Requests for Competitive Bids

Procurement Opportunities

Open Bidding
Project Replacement of Dynamics GP Financial Application
Project No. AOS-2024-003
Location Columbus
Description This is a Request for Proposal by the Auditor of State (AOS). AOS is soliciting proposals from financial management application vendors (vendor) to provide a replacement to our Dynamics GP financial application used to track staff project time for the purpose of generating billing for our audit and other services as well as generating a payroll file for the State of Ohio OAKS system. Specifically, AOS is requesting each vendor provide both the product and continuing support for the product.
Proposal Review the RFP (pdf)

As mentioned in the RFP, this project includes an Applications Questionnaire.xlsx

Status Bidding for this project is open.
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Questions & Answers

Questions and answers will be added and updated below as they are received.

Send your questions to BidQuestions@ohioauditor.gov

We currently have a 33 concurrent-user license for the GP application, broken down as follows:

  • Project entry users — 30
  • Finance users — 5
  • HR users — 15
  • IT users — 10

We have 850 users who use our own developed Timesheet application that does not have a license cost.

We have 850 users who use our own developed project viewer for all information regarding a project; it does not have a license cost.

We do not have a score line item for an Ohio presence. This plays a role if funds are requested from the legislature controlling board. The submission process requires us to specify only if the vendor is Ohio-based or not.

We will consider both cloud and on-premises solutions. Integrations with reading and writing data for developed applications is a requirement in the spreadsheet. If a cloud solution is proposed, we would prefer a gov-cloud solution, but the minimum requirement is that the data centers are in the United States.

Yes to the first question and No to the second question. To explain further, the AOS is currently using a custom in-house application that tracks time both for projects and for payroll that all employees use. It uses GP Project data to list available projects and cost categories that employees can charge to. The data from this application is then integrated into GP for project tracking and billing proposes, but a separate in-house application uses that data to create a payroll integration to be sent to OAKS (the State of Ohio ERP for payroll processing). The AOS does not process its own payroll. The AOS has approximately 4,000 new projects per year with roughly 10-15 cost categories per project.

Yes, if the built-in timesheet in the ERP can be modified to accommodate the requirements of our timesheets, it would be preferable. If not, our AOS timesheet would have to be rebuilt to integrate with the proposed ERP using API services for the cloud or possibly direct sql for on-premises solutions. At this point, we would still evaluate if we would rebuild it in-house or contract with developers.

Your examples are currently satisfied by the State of Ohio OAKS system. However, we do need basic employee information — personal info including hire/rehire dates, position, department, and 10 additional custom fields. GP has an employee maintenance screen that we use for employee core info; then there are two buttons with an additional 10 custom fields.

There is no requirement for this. The AOS does not process payroll; the State OAKS system handles that.

Financial reporting is not within the scope of this project. For reports involving project tracking, we use Microsoft SQL Reporting Server.

Financial reporting is not within the scope of this project. We could provide a list of project reports if requested.

We currently have limited use of one-time customers, establishing a new customer record when necessary for unique one-off projects.

Items that were inadvertently included in our requirements spreadsheet will be removed by the Auditor of State's Office for all submissions.