Start
“Nightly/Noon SAP Update” timer kicks off at 2AM and 12PM daily
End
AP Process Eform created
containing AP Doc #
Invoices’ keywords in OnBase updated with data from SAP for each “AP‐Token
Eform”
“Delete All Token EForms” kicks off at
1:30AM and 11:30AM daily
“Create New Text File and Trigger” timer kicks off at 2:15AM and 12:15PM
“AP‐Token Eform” containing Invoice info from SAP
created for each AP Doc # and sent to
AP‐System Workflow
“OnBase DIP” monitors for new “...SAP‐Invoice.txt” files in OnBase Processing Server. Kicks off when new
file exists
“...OnBase‐
Invoices.txt” file containing AP Doc # created and
stored on OnBase Processing Server
“...SAP‐ Invoice.txt” file
containing Invoice info created and stored on OnBase Processing Server
“...OnBase‐ Invoices‐ trigger.txt”
file created in Visual Cron
“OnBase‐SAP Invoice” job kicks
off
Pulls AP Doc # from “...OnBase‐
Invoice.txt” on OnBase Processing
Server
Queries SAP
for Invoice info using pulled AP
Doc #s
SAP Database containing Invoice
Info
OnB
ase
Processin
g Server
OnB
ase DIP
(Docum
ent
Impo
rt Process)
OnB
ase
AP System
Workflow
OnB
ase
AP W
orkflow
SAP S
ystem
VB.Net
Visual Cron
AP Invoice Entry Web Portal/Automation Project
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7.4 Future State - Cloud SaaS Front-End Web App Solution This shows the anticipated future that LBWL is pursuing for a Cloud SaaS Web Portal to act as an intake system for vendor invoices and employee check requests. The AP team would be able to exception handle and enrich the data prior to releasing to the OnBase and SAP systems.
Inputs Form
Cloud SaaS
Vendor
Inputs Form
Internal
Ne
Released
New
Uses AP Admin form to enrich Invoice/Check Request info as
needed AP
Exception Handling
Invoice/Check Request info
stored in Database
Interface Program sends Invoice/
Check Request info to OnBase and SAP
w
Cloud SaaS Front‐End Web App Solution
ched d ased
Enri An
Rele
Invoice/Check Request data stored in SAP
Invoice/Check Request data
stored in OnBase
Online C
heck
Requ
est Form
Online Invoice
Form
SA
P System
OnB
ase S
ystem
Intake System
AP Invoice Entry Web Portal/Automation Project
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7 Business Requirements (Features of To-Be Process Design) Note: The “A/M/D” column indicates if requirements were Added, Modified, or Deleted in the indicated version of the document.
ID Description
1
All following requirements must be automated.
2
The following data points from the PO Invoices must be enterable by vendors in a web portal: :
Invoice Date Invoice Number Dollar Amount Vendor Name PO Number Description Discount Term BWL Point of Contact (Notify User) Bank Route Number Bank Account Number
Vendor data validation must occur at point of entry.
3
Key data and images must be posted to OnBase’s corresponding fields/database.
4
Internal check request process must be automated including data capture and input into SAP.
Internal check request data validation must occur at point of entry.
5 Internal check request data and attachments must be posted to OnBase’s
corresponding fields and stored in the database.