Potential Bidders Street No. and Suite # Subject: Accounts ... · RFP – AP Invoice Entry...

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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

[email protected]

mailto:[email protected]

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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.

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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


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


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


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.

http://www.lbwl.com/



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.

http://www.lbwl.com/strategicplan


• 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.


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


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



• 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



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.


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.


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

http://www/


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.


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.


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.


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.


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


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


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


• 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.


• 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:


• 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


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:


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

AP Invoice Entry Web Portal/Automation Project Business Requirement Document 2 | P a g e

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



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.



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


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




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



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



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



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



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.

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