Enterprise Resource Planning Implementation and Support Services

The Vendor is required to provide a comprehensive, cloud-based NetSuite Enterprise Resource Planning (ERP) solution and NetSuite EPM Planning & Budgeting solution, including implementation, configuration, integration, training, and ongoing support.
- Modern, scalable platform capable of supporting operations across the following functional areas:
• Finance and Accounting
• Procurement and Inventory Management
• Contracts and Grants Management
• Payroll and Workforce Management
• Document and Records Management
• Information Technology, Security, and Data Governance
- Objectives
• Implement a unified, integrated ERP platform
• Improve operational efficiency and process automation
• Enhance reporting, analytics, and decision-making capabilities
• Ensure regulatory compliance and audit readiness
• Provide secure, reliable, and highly available infrastructure
• Enable scalable, modular system growth
- provide all labor, software, configuration, integration, documentation, testing, training, and support required to deliver a fully operational ERP system:
• Software licensing and provisioning
• NetSuite ERP implementation
• NetSuite EPM Planning and Budgeting
• Workflow automation
• System design and configuration
• Data migration, validation and reconciliation
• Integration development and API configuration
• User Acceptance Testing
• Reporting and dashboard development
• Security configuration and governance controls
• Testing and quality assurance
• Training and change management
• Go-live and stabilization support
• SuiteAnswers Knowledge Base
• Learning Cloud Support Pass
• Ongoing maintenance and optimization
• Sandbox and deployment management
- Procurement, Purchasing, and Parts Management
• Full procure-to-pay lifecycle (PR to PO to payment)
• Purchase requisition and purchase order management with line-level detail
• Multi-level approval workflows (based on thresholds, roles, departments)
• Parallel and sequential routing options
• Delegation and substitute approver functionality
• Escalation procedures for delayed approvals
• Mobile approval capabilities
• Emergency workflows
• Budget validation and encumbrance management at the PR stage
• Change order management and approval workflows
• Advanced PO search capabilities (vendor, item, description, status, etc.)
• PO creation and modification with audit tracking and change controls
• Line-level GL account assignment and tax handling
• Vendor master with multiple contacts and attributes
• Automated reorder points and PO generation
• Receiving functionality including:
• Line-level receiving
• Warehouse/location assignment
• Cost visibility at receipt
• Barcode label generation during receiving
• Returns, credits, and core charge tracking
• Ability to distinguish purchase order changes from contracts and contract amendments
• Blanket PO’s with line level detail
- High Priority
• Technician-driven parts request workflows
• Freight cost allocation across PO lines and ability to handle freight and tax at the header level
• Vendor-item association automation
• Work order integration
• Ability to copy PR/POs and line detail like templates
• Sealed bid opening with timestamps and audit trails
• Weighted bid evaluation matrices
• Quote tracking and award notifications
• Approved supplier management
• Push notifications and workflow alerts
• Tracking estimated ship dates versus actual delivery dates
• Integration with inventory management and asset management modules
• Punchout/eProcurement support with automatic PR generation
- Financial Management
• Invoice processing (2-way and 3-way matching, exception handling)
• Multi-GL distribution
• Automated payments, reconciliation, credit generation, AP liability generation, and invoice import
• Vendor onboarding, validation, payment portal, vendor update and modification notifications
• Universal content/documentation management
• Payment processing (check, ACH, cash, p-cards)
• P-card data import automation
• Invoice discrepancy workflows
• Searchable by Alpha, DBA, remit address
• API functionality across modules
• Check level reconciliation including unclaimed property reporting
• Bank reconciliation with live or near live data
• Commodity code support.