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Procurement Software

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Bid Information

Bid Alert No: 00000540840

Bid Title: Procurement Software

Agency Bid No. Title: LOT16-051

Received Date: 04/14/2016

Close Date: 06/01/2016

Purchase Type: Term:

Delivery Point: Olympia, Washington

Delivery Date: Not Stated

Special Notices: Questions Due By 04/22/2016, Questions Due By 05/11/2016


Specifications include, but are not limited to:. PURPOSE AND BACKGROUNDCurrently Washingtons Lottery has a requisition/purchase order system that utilizes SharePoint along with an InfoPath form. This is used for requisitions and purchase orders.The requisition identifies personnel by system identifiers.A requisition is able to be filled out, sent to an approver then sent to purchasing staff for procurement. The requisition automatically fills out the purchase order and minimal changes are required. Purchase orders are then emailed to vendors as a pdf attachment, and the Lottery awaits delivery and utilizes packing slips to confirm delivery.Inventory, if recorded, is recorded at a minimum of once a month. Washingtons Lottery has numerous inventory types and locations. Accurate information isnt always accessible and is usually time consuming to retrieve. Also, inventory values are manually updated within these systems and not always accurate.Contract(s) are not currently linked to purchase orders which does cause a problem when trying to track spend against a contract as most of them have monetary thresholds. The procurement team must research and track manually.The current procurement system does not have the ability to send automatic notifications. The procurement team must manually notify receiving locations of pending deliveries. The procurement team must also manually follow up to ensure shipments were received and accurate. Procurement staff then must wait for the receiving location to email or mail packing slips before the process can continue. This can take days or weeks.There is currently no way to identify whose queue requisitions are sitting in when needing approval. Approvers look into the Pending Approver status and find a list of requisitions that may or may not be waiting for them specifically.The Washington State, Washingtons Lottery hereafter called "AGENCY, is initiating this Request for Proposal (RFP) to solicit proposals from firms interested in supplying the AGENCY with procurement software also known as a procure-to-pay system.OBJECTIVES AND SCOPE OF WORKThe purpose of this Request for Proposal is to conduct a procurement that will ultimately secure a single vendor to provide Software as a Service, modular Procurement software solution. We are looking for a system that will require little or no customization.The following items must be included:RequisitionsApprovalsPurchasingReceivingInventoryContract ManagementThe following items should be (at a minimum) available to add at a later date:Invoice (pay functionality)The vendor shall provide all labor, equipment, materials, supplies, transportation lodging, meals and services necessary for, or reasonably incidental to, the complete performance of any agreement resulting from this RFP. Vendor must include in its price all delivery, installation, testing, training, annual service contract and warranty costs associated with all elements of the proposed system. Pricing should also be based on software license for employees identified.The AGENCY has 135 employees at different levels of use. Two (2) will be frequent, everyday users. Twenty-five (25) to thirty (30) will be accessing the system regularly, while thirty-five (35) employees will be infrequent users utilizing system a few times a month. The remaining employees may use the system once or twice a year if at all.Once the contract is signed we expect the contractor to:Install and manage initial setupTrain AGENCY AdministratorsTrain usersProvide ongoing training tools (i.e. online videos, documentation, etc.)Provide ongoing technical support for the systemVendor will be required to submit a proposal with pricing amounts by module. Future module additions may be implemented at a later date. Initial cost evaluation will be based on modules enabling the Requirements listed (Exhibit D Vendor Worksheet).MINIMUM QUALIFICATIONSMinimum qualifications include:Licensed to do business in the State of Washington or provide a commitment that it will become licensed in Washington within thirty (30) calendar days of being selected as the Apparently Successful Contractor.10 years experience with providing procure-to-pay solutions for small organizations (50 to 200 users)Available SaaS (Software as a Solution) productAssure accessibility for users with disabilities as required by federal and state of Wasington regulationsAdhere to the Office of Chief Information Officers Technology Policy and StandardsFUNDINGAny contract awarded as a result of this procurement is contingent upon the availability of funding.PERIOD OF PERFORMANCEThe period of performance of any contract resulting from this RFP is tentatively scheduled to begin on or about August 15, 2016 and to end on July 31, 2020. Amendments extending the period of performance, if any, shall be at the sole discretion of the AGENCY.The AGENCY reserves the right to extend the contract for two, two-year periods.CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEESSpecific restrictions apply to contracting with current or former state employees pursuant to chapter 42.52 of the Revised Code of Washington. Proposers should familiarize themselves with the requirements prior to submitting a proposal that includes current or former state employees.DEFINITIONSDefinitions for the purposes of this RFP include:Agency The Washingtons Lottery is the agency of the state of Washington that is issuing this RFP.Apparent Successful Contractor The Vendor selected as the entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract.Vendor Individual or company interested in the RFP and that may or does submit a proposal in order to attain a contract with the AGENCY.Contractor Individual or company whose proposal has been accepted by the AGENCY and is awarded a fully executed, written contract.Proposal A formal offer submitted in response to this solicitation.Proposer - Individual or company that submits a proposal in order to attain a contract with the AGENCY.Request for Proposals (RFP) Formal procurement document in which a service or need is identified but no specific method to achieve it has been chosen. The purpose of an RFP is to permit the Vendor community to suggest various approaches to meet the need at a given price.ADAThe AGENCY complies with the Americans with Disabilities Act (ADA). Vendors may contact the RFP Coordinator to receive this Request for Proposals in Braille or on tape.

Product Codes: 92003, 20959, 20856

Agency Information

Issuing Agency: State of Washington Lottery

State: Washington

Agency Type: State and Local

Contact: Jenna Johnson Washington's Lottery, 814 E 4th Avenue, PO Box 43000, Olympia, Washington, 98504

Phone: 360-664-4792

Fax: 360-586-2234




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