Accounts Payable (AP) Automated Invoice Processing Solution
| Agency: | Iowa State University |
|---|---|
| State: | Iowa |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Jan 8, 2024 |
| Due Date: | Jan 17, 2024 |
| Solicitation No: | RFQ-1000912 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Bid Information
|
Contact Information
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RFQ-1000912
Accounts Payable (AP) Automated Invoice Processing
Solution
Issue Date: 12/21/2023
Questions Deadline: 1/3/2024 12:00 PM (CT)
Response Deadline: 1/17/2024 12:00 PM (CT)
Contact Information
Contact: Jamie Albertsen
Address: Procurement Services
1340 Administrative Services Building
2221 Wanda Daley Drive
Ames, IA 50011-1004
Phone: (515) 294-8621
Email: jamiea@iastate.edu
Page 1 of 12 pages
Deadline: 1/17/2024 12:00 PM (CT)
RFQ-1000912
Event Information
Number:
RFQ-1000912
Title:
Accounts Payable (AP) Automated Invoice Processing Solution
Type:
Request for Proposal (Public)
Issue Date:
12/21/2023
Question Deadline: 1/3/2024 12:00 PM (CT)
Response Deadline: 1/17/2024 12:00 PM (CT)
Notes:
Iowa State University of Science and Technology (ISU) is soliciting information from
qualified contractors to provide the goods and/or services described herein. Being
a Workday Certified Partner is a requirement for this due to the integration with our
ERP.
Contractors should read all materials carefully and note the due date.
Contractors must submit all questions in the "Questions" tab related to this bid
opportunity.
Bid responses will ONLY be accepted online via ISUBid. Please allow adequate
time to review and submit your response prior to the deadline.
You must register in ISUBid to download all related requirements and documents.
Bid Attachments
ISU Instructions.pdf
Download
Review the instructions for important information. REVISED APRIL 2022
ISU General Terms & Conditions.pdf
Download
Review the general terms and conditions carefully and any exceptions should be listed in the "Attributes" section.
REVISED APRIL 2022
Insurance Language - Professional Services & Software Dev (Off Campus) 09-
2021.pdf
Download
Insurance Requirements - Professional Services & Software Dev (Off Campus) 09-2021
Requested Attachments
Detailed Quote
(Attachment required)
Provide a line item detailed quote, including total cost of ownership to ISU for options of a three year and five year
initial term (broken down annually). Be sure to clarify one-time and ongoing costs as well as any annual % increase
caps after initial term.
Service Level Agreement
(Attachment required)
Provide your Service Level Agreements (SLAs).
Terms and Conditions - Word Format
(Attachment required)
Attach any related terms and conditions that would apply to this purchase in editable word format including an EULA,
terms of service, implementations statements of work, etc. If there are links to other terms within the document, those
terms must be attached as well. It is preferred to use ISU General Terms and Conditions for anything that is not
specifically related to the product or services.
Page 2 of 12 pages
Deadline: 1/17/2024 12:00 PM (CT)
RFQ-1000912
Technical Documentation
(Attachment required)
Provide any diagrams, screen shots or other related technical documentation to help the team understand how your
solution works.
Bid Attributes
1 Overview
Our current accounts payable (AP) email solution is not effectively handling queue management and
communication with external users. We are looking for a software solution to facilitate seamless communication with
external users, automation for simple supplier responses, and invoice data extraction. We are looking capture
essential data for reporting purposes, match invoices to current vendors, assign work to the appropriate specialist,
prioritize critical tasks (i.e., late notices), and create an organized working list for our AP team. ISU currently has a
small number of staff processing approximately 5,000 invoices per month.
Read and understood
(Required: Check if applicable)
2 Supplier Presentations
Representatives from your company will be available for online presentations if requested the week of January 22,
2024?
Yes, we will be available.
(Required: Check only one)
No, we will not be available.
3 Evaluation Criteria
The evaluation of this RFP/RFQ may be based upon, but not limited to:
Total Cost to ISU
Annual increase cap
Ability to meet or exceed required specifications
Ability to meet or exceed preferred specifications
Implementation timelines and ISU resources required
Ease of use for internal and external users
Quality of references and past performance
Training and support options
Exceptions taken to ISU Terms and Conditions
IT Security and Digital Accessibility review and approval will be required for the awarded supplier.
Documentation that will be required for the awarded supplier include HECVAT and/or SOC Report, VPAT
and test login credentials.
Read and understood
(Required: Check if applicable)
4 REQUIRED FEATURES AND CAPABILITIES
The following items are functional aspects required of any solution proposed for this RFQ/RFP.
5 Workday Certified Software Partner
IF YOU ARE NOT A CERTIFIED WORKDAY PARTNER, YOUR RESPONSE WILL NOT BE CONSIDERED.
Yes, we can meet this requirement.
(Required: Check only one)
No, we cannot meet this requirement.
6 Automatically upload supplier invoice information into ERP (Workday)
Yes, we can meet this requirement.
(Required: Check only one)
No, we cannot meet this requirement.
Page 3 of 12 pages
Deadline: 1/17/2024 12:00 PM (CT)
RFQ-1000912
7 Invoice data extraction
Yes, we can meet this requirement.
(Required: Check only one)
No, we cannot meet this requirement.
8 Provide text extraction capabilities for scanned image documents and electronic documents (OCR)
Yes, we can meet this requirement.
(Required: Check only one)
No, we cannot meet this requirement.
9 Validating extracted data against Workday Supplier Information
Yes, we can meet this requirement.
(Required: Check only one)
No, we cannot meet this requirement.
1 Creation of a centralized working list for the AP team
0
Yes, we can meet this requirement. No, we cannot meet this requirement.
(Required: Check only one)
1 Automated responses to supplier request such as invoice status, payment details, remittance
1 information
Yes, we can meet this requirement.
(Required: Check only one)
No, we cannot meet this requirement.
1 Robust reporting tools for tracking processing times, exceptions, discounts and high risk/late notice
2 transactions
Yes, we can meet this requirement.
(Required: Check only one)
No, we cannot meet this requirement.
1 REQUIRED FEATURES AND CAPABILITES COMMENTS
3 If you cannot meet one of the above requirements, briefly explain if needed. Be specific to which requirements you
are referring to. If additional space is needed, add document under "Response Attachments" tab titled Required
Features and Capabilities Comments.
(Optional: Maximum 1000 characters allowed)
1 PREFERRED FEATURES AND CAPABILITIES
4 The following items are functional aspects preferred for any solution proposed for this RFQ/RFP.
1 Options for rules-based assignments for workload assignment
5
Yes, we can meet this requirement. No, we cannot meet this requirement.
(Required: Check only one)
1 Audit trail functionality for compliance and accountability
6
Yes, we can meet this requirement. No, we cannot meet this requirement.
(Required: Check only one)
Page 4 of 12 pages
Deadline: 1/17/2024 12:00 PM (CT)
RFQ-1000912
1 PREFERRED FEATURES AND CAPABILITES COMMENTS
7 If you do not provide any of the above features, briefly explain if needed. Be specific to which feature you are
referring to.
(Optional: Maximum 1000 characters allowed)
1 System Availability
8 1. What is the average availability/uptime of the system?
2. Is there any system availability/uptime guarantee? Do you provide any service credits for not meeting any
availability/uptime guarantee?
3. When do you typically schedule downtime for maintenance and how long does it usually last?
4. Discuss any issues you have had with outages or downtime in the past two years, including what caused the
outages and how quickly they were resolved.
If any these items are addressed in your Service Level Agreement (SLA), please attach under the "Response
Attachments" tab and respond "See SLA".
(Required: Maximum 4000 characters allowed)
1 Support
9 Briefly describe how you provide support services, including hours of support, response times, and average time to
repair.
(Required: Maximum 1000 characters allowed)
2 Implementation Partner
0 Do you provide implementation services or will the University be required to retain a third-party consultant to assist
with implementation of the system? If applicable, provide a list of preferred or approved third-party implementation
partners.
(Required: Maximum 1000 characters allowed)
Page 5 of 12 pages
Deadline: 1/17/2024 12:00 PM (CT)
RFQ-1000912
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