Procurement Catalog Software

General Details Solicitation # RFQ026748 Solicitation Type RFP Document Title Procurement Catalog Software Delivery Date 5/31/2024 Requesting Department Finance & Management Expiry Date Time (ET) 3/14/2024, 12:00:00 PM Delivery Name City of Columbus, Finance Management: Purchasing Office Attachment Yes Delivery Address 77 N. Front Street, 5th Floor Columbus, OH 43215 USA Description 1.0 INTRODUCTION Scope: The City of Columbus (City) through its Finance and Management Director, wishes to procure a contract with a procurement catalog management software partner. The City purchased software over ten years ago with Coupa Software (formerly Vinimaya) and currently uses its Aquiire Marketplace software. The City of Columbus Purchasing Office uses Aquiire to house its universal term contracts (UTC) price lists that agencies citywide use to shop and order items available from the City’s approximately 500 universal term contracts. Background: The City uses the data housed in Aquiire to feed

its ERP system (Microsoft D365) to create approximately 32,000 purchase orders per year from the catalog. The Aquiire Marketplace provides city departments and divisions the ability to procure items that are on contract. The use of the system ensures that items are purchased at the contract price. This allows the City to limit rogue spend, and to eliminate incorrect pricing on contract buying. The current process starts with creating a purchase requisition (PR) in Microsoft D365. From the PR in D365 we are able to integrate to our current catalog provider (Aquiire) and access our price lists under our current contracts. The price lists are in 2 different formats. The first being a static Excel price list with standard item information that is transferred to a cart within the catalog software. The other method is punchout to a vendor’s catalog that has been setup specifically for the City’s use to shop contract pricing. Currently all punchout catalogs to vendor’s are accessed from the current catalog provider’s platform. The current provider manages the punchout process with the individual vendors and is responsible for the connectivity. Once items are found the item and required data points are transferred back to the cart of the current catalog provider. The basic data points for both methods are: part number, part description, UOM, price, quantity, UNSPSC commodity code, contract number (In D365 Purchase Agreement) and price per unit. Once a cart has been completed in the catalog platform, the items in the cart and all required data points are sent back to the PR in the D365 system where the PR is routed for approval. Once approved a purchase order (PO) is created and the vendor is sent an email notification with a link to the PO. The goal of this RFP is not to find an exact replacement but a system that will allow us to do what we currently do at a minimum and offer other efficiencies that can be leveraged with the selected software. What we hope to gain is additional reporting, electronic invoicing, the ability to send PO information back electronically to the vendor’s punchout and ability for vendor to upload revised price lists. The selected partner will assist the Procurement team in this goal. 1.1 Specification Questions: Questions regarding this RFP must be submitted on the Bonfire portal by February 513, 2024. Responses will be posted as asked, no later than February 15, 2023. 1.2 For additional information concerning this bid, including procedures on how to submit a proposal, you must go to the Bonfire portal web site at https://columbus.bonfirehub.com/projects. Attachments File NameDownload LinkRFP Catalog Software -2023 Final Publish 2-2-24https://vcdocuattachments.blob.core.windows.net/vcdocumentsprod/C68D7B76-0754-4361-A61A-0F855A03C0CA.pdf Line Details Line NumberLine TypeProcurement CategoryItem NumberProduct NameQuantityPurch UnitCurrency1CategoryProcurement softwareProcurement Catalog Software1EAUSD Line Attachments File NameLine NumberDownload Link Bidding Guidance Items Bidding Guidance ItemDescriptionRequiredSBE participation requiredSBE participation requiredNoPerformance bondPerformance bondNoBid bondBid bondNo Amendments Amendment NumberAmendment NameAmendment Requester NameAmendment Description1Bucher Craig A2Bucher Craig A Amendment Attachments File NameAmendment NumberDownload Link