KIPP ITB Question and Answer Review

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Roger Beasley
6 years ago
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1 KIPP ITB Question and Answer Review At a high level, we would like the system: - to help the organization be more aware of existing contracts - to drive coding and processing efficiencies - to streamline P-card purchases - to have ability to be fully integrated into Intacct - that all transactions (excluding expense reports) flow through the system Notes: N1. A mobile phone app option is a nice to have but not mandatory. N2. Citi card transactions would be pulled into the P2P work system and then shipped to Intacct. Intacct would be the system of record. Preference would be that transaction data would also be stored into P2P. N3. We do not create POs for P-card transactions. N4. Need to be able to see what expenses have not been approved. Admin user reporting should be able to filter according to Age, Transaction Type (Invoice or P-Card Transaction), User, Approver, Value, Approval Status, Vendor and Transaction Date. N5. We would like to have the system to have the ability to capture at least 3 bids. 3 bids and a buy but feel free to submit a more robust option. N6. Encumbered funds data needs to be transmitted between P2P and Intacct. Questions and Answers: Q1. What should the P-Card process look like? A1. We want to be able to pull transactional data nightly from Citi card. That data would flow to the Cardholder. Cardholder would attach backup documentation (receipts, agendas, sign in sheets, etc.) Once back up documentation is attached and transaction is coded, the Cardholder will approve the transaction and the data will flow through the appropriate approval process. As a final step, AP would map/validate the transaction information against the statements. AP is also interested in the ability for the system to approval requests and documentation needed for the transactions to the Cardholder or Approver. Q2. Can Bidders add an additional module/functionality to the bid? A2. Yes. Use pages to propose and provide details on value added options.

2 Q3. What transactional data needs to be transferred to Intacct? A3. All transactional back up data (invoices, receipts, agendas, sign in sheets, etc.) should be pulled into Intacct. Additionally, it is desired, but not required; that approval logs/times stamps are also exported into Intacct. Q4. ITB pg. 8 #3- Is there a location in Intacct that can host and house the audit record? A4. Yes. This is happening now. As for the P2P system, it would be great if that is also available. Q5. How many approvals are currently stored? A5. All are stored because the documentation of record is a pdf that allows multiple electronic signatures. Intacct records data fields for any record modification (user and date/time stamp). See Attachment A. Q6. Can we send an example of the backup data? A6. Yes. See Attachment A. Q7. ITB Section Integration Page 9: Third bullet point beginning Audit data; how to define quotes? A7. A quote is used interchangeably with bid or proposal. An informal pricing document that is not necessarily binding. Q8. Where does the approval routing information come from? A8. Final answer to be determined but system should have the ability to upload flat file data from ADP, capture data from P2P or pull from Intacct. Q9. Do we need a contract repository in the P2P system? A9. Not required but desired Q10. What type of contracts are referred to in ITB? A10. Contracts are referring to punch outs to Staples, Office Depot, CDWG and other online product providers. Q11. Page 9 #5; How many transactions? How much data? A11. This was predicated that this was going at beginning of fiscal year; effectively we will close out prior year in Intacct; There should not be more than a few hundred transactions; starting year on clean slate. Q12. We can set up a WebEx for an Intacct and record it? A12. Yes. Thursday, February 2nd, 2017 at 2pm. Q13. Does our current P-card vendor subscribe to PCI standards?

3 A13. Yes. All of our current reports from Citicard are compliant with only the last 6 digits provided. Citi only exports the last 6 digits for our reports. Q14. Attachment B #30- Are we looking to turn P-cards into requisition spend; as an example utilities? A14. The intent is for us to be able to track assignment of user. For example, a school has 3 credit cards; can it help track school level usage; safe guard- proposal- maintain p card and track assignment becomes a nice to have; allow P-card to be used as a requirement. Q15. Does every user have a P-card? A15. No Q16. Do we use ghost card numbers? A16. No Q17. Attachment B #31- How often would the transactions need to be uploaded? A17. Daily Q18. Attachment B #32- What is this for? A18. In order to include supporting documentation for transactions. Q19. Attachment B #44- Is this a requirement? A19. No. We will update this to reflect as a nice to have. Q20. Attachment B #73- Whose logo and template are to be used? A20. Intacct currently creates the POs. We want the KIPP district logo used to brand the template. Q21. Attachment B #76- What is the intention of this requirement? A21. The intent is that warranty documents and other relevant documents can be stored; specifically for technology purchases. Q22. Attachment B #92- Why is this necessary? A22. Based on our funding sources, we have to note any taxes paid. We would prefer to have a flag available to note that taxes were included and then for the system to allow those taxes to be coded as a separate line item. Preferably, we would like for the system to do this automatically. Q23. Attachment B #106- What is this? A23. We want to be able to create and edit a bidder registration form for bidders looking to do business with our organization. This would be an internal form used within the organization.

4 Q24. Attachment B #107- What is this? A24. We want a checklist of items needed in order to pay a new vendor. Currently, this consists of the vendor s W-9, Demographic information; ACH forms and voided check; Tax ID number; Certificate of Insurances; etc. Q25. Has a budget been allocated for this? A25. Yes. Budget has been set. Q26. Can we share the budget? A26. We are not sharing the budget numbers at this time. Q27. What role is KIPP IT playing in this decision-making process? A27. IT is not engaged in this project. The only contact might be to punch holes in firewalls, as needed. They prefer cloud program. Q28. How much storage will be required? A28. Vendor document storage is a nice to have. If available, we will define the need as required during implementation. Q29. Can KIPP provide a template of Intacct s vendor setup screen and information requirement? A29. Yes. This will be answered in the WebEx. Q30. Does KIPP require specific timing for the required end user tutorial/ workshop? A30. There is no set timeframe for the classes. We prefer that they are set up via WebEx over a period of weeks and recorded for posterity. Classes can be held via the web or in person. Q31. What is the relationship between the elements mentioned in the account code (Budget Code) naming conventions? A31. Q32. Please provide the meaning of each element in the account code (Budget Code) naming convention to establish mapping in our solution. A Fund Source of funding. Private funds raised, state and federal grants received 2. Function purpose of the expense explains whether the expense benefited the students, staff at the school, administration, IT, or facilities. 3. Object-Subobject This is our main account. Balance sheet and Income Statement items 4. Organization which school or campus the account is associated with

5 5. FY-PIC The current fiscal year plus the program intent code. Example is the expense for Title 1 Students, Learning English Proficiency Students, At-Risk Students, etc. 6. Division Various departments that include admin and schools. Each school is a different division and each admin department (IT, Finance, Academics, etc.) is a different division 7. Subpic subclass of PIC above for more detail 8. Subfund subclass of Fund above. Allows KIPP to differentiate between various funds that are forced on by the state. Q33. Will there be any cases where choosing one element (ex. Project) may disable another element (ex. Fund)? A33. Potentially selection of one element may limit the options for another element. Example certain Funds should limit the Subfunds that may be selected. Q34. On what fields is the GL account mapping done in KIPP? A34. Object - Subobject Q35. ITB Page 3-1st line of page 3: KIPP standard contract templates are posted at Website doesn t seem to be working is there an additional URL that can be provided? A35. Our site was revamped the end of last year and Marketing removed the dash between Current and Bids. Please go to We have also learned that our contract templates no longer appear on the site. Please see the standard template attached. Q36. Page 20 - states The State of Texas has passed a law concerning nonresident contractors. This law can be found in Texas Education Code under Chapter 2252, Subchapter A. This law makes it necessary for KIPP to determine the residency of its Bidders/proposers for construction related services. In part, this law reads as follows: ; we are not a construction company. Should we respond with N/A or how do you suggest to proceed? A36. Please write in N/A on the I certify that line. Q37. Page 25 Debarment; What is Lower Tier and does this apply to us? What does Lower Tier Covered Transaction mean? If we don t sign, does this eliminate us? Can we put a statement that says N/A and not sign? A37. Lower Tier does not apply to these Bids. It s a term regarding the Federal funds threshold for procurement requirements. This document needs to be signed. You can but it will be a requirement to execute a contract.

Coding solution does not match invoice total. CJ 8/17/16 Attachment A added correct page. Maria Salinas 812-00-1539-00-000-0-00-0-00-D1-00255 Bill To: 10845 Church Ln., Houston, TX 77043 Ph.

org Ship To: KIPP Legacy Preparatory School Northeast Campus Contact: Mallory Richardson 9606 Mesa Road Houston, TX 77087 832.230.0567 ext 4000 Cell 713.965.3713 Email: mrichardson@kipphouston.

6 Coding solution does not match invoice total. CJ 8/17/16 Attachment A added correct page. Maria Salinas D Bill To: Church Ln., Houston, TX Ph.(713) , Fax(713) KIPP Houston Public Schools Contact: Tiffany Moody KIPP Way Houston, TX TMoody@kipphouston.org Ship To: KIPP Legacy Preparatory School Northeast Campus Contact: Mallory Richardson 9606 Mesa Road Houston, TX ext 4000 Cell mrichardson@kipphouston.org Invoice: 6973 Page 1 Date: May 10, 2016 Customer ID: KIPP Houston Web Address: Linda Linda Cell # Sales Rep FOB SHIP VIA Terms Tax ID linda@adventureplaysystems.com Linda Contreras As stated below Qty Units Descriptions Regular Sale Discount Extended 1 each Go Play System 5814 #8 #52406 w/o Roofs Play Structure Choice Partners Cooperative member 5% discount applied 1 each Assembly and Installation of Go Play System #8 Play Structure Choice Partners Cooperative member discount applied 61 yd Engineered Wood Fiber Kiddie Cushion Mulch Choice Partners Cooperative member discount applied $ 22, $ 21, $ 1, $ 21, $ 7, $ 6, $ 1, $ 6, $ $ $ 2.00 $ 1, each Delivery of Kiddie Cushion $ $ each Geotextile Liner and poly stakes Choice Partners Cooperative member 10% discount applied 33 each Poly Timber Border 4ft length 12in ht w/metal spike Choice Partners Cooperative member 10% discount applied 1 each Delivery and Installation of Kiddie Cushion, Liner and Polytimber Borders Choice Partners Cooperative member 10% discount applied $ $ $ $ $ $ $ 3.50 $ 1, $ 2, $ 1, $ $ 1, each Full ADA Ramp (black) $ $ each Installation of ADA ramp $ No Charge $ No Charge 1 each Private Line Locator (includes water, gas, electric, etc) $ $ Play Structure color selection in Carnival Continued on following page CAUTION : Never install playground equipment on hard surfaces such as asphalt or concrete. Serious injuries can occur from a fall to a hard surface. Choose a surface which meets the U.S.Consumer Product Safety Commission recommendations for surfacing under playgrounds. Adventure Playground Systems, Inc. is not responsible for underground utilities. Surcharges will occur for abnormal substrates, i.e. concrete, asphalt or landfill. Additional charges for un-level ground. We propose hereby to furnish material and labor complete in accordance with the above specification for the sum of $ **** **** Payment to be made as follows: { $ } the time order { $ } Due Upon Completion Linda Contreras Authorized Signature All material is guaranteed to be as specified. All work to be done in a workmanlike manner according to standard practices. Any alteration or deviation from the above specifications involving extra costs will be executed upon written orders, and will become an extra charge over and above this estimate. ACCEPTANCE OF PROPOSAL - The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. I have read, understand, and agree to all the terms and conditions setforth in this proposal. Date of Acceptance: Signature Signature Subtotal $ 34, Tax Total Deposit Bal Due

7 10845 Church Ln., Houston, TX Ph.(713) , Fax(713) Invoice: 6973 Page 2 Date: May 10, 2016 Customer ID: KIPP Houston Web Address: Bill To: KIPP Houston Public Schools Contact: Tiffany Moody KIPP Way Houston, TX TMoody@kipphouston.org Ship To: KIPP Legacy Preparatory School Northeast Campus Contact: Mallory Richardson 9606 Mesa Road Houston, TX ext 4000 Cell mrichardson@kipphouston.org Linda Linda Cell # Sales Rep FOB SHIP VIA Terms Tax ID linda@adventureplaysystems.com Linda Contreras As stated below Qty Units Descriptions Regular Sale Discount Extended 1 each Freight for equipment $ 2, $ 2, Each Bobcat, Auger, Equipment Usage/Rental $ $ On Campus contact: Anthony Leonetti On Campus contact: Alfred Garcia Campus Security is at gate from 7:00 to 3:00 Project Completed July /17/2016 Sale s Good for 30 Days Appx 5-7 weeks installation from date deposit received CAUTION : Never install playground equipment on hard surfaces such as asphalt or concrete. Serious injuries can occur from a fall to a hard surface. Choose a surface which meets the U.S.Consumer Product Safety Commission recommendations for surfacing under playgrounds. Adventure Playground Systems, Inc. is not responsible for underground utilities. Surcharges will occur for abnormal substrates, i.e. concrete, asphalt or landfill. Additional charges for un-level ground. We propose hereby to furnish material and labor complete in accordance with the above specification for the sum of $ 37, ****Thirty-Seven Thousand Two Hundred Sixty Dollars and 50/100 **** Payment to be made as follows: { $ 19, } the time order { $ 17,885.50} Due Upon Completion Linda Contreras Authorized Signature All material is guaranteed to be as specified. All work to be done in a workmanlike manner according to standard practices. Any alteration or deviation from the above specifications involving extra costs will be executed upon written orders, and will become an extra charge over and above this estimate. Subtotal $ 37, Tax Exempt Total $ 37, Deposit Bal Due $37, ACCEPTANCE OF PROPOSAL - The above prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. I have read, understand, and agree to all the terms and conditions setforth in this proposal. Date of Acceptance: Signature Signature

9 Select Division: Legacy D1 Coding Solution-Legacy.xlsm Select Fund: Fund Normal 8/17/2016 School Year: Selection Code Amount 1 Miscellaneous Contracted Services D , Subtotal 37, Shipping - Tax - Total 37, Vendor Name: Adventure Student Playground

10 Attachment A: Intacct Information

X 12/14/2016 NO 1/20/2017

X 12/14/2016 NO 1/20/2017 REQUEST FOR PROPOSAL (RFP) - SUMMARY PAGE ENTITY # 140656 SCHOOL NAME QUEEN CITY INDEP SCHOOL DIST ADDRESS PO BOX 128 / FARM ROAD 74 CITY, STATE, ZIP QUEEN CITY, TX 75572 Please submit bids/proposals to