1. When will we be notified if we are selected for the demo portion of the process? All vendors are going to present their demos. We will send an email to notify the dates to reserve the space.
2. Is there an option for this 90-minute demo to be done remotely? Yes, the Demonstration could be presented remotely by Zoom or Teams Meeting.
3. Our standard demo for our finance solution is 4 hours, so is this demo simply to be a preview of the solution? And then a full demo is to be provided at a later time if we progress in the selection process?  The 90-minute demo is for a preview of the solution but needs to be aligned with the guidelines on page 13 of the RFP.  A full demo presentation will be required once upon the selection of the vendor. All vendors have the same time to present the demo during the period selected.
4. We have more flexibility the week of April 7 if the window of dates for the demo were to be slightly extended. – Presentations for the Software Demonstrations are from March 17 to April 4^th. Please refer to page 17 of the RFP to see the Schedule.

Will there be a second round of demos for a small group of vendors as you all narrow down your selection options? Or is the full demo presentation only going to be requested once a vendor is selected for a contract? At this stage of the RFP process, we will not be coordinating a second demo presentation. We will notify vendors if a second demo is requested.

One additional question about the demo being presented remotely. Can you confirm how other vendors are proceeding? I suspect some are local in Puerto Rico and will be on-site. Will most be presenting on-site or are there some that will be presenting remotely? We want to ensure we are meeting Sagrado’s needs and presenting an apples-to-apples comparison during the demonstrations. 

The evaluation of vendors will not be influenced by the presentation format of the demo, whether conducted remotely or on-site.

Service Scope

• Data Migration: Migration of data from existing systems to the new ERP platform, ensuring data integrity and accuracy.

  • Clarification Request: Please provide details on the scope of the existing systems and associated data volume.
  • Response: Systems are outlined in the RFP. Estimated users: 200, including 15 Finance users and 17 Fiscal Officers (approvers).

• User Training and Change Management: Training users and managing change to ensure smooth adoption and use of the new ERP system by the finance department staff.

  • Clarification Request: To estimate deployment and knowledge transfer efforts, could you provide the number of users per functional requirement?
  • Response: 200 users.

Functional Requirements

• Budgeting and Forecasting:

  • Tools for detailed budget preparation, allocation, and monitoring across multiple organizational levels.
  • Clarification Request: Does the institution manage both public and private funding sources?
  • Response: Yes, related to the management of grants within the University.

• Procurement and Vendor Management:

  • Monitoring vendor performance, contract management, and expense analysis to ensure value for money.
  • Clarification Request: Could you provide more details on contract management requirements, specifying the number of vendors and purchase orders handled annually?
  • Response: The entity manages 775 active vendors and approximately 3,000 purchase orders annually.
  • Clarification Request: Does the institution handle import processes, or are purchases made locally?
  • Response: Purchases are managed locally.

• Grants Management and Fund Accounting:

  • Specialized features to manage the entire grant lifecycle, including applications, awards, budgeting, expense tracking, and reporting.
  • Clarification Request: Should the proposed system include specific tools for comprehensive grant cycle management?
  • Response: No, only fund management at this stage. Future phases will consider additional functionalities.

• Payroll Processing and Employee Benefits Management:

  • Clarification Request:
    • How many employees require payroll processing?
    • What types of earnings and deductions should be considered?
    • Are there any collective agreements, unions, or other considerations to integrate into the payroll process?
  • Response:
    • 2 employees.
    • Payroll processing is managed by ADP and is not included in this implementation.
    • No collective agreements or unions to consider.

• Inventory Management:

  • Real-time inventory tracking: Capable of providing updated information on inventory levels, movements, and locations to prevent stock shortages or overages.
  • Clarification Request: Could you specify the logistics structure, including the number of warehouses and locations?
  • Response: One warehouse on a single campus.
  • Clarification Request: Does the inventory management focus on assets and consumables required for the university’s mission, or does it include other types of inventory?
  • Response: The system manages equipment, furniture, and consumables.

• Travel Management:

  • Optimized interface for planning and booking corporate travel, including flights, accommodations, and ground transportation. Integration with travel agencies and online booking tools to ensure policy compliance and cost optimization.
  • Clarification Request: How is travel management currently handled?
  • Response: The University uses a separate platform for travel management. This project will only cover travel expense management.

• Optional HCM (Human Capital Management) Module:

  • Clarification Request: Could you provide details on required integrations with agencies and the type of information to be managed?
  • Response: This will be considered in another project, but we would like to understand the capabilities of the proposed solution.

• Technical Specifications and Integrations:

  • APIs and system integrations: Detailed integration capabilities with Jenzabar, Cashnet, and banking institutions in Puerto Rico to ensure optimized operations and data consistency across systems.
  • Clarification Request: Please provide details on the architecture of the mentioned solutions to define the scope.
  • Response: Jenzabar operates with a batch file, while Cashnet uses a proprietary API from Transact Campus. These are the only integrations at this stage. Additional APIs will be considered for platform growth.

• Organizational Documentation:

  • The proposer must provide a certificate of good standing from the Department of State, licenses, and certifications.
  • Clarification Request: Could you provide an estimate of the number of users accessing the ERP and their associated roles for subscription planning?
  • Response:
    • 200 users
    • 15 Finance users
    • 17 Approvers (Fiscal Officers)

• References:

  • The submission of three (3) vendor references and at least one reference from a commercial banking institution is required.
  • Clarification Request: Can you confirm whether the supplier will provide these references?
  • Response: References must be submitted with the proposal.

• Software Demonstration:

  • Clarification Request: The software demonstration is mandatory. Since our pre-sales team is based in Colombia, would a virtual demo be acceptable?
  • Response: A virtual demo is acceptable and will not impact the solution evaluation.

• RFP Timeline (Table 1):

  • Clarification Request: Will specific dates be set for submitting clarification requests?

  • Response: Dates will be notified as the process progresses.

  • Clarification Request: The estimated project duration is 13 months plus additional months for post-implementation support. Are these timeframes fixed, or are they flexible?

  • Response: This is a suggested timeline based on expectations. No fixed deadlines have been set.

• RFP Submission and Acceptance (Annex 2):

  • Clarification Request: Who is responsible for submitting and accepting the RFP request? Will the supplier manage this process?
  • Response: All suppliers have submitted the required document within the specified deadline.

• Vendor Requirements (Annex 3):

• Response: This project is not funded by federal grants, so these requirements do not apply. However, vendors should consider them for future projects involving grant funding.

Payroll

• What types of payments or earnings are generated at the university?
  • The payroll process is managed through ADP. The only thing recorded through the Finance portal is payroll expenses.
• What types of deductions or withholdings are handled at the university?
• Are special payrolls handled separately for faculty and administrative staff?
• Are there employees with dual employment as faculty and administrative staff?
• What types of contracts are managed?
• Are salary payments made based on hours, days, months, or courses? What is the payment frequency?
• What types of benefits does the company offer, and how are they processed in payroll?
• What regulatory requirements must be met?
• What tax processes must payroll comply with?
• What reports are required, and what are their characteristics?
• Are there any processes that, due to their nature or calculation logic, should be highlighted?

Finance

• Clarification needed regarding the process and donor scheme.
  • Donors are managed through another platform called Blackbaud. If the question is about restricted funds, they are managed through accounts.
• What do fund activities refer to? Are they petty cash funds?
  • They are managed through separate accounts.
• What are grants?
  • Programs funded with federal funds.
• Clarify the risk process and the variables used for measurement.
  • Risks will not be considered in this phase.

Travel Management

• How many integrations are required for travel management? More details are needed.
  • The scope of the RFP is for managing travel expenses.

Procurement and Vendor Management

• The RFP document mentions integration with financial systems ("Integration with financial systems for seamless expense allocation and tracking."). Clarify if this refers to integration with external systems. If so, specify which systems and the type of integration required with the ERP.
  • Currently integrated with Jenzabar and Cashnet.
• What is the standard purchase order process?
  • A purchase requisition is created and then processed into a purchase order, which is sent to the supplier.
• Are purchase orders subject to taxes? What types of taxes?
  • State Tax: 11.5%, Service Tax (B2B): 4%, Food Tax: 7%.
• How many different types of purchase orders are used (e.g., standard orders, framework orders, subscription orders, etc.)?
  • Only one standard order format is used for all goods, services, subscriptions, and other purchases.
• Are there quantity discounts? Do prices vary based on time period or supplier? Do prices vary by branch or location?
  • This functionality is not available in our system.
• Are purchases made in foreign currency? If so, which ones?
  • Not applicable.
• Do employees have a spending limit for approvals? If so, what are the approval limits?
  • Only purchase orders without sufficient funds or those requiring another level of approval (for foreign suppliers) go through an approval process.
• Explain the reception process. How does the receiving staff match a receipt with a purchase order?
  • It is verified that the items on the invoice or delivery note match those in the purchase order.
• Are receipts allowed to be greater or less than the ordered quantity?
  • No.
• Are serial numbers recorded upon receipt?
  • No.
• Is quality assurance or inspection performed?
  • The warehouse verifies the condition of the received goods.
• Are supplier returns allowed? Describe the process.
  • The supplier is contacted directly to handle the return.
• Describe the supplier creation process.
  • The supplier must submit a series of required documents. These documents are reviewed, and once completed, the supplier undergoes an approval process.
• Is there currently a self-service supplier portal? If so, what functionalities does it have?
  • Yes, AdminHub is available for invoice submissions and supplier document submissions.
• Describe the main types of items and services purchased.
  • Purchases range from electronic equipment to office supplies—various goods and services.
• Describe the approval workflow for purchase requisitions.
  • The initiator creates a requisition, which goes through approvers (fiscal officers), then moves to Finance for processing.
• Describe the supplier quotation request process.
  • Quotations are requested via email from suppliers.
• Are purchase order approvals required? If so, describe the process.
  • Approvals are needed for orders that lack sufficient budget at the time of creation.
• Are intercompany purchases made, where the supplier is another entity within the business group? If so, describe the process.
  • No, Sagrado is a single campus.
• Describe the process for receiving and registering purchase invoices.
  • The invoice is received and reviewed against the purchase order, a payment request is created for approval, and then it goes to the Controller for final approval.
• Are purchases made through contracts? If so, describe the process and how it differs from standard purchase orders.
  • Yes, contracts follow a similar process to acquiring goods, except the contracting process occurs before the purchase order is issued.
• Is advance payment management required in purchase orders? If so, describe the process.
  • In some cases, suppliers must send an invoice requesting an advance payment, as our current system does not support prepayments when creating an order.
• Are international purchases made? If so, describe the typical import process.
  • Very few; purchases are generally made through local suppliers.
• For imports, describe the most common routes, including origin, destination, and number of stops.
  • Not included in this RFP.
• Indicate the additional charges applicable to imports.
  • Not included in this RFP.
• Is budget control applied to purchases?
  • Yes.
• Describe how procurement planning is done and the criteria considered in the process.
  • The procurement process is not directly related to the application.
• Are consignment purchases made? If so, describe the process.
  • No.
• Explain the criteria used for supplier evaluation.
  • Refer to the RFP annex for supplier requirements.
• Describe how purchase order tracking is performed.
  • Link to procurement policy.

Inventory Management

• Clarify which inventory costing methods are used and for which item types or categories.
  • Electronic equipment and furniture are managed using asset tags and building assignments.
• Describe how inventory planning is done and the criteria used.
  • Equipment is assigned an asset tag upon acquisition.
• Is tracking required for specific items by batch or serial number? If so, explain the process.
  • Yes, by serial number.
• Explain the use of barcodes and RFID in inventory management.
  • This technology is not currently implemented but is suggested for vendors.
• Should the proposal include an asset maintenance module for preventive and corrective maintenance?
  • This will be addressed in a second phase of the project.
• What internal controls and external regulations must inventory management comply with?
  • CFR 200 / GLBA.
• Describe the current warehouse structure and inventory movement types.
  • There is only one warehouse.
• Are specific storage locations defined and identified? If so, describe them.
  • There is only one location.
• Describe the process of item creation.
  • Items are not currently created in the system; all entries are manual.
• Are inventory reservations made? If so, describe the process.
  • No.
• Describe the warehouse receipt process.
  • The supplier delivers with a receipt, the warehouse verifies items, and they are received against the PO.
• Are quality inspections performed?
  • Not currently.

1. What is the current ERP system at Universidad del Sagrado Corazón?
   Please refer to Annex 1. Kindly confirm if Kuali is the existing ERP that will be replaced by the new target ERP.

   • Response: Kuali is our current ERP, and this project aims to replace it.

2. It is mentioned in Section A of the RFP that the new system will interface with Jenzabar. Can we assume that Jenzabar will continue to be in use?

   • Response: Yes.

3. Does Universidad del Sagrado Corazón have any ERP product preferences apart from Tier 1 products? If so, please share your preferences.

   • Response: No additional preferences.

4. Would Universidad del Sagrado Corazón be open to evaluating multiple ERP solutions from the same vendor? Is there a limit on the number of ERP solutions that may be presented?

   • Response: The University will evaluate only one ERP solution per vendor.

5. What is the scope of migration, and what does the term "migration" entail?

   • Response: The project involves a full migration from Kuali.

6. Will the existing ERP be migrated to another platform, or will it be decommissioned? If so, does the migration and/or decommissioning fall within the scope of the RFP?

   • Response: Yes, the existing ERP will be decommissioned.

7. Does the scope include data migration from the existing ERP to the new system (reference Section D)?

   • Response: Yes.

8. Section F.2.e states that three (3) references are required from suppliers and at least one reference from a commercial banking institution. Could you clarify the definition of "Supplier" in this context, and how it differs from "Client," for which three references are also required?

   • Response: "Supplier" refers to your previous clients.

9. Reference Section I:
   a. Is it acceptable to demonstrate the standard ERP capabilities of the proposed ERP without extensive customization for the specific requirements outlined in the RFP?

   • Response: As stated during the Pre-Proposal Meeting, Universidad del Sagrado Corazón is open to adjusting its processes to align with industry best practices rather than pursuing extensive customization.

   b. Would the University prefer vendors to provide a live demonstration of a single ERP product deemed most suitable? Alternatively, may vendors conduct live demonstrations of multiple ERP solutions before making a final recommendation through a consultative approach?

   • Response: A single ERP product should be demonstrated.

10. Reference Annex 1 – Phase 1 is expected to commence in October 2025, with evaluation and selection of the new ERP scheduled for Weeks 7-8, i.e., the end of November. Based on our understanding, Universidad del Sagrado Corazón will evaluate vendor presentations and proposals from March to April 2025 to determine the target ERP and vendor for implementation. Please confirm whether this understanding is correct.

    • Response: These dates are estimates.

11. Clarification Request:

• Below is our understanding—please confirm its accuracy.
• Does the University have any product preferences?
• Response: Any system listed under "Jenzabar One" is Kuali.

Grant Management:

• What is the intended use focus for fund management? Budget monitoring.

• Is the control of these funds managed at the cost center level or specific project execution? The process involves the use of account numbers and object codes.

RFID:

• What is the intended applied use of scanning this type of code? This technology is not currently implemented and is subject to the discretion of the program proposed by the suppliers. The technology is suggested but not mandatory.

• What type of inventory utilizes this technology? The technology is suggested and depends on the program proposed by the suppliers.

Travel Management:

• How is integration required? The scope of this project is solely to manage travel expenses.

Jenzabar:

• What type of information needs to be accounted for in NetSuite? Account reconciliation with Jenzabar.

• What aspects of student-related processes does this platform handle from an accounting perspective? The RFP aims to manage the institution's financial processes.

ADP:

• Is integration required with the payroll system via API or SFTP file transfer? At this stage, only payroll expenses will be managed through the ERP.

• What is the required frequency for this integration? Out of scope.

• Is there consideration for migrating to an additional payroll system? Not at this time.

SSO (Single Sign-On):

• Should the SSO solution be considered for Phase I?

• Should it cover all university applications or only the ERP? In this phase, it is being considered only for the management of the institution’s financial system.

Localization:

• What specific fiscal requirements apply to the university? CFR200/GLBA.

Users:

• What roles will have access to the ERP among the 200 confirmed users? Roles are associated with the functions covered within the RFP scope. Additionally, there should be roles for initiators/requesters and approvers (Fiscal Officers).

Expense Management:

• Does this application include expense management functionality? Receipt capture. The current system in use does include this functionality.

1) Describe how your licensing model works for different types of users, including full system access, CRM-only access, and users with limited approval permissions. Additionally, outline any flexibility in adjusting user roles and access levels as business needs evolve.

Currently we are unlicensed since the solution does not have support. We are open to see this in the proposals.

 As an alternative approach, provide recommendations on how user allocation can be structured based on business areas and specific operational needs.

No preferences, this is open for recommendation.

 General Ledger Accounting and Financial Reporting

1. How many legal entities should be included in the Scope? 1
   1. Are all of them in Puerto Rico? Yes
   2. Please explain which type of businesses are the others aside from the university (if needed). N/A
   3. You need to automate intercompany transactions? No

 Budgeting and Forecasting

1) Requirements for Budgeting & Forecasting are already covered by an actual system, are you thinking of replacing it or just needing integration?- Replace the actual system.

 Payroll Processing and Employee Benefits Administration

1)  Do you already have ADP’s API under contract?

 No, is a batch file via SFTP

Travel Management

1. Please provide details about your existing Travel Management Solution, including its key functionalities and whether it offers a public API for integration with other systems.The scope of this RFP related to travel is for budget management of travels.

 Technical Specifications and Integrations

1)  Does Jenzabar and Cashnet have API’s?

 Jenzabar is an SFTP and cashnet does have an API