REQUEST FOR QUALIFICATIONS

Little Rock Advertising & Promotion Commission Physical Address: 101 South Spring Street, 4 th Floor Little Rock, Arkansas 72201 Mailing Address: P.O. Box 3232 Little Rock, Arkansas 72203 REQUEST FOR QUALIFICATIONS The Little Rock Advertising & Promotion Commission d.b.a. Little Rock Convention & Visitors Bureau ( LRCVB ) is extending an invitation for professionals to submit qualifications for the purchase and implementation of a procurement software. The Little Rock Convention & Visitors Bureau is seeking professional companies who have designed and can implement procurement software that will ease the workflow of accounting, track spending, and have the highest degree ease of use for the end user. Contract Term is for the duration of the implementation of the software and any annual fees associated with licensing or maintenance. Designate on the front, lower, left hand corner of your response envelope, the following: Bid Reference Number: 2018-004 Subject: Procurement Software Bid Closing Time: Wednesday, May 9, 2018 2:00 p.m. Special Note: Your immediate attention is called to Section 5. You will need to send LRCVB an email address for transmission of notices. Page 1 of 10

TERMS AND CONDITIONS 1. REQUEST FOR QUALIFICATION SUBMISSION ADDRESS AND DEADLINE. Completed Request for Qualification ( Responses ) will be received in Purchasing, LRCVB, Attn: Blake Mhoon, Purchasing Coordinator, 101 South Spring Street 4 th Floor, Little Rock, Arkansas 72201, until the submission deadline (closing time and date) as stated on the cover page. Faxed or electronic responses are not considered sealed and cannot be accepted. Do not include fees for your services in your response. If fees are included, the response will not be accepted. 2. SIGNATURES: All proposals are required to be signed by an authorized representative of the submitting entity on Attachment I. 3. DEVIATIONS BETWEEN SPECIFICATIONS AND DELIVERED ITEM(S): Any deviation from the specifications must be detailed in an addendum and may or may not impact the review for qualifications. 4. ALTERING PROPOSALS: Proposals cannot be altered, amended or withdrawn by the Responder after the opening deadline. The signer of the proposal, guaranteeing authenticity, must initial any interlineations, alterations, or erasures made before this deadline. 5. MODIFICATIONS AND AMENDMENTS: LRCVB shall have the right to modify the specifications prior to the submission deadline and will endeavor to notify all potential Responders that have received a copy of the specifications, but failure to notify shall impose no obligation or liability to LRCVB. In order to be notified of any modifications or amendments, you must immediately notify Blake Mhoon at bmhoon@littlerock.com the internet email address to which all such notifications will be sent. 6. WITHDRAWAL OR REJECTION: LRCVB reserves the right to withdraw the request for qualifications for any reason. LRCVB further reserves the right to accept or reject part or all of any specific proposals or all proposals and to accept or reject any trade-in. 7. LATE PROPOSALS: LRCVB is not responsible for lateness or non-delivery of mail, carrier, etc. to LRCVB, and the time and date recorded in the Purchasing Office shall be the official time of receipt. 8. INCURRING COSTS. LRCVB is not liable for any cost or expenses incurred by the responder or any other person or entity in the preparation of their responses (including, without limitation, for attendance at any conferences or meetings related to this RFQ.) 9. ASSIGNMENT: The successful Responder s rights and duties awarded by an agreement may not be assigned to another without the written consent of LRCVB signed by authorized representative of LRCVB. Such consent shall not relieve the assignor of the liability in the event of default by the assignee. Page 2 of 10

10. INVITATION AMBIGUITY: Any ambiguity in the invitation as a result of omission, error, and lack of clarity or non-compliance by the Responder with the specifications, instructions, and all conditions of bidding shall be construed in the favor of LRCVB. 11. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications. All change orders to the agreement will be made in writing and shall not be effective unless signed by an authorized representative of LRCVB. 12. LIENS: The successful Responder agrees to and shall indemnify and save harmless LRCVB against any and all liens and encumbrances for all labor, goods, and services which may be provided under LRCVB s request, by seller or seller s supplier(s) and if LRCVB requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to LRCVB. 13. PATENT INDEMNITY: The successful Responder hereby warrants that the use or sale of the products and materials delivered hereunder will not infringe on the rights of any patent, copyright, or registered trademark, covering such materials and the successful Responder agrees to indemnify and hold harmless LRCVB of any and all costs, expenses, judgments, and damages which LRCVB may have to pay or incur. 14. GRATUITIES/BRIBES: LRCVB may, by written notice of the successful Responder, cancel this agreement without liability to the successful Responder if it is determined by LRCVB that gratuities or bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Responder, or its agent or representative to any LRCVB officer, employee, or elected representative with the respect to the performance of the agreement. 15. DISCLOSURE OF RESPONSE CONTENTS: Responder s submittals are not confidential and could be subject to Arkansas Freedom of Information laws (FOI). All material submitted becomes the property of LRCVB. LRCVB has the right to use any or all concepts presented in any application. Approval or disapproval of response does not affect this right. 16. RESPONSE FORM TO BE USED: The proposals must be submitted in the format specified in the Specifications. 17. NOTIFICATION OF SPECIFICATIONS: Please check below how you learned of these specifications: [ ] LRCVB mailed a copy [ ] LRCVB emailed a copy [ ] City Newspaper Advertisement [ ] Cold call to LRCVB [ ] LRCVB Website [ ] Other 18. RELATIONSHIP: Responder shall disclose any relationship to any LRCVB officer, employee, commission or representative whether it is ownership, business relationship, family, Page 3 of 10

etc. on Attachment I. LRCVB must have adequate information to determine if any potential conflict may exist. 19. INDEPENDENT CONTRACTOR: The successful Responder is an independent contractor and nothing contained herein shall be deemed to create any association, partnership, joint venture, or relationship of principal and agent or employer and employee between the parties hereto or any affiliates or subsidiaries thereof. The successful Responder shall not execute, bind or contractually obligate anything to any person on behalf of LRCVB without the prior written consent of LRCVB. 20. COMPLIANCE: The successful Responder will be solely responsible for its compliance with all federal and state laws, regulations and rules including but not limited to local union regulations. 21. CONFIDENTIALITY: The successful Responder agrees that it may have access to or obtain certain proprietary information including but not limited to trade practices or client relations. The successful Responder agrees to protect such proprietary information from disclosure or use directly or indirectly without written authorization by LRCVB. This section shall continue even after termination of this agreement including renewals for three (3) years after the termination of the agreement. 22. AGREEMENT: The successful Responder will enter into an Agreement once notified of the award. 23. GOVERNING LAW: This request for qualification shall be governed by and construed in accordance with the laws of Arkansas and each party hereby submits to the exclusive jurisdiction of the courts of Arkansas. 24. SPECIFICATION CLARIFICATION: For clarification to these specifications, email Blake Mhoon, Purchasing Coordinator at bmhoon@littlerock.com. INTENTIONALLY LEFT BLANK Page 4 of 10

SPECIFICATIONS Scope of Services-LRCVB desires to implement a procurement software system that will streamline the purchasing workflow. Some of the aspects we require in the software system are as follows: Integration with Microsoft Dynamics Great Plains ( GP ) o Currently operating on 2015 version 14.00.0661 All modules may not be used currently, but access to all of them is available Five companies in GP will use this system Nine users have access to GP Describe how real-time integration will occur. If real-time integration is not used, describe the integration process. o SQL Server 2014, Service Pack 2, Cumulative Update 8 Ease of use o Creation of Purchase Requisitions Users should experience a clean and non-cluttered form to complete with the following fields: Type of Purchase (reimbursable, contracted item/price, general, etc.) Date needed Quantity/Unit Description of item Account/GL code* Price per unit* Total Cost (automatically calculated)* Vendor* Comment Section* While not mandatory, state whether the form has the option to be submitted by the originator with certain fields (indicated above with an *) left blank to be completed at a later time by the approver. Follow the predetermined workflow and approval process based on the type of purchase and department: LRCVB has policies for general purchases over $2,500 and under $25,000 (quotes required). Purchases over $25,000 require a formal bid. LRCVB has a separate workflow and approval process for certain types of purchases such as event reimbursable expenses or advertising expenses. Page 5 of 10

Require Attachments before final approval stage for certain types of purchases (ex: general purchases over $2,500 or sole sources) Ability for approval Process to be accomplished via email (currently use Outlook) on approver s smartphone. LRCVB should have the ability to edit workflows and approval processes based on changes in personnel and policies. LRCVB would like the possibility of saving templates of standard/routine purchase requisitions for items that are requested frequently. Ability for requisitions to have split/multiple General Ledger Codes for single line items. o Creation of Purchase Orders After a requisition has been approved, allow the automatic creation of purchase orders under a determined dollar value. For purchases over certain dollar thresholds, a predetermined, final approver will be tasked with creating the purchase order. Allow the end-user to have access to the purchase order after its creation for printing or emailing to the vendor o Receiving After receiving information has been entered by the end-user, automatically match the receiving information and purchase orders to await the arrival of an invoice o Accounts Payable Ability to allow vendors to send invoices directly to the system to be uploaded and matched to the PO and Receiving documents Ability to route invoices for approval for items that do not require a purchase requisition/ purchase order (ex: approval for utilities invoices) Ability to allow Accounts Payable associates to send documents to a payables batch in GP (or enter/match in GP itself) Ability to print an audit summary page that shows all the steps this purchase went through with time/date stamps Shows our authorized check signers and auditors that the correct process was followed o Approximately 40 users will have access to the requisition software CEO-2 COO-1 CFO-1 Sales-4 Finance, Accounting, IT-9 Marketing-4 Engineering-4 Security-1 Event Operations-5 Building Services-4 Page 6 of 10

River Market-2 Parking-2 o Ability to track previous and current requests, approvals, order status, and payment status Reporting Capabilities o Ability to generate Microsoft Excel and other reports to monitor spending based on: Department Requestor Approver Account Code Items (for historical usage of certain items) Multiple fields (ex: vendor & requestor) Technical Support o On-Site initial setup and training o Regular business hours for technical support via phone and/or remote log in o Ability to interface in-person if needed o Implement a train the trainer strategy Optional Add-Ons o Expense Report Module Allow employees to submit reimbursable expenses via stored pictures of receipts on their smartphones Would require an additional 10 users in addition to the 40 already stated for the requisitions module o Punch-out Module Allow employees to select items to purchase from a pre-determined punch-out catalog. Both standard web-based and created catalogs Automatically complete the fields of the requisition based on the cart/punch-out. o Vendor Portal Allow vendors to register online and receive notifications when a quote opportunity may be available. Allow vendors to submit their quotes, which could then become attachments to the resulting requisition. o Intercompany Requisitions Allow requisitions to be submitted with multiple line items that would have General Ledger Codes for different companies inside GP. Page 7 of 10

Acceptance of Work Interested firms shall provide a written proposal that will include a description of the firm as well as a short bio of all personnel that will have direct involvement with the implementation process. After determining which firms meet the criteria as listed in the Evaluation Criteria, demonstrations may be held. Once selected, LRCVB will meet with the successful respondent to determine the initial scope of services, performance measures and budget, and will execute an agreement engaging the services of the successful respondent. The firm must maintain an adequate staff to provide the services required herein. Failure to maintain an adequate staff may be cause for termination. All documents that the firm prepares as a part of this service agreement will be the property of the LRCVB and subject to all open disclosure laws, such as the Freedom of Information Act. Evaluation Criteria-The following criteria will be used to evaluate firms. Those firms that score a minimum of 80% may be selected for demonstrations/interviews for formal evaluations. If interviews/demonstrations are conducted, the original bid evaluation scores will not factor into the overall evaluation of the interview. Proposal Format Integration [25%]-Visually demonstrate or graphically demonstrate the integration with Microsoft Dynamics Great Plains, as outlined in the Scope of Services. Responder should give specifics to prove successful integration of the Scope of Services and the firm s understanding of the requirements. Ease of Use [45%]-Include documentation/media to demonstrate how easy the software is to use. Explain how the accounting/finance department will benefit from the software and also those outside the department will benefit. Include sample reports that can be generated through the software. Tech Support [15%]-Explain how your technical support works, when it is available and if on site visits are allowed if needed. References [15%]-List three [3] Microsoft Dynamics Great Plains user references for which Responder has provided similar services within the past three [3] years. At least one government reference is preferred but not required. List names of individuals and phone numbers. Provide summary of services provided as well as results. Submit an original and seven [7] copies of the Proposal and Attachment I in a sealed envelope to: Page 8 of 10

Purchasing Department Little Rock Convention & Visitors Bureau Cromwell Building 101 South Spring Street, 4 th Floor Little Rock, AR 72201 Respondent must organize and submit information in a single bound volume. Respondent should avoid extraneous and repetitive information. Material that does not specifically relate to the proposal should not be included. Respondent should arrange the submittal in the following format and informational sequence: Provide the name, address, telephone number of firm. Provide the name of the primary contact person, telephone number and email address. Include a narrative about the history of the firm, its experience working in the purchase requisition software design, and implementation demonstrating a track record and history of success. Incorporation of similar services and successful outcomes should be included. Provide a thorough summary of how integration of Great Plains and the software will occur. Screenshots, video links, USB/DVD media may be included to demonstrate not only the integration process, but the ease of use as well. NO LIVE DEMO REQUESTS WILL BE ACCEPTED UNTIL AFTER EVALUAITONS ARE COMPLETED. Provide any other relevant information addressing items outlined in the Evaluation Criteria or information you feel will benefit LRCVB in its decision beyond the items listed. List steps that would need to be taken on LRCVB s behalf to get the software installed and fully functional (on-site IT work) Provide your firm s technical support guidelines and process. Specify when a telephone call, remote log in, or on-site service might be needed. Provide a listing of three [3] current or recent references of similar scope and organization, within the last three [3] years should be included. Include the name, telephone number and address of a contact person who may be contacted for verification of all data submitted. Include the service dates as well as a summary of services provided and results achieved. NO PRICES MAY BE MENTIONED THROUGHOUT THE PROPOSAL. Bid Timeline Publish Date: Friday, April 6, 2018 Deadline for Questions Submission: Wednesday, April 25, 2018 5:00 p.m. CST Final Addendums (if needed): Friday, April 27, 2018 5:00 p.m. CST Bid Closing: Wednesday, May 9, 2018 2:00 p.m. CST Demonstrations (if needed): Week of June 4-8, 2018 Bid Award Date: Wednesday, June 20, 2018 Page 9 of 10

ATTACHMENT I RELATIONSHIP DISCLOSURES & ACCEPTANCE Pursuant to requirements set forth in paragraph 18, the following is a list of names and relationships. Name Relationship By signing below Responder agrees to all Terms and Conditions set forth within this Request for Qualifications: Signature Print Name and Title Page 10 of 10