King County Library System Issaquah, WA 98027 REQUEST FOR ...

KCLS RFP #21- 02 Page 1 of 40

King County Library System

960 Newport Way NW

Issaquah, WA 98027

REQUEST FOR PROPOSAL (RFP)

FOR

KCLS Accounts Payable (AP)

Invoice Automation & Contract Management

September 15, 2021

KCLS RFP#: 21-02

Proposals Due:

September 29, 2021


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

Section 1.1 – Background and Need ......................................................................................................... 5

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

Section 1.3 – Current to Desired Future State .......................................................................................... 7

Section 1.4 - Current KCLS Systems .......................................................................................................... 8

SECTION 2 – SCOPE OF SERVICES AND REQUIREMENTS ............................................................................ 10

Section 2.1 Proposer as Prime ................................................................................................................ 11

Section 2.2 - Solution Scope Overview ................................................................................................... 12

Section 2.3 - Technical Requirements ..................................................................................................... 12

Section 2.3.1 - System Interfaces ........................................................................................................ 12

Section 2.4 - Implementation Services ................................................................................................... 13

Section 2.4.1 – Implementation Schedule and Stages ........................................................................ 13

Section 2.4.2 – Key Personnel ............................................................................................................. 13

Section 2.4.3 – Proposed Personnel ................................................................................................... 14

Section 2.4.4 – Training ....................................................................................................................... 14

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

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

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

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

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

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

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

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

Section 3.5.4 – Multiple or Alternative Proposals .............................................................................. 17

Section 3.6 – Responsiveness ................................................................................................................. 17

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

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

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

SECTION 4 – PROPOSAL REQUIREMENTS ................................................................................................... 17

SECTION 5 – EVALUATION .......................................................................................................................... 19

Section 5.1 - KCLS Accounts Payable (AP) Invoice Automation & Contract Management Evaluation

Criteria .................................................................................................................................................... 19


Section 5.2 - Proposal Evaluation ........................................................................................................... 19

Section 5.2.1 – Questions ................................................................................................................... 19

Section 5.2.2 – Invitation for Solution Demonstration ....................................................................... 19

Section 5.3 – Solution Demonstration & Interview ................................................................................ 19

Section 5.3.1 – Demonstration Scripts ................................................................................................ 20

Section 5.4 – Addendum (optional step at KCLS’ discretion) ................................................................. 20

Section 5.5 – Best & Final Proposal (optional step at the KCLS’ discretion) ........................................... 20

Section 5.6 – Reservation of Rights ........................................................................................................ 20

Section 5.6.1 – Rejection of Proposals ................................................................................................ 20

Section 5.6.2 – Right to Negotiate ...................................................................................................... 20

Section 5.6.3 – Right to Waive Irregularities ...................................................................................... 20

SECTION 6 – SPECIAL CONDITIONS ............................................................................................................. 21

Section 6.1 - Organization Responsibility ............................................................................................... 21

Section 6.2 - Alternate Organization Selection ....................................................................................... 21

Section 6.3 - Payment Schedule .............................................................................................................. 21

Section 6.4 - Wages ................................................................................................................................. 21

Section 6.5 - News Release ..................................................................................................................... 21

Section 6.6 - Written Contract ................................................................................................................ 21

SECTION 7 – PROTESTS OF AWARD ............................................................................................................ 22

Section 7.1 - Deadline ............................................................................................................................. 22

Section 7.2 - Response to Protest ........................................................................................................... 22

APPENDIX A – KCLS Accounts Payable (AP) Invoice Automation & Contract Management Requirements

.................................................................................................................................................................... 23

A.1 Instructions for Completing the Requirements Spreadsheet ........................................................... 24

APPENDIX B – DETAILED PROPOSAL REQUIREMENTS ................................................................................ 25

1.0 General Response ............................................................................................................................. 25

1.1 Cover Letter................................................................................................................................... 25

1.2 Table of Contents .......................................................................................................................... 25

1.3 Prime Proposer Overview ............................................................................................................. 25

1.4 Partner(s) / Subcontractor(s) Overview ........................................................................................ 27

1.5 Customer References .............................................................................................................. 29

1.6 Cost Proposal ................................................................................................................................ 31

2.0 IMPLEMENTATION RESPONSE .......................................................................................................... 33


2.1 Technical Proposal ........................................................................................................................ 33

2.2 Implementation Plan..................................................................................................................... 35

2.3 - Training Proposal for New System .............................................................................................. 38

3.0 POST IMPLEMENTATION – ONGOING MAINTENANCE & SUPPORT RESPONSE ............................... 39

3.1 Customer Service/Support Proposal ............................................................................................. 39

3,2 System Maintenance/Upgrades.................................................................................................... 40


SECTION 1 – PURPOSE & BACKGROUND

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

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

integrated accounts payable (AP) invoice automation solution that has the capability of managing

contracts (vendor management). The proposer’s solution will replace King County Library System’s

(KCLS) current invoicing methods and provide supporting processes for vendor management,

contracting, invoice approvals (workflow), and integration with existing KCLS payment and processing

functionality in JD Edwards. KCLS is looking to procure a commercially available software as a service

(SaaS) solution that supports these needs.

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

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

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

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

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

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

ages and backgrounds. Established by the State of Washington as the King County Rural Library District in

1943, KCLS is a special purpose district governed by a Board of Trustees, operates under the state

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

The library system employs approximately 1,300 full-time and part-time employees to support day-to-day

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

Section 1.1 – Background and Need KCLS has historically used manual and stove-piped processes (spreadsheets, manual forms, hand delivery,

physical signatures, etc.) to support procurement, contracting, and invoice/accounts payable processing.

KCLS has recently undergone an improvement project for its system of record, JD Edwards. Improvements

have included the addition of job costing, changes to the chart of accounts, the addition of DAS for

enhanced reporting, revised asset management practices, updated company policies and role security,

and implemented position control and expense management.

KCLS is currently looking for an automated invoice and contract processing system that will help eliminate

paper, automate signatures, and provide approval workflows at the beginning of the procure-to-pay (P2P)

process. This new system will need to integrate with JD Edwards. The current invoice and contracting

solution includes the following characteristics and limitations:

• Manual processing/approvals: paper invoices, coded by hand, routed physically for signature or

electronically, being physically stored; not a ‘green’ process

• Electronic processing/approvals: some use of Nitro to process invoices for approval signature

(large increase in use since the pandemic began)

• Receipt of some invoices electronically (via email, or electronically to KCLS databases (i.e.,

Evergreen)


• Has a varied use of purchase orders and invoicing practices, depending on the functional team

(currently working to increase the use of purchase orders in ITS) – KCLS uses direct vouchering,

two-way and three-way matching

• SharePoint will be used to store invoices, receipts, contract documents, etc.; this is new and still

in the implementation phase for the recent JD Edwards improvements

• Vendors are maintained in the JD Edwards address book, but there is no automated mechanism

to sign and store contracts;

o For the Library Programming team, their simple contract acts as the invoice and is paid

directly

o For Facilities, projects will have contracts, subcontracts, retainage, purchase orders, etc.

o Facilities and ITS are the main groups using purchase orders

o ITS-CTS has been the only group using Purchase Requests – analyzing the need in the

current JDE improvement project

o There is direct ordering with Staples, CDWG, and Amazon

o The Library Collection department receives some vendor invoices directly to the

Integrated Library System (ILS) – Evergreen

o There is an electronic process that puts Evergreen invoice approval information into a .csv

file for manual upload to JDE for payment

• In 2022, Grants and other capital improvement projects (CIP) will be a “Job” in JD Edwards, and

invoices and contracts will be booked to the applicable business unit (the Job).

• JDE reporting is not as user-friendly as desired; it is difficult for managers to get answers to their

questions quickly; the recent emphasis on the use of DAS and the JD Edwards improvements are

planned to improve the situation

• The current Expense Management function is a manual process, using a form that is filled out and

signed by the employee and manager prior to sending it to Finance for processing. KCLS has done

a fair amount of discovery and process mapping to identify the requirements in this proposal

(Appendix A). Leadership has made the decision to replace manual processes with an integrated

approach that addresses needs across all business functions. The recent JD Edwards

improvement effort has addressed many of these items. The remaining items on the

requirements list are applicable to this RFP effort.

Section 1.2 – Objectives KCLS will significantly benefit from a modern system that addresses vendor contracts and automated

invoicing practices. Enhancing the front end of the KCLS P2P system will strengthen vendor and public

trust and transparency, as well as improve efficiency for managers and employees. Key objectives:

• Reduce the reliance on individuals for the processing of invoices

• Reduce the time it takes to physically process an invoice

• Create easy access/visibility of contract and invoicing information

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

• System-wide ability to access invoice history for a vendor

• Reduce our “paper footprint” with more electronic storage of invoices, receipts, contracts, forms, W-9s, etc., without increasing the burden on our employees

• Ensure the ability to perform invoicing from mobile platforms and remote locations


• Ensure audit compliance with retention rules and other State and Government laws and regulations related to contracts, invoicing, and payments

This RFP and Appendix A are written to assume an integrated tool set that contains a wide-range of

functions. KCLS is looking for the most cost-effective solution to address the remaining requirements in

Appendix A.

• There are multiple tabs in Appendix A relating to different functions; tabs in Green are applicable

to this RFP, the tabs in Grey were related to the JDE Improvement project

• The Appendix tabs are sorted so the requirements applicable to this RFP are at the top of each

tab

• The items that were taken care of in the JD Edwards improvement effort are shaded in grey and

are located at the bottom of the list for reference; however, some may be applicable to this RFP

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

the desired state after a successful integrated solution with automated invoicing and contract

management:

Current State: Desired Future State:

• Manual processes, spreadsheets, and forms

for procurement and contracting

• “Single Source of Truth” for vendor

information (addresses, phone numbers,

ratings, notes, payment preferences, etc.),

• Ability to make visible associated invoices,

receipts, W-9s, and other documentation

• Wide variety of data tracking and

reconciliation methods

• Reduce manual entry with integrated online

solutions, scanning, coding, and workflows

• Ability to approve invoice coding

electronically and error check

• Enhanced visibility of budget and invoice

information by location, accounting code,

etc.

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

processing, payment requests, and approvals

• Signature tool not integrated with the

procurement process consistently

• Ability to send contracts out to vendors

electronically for signature and then store

the contract, applicable W-9 and other

documentation

• Paper copies are being physically stored by

Organizations and by Accounts Payable (not

green) – Current JDE project is implementing

SharePoint as the storage location

• Defined and efficient integration of

information between contracting, invoicing,

check requests, and Accounts Payable (JDE).

• The recent JDE improvement project has

initiated the use of job costing, a more

consistent way to track location, and ways to

• The new GL configuration will require the

invoice automation solution to work with

multiple GL “coding blocks”. Such as:


track details needed for better management

reporting

• Business Unit, Object, Subsidiary

• Subledger (location)

• Asset Number – for certain types of expenses

like Vehicle Repairs & Maintenance

• ACA Codes – up to four distinct coding blocks

• Expense management is a manual and paper-

based process (this is an option that KCLS

would like to explore)

• User-friendly interface for employees to

electronically request reimbursement with

automated approval workflow and the ability

to attach receipts and other documentation

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

and electronic systems currently used:

• Contracting with vendors

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

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

etc.)

• Initiating Purchase Orders

• Stamping/approving/coding invoices for payment

• Using Forms to request checks/payments

• Routing contracts for signatures

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

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

for payment processing and release

• (Option) Automation of currently manual expense management forms

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

System Name Description

JDE EnterpriseOne 9.2 JDE Tools 9.2.2.5

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

JDE Orchestrator Scheduling and Automation tasks

JDE Job Costing Separate Jobs set up in their own BU’s for each Foundation Grant, and for each Facilities or IT CIP project

JDE Asset Management IT and Facilities Inventory Management

Nitro Sign, and Nitro Pro PDF Creation and Signature Workflow

Evergreen Physical and E-Item Inventory/Ordering System

FileZilla Method for moving information into JDE

Staples, Amazon, CDWG Online Ordering of Supplies and Computing items

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



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

Utilities

Verizon GPS System Leases (auto tracking)

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

L&I Portal State reporting

Public Works Reporting to state for Pay Apps

WEX Fuel Cards

King County Treasurer Text file (Checks & Amts)

US Bank/King County Positive Pay file

Ceridian/Dayforce HCM system; payroll and HR functions

SharePoint Document Storage solution

ReportsNow/DAS & DAS Automator

Ad hoc reporting, integrates well with JDE; can schedule reports

Printers/Scanners (contracted service)

Current Printers have scanning and email capabilities

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

Current State (2019 numbers) Quantity

# of regular Accounts Payable staff 4

# of JDE system administrators 1

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

# of Purchase orders (POs) 984

# of non-PO 27,799

# scanned images (in system) – Currently implementing change to store Contracts, PO’s, and Invoices in SharePoint Document Storage

0

How are invoices stored? • Mostly File Cabinets: Contracts, Invoices, Requests for Payment, Receipts, etc.

• Some scanned: Some available on SharePoint Moving towards integrated storage site in SharePoint with JDE project

How are invoices received? Decentralized:

By mail

Hand provided

Online

Electronic Transfer

What payment types are used to pay vendors?

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

Does COB match POs? Two-way and three-way matches


Not all transactions have a PO prior to receipt of invoice

# of Travel Expense transactions 434

# of Mileage Reimbursement transactions

1,317

# of Checks issued 14,491

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

20

# of Suspended/Retained Fees (Facilities projects)

27

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

# of KCLS Foundation Departments 1 (one)

• Financial system managed separately (QuickBooks)

• Foundation Funded Grants tracked in KCLS JDE system as Jobs (new for 2022)

SECTION 2 – SCOPE OF SERVICES AND REQUIREMENTS Assess all aspects of vendor contracting and invoicing and integration with the KCLS system of record, JD

Edwards (JDE). Implementation should include elements of change management and training for

employees affected by the change to their job tasks.

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

In Scope:

• Integrated solution with JD Edwards (JDE) that addresses all the needs expressed in this

document and in Appendix A.

• The needs of all KCLS organizations for vendor management, contracting, invoice processing,

associated document management, expense management (option), etc. as noted in this RFP.

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

payment vouchers/requests; SharePoint for document storage)

• Documented process flows, job aids

• Training and Change Management, as needed

Invoicing Automation

• Methods to ingest invoices electronically and provide initial coding and workflow for approval

• Encumbrances noted in the contract

• Progress Payment applications with retention (for Facilities projects)

• Progress invoices against a contract

• Payments to HR benefits vendors (connected to payroll information)

• Ad hoc addition of vendors for miscellaneous invoices


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

• Access to data (for retention schedules, storage, public records responses, search and print)

• Effects on audit processes and budget tracking

• Effects on rules that govern purchasing

Vendor Management

• Managing contracts - storage/retrieval

• Vendor information/record

• W-9 receipt/storage

• Document storage (including for waivers and insurance information)

• Inclusion of simplified needs for the library KCLS Friends groups (contract repository only)

• Ability to deal with the separate nature of the KCLS Foundation Grants invoicing (Job Costing in

JDE)

Expense Management (Option)

• Automation of multiple employee expense reimbursement types (mileage, travel/conference,

tuition, misc.)

• Ability to attach receipts and other documentation

Out-of-Scope:

• HCM system - Dayforce

• Changes to JDE except those needed for integration

• Process improvement activities to develop contracts

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

support the following KCLS strategic plans:

KCLS Strategy/ Goals Supported:

• Improve Financial Accuracy, Management, and Accountability

• Improve Staff Workflow Processes

• Increase Responsiveness to Changing Technology Needs

KCLS Initiatives Supported:

• Enhanced Technology Initiative

• Innovation & Continuous Improvement Initiative

• Green Initiative

Section 2.1 Proposer as Prime KCLS intends to make a single award to a Proposer who will be responsible for the performance of the entire automated invoicing and contract management project pursuant to the final contract. KCLS will


consider the contracting Proposer to be the sole point of contact, regarding all contractual matters, including any and all contract performance issues and obligations.

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

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

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

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

case for an integrated procure-to-pay system. These can be made available to the proposers if desired

after contract award. Please note, KCLS is not looking to replicate these processes in the new solution.

The purpose of the process maps is to give an understanding of the current state and the source of the

requirements. There are also process maps from the recent JDE improvement project available for

review if desired after contract award.

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

the in-scope technical requirements are:

• Configurable workflow

• Ability to work with multiple coding blocks

• Integration with JD Edwards and other KCLS tools as needed, including a signature tool for

contracts

• Document management integration with SharePoint

• Report generator with data visualization

• Provision of test environment(s)

• Provision of user training

• Security

• Interoperability

• Scalability

• Usability

• Single Sign On or LDAP capability

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


JD Edwards Core financial system

Active Directory Authentication system


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

interfaces are dependent upon the solution provided by the successful proposer.

Additional information on interface requirements is contained in Appendix A.

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

• Project management, including project planning and kick-off

• Solution to requirements fit/gap

• Solution design and configuration, including incorporation of best practices

• Data conversion & migration from other systems

• System(s) integration

• Testing

• Quality management

• Training and education

• Go-live support

• Transition to service

• Cutover & deployment across KCLS

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

Section 2.4.1 – Implementation Schedule and Stages Given the inefficiencies with the current invoicing manual processes, it is KCLS’ desire to implement the proposed automated invoicing/contract management solution as quickly as possible, in a high-quality manner. KCLS is looking to select the system by October 2021, pay for the majority of the system by December, with implementation completing by the end of January 2022. Implementation will need to begin right away. However, year-end accounting activities will have an impact on key resource availability until the end of January. The proposer should include a detailed schedule for implementation given these constraints.

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

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

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

the express written consent KCLS.


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

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

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

project is being hindered.

Section 2.4.4 – Training Training KCLS personnel in use of the proposed automated invoicing/contract management solution is

critical to the overall success of the implementation.

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

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

configured solution. Development of process flows and associated job aids should be included.

SECTION 3 – GENERAL INFORMATION FOR PROPOSERS Section 3.1 – Proposer Relations Coordinator KCLS’s Proposer Relations Coordinator for this procurement is the sole point of contact for this

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

with the Proposer Relations Coordinator, or with the KCLP Project Manager, as follows:

Name (Proposer Relations Coordinator) Debbie Toy Email [email protected] Phone Number(s): (425) 369-3265 Name (Project Manager) Sheila Stark Email [email protected] Phone (425) 369-3221

The proposer’s bid shall be formally submitted to Purchasing ([email protected]). All submissions will

receive a notification of receipt.

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

statements issued by the Proposer Relations Coordinator or the Project Manager. Communication

directed to parties other than the Proposer Relations Coordinator may result in disqualification of the

proposer.

Section 3.2 – Estimated Schedule of Procurement Activities Date Event

09/15/2021 KCLS n/a Issue Request for Proposals Requests for Proposals and Qualifications (RFPs) | King County Library System (kcls.org)

09/20/2021 Proposer By 4:00 PM PT RSVP to Proposers Conference Due

09/21/2021 KCLS/Proposer 10:00-11:00 AM PT Virtual Proposers Conference

mailto:[email protected]



https://kcls.org/requests-for-proposals-qualifications/




09/22/2021 Proposer By 12:00 PM PT Proposer Requests for Clarification Due

09/23/2021 KCLS Posted by 4PM PT KCLS Responses to Requests for Clarification Requests for Proposals and Qualifications (RFPs) | King County Library System (kcls.org)

09/27/2021 Proposer By 4:00 PM PT Mandatory Letter of Intent due to KCLS

09/29/2021 Proposer By 4:00 PM PT Proposer Proposals Due

10/06/2021 KCLS n/a KCLS to Complete Evaluation of Written Proposals /Down Select for Demo Phase

10/12/2021 (by appointment)

KCLS/Proposer TBD Solution Demonstrations

10/18/2021 KCLS By 4PM PT Announce “Apparent Successful Proposer” and send notification via e-mail to unsuccessful proposers

10/29/2021 KCLS/Proposer n/a Contract in Place

Note: KCLS reserves the right to revise the above schedule

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

and Answer session.

Proposers’ Conference

Date: September 21, 2021

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

Location: Virtual meeting instructions will be provided to those vendors

who RSVP for the event

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

participate please send an RSVP by 9/20 to:

Debbie Toy: [email protected]

• In Subject line use: RFP #21-02 Proposers Conference RSVP

• Please provide us names and titles of those attending by 4:00 PM PT on September 20, 2021.

Section 3.4 – Requests for Clarification






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

September 22, 2021 by 12:00 PM PT, to the Proposer Relations Coordinator identified in Section 3.1 –

Proposer Relations Coordinator.

The words “RFP #21-02 KCLS AP Invoice Automation & Contract Management-Request for Clarification”

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

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

questions is the responsibility of the submitting organization.

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

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

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

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

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

All clarifications to the RFP will be posted to the KCLS website by September 23, 2021. The source of an

inquiry occasioning a clarification shall not be given.

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

Section 3.5 – Submission Requirements

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

Section 3.1 – Proposer Relations Coordinator, no later than September 29, 2021, 4:00 PM PT. It is the

responsibility of the Proposer to ensure timely delivery of Proposals.

The e-mail shall include the following in the subject line of the e- mail(s): [Company Name] RFP #21-02

AP Invoice Automation/Contract Management.

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

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

and will automatically be disqualified from further consideration.

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

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

3.5.2 – Signatory Requirements

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

such a commitment.

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

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

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

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

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

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


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

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

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

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

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

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

Notification of award will be sent to all proposers.

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

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

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

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

function or requirement is unavailable.

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

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

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

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

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

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

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

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

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

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

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

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

3.1.

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

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

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

with the detailed proposal submission requirements presented.


1.0 – General Response Section ID Proposal Content

1.1 Cover Letter

1.2 Table of Contents

1.3 Prime Proposer Overview

1.3.1 Prime Proposer’s Company History

1.3.2 Prime Proposer’s Financial Information

1.3.3 Prime Proposer’s Qualifications

1.3.4 Prime Proposer’s Product Overview

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

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

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

1.4.3 Partner(s) / Subcontractor(s) Qualifications

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

1.5 Customer References

1.5.1 Prime Proposer’s References

1.5.2 Partner(s) / Subcontractor(s) References

1.6 Cost Proposal for the Proposed Solution & Scope of Services

1.6.1 Price Guarantee

1.6.2 Price Proposal Questions

1.6.3 Detailed Cost Proposal

2.0 – Implementation Response Section ID Proposal Content

2.1 Technical Proposal

2.1.1 Proposed Solution

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

2.1.3 Workflow

2.1.4 Reporting

2.1.5 Mobile

2.2 Implementation Plan

2.2.1 Implementation Approach & Schedule

2.2.2 Data Conversion & Migration

2.2.3 Testing

2.2.4 Migration & Cutover

2.2.5 Proposed Personnel

2.2.6 Proposed Personnel References

2.3 Training Proposal

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

3.1 Customer Service / Support Proposal

3.2 System Maintenance / Upgrades


SECTION 5 – EVALUATION Section 5.1 - KCLS Accounts Payable (AP) Invoice Automation & Contract

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

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

review of all proposals based on the following criteria:

KCLS evaluation criteria include:

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

by KCLS)

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

3. Degree of fit between KCLS Accounts Payable (AP) Invoice Automation & Contract Management

Requirements (Appendix A) and proposer’s proposed solution

4. System demonstrations (as requested)

5. Quality of references

6. Quoted costs and discounts

Additional evaluation criteria may be considered based on KCLS’ discretion.

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

(AP) Invoice Automation & Contract Management Evaluation Criteria. The proposal submission should

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

defined in this RFP.

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

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

Proposers.

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

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

Round Evaluation may not carry through to future evaluations.

Section 5.3 – Solution Demonstration & Interview The Shortlisted Proposers (finalists) will provide an online demonstration of their proposed solution and

respond to additional information relating to their proposal through an interview. Those proposers that

are invited to provide an onsite demonstration will be provided with demonstration scripts prior to the

scheduled demonstration.

The demonstration must be for the product proposed in the Prime Proposer’s response to RFP 21-02. It

should operationally show all aspects and tools from the recommended solution (not a PowerPoint


presentation). Demonstrations executing the operational integration between the proposed product

and JD Edwards are preferred.

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

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

the system.

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

finalists based on the evaluation criteria listed in 5.1.

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

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

will submit revised technical and price proposals.

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

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

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

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

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

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

Section 5.6 – Reservation of Rights

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

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

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

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

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

for demonstration to validate capabilities.

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

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

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

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


SECTION 6 – SPECIAL CONDITIONS Section 6.1 - Organization Responsibility

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

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

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

successful organization unless modified in writing by the contract.

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

services as defined in the contract.

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

authorizations to provide all products and services it proposes.

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

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

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

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

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

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

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

Section 6.3 - Payment Schedule KCLS would prefer to pay the majority of the costs for the proposed solution implementation in 2021.

Contract negotiations will include costs for implementation of the solution (including any additional

software), user training and materials (process maps and job aids), on-going maintenance activity, post-

implementation support, and/or subscription costs.

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

government entity having jurisdiction.

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

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

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

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

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

proposal in effect for period specified in this RFP. Any changes to the contract, post-signature, will be

documented with a change request and signed by both parties prior to execution.


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

writing to:

King County Library System

Attn: Director of Finance

Protest to Award of AP Invoice Automation & Contract Management

960 Newport Way NW

Issaquah, WA 98027

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

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

announced.

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

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

responses are mailed via certified mail to the protesting organization.

mailto:%[email protected]


APPENDIX A – KCLS Accounts Payable (AP) Invoice

Automation & Contract Management Requirements

Appendix A documents the KCLS requirements for AP Invoice Automation & Contract Management

within its larger Procure-to-Pay (P2P) system requirements set. Due to its size, it is provided as its own

.pdf file.

• This RFP is focused on the items at the top of each tab related to the Accounts Payable (AP)

Invoice Automation & Contract Management solution.

• Note: The items shaded at the bottom of each tab are related to the recent improvement

project for JD Edwards and are provided for reference.

• Green tabs are directly related to this RFP, the Grey tabs were associated with the recent JD

Edwards improvement project.

The appendix can also be provided as its own Excel file if requested by the vendor. Please ensure that

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

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

Functional Group Description

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

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

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

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

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

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

Expense Management Optional – Although there are options in JDE for this function, KCLS would like to explore alternatives that are connected to the automated invoicing and contract management solution. This would support fewer systems that employees would have to be trained to use

Grey Tabs Items dealt with during the JDE Improvement project. Provided here for reference. If the Proposer’s solution can help or augment these items, please provide notes in the comments column


Each requirement has been assigned a requirement type:

Requirement Type Description

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

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

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

Reporting Standard reporting to support internal and external information needs.

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

KCLS has assigned a priority to each requirement:

Code Priority Definition

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

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

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

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

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

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

further description.

Response Code Description

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

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

R Reporting tool satisfies the requirement

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

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

NA Not available

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

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

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


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

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

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

Proposal for the proposed Accounts Payable (AP) Invoice Automation & Contract Management solution

and scope of services defined in the RFP.

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

letter should include:

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

2. Federal Identification Number (FIN)

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

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

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

the proposer

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

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

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

1. Parent company, if applicable

2. Year founded

3. Number of employees

i. Full-time

ii. Part-time

iii. Contract

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

offerings


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

6. Ownership model - Public vs. private

7. Brief history of the company

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

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

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

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

changes that are currently in process.

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

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

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

the Apparently Successful Contractor.

6. If your company is awarded the KCLS Accounts Payable (AP) Invoice Automation & Contract

Management contract, please indicate:

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

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

etc.

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

KCLS's ongoing customer support.

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

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

invoicing customers?

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

Development (R&D)?

4. What percentage of R&D is specific to the proposed Accounts Payable (AP) Invoice

Automation & Contract Management solution?

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

unfavorable outcome would have on the company.

1.3.3 Prime Proposer Qualifications 1. Describe your firm’s expertise in each of the following areas:

(a) Working with JD Edwards products

(b) Managing Contracts

(c) Managing Vendor Information

(d) Document Storage and Retrieval; including any SharePoint experience

(e) Electronic Invoice Processing

(f) Electronic Approvals and Signatures

(g) Electronic Scanning and Coding

(h) Workflow Management

(i) Integration with Financial Accounting systems

(j) Integration with Other Inventory Systems

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

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

https://kcls.org/accessibility/


2. Briefly describe your history providing and maintaining the scope of services covered in this RFP. (a) When was the current version of the Accounts Payable (AP) Invoice Automation &

Contract Management solution released? (b) What is your approach and process for staying up-to-date on legal and compliance

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

3. How many Accounts Payable (AP) Invoice Automation & Contract Management clients do you

currently have?

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

proposed Accounts Payable (AP) Invoice Automation & Contract Management solution?

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

proposed Accounts Payable (AP) Invoice Automation & Contract Management solution?

4. How many years have you been supporting Accounts Payable (AP) Invoice Automation & Contract Management clients?

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

6. Please describe your experience and understanding of Accounts Payable (AP) Invoice Automation & Contract Management situations for institutions like KCLS (government entities, county entities, other libraries, etc.).

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

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

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

8. Describe your company’s recent experience with implementing an Accounts Payable (AP) Invoice Automation & Contract Management solution for organizations like KCLS.

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

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

relating to the solution that distinguish you in the Accounts Payable (AP) Invoice Automation &

Contract Management services field?

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

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

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


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

a. Parent company, if applicable

b. Year founded

c. Number of employees

i. Full-time

ii. Part-time

iii. Contract

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

offerings

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

f. Public vs. private

g. Brief history of the company

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

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

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

2. What percentage of the company’s revenue come from Accounts Payable (AP) Invoice

Automation & Contract Management customers?

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

unfavorable outcome would have on the company.

1.4.3 Partner(s) / Subcontractor(s) Qualifications

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

including length of time the partnership has been in existence.

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

the KCLS Accounts Payable (AP) Invoice Automation & Contract Management project.

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

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

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

partner(s) / subcontractor(s)

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

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

KCLS Accounts Payable (AP) Invoice Automation & Contract Management project.

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

and/or service(s) for the KCLS Accounts Payable (AP) Invoice Automation & Contract

Management project.

5. How many Accounts Payable (AP) Invoice Automation & Contract Management clients does

your partner / subcontractor currently have? Briefly describe the products and/or services

provided to these clients.


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

7. Please describe your partner(s)’s / subcontractor(s)’s experience and understanding of Accounts Payable (AP) Invoice Automation & Contract Management solutions for organizations like KCLS.

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

library system customers.

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

9. Describe your partner(s)’s / subcontractor(s)’s recent experience with implementing an integrated Accounts Payable (AP) Invoice Automation & Contract Management solution for organizations like KCLS.

1.5 Customer References

1.5.1 – Prime Proposer Customer References Please include three Accounts Payable (AP) Invoice Automation & Contract Management client

references, preferably library systems and/or public sector organizations of similar size and complexity

to KCLS. If possible, please include at least one reference based in Washington State. These references

must have worked directly with the Prime Proposer, know firsthand the quality of the Prime Proposer’s

work, and be willing to provide a phone reference on your work if you are considered for a contract.

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

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

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

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

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

Proposer’s background in Accounts Payable (AP) Invoice Automation & Contract Management

implementations and Prime Proposer’s ability to deliver the scope of services contained in this RFP.

Include the total cost of the contract, start date, completion date, and final outcomes.

Prime Proposer Customer Reference # – CUSTOMER NAME

Client: Client Phone Number:

Client Contact Role: Client Email:

Client Location:

Project Name:

Role:

Services Provided:

Start Date: Completion Date:


Prime Proposer Customer Reference # – CUSTOMER NAME


Total Contract Cost

Final Outcomes/Status:

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

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

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

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

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

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

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

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


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

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

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

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

/ subcontractor’s background in Accounts Payable (AP) Invoice Automation & Contract Management

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

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

Partner/Subcontractor Customer Reference # – CUSTOMER NAME



Client Location:

Project Name:

Role:

Services Provided:


Partner/Subcontractor Customer Reference # – CUSTOMER NAME



Total Contract Cost

Final Outcomes/Status:

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

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

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

payable to the vendor by KCLS.

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

option years

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

2. Describe your maintenance and support pricing model.

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

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

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

A. Detailed Implementation Costs - General Item Cost Notes

Project Management $

Configuration $

Customization $

Data Conversion & Migration $

System Interfaces & Application Integration (w/ JD Edwards and SharePoint)

$

Testing $

Cutover & Deployment $

TOTAL $


B. Detailed Implementation - Training Costs Item Cost Notes

System Administrator Training $

Power User Training $

Customized Training Materials (job aids, process flows)

$

Other – Please describe other suggested training in the Notes

$

TOTAL $

C. Detailed Implementation – Proposer’s Tool Costs

Item Cost Notes

Accounts Payable (AP) Invoice Automation & Contract Management

$

Invoice Scanning $

Invoice Coding/Approval Workflow

Contract Management $

Digital Signatures (for contracts)

$

Document Storage Integration

Other (please specify) $

Option: Expense Management $

Initial Subscription/Licenses $

TOTAL $

D. Detailed Implementation – Third-Party Costs

Item Monthly Costs Notes

Implementation $

Subscription/Licences $

TOTAL $

E. Detail Recurring Costs – Monthly Costs by Year

Item Year 1 Year 2 Year 3

SaaS Service / Licenses

Subscription Costs

Invoice Scanning & Coding Fees

Maintenance & Support

Other (please specify)

Third Party Recurring

TOTAL


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

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

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

Implementation (year 1) $

A. Implementation Costs -General

B. Implementation Costs -Training Costs $

C. Implementation Costs -Tool Costs $

D. Implementation - Third-Party Costs $

Recurring Costs (year 2 and 3):

A. Proposer

B. Third Party

Total Three (3) Year Cost of Ownership $

2.0 IMPLEMENTATION RESPONSE

2.1 Technical Proposal

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

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

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

Component Solution Name Version Number Provided By (Vendor Name)

Accounts Payable (AP) Invoice Automation & Contract Management

Vendor Management

Contract Management

Digital Signatures

Electronic Invoice Processing (Scanning & Coding, Approval Workflow)

Other (please identify below)

1. How is the proposed solution licensed?

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

3. Provide a brief overview of the product offerings in the Accounts Payable (AP) Invoice Automation & Contract Management space for the Prime Proposer and proposed partner(s) /


subcontractor(s), if any. Clearly differentiate the offerings provided by the Prime Proposer versus proposed partner(s) / subcontractor(s).

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

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

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

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

2.1.2 Proposed Solution to KCLS Requirements Fit/Gap Proposers shall complete and submit Appendix A – KCLS Consolidated Requirements as part of its

response. KCLS is looking for a solution that will best meet its business requirements with minimal

customizations and extensions.

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

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

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

staff performing these functions

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

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

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

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

2. Describe how the workflow module maintains workflow history.

3. Describe how your workflow solution accommodate various event triggers including time-based, manual initiation, and conditional (i.e., value of some parameter).

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

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

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

a. How is email used in the workflow?

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

c. Describe the required supporting infrastructure including email services.

6. Describe how your self-service is integrated with workflow to provide automatic and one-time reminders, routing, approvals, and notifications. Also, describe the self-service audit trail, and proxy and delegation assignment.

2.1.4 Reporting

1. Provide a brief overview of your reporting tools and how they are integrated with your proposed Accounts Payable (AP) Invoice Automation & Contract Management solution for KCLS


a. Is the reporting solution part of the Accounts Payable (AP) Invoice Automation & Contract Management software or a 3rd party addition?

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

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

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

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

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

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

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

2.1.5 Mobile

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

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

2.2 Implementation Plan

2.2.1 Implementation Approach & Schedule

1. Describe the methodology the Proposer will use to implement the proposed Accounts Payable (AP) Invoice Automation & Contract Management solution for KCLS

2. Describe the recommended approach for implementing the proposed solution. KCLS is interested in beginning implementation activities in late January 2021, although some preparatory work might be possible. In your response, include:

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

b. Recommended cutover date for procure-to-pay elements including automated invoice processing based on previous experience with other customers, preferably public sector / library customers

c. Recommended deployment strategy, including staging/phasing of solution modules based on the proposers understanding of KCLS’ requirements

d. Please articulate the rationale as to why the deployment strategy is appropriate for KCLS

3. Provide a clearly delineated implementation plan and schedule, with milestones and descriptions of each critical step for the implementation of the proposed solution(s).

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

5. Describe the typical requirement for customer resources during similarly sized implementation processes, including recommended number of customer resources, customer roles & responsibilities, and expected time commitment by role.

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


7. Please describe your approach to implementation project quality management. Summarize the criteria and metrics that you use to measure implementation quality and assess customer satisfaction. In addition, please describe any separate internal quality audits or reviews that are performed for projects of this size.

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

2.2.2 Data Conversion & Migration

1. Describe your services and approach relating to data conversion and migration, including data clean-up, automated data conversion, and manual data set-up. Describe the minimum (mandatory) set of data that must be converted to accommodate the implementation of your solution.

2. Describe how you have worked with incumbent Accounts Payable (AP) Invoice Automation & Contract Management vendors on converting and migrating contract, vendor, and invoice information into your proposed solution.

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

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

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

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

5. Describe how you would use current information to create a test data set that could be used to validate processes and support system testing.

6. Does your methodology accommodate cleansing, redacting, or transforming data during the process? What processes do you recommend using to assess data quality and to conduct data clean-up prior to conversion?

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

8. Describe the key roles and responsibilities associated with the data conversion and migration implementation activity. What are your assumptions about KCLS roles and responsibilities in this area?

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

2.2.3 Interface Development & Application Integration

1. Describe how your solution consumes real-time data from other systems, including data conversion and transfer.

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

3. Describe your standard interfaces to vendor products (e.g., to financial systems) and to external agencies (e.g., banks, state, federal agencies).

4. For those interfaces that must be custom developed, describe your role in developing these interfaces and the skill sets required by KCLS staff to maintain the interfaces.

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

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


7. Explain how standard Accounts Payable (AP) Invoice Automation & Contract Management processes integrate within the components of the solution.

2.2.4 Testing

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

2. Describe the testing approach you will use for your proposed Accounts Payable (AP) Invoice Automation & Contract Management solution to help ensure invoices are accurately processed and associated with the correct vendor. Include your approach for comparing testing outcomes with the current KCLS invoice processing environment.

a. Describe how you will research and resolve accounting and invoice discrepancies between your test environment and the legacy KCLS systems/processes.

3. Describe the key roles and responsibilities associated with the testing implementation activity. What are your assumptions about the KCLS roles and responsibilities in this area?

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

2.2.5 Migration & Cutover

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

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

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

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

your proposed cut-over process in detail.

2.2.6 Proposed Team

1. Describe the typical project team and provide a project organization chart showing the roles that will be included in the KCLS Accounts Payable (AP) Invoice Automation & Contract Management project.

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

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

2. Describe the individual responsibilities for the roles that will be assigned to the KCLS Accounts Payable (AP) Invoice Automation & Contract Management implementation.

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

4. Provide biographical information for the leads and other critical roles that you are proposing for the KCLS Accounts Payable (AP) Invoice Automation & Contract Management implementation. Include:

a. Name

b. Job title

c. Location

d. Proposed project role

e. Brief description of relevant experience


f. Years with the company

g. Years of experience implementing the proposed solution

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

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

personnel”, preferably Accounts Payable (AP) Invoice Automation & Contract Management references for

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

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

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

considered for a contract.


1. Client name and location including address and phone number of Client’s project manager or primary contact; include location where services were provided if different from client location

2. Individual’s role and responsibilities

3. Description of the product and/or services provided. This description should illustrate the individual’s background in procure-to-pay systems and/or automated invoice processing implementations and his/her ability to deliver the work required for his/her proposed role. Include the individual’s start date and end date for the work performed.

PROPOSED PERSONNEL NAME

Customer Reference # – CUSTOMER NAME



Client Location:

Project Name:

Role & Responsibilities:

Services Provided:


2.3 - Training Proposal for New System

1. Describe your services and approach relating to training, including training strategy, training plans, content development, online training, and training delivery.

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


3. Describe how you will support technical knowledge transfer so that KCLS technical resources have an adequate understanding of (and receive documentation about) the KCLS-specific configuration and customizations

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

5. Describe your recommended approach for training functional users and other users (primarily KCLS staff accessing the solution via self-service).

6. Describe the embedded help, online help, and online documentation that are available to aid users of your solution.

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

8. Describe the key roles and responsibilities associated with training implementation activities. What are your assumptions about the KCLS roles and responsibilities in this area?

3.0 POST IMPLEMENTATION – ONGOING MAINTENANCE & SUPPORT

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

optimization.

3.1 Customer Service/Support Proposal

1. Provide a comprehensive description of your solution and technical support organization and capabilities including methods of contact, number of customer contacts allowed and agreed response times after initial incident report and problem escalation.

2. Please provide a description of the formal procedure your company has for dealing with customer issues, including software/solution issues, service issues, and feature requests.

3. Describe your customer service-level agreement(s), including any differences in service level tiers (e.g., premium, gold, silver, standard, etc.).

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

4. Define your problem severity levels and include the target response times and restorable actions to customer issues by severity level.

5. What is the typical turnaround time (from report to solution availability) for mission-critical defects? For non-mission-critical defects? Provide examples.

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

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

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

8. Describe how your company measures satisfaction with services provided and the metrics, which will be used to measure the quality of the products or services supplied to KCLS. Include a sample metric.


3,2 System Maintenance/Upgrades

1. Describe your product’s major releases and revisions schedule and approach for the past two years.

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

3. Describe procedures and schedules for how releases and revisions are made available to your customers.

4. How do you distinguish between an upgrade release and the release of a new feature / product?

a. How are each made available to an existing customer?

5. Describe your company’s process for reviewing, approving, and prioritizing suggested changes and enhancements.

End of RFP#21-02

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