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CC - Item 9F - Request to Issue for Proposals for an Information Processing Software SystemROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: JEFF ALLRED, CITY MANAGER AUGUST 24, 2010 9V- DATE: SUBJECT: REQUEST TO ISSUE REQUESTS FOR PROPOSAL (RFP) FOR AN INFORMATION PROCESSING SOFTWARE SYSTEM SUMMARY The City has been using the same basic accounting software for almost 20 years. In that same time, tremendous advances have been made in information processing software by other larger vendors while the City's provider has struggled to offer a product with competitive data security, functionality and user friendliness. Because of these reasons, staff is asking permission to issue a request for proposal (RFP) for a replacement software system. Staff Recommendation: It is recommended that the City Council authorize staff to issue requests for proposals for an information processing system. ANALYSIS Background: For almost 20 years the City has used financial accounting software from Information Development Consultants, Inc: (IDC) a privately held software company located in Chicago, IL. The City's data, including payroll and general ledger, is stored on IDC's server in Chicago and the programs and data are accessed via the internet. When the cost of hardware and software was highly expensive, using a "service bureau" like IDC for information processing provided some cost advantages, but with the costs of hardware, data storage and software much more affordable, the risk associated with using a small service bureau is no longer a wise business decision. Furthermore, a small company lacks the resources to provide the level of product development, quality, and support that a larger better funded company can give. Due to system integrity concerns, system inefficiency and a system that does not APPROVED FOR CITY COUNCIL AGENDA: ITEM NUMBER: i�i City Council Meeting August 24, 2010 Page 2 of 3 adequately serve the needs of the Rosemead community, the City Council and staff, the IDC accounting software should be replaced with a more complete information processing system. The marketplace is full of highly qualified companies that can provide a complete range of products that will meet Rosemead's needs at competitive prices. The cost of financing a new information system has been included in the budget and will not require new General Fund expenditures. The hardware and software will be kept at City Hall, therefore, staff will not be dependent upon a consultant in Chicago for data transmission over the internet and information confidentiality and system maintenance will be managed by City staff. Analytic Details: The City's accounting software is limited to basic accounts payable, purchasing, general ledger and payroll. General ledger lookups are mostly limited to the current fiscal year and the immediate prior year. Requests for reports of older data are achievable but often require special programming by IDC technicians at additional cost to the City. Special programming also leads to delays in City staff's responsiveness to requests from City Council members, staff, other government agencies and the public. Even with the most recent upgrade (a major patch three years ago); the system's functionality still lags significantly behind products offered by competitors. Continuing the important task of basic accounting with IDC poses unnecessary risks of data loss and basic business disruption (i.e. payroll preparation) in the event that IDC should become insolvent or lose key staff members. Staff is aware of only two IDC technicians and the loss of even one of the two could be detrimental to ongoing services. Staff is also not aware of any other California IDC customers so programs for state taxes and CalPERS requirements are basically custom programming for the City. It is also apparent that IDC's products and service have fallen significantly behind that of the competition. Large software firms have a broad range of products that can meet the city's extensive information processing needs, such as human resources management, cash collections and document management. With a new system, staff would implement all of the basic accounting modules, budget preparation, bank reconciliation plus human resources management, project accounting and cash collections with enhancements planned for the future as funding and needs arise. Modules, such as purchasing, will be primarily paperless; purchase requests will flow from person to person (for approvals) electronically, without anyone ever touching a piece of paper until the final purchase order is printed. In some cases, even purchase orders can be sent electronically to vendors. Current software offerings are efficient and user friendly, leading to more productive use of staff time, and are supported by large product development and support staffs. The costs of new product developments and upgrades are shared by substantial customer bases across the country, and, included in the annual maintenance costs are major upgrades, not just patches and fixes, thus making the City Council Meeting August 24, 2010 Page 3 of 3 products essentially ageless. Choosing the best information system partner is a very long -term relationship, lasting five to ten years or more and the selection process must be very thorough. Vendors that do not have a substantial California presence will not be considered and financial strength, as well as technical expertise will be a key consideration of every potential vendor. FINANCIAL REVIEW Appropriations for a new system were included in the FY 2010 -11 budget but none of the cost for hardware and software is appropriated in the General Fund; instead, it is allocated to the CDBG Fund, Gas Tax Fund, Redevelopment Fund and Street Lighting Fund. It is proposed that the system be financed over five years. With product prices very competitive and interest rates low (in the 3 % -4% range) annual payments are estimated to be approximately $35,000 in the first year and $60,000 per year in the following four years. Annual maintenance costs are estimated to be in line with those currently charged by IDC. However, the products covered under a new maintenance agreement are far more technically advanced, will cover a broader product offering and the annual maintenance will include product upgrades. PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. Submitted by: Steve Brisco Director of Finance Attachment A: Draft RFP Attachment A CITY OF ROSEMEAD RFP FOR INTEGRATED FINANCIALSTEMS Septem Page 1 Attachment A TABLE OF CONTENTS 1. PROJECT OVERVIEW 3 2. PROJECT SCOPE AND CURRENT SYSTEMS S 3. PROJECT TIMELINE 4. VENDOR INSTRUCT 5. EVALUATION OF PF 6. TERMS AND CONDI 7. APPENDICES —VEN APPENDIX A: VET APPENDIX B: VEI APPENDIX C: VEI Page 2 Attachment A SECTION 1 - PROJECT OVERVIEW The City of Rosemead is requesting proposals for an Integrated Financial Management System. The system desired would be a turn -key system to provide electronic solutions for General Ledger, budget preparation, accounts payable, purchasing, accounts receivable, cash receipting, payroll/ human resources, fixed assets and Project Accounting. The City is also interested in obtaining additional information on a module for fleet management as well as information on integrating the proposed system modules with HdL Business License and Permitting software. The City of Rosemeadwas incorporated August 4, 1959. The City is located in Los Angeles County, California and is surrounded by the cities of El Monte, Monterey Park, Temple City and San Gabriel. The City has a population of 57,000 and encompasses apprbximately 4.3 square miles. There are 59 approved full -time positions in the City for FY 201 04 provided by the City include, public works maintenance, engineering, parks and relErat'on, planning, building and general administrative services.1s3,, • Vendors will be required to submit their I proposal (RFP) and pricing amounts will be • Pricing should include all costs related to data, installation, training, travel, Project M • Vendors, who choose to submit a join submit a single UP detailing the respons'b • Vendors selected by the City shall provi j interview process. • The City wants to have rt or I implementation is initiated central ze con The City will select the features as outlined . tK training and impl tati final award wil i4ordpeciac the needs of the i t: as proposals. forms provi d by the request for conversion of existing ilementation. various software packages, must of programs proposed during the Manager assigned to the City once the Fp'ropo al'sed upon several evaluation factors: including ctive integration of modules; company stability; conversion, cal support; and price. The selection of finalists and the t proposal submitted by a qualified Vendor that best meets by the City. The City reserves the right to reject any or all The City of Rosemead is looking for an integrated financial system and vendor that will provide: • full integration between modules • single entry of information (with use in multiple modules), • ease of use, • real -time processing, • customization of fields, • ability to view increasing levels of account detail on screen, • easy export of all data for analysis, • an ample selection of usable pre - formatted reports, • customizable reporting, Page 3 • appropriate security and internal controls , • reliable and responsive support. • excellent user references, • demonstrated company stability. Attachment A Page 4 Attachment A SECTION 2 - PROJECT SCOPE AND CURRENT SYSTEMS The RFP defines nine required modules. The City under general selection criteria of product, service, reputation, and pricing will review required modules. The City is also requesting additional pricing information on possible future modules that could be integrated with the Financial System. A Vendor's ability to provide the possible future modules will in no way influence the evaluation of the required financial modules. The City reserves the right to evaluate the potential future modules more in -depth at a date to be determined in the future. The needs of the City are broken down into the following system groups: Required Financial Modules 1. General Ledger 2. Budget Preparation 3. Accounts Payable 4. Purchasing 5. Accounts Receivable 6. Cash Receipting 7. Payroll /Human Resources 8. Fixed Assets 9. Proiect Accounting t The City has an accounti Development Counsultants accounts payable, cash e software does not intent rrent 10 stem t is developed and supported by Information N es odules for general ledger, budget preparation, payroll. The current building permit and business licensing v's financial modules. Description Current Software Data Conversion Needs General Ledger IDC None Budget Preparation IDC, Excel & Word None Accounts Payable IDC Vendor File Purchasing IDC None Cash Receipting IDC None Accounts Receivable None None Payroll /Human Resources IDC Employee master file, YTD payroll history for mid - calendar implementation Fixed Assets Excel . Current asset lists Page 5 Attachment A Description Current Software Data Conversion Needs Project Accounting None None Estimated annual number of AP Checks Issu 2600 Estimated annual payroll checks issued Potential Modules Estimated number of W -2 forms iss 175 Estimated number of 1099 form i e 100 Full -time employees ff B Ik 59 Fleet Maintenance None None City's Current Annual Activity Level Rosemead is a built -out City. Limited growth of increased density. The growth in the number of City (will b rough housing in -fill or and cyst ould be minimal. ITEM: AW ACTNITY LEVEE Estimated number of General Ledger accounts 2250 Estimated annual number of cash receipt transactions 9100 Estimated annual number of AP Checks Issu 2600 Estimated annual payroll checks issued 3250 Estimated number of W -2 forms iss 175 Estimated number of 1099 form i e 100 Full -time employees ff B Ik 59 Part-time employees 120 Estimated Users: Financial M,a�ple Net rs) 7 DepartmenttYlsers (vie 15 • The City of Rosemead network consists of approximately 75 HP and Dell computers running Windows XP Pro OS and using Office 2003 or 2007. • Clients connect via TCP /IP over a 10 /10013aseT via CATS cabling to a host of four servers running Windows 2003. • The network architecture consists of Dell serverse, Linksys /Cisco routers and a SonicWall firewall. • The current financial system is hosted by the software provider and is accessed via a web interface utilizing the internet. Page 6 Attachment A Network Support and Desktop Services IT service support and helpdesk are contracted out to Strategic Business Resources (SBR) with on -site technicians visiting the City Tuesday and Thursday, nine hours per day. • SBR is also responsible for the physical network and server support for the City. Desired ComputinE Environment Requirements • System capable to run in a MS Windows 2003 network • Must run on current up -to -date technology workstations Wince g P and above • User - friendly GUI interface ON1002 Page 7 Attachment A SECTION 3 - PROJECT TIMELINE Tentative Acquisition Timeline The City intends to complete the selection process using the following schedule. However, the City reserves the right to adjust or reschedule milestones as necessary. Any changes to the schedule will be E- mailed to all prospective Vendors. Release Request for Proposal September 1, 2010 Vendor Questions Due September 16. 20 Answers to RFP Questions E- mailed to Vendors SeptemberY Vendor Proposal Responses Due Subm' are to be rec by Thursday Se t er 301t the Rose d City Hall Finalists Notified /Vendor Short List Released Oct(3ttel�4,72010 Vendor Demonstrations Conducted MR64N.ovembeAlAz 24 User Site Visits Complete 6 ember W0, 2010 Final Selection cember 9, 2010 Contract Awarded / Council ov 1 Planuary 12, 2011 Implementation / T ' "ns March 1, 2011 Aor Go Live with PI's 1 Module (G AP) July 1, 2011 Go Live with Phase 2 Jules 1 Other TBD Modules) Page 8 Attachment A SECTION 4 - VENDOR INSTRUCTIONS Proposal Responses The City must receive responses to this RFP no later than the date specified in Section 3. Proposals received after the due date will not be accepted. No additional time will be granted to any Vendor unless by addendum to this RFP. Vendors must submit one 1 original with signatures, 3 copies, and 1 electronic version of the Requirements section in MS Word format to the following address: Steve Brisco, Direcotr of Finance City of Rosemead 8838 E. Valley Blvd. Rosemead, CA 91770 Ph: (626) 569-2121 Proposal Format N w Part Title `' Contents Part 1 Executive Summary r d overvie e cription of proposed s t h n dor n rience, and relative ex -c tiv t n. Please limit to one page. Part 2 Vendor and So ftw re Co I Appen ix A. (MS Word document) Background locat d 'n Section 7 relating to general (Appendix backgr d information for both the Vendor and s I You may reference attachments as nece ary. Part 3 Ven r S st Complete Appendix B. (MS Word document) R remen located in Section 7 relating to the specific A pendix B) system requirements for each module. Please complete the form by using the specific coding outlined in Appendix B and use the comments sections to clarify any of your answers as needed. Part 4 Vendor M4KPricing Complete Appendix C (MS Word document) Sheet (Appendix C) located in Section 7 that summarizes all costs relating to the implementation and maintenance fees for subsequen years. Part 4 Implementation A summary of implementation methodology that Methodology includes a proposed implementation plan. (limit 12 pages) Part 5 Support Strategy Description of strategy to support ongoing training and usability of the system after initial implementation as well as remote support services available. (limit 4 ages) Part 6 Other Information A. Complete Client Listing B. Copy of Vendor contract to be used for Page 9 Attachment A Part Title Contents software license, services, and maintenance C. Exceptions to the City of Rosemead' UP D. Copy of standard escrow agreement E. Other information that may provide value to the evaluation of your software F. Any other anticipated costs not called out in cost sheet Other Submittal Criteria Format - Vendors that deviate from this format may be deemed nor nsive. Proposals should be prepared simply, providing a straightforward, concise delineatio o the capabilities necessary to satisfy the requirements of the RFP. Extensive technical li tur nd elaborate promotional materials should not be submitted at this time. Emphasis in th oposals should be on completeness, clarity of content and adherence to the p . sentation structu e equired by this RFP and not on volume. Cost Recovery - Costs for developing proposals in re e o the RFP are the obligation of the Vendor and are not chargeable to the City. II proposa d accompanying documentation will become the property of Rosemead and will nlL turned. Pre - Submittal Questions There will be no p i d rs c'f;Wrence. Questions regarding the RFP may be submitted to Rosemead by e to ber 1 0 (via email) to sbrisco@Citvofrosemead.org The list of submitted question 'th th i respe i e answers will be emailed to all proposers by September 30, 2010. RFP Amendments The ity r ry s the right to request clarification on any proposal or to ask respondents to sup .tio I aterial deemed necessary to assist in the evaluation of the proposal. The C' . reserves th ight ange the RFP schedule or issue amendments to the RFP at any time. Ro emead also reses the right to cancel or reissue the RFP. Rejection of Proposalu Theta reserves the right to reject any or all proposals, to waive any minor informalities or in�k�,,.u��larities contained in any proposal, and to accept any proposal deemed to be in the best interest of R semead. Proposal Validity Period Submission of a proposal will signify the Vendors agreement that its proposal and the content thereof are valid for 180 days following the submission deadline and will become part of the contract that is negotiated between the City and the successful Vendor. Disclaimer The City reserves the right to share, with any consultant of its choosing, the RFP and any resultant proposals in order to secure expert opinion. Non - Obligation Receipt of proposals in response to this RFP does not obligate Rosemead in any way. The right to accept or reject any proposal shall be exercised solely by Rosemead. The City shall retain the right to abandon the proposal process at any time prior to the actual execution of a Page 10 Attachment A contract with a Vendor, and the City shall bear no financial or other responsibility in the event of such abandonment. Public Disclosure All materials provided to the City by Vendors are subject to state public disclosure laws. Page 11 Attachment A SECTION 5 - EVALUATION OF PROPOSALS The City's Project Team will evaluate the RFPs. The evaluators will consider how well the proposed solution meets the City's requirements as described in the RFP. It is important that the responses be clear and complete to ensure that the evaluators can adequately understand all aspects of the proposal. Evaluation Factors - Selection of finalists will be primarily evaluated according to the following criteria: • Quality, clarity, and completeness of the proposal. • Adherence to requirements for RFP preparation. • Vendor viability and strength. ® • Ability to meet City's functional and technical requircfii • Software scalability, flexibility, and ease of use. & 9 • Compatibility and integration with existing ha Me and • Vendor's experience on similar projects. • Software demos. • Total cost of ownership. The evaluation factors identified above re . e ran considerations. While cost is important, other factors are also significant. City ct a vendor other than the lowest cost solution. The objective is to choose a endor c e f pro ` ing a reliable and integrated solution within a reasonable budget. ;II 1 will b e aluated using the same criteria. Notification - Based on the FP he City will select a short list of two to three Vendors and invite them to ci demonstrations. The selected Vendors will be notified in writing or em ' by th at indicated in Section 3. Scripted Demos - i T functio a and hnical product demos will be presented to the City by the top short listed - endors accord[ to a cript provided by the City. The evaluation criteria for the demo process wi 'n Vthe vi g the information required by the script as well as the ability to successfully demonset's ability to meet the functional and t echnical requirements. The City reserves the st additional information, interviews, follow -up demonstrations, or any other type of f proposal information it deems necessary to evaluate the final Vendors. Post -Demo Technical Evaluation - In addition to scripted functional demonstrations, the City may request a more extensive technical demo. This demo will be scheduled on an as- needed basis for the short listed Vendor applications. Site Visits - The City may choose to conduct site visit(s) to the software Vendor's headquarters and /or Vendor's clients as part of the evaluation process. The site visits may be used to determine the successful Vendor, and will be conducted following scheduled software demonstrations of the short listed Vendors. Evaluation of the Vendor client sites will be based on the following: Page 12 Attachment A • Assessment of the Vendor's service during system implementation. • Assessment of the quality of Vendor's ongoing support. • Overall user satisfaction with the system. Investigation of References — The City reserves the right to check on any and all available references and sources of information including sources other than references provided in the Vendor's proposal. The City may investigate information from any source, including government bodies and regulatory authorities in evaluating the Vendor's successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of a project on schedule and is lawful payment of suppliers, subcontractors and workers. Contract Award and Execution — The City of Rosemead reserves the ght to negotiate with any Vendor as necessary to serve the best interests of the City. The City 91 reserves the right to make an award without further discussion of the proposal submitted. e ity shall not be bound or in any way obligated until both parties have executed a Vendor ra . The City also reserves the right to delay contract award and /or not to make a contract r . Turn -Key Project - The City is seeking a turn-key imp�1,' this RFP. The Vendor shall provide all labor, rt q necessary for, or reasonably incidental to, the comple from this RFP. Vendor must include in its. Drice all system and application database develop 14W configurations), integration, delivery, inso, associated with all elements of the proposed pi. Page 13 t of the soft"'Rre contemplated by pplies, transportation and services mance of any agreement resulting management, design, engineering, h user interviews for user feature umng, travel and warranty costs Attachment A SECTION 6 - TERMS AND CONDITIONS The following terms and conditions apply to this RFP and are not inclusive of all terms and conditions in the final contract. Business License and Taxation - The successful Vendor and all subcontractors must hold valid business and professional licenses and registrations that may be required by the State of California and the City of Rosemead. Insurance Requirements - The Vendor awarded the contract will be subject to the City's requirements for insurance reflecting the minimum amounts and conditions as defined by the City. Workers' Compensation - The Vendor shall procure and F am for the life of the Contract /Agreement Workers' Compensation Insurance coverin ployees with limits meeting all applicable state and Federal laws. This coverage shall inc E er's Liability with limits meeting all applicable state and Federal laws. This coveragC� shall exten any subcontractor that does not have their own Workers' Compensation and Etta er's Liability s ance. Proposals — Public Information - The City will att to ect legitimate trade secrets of the Vendor. Any proprietary information contained in the o s proposal must be clearly designated and shall be labeled with the words "Proprie Informati Marking the entire proposal or any one or more of the major sections as propriet ther b epted nor honored. The Vendor should be aware that the City is r q i y a o make certain records available for public inspection with certain S. to endor, by submission of materials marked proprietary, acknowledges and rees th t he Cit ill have no obligation or liability to the Vendor in the event that the City mu disclose es ateri Copyright and C'onf:dem' - el cted Vendor shall maintain strict privacy of all City records, data and files (rega s 1. ia), "' luuding any copyrighted material received from the City. Prime Vendor - t is recognized hat multiple Vendors may wish to combine their resources in responding to this ­quest for Proposal. A Proposal with such a combination is acceptable, provided that the com$te Pr al contains all required information, and indicates which Vendor MW shall be responsible for each the components that make up the complete system. In addition, one of the Vendors shall be designated as responsible for the complete definition, delivery, integration, implementation, maintenance of the system, referred to as the Prime Vendor. The Prime Vendor will also be responsible for providing a single Project Manager who will be the City's communication link with the Vendor(s). Litigation/JurisdictionNenue - Should either party bring any legal or equitable action, the prevailing party in such action shall recover, in addition to all other relief, its reasonable attorney's fees and court costs to be fixed by the court. Any and all such court action shall take place in the State of California. Page 14 Attachment A Payment - The City will pay invoices submitted by the selected Vendor as progress is made on the implementation project and agreed upon service stipulated in the final agreement. Prior to payment, invoices will be reviewed to determine if billing is reflective of actual agreed upon project progression and performance. Upon acceptance of the billing by the City's Project Manager the payment will be processed and submitted to the Vendor. Satisfaction of the City Attorney - The acceptance and subsequent award of a submitted proposal shall be at the review and satisfaction of the City Attorney and the City's Project Manager. Choice of Laws - The contact/agreement shall be subject to and interpreted pursuant to the laws of the State of California. Source Code Escrow - This Request for Proposal will require that JhVselected Vendor provide to the City the source code, in its entirety for all purchased so • w e modules, either by direct possession or via an escrow account. Warranties - All warranties must be clear, concise and in ting. Warran ies all be specific as to what is and is not covered along with the exact to in calendar days) each covered item. Warranties shall cover all individual modules, sup i or �ted interfaces, and any ancillary product that is purchased from the awarded Vendor. In n, the awarded Vendor will warrant and guarantee the seamless integration and ' terface of ules proposed herein. Bidders must warrant to the City that software specificati a ilities, d erformance characteristics are as stated in the proposal and accompanying do en t'on: b ' sion of a Proposal will represent your agreement to these conditions. Software Versions - The City have been installed and full) accounting cycle. Furthermoi available during Be, ersions of the software. All applications are to a "liYe,' environment and operational through a full DD all include all software upgrades that are made Page 15 Attachment A SECTION 7 - APPENDICES (VENDOR RESPONSES FORMS) Appendix A. Vendor And Software Background Vendor Background - Please Provide the City with responses to all of the following Items: Company Name: - - - -. .. Headquarters Address: Tax ID# Representative to contact for further information or amendts to the RFP: Name: Title: Telephone #: Fax # Email Address: Proposed Implementation Consultant ' address information: Company Name: Headquarters Address: Tax ID# f Provide if different from the software company. These services do not need to be separately provided. Page 16 N Attachment A Vendor Background (continued) Software Vendor 1 What is your estimated total number of software implementations for the current fiscal year? What percentage would be considered government clients? - - - - -- - ._ - ----- -- ----------- ... ... .. .. -- - -- 2. What was your total number of software implementations for the previous fiscal year? What percentage would be considered government clients? 3. How many current governments clients do you have California? - - -- Please give population ranges for these entities. - - -- - -- - -- - - - - - - - .- _.. - - - --------------- .. ------------------- 4. What percentage of the software implementations covered in Question 3 were the same product and version you are proposm for the City of Rosemead? 5. How many consecutive years has the Company been profit lei 6. ........ --- What percentage of gross revenue is from software sal s„ 7. What percentage of gross revenue is from hardw les? --- -- 8. ....... .......... What percentage of gross revenue is from consultin s. 9. What percentage of gross revenue is inve n produc ? -... 10. ........ _ - . ...... -- What is the total number of full-time pers e fn o ompa y? r 11. What is the total number of full -ti e person t gne software development and in 12. What is the total number f 11-ti m p rsonnel igned to 1 ...... research and developmen -.. ...- ...... ... ...... -. -. 13 What is the total n of e personnel assigned to sales? 14. What is the to mber 11 -ti e ersonnel assigned to customer su rt? 15. What is the toMnamber of f l time personnel assigned to other functions (admini at on, agement etc.)? ---------'— ------- – ----------- – ----------------- - -_j Page 17 Attachment A Company References Please list at least five (5) references for government implementations of similar size and scope of functionality that have been completed within the last three (3) years. Please note those references that include payroll for Police Departments. 6 Software Background Clearly define the actual running on what platform Software the Page 18 the version they are operating under, Hardware I Database Attachment A Please provide the following information pertaining to software development, maintenance, version control and disaster recovery. You may reference attachments as required. 1. Does the Company maintain an extensive research and development program and constant enhancement of the system? Please describe: 2. Does the Company monitor all legislative developments at the Federal, state and local ! levels and coordinate with regulatory agencies to ensure that the product is maintained in current compliance with these agencies' requirements? Please describe. ...... . - -.. -. ..._ - - -. -. -. - -- �. Has the software undergone a controls review by a public acco tin firm? If so, which firm and'when? 4. Does the Company support User Group activities at is role of the ser Group in determining product development or enhancem Is re a User Group in close proximity to Rosemead? 5. Please describe your maintenance philoso s th past frequency of fixes "? How do you differentiate "fixes" r m versi ases? ( urther questions on version control are covered in numbe ) 6 How does the Company 5ndHc11 s of` frx ? 7. Does the C pany provi el onic mechanism to receive product updates of "fixes "? If s at mecham is utilized? ---- ...- ----- ...--- .... ............... .........a . ........... - -- ........ ........- ...... 8. What are the Co a quality assurance procedures for "fixes ", functional enhancements, version leases? Please describe each. - - - - -- .......... ......... 9. Please describe how the Company ensures that all "fixes" are compatible with new version releases (i.e. are not overwritten or nullified). ........- ...._.. - - ..- ......... .. .. ......... ....... ......... 10. In the event of bankruptcy or going out of business, is your firm's source code': jescrowed such that it would be made available to the client upon the closing of the; software provider's business? i Page 19 Attachment A .......... ........... . - --.. ........................................... - - - -- 11. What has been the frequency of version releases over the past two years? 12. What are the NEXT two planned release dates for versions after the initial version; proposed for the City of Rosemead? € 13. How many versions are currently being actively supported, and what are they? 14. How long are versions actively supported? 15. If versions are released for multiple platforms, i/what r are v s ns released by platform? 16. Does the Company provide upward compatibility wi versions of software? 17. Are there additional costs for new version th over and above the annual: maintenance costs? 18. Can a test environment to 1 d for separate testing by City staff of release software prio to pro • ucti n installation? If so, how can the test database be refreshed with me in _ u to a live information ?_ 19. Describe the str e. _c directi for future enhancements and new technology? 'lath, AV 20. Describe the disaster recovery services your firm offers? Please include data'' back -up as well as fully hosted options. -. -... - - ---- ------ – — – _ .............. 21. Please provide your warranty information on all modules. Page 20 Attachment A Appendix B. Vendor And System Requirements This section includes the Vendor, technical, and functional requirements to be evaluated in this RFP. The Requirements Section will become Section 3 of your RFP response. This is not a comprehensive list of all of the City's requirements, but includes the key requirements that will be used to evaluate the RFPs and will be included as part of the signed contracts. Responses to each line item should be concise and straightforward. The City expects Vendors to respond in a factual manner, clearly identifying software that is fully released, in testing, or slated for future release for each functional requirement. Vendors must provide a rating for every item. If the requirement does not pertain to the proposal being submitted, enter "N /A ". If a submitted RFP includes blank responses the document may be considered in violation and rejected. Use the following rating system to complete e RFP and evaluate the requirements and include a brief description of how the software 11Mts the stated requirement. Response Code Defid__fereW df Response Y Unqualified Yes — Meets the r RW Requirement is satisfied by utili t#t report writer ....... UM Requirement may be sans ied by a u r odification (screen designer, user defined field PM Requirement can only atis ogramming modification— please oi�nclluddestima - st fore ch identified - - -- -.. -._ _ .. - .- . -. -.. ..... -. FUT Featuded i future release (provide date) DN No — he req i ment ............ OTH Othei Descr Response Comments Code General System Requirements 1. Availability of complete on -line help function and system documentation that may be printed when desired 2. Provision for data back -up and disaster recovery 3. Ability to maintain historical financial data on -line for any user determined number of years 4. Ability to facilitate archival of historical data 5. Ability of multiple -users to work in the same module simultaneously Page 21 Attachment A Description Response Comments Code 6. Ability to drill down from reports, queries, or screens from summary to transactional detail 7. Ability to receive credit card payments and meets PCI (Payment Card Industry) ' requirements 8. Ability to interface with the City's existing server and workstation platforms 9. Ability to provide customer support services to City staff 7:OOa.m. to 6:OOp.m. Pacific Standard Time, Monday through Thursday. 10. Availability of a user friendly data dictionary that is used across all applications within a functional area 11. Ability to import and export data for user controlled manipulation in formats compatible with Microsoft Office 12. Utilization of MS SQL; or ODBC compliant databases; no proprietary database B. Ability to have unlimited user defined fief that can be accessed through queries and repo s_ 14. Ability to directly link to external documents such as spreadsheets �N processing documents 15. Encrypted database both It ransit an rest 16. Real time, not batSJWMgessiM 17. Ability to calcul inte t d ]M fees for billing AIV 1% IV 18. Auditing cap tl'ties that pro , e a history of who has accesse c ated, or dified each data entry item 19. Availability of role b e ecurity where users can be assigned to mu tiple roles of security access. 20. Ability to identify unauthorized access to data classified as sensitive (i.e. containing Social Security, bank account, or driver license numbers) 21. Ability to conduct searches, and generate reports at all levels of the account structure by fiscal year, month, calendar years, or any user defined criteria 22. Ability to save queries and make saved query available to other users Page 22 Attachment A Description Response Comments Code 23. Availability of report writer (propriety or licenses for a program such as Crystal Reports) 24. Ability to generate and save custom reports from queries or system-generated data 25. Ability to customize templates for common reports 26. Ability to create mailing labels 27. Ability to select report criteria via drop downs, queries, or pick lists 29. Ability to directly E -mail a report AV 30. Ability to view reports on -line 31. Ability to print to non - proprietary forms and labels 32. Utilization a Graphical User Interface for all modules Page 23 Attachment A 1. General Ledger The General Ledger is considered to be the core or foundation upon which all other modules are built. Description Response Comments Code Structure and Accounting Principles 1. Flexible chart of accounts that is highly adaptable to the needs of the City and allows the user control over the structure. Please describe your chart of accounts structure and adaptability At 2. Availability of multi -level hierarchical account structure that will allow for reporting of financial numbers on an individual basis as well as on a multi -level aggregate basis 3. Accommodates General Accounting Standards Board (GASB) requirements 4. Affords various views of the General Led (fund, department, project, account, etc.) 5. Built -in- software safeguards insure General Ledger accounts are always in balanc and subsidiary ledgers total to control co 6. System verifies that each tr4Ds,tion b7' g posted has a posting date ac GIM ble to appropriate fiscal calendar 7. System handles bank en reconciliations 8. A subsidiary I dger can be i taine or any General Le account 9. System supports accrual modified accrual bases of accou in 10. Year -end closing of acsA�n s and generation of balance forwards and encumbrance forward is an automatic process 11. Supports unlimited number of funds 12. Allows at least 13 periods per year with open periods 13. Ability to lock the previous year after year- end closure to avoid inadvertent changes 14. Ability to view history of who has accessed, created, or modified each data entry item 15. Automatic journal entry reversals 16. Automatic year -end closing without loss of detail Page 24 Attachment A 17. Availability of a mass maintenance feature that allows mass changes to the data fields in the chart of accounts such as the account posting status, or the creation of appropriate accounts when a new organizational unit is added 18. Ability to account for grant reporting on either a year -to -date or grant -to -date basis 19. End -of- month receipts can be posted after the last day of the month using an over -ride 20. Rules for year -end closing of accounts can be defined differently for different types of accounts 21. System handles both encumbrance and pre - encumbrance (at time of requisitioning) 22. System handles automatic posting of off- setting journal entries for recording transactions such as "due from other funds", "due to other funds ", "operating transfers in" and "operating transfers out" 23. Business rules can be individualized to control the validation of the chart of account values (e.g. which expense categories can be charged to which prqje cts) 24. System validates that ev<tapf r exe ing a transaction has the approp ro aut hority for that action 25. Availability of on- ' aint ce and control of tables fo iYi th rt of accounts 26. Availability ,,. tensive on query from 27. System accepts jo en from Excel or files imported from of r lications 28. System verifies that eacfi transaction being posted balances within each fund and qualifies as an acceptable entry for the particular source document and type of account Page 25 Attachment A 2. Budget Preparation The City desires a budget module that is integrated to core financial modules. This should include multi -year budgeting. The module should include: the ability to generate baseline budgets based on prior year budget less one -time expenditures and adjusted for inflation, ability to track changes, generate overhead calculations, what -if scenarios, and other forecasting methods. As with most California municipalities, the budget preparation is the focal point of financial planning and authorization for the delivery of municipal services. The City prepares the budget at a detail (object) level, with presentation to City Council and public at varying levels of detail. Description Response Comments Code 'At 1. Ability to generate an annual and biennial budget 2. Ability to create either global or range changes under a variety of methods such as percentages, fixed amounts, and by a user defined formula 3. Ability to support multiple budget version (i.e. original, amended, City Manager approved, adopted, etc.) 4. Ability to directly link to spreadsheet and /or word processin documen 5. Ability to accommodate a u efine budget worksheets and budg t roposal reports with two or more year u history and actual expenditures, j cted current year and a lim1 um projected future ey'ods 6. Adopted bu t umbers sho 1 easily be rolled into the Gen a edger o oject ledger when directed he u 7. Budget amendments appro d after the adoption of the budget shouid be tracked separately by the system in a budget adjustments file 8. Availability to create free -form text notes at the line item level for any scenario that can be printed with the budget worksheets at the users discretion 9. Ability for multiple departments to prepare their budget information simultaneously 10. Integration with Payroll / Human Resource module to support salary simulation and benefit budgeting for annual Page 26 Attachment A budgeting or Burin * contract negotiations.. 11. Ability to have both export and import capabilities from Excel and Word 12 Ability to access all objects (both revenues, expenditures and projects) currently used by the financial system, during budget formulation 3. Accounts Payable Departments currently prepare and approve payment requests. Finance processes the payment requests and warrants are issued for payment. Invoices are presented t ity Council twice a month for authorization of payment. When approved, warrants are mailed t ' endors. Description 1. Ability to track aging items and other 2. Supports one -time vendor override payments. Allow for simplified temporary vendors directly from transaction input proce 3. Accommodates recurring invoice processin " 4. Supports electronic funds transfe 5. Ability to access vendor histo or name, vendor number, invoic e, the ate, and account codes 6. Supports laser check printingilhor 7. Automatically tra rs t ed ants to an outstanding warra gister llo rs to process cleared ants, inclu " the ility to eenerate outsta e warrant r 'ster 8. Identifies duplica nice p ssing and blocks with ability to o d 9. Accommodates multi 1 � oices per warrant 9a. Accomodates individual warrants per invoice for a vendor. 10. Ability to use laser check/warrant printing 11. Supports 1099 reporting requirements. 1099 management to the invoice line item level; not just the vendor or the invoice 12. Integrates with other systems such as: General Ledger Fixed Assets Purchasing Cash receipting (refunds) Page 27 Attachment A 13. Provides check reconciliation system 14. Ability to generate payment approval list for City Council approval 15. Ability to make electronic payment to vendors (ACH, wire, debit) 16. Facilitates sales and use tax tracking and reporting 17. Generates warrant batch reports allowing users to view reports on -line or by printing 18. Vendor name, address, goods ordered and received and unit prices can be automatically retrieved based on purchase order number AIL 19. Ability to process the payment of freight and miscellaneous charges even if they are not on the purchase order 20.Encumbrances are automatically released upon posting of an invoice, allowing for full or partial liquidation 21. Ability to distribute invoice to multiple expense accounts 22. Ability to expense individual line items o purchase order to different expense codes 23. Ability to process invoices for payment without a purchase order 24. Ability to automatically calcu ent due date to take advantage of able discounts 25. Provides easy voiding of c e ks authorized personnel 26. Capability tot ac ven equi °' W -9 (Tax Payer ID #) d to produ bels those identified 27. Supports proce in of user . med voucher templates incl ng r ar, one -time, recurring, employee expe e ebit /credit memos, etc 28. Supports automated two -way matching of purchase order and invoice 29. Supports automated three -way matching of purchase order, receipt and invoice 30. Vendor history on -line with query and search capabilities 31. Ability to post manual checks Page 28 Attachment A 4. Purchasing Primarily, the City uses a de- centralized purchasing system. Small purchases can be made with a credit card. For all other purchases, requests for goods and services are generated by the various departments and submitted to Finance. Once the requisition is reviewed and approved by Finance a purchase order is manually prepared and mailed to the Vendor. Funds are not currently encumbered for purchase orders. The City wants to update business practices in this area. Description Response Comments Code 1. Purchase requisitions can be entered online by any authorized user 2. System allows authorized user to terminate and complete purchase orders 3. Purchase order cannot be terminated without further authorization once a purchase order has been issued 4. Each requisitioned item is automatically compared at time of entry to single or multiple budget accounts 5. System can encumber a single item to multiple accounts by actual amounts and percentages 6. System uses customizable form purchase orders 7. Change Orders can be prey ed against an existing urchase or 8. All open purewl* queried online account, progra number 9. User can define s is search riteria and limits while perfo t o ine inquiry 10. Items received and the recording of goods returned to the vendor can be tracked 11. Items to be capitalized can be designated with an immediate update to fixed assets 12. Accounts payable is automatically updated with the receipt of goods 13. A tolerance for receipt of goods against a purchase order can be specified 14. An online list of vendors is available 15. System uses the same vendor master Page 29 Attachment A Description Response Comments Code file and terms structures as accounts payable 16. System provides complete online and hard copy reporting of purchase orders issued and goods received 17. System can automatically calculate discounts and payment schedules based on user defined rules 18. System provides for pre- encumbrance process Air 19. Requisitions may be electronically routed for prior approval before they are processed 20. Purchase orders can have multiple AW ship to addresses 21. System supports user defined purchase order templates including regular, one -time, blanket, release, contract amendments and quotes Page 30 u Attachment A 5. Accounts Receivable The City currently operates a centralized accounts receivable system. General accounts receivable billings are directed to the Finance Department. Upon receipt, City invoices are manually prepared and appropriate data is entered into the General ledger. The City wants to update its business practices in this area. Description Response Comments Code 1. Provides for either centralized or decentralized input of accounts receivable data, recording payments and printing of receipts _x4t 2. Provides for an interface with cash receipting to allow cashiers to query and/or post invoices Ad 3. Supports a single centralized AR Master record for all receivables 4. Full integration with: General Ledger, Cash Receipting and Accounts Payable Project Accounting modules 5. Ability to generate invoices w' t rd party printing software or use ord processing system 6. Ability to integrate with an e fi' ca drawer system 7. Ability to hand] n �f fees and rates 8. Ability to hav ividual late s codes associate with a rat 9.Ability to have indi '� v rage notices printed on invoices that c customized and changed as needed 10. Ability to cancel invoices 11. Ability to age accounts in 30, 60, 90 and 120 day increments and produce aging reports 12. Ability to process credit card payments 13. Ability to input a payment plan that is tracked by the system 14. Ability to write -off accounts deemed uncollectible by user 15. Ability to post payments and adjustments to accounts that were written off Page 31 Attachment A 16. Ability to produce an electronic file of accounts that are being sent to a 3`d party collection agency 17. Ability to reprint individual bills in the same format as the original 18. Ability to print corrected bills 19. Ability to import electronic payment files from other financial institutions 20. Ability to produce refund checks from accounts receivable through accounts payable 21. Ability to print statements in zip code order 22. Ability to produce delinquent bills and any number of user defined follow-up bills Page 32 Attachment A 6. Cash Receipting The City currently has only one centralized cash receipting site although cash is received in several departments and transactional detail is posted to subsidiary ledger software (Recreation — Class, Building Permits and Business Licensing — HdL). Summary revenue from these sub - systems is then manually posted to the current cash receipts program. City revenues are received as currency, checks, credit card transactions or electronic funds transfers. The software should support: Description Response Comments Code 1. Ability to handle unlimited number of accounts or transaction codes 2. Ability to post to more than one account code per receipt 3. Ability to distribute appropriate information to Accounts Receivable, General Ledger and Project Accounting 4. Provides a daily deposit report for cash/checks/ electronic deposits and credit cards for each cashier, same information should be accessible any time during the day I<h" 5. Provide options to accept cash, the or credit card for one transaction 6. Supports multiple electronic jdras and provides cash out proce tr s fo balancing each operator 7. Provide security an ing • r ach defined cashier 8. Availability t p nt a cash r e' t on demand 9. Availability to tr k 11 paym including voided recei s 10. Allow more than one e n cash receipts at one time 11. Complete integration with: General Ledger, Accounts Receivable, Accounts Payable, Project Accounting 12. Ability to view reports on -line 13. Availability of a drop -down list look -up to assist cashier in determining appropriate revenue code to use 14. Ability for cashier to collect payments that are not pre - billed in any system (TOT, copy charges, state payments Page 33 Attachment A 7. Payroll /Human Resources The City currently pays wages through a centralized payroll office. Payroll time keeping is decentralized with varied methods of overtime calculations, pay types, leave types, and benefit options. Description Response Comments Code 1. Supports direct deposit capabilities to include preparing an ACH file for transmission to any central repository bank 2. Prepares employee earnings /check stub for each employee, including employees on direct deposit, showing all hours, earnings, deductions and all year to date totals with the requirement of printing leave balances 3. Provides an audit trail of on -line file maintenance to critical fields with operator ID, workstation ID, date /time, and old /new data. It will also track changes, date of change, and o and new rate 4. Provides for multiple methods of calculatin overtime pay such as time - and -a -half and premium pay. These calculations e defined and maintained 5. Provides for non -cash pay ad ustme as car used for personal use, to e t and spousal insurance 6. Capability of lAi Mn =l Ledger months 7. AccommodatMQUrk cycles uM in determining hours ed in ac ance with Federal Labor Standar ct 8. Permits entry of inform tt concerning multiple types of leave. Accrual of leave amounts should be automatic and should not require input during the time entry process 9. Provides rollover and accrual abilities at year -end for deductions, benefits, balances, and history balances 10. Automatically generates liability accruals to be posted to the General Ledger along with liability payments and accrual relief entries Page 34 Attachment A Description Response Comments Code 11. Ability to designate if a deduction code is global, union level, group level, or employee specific for purposes of ongoing maintenance of deduction codes 12. Ability to assign accounts payable vendors to each deduction code with flexible parameters for definition of due dates 13. System must have the ability to provide global control of what deductions are included in each payroll process 14. Ability to establish limits for deductions and employer taxes. The deduction should stop when a specified limit for the employee is reached 15. Ability to withhold garnishments 16. System must provide the ability for the user to change withholding types and number of dependants at the menu level 17. Provides an unlimited number of hourly /salary rates and expense distributions for each employee 18. Ability to maintain multiple s' vacation codes 19. Ability to enter hours w d, vacatto and sick time taken, along wit c ge distribution with defaultsx eac 20. Provides for co e i y restrictions to ac 21. Automatical gro s ay from multiple user -denen uch as base pay, educational a ift different ial, etc. 22. Capability to automatically distribute an employee's base pay, overtime, leave pay, employer retirement contribution, and other employee cost based on a predefined percentage to multiple funds, departments or line items within the General Ledger 23. Provides the ability to distribute the City's share of benefits across multiple funds and departments in the same percentages that an employee's pay is distributed 24. Ability to define pay types including acting, %- based, flat rate, overtime, etc Page 35 Attachment A Description Response Comments Code 25. Ability to support employees in multiple job assignments 26. Ability to produce an hourly or salaried payroll or a combination thereof 27. Ability to produce a supplemental payroll 28. Ability to void or reverse checks and auto- pays on -line 29. Maintain prior years' detail and totals for a user-specific period of time 30. Allows for an extra withholding tax deduction in any amount at the option of the employee 31. Ability to compute shift and overtime premium on exception pay 32. Provides capability for time to be entered for an employee who works temporarily in a higher pay class or position 33. Ability to adjust pay for "differential" hours worked at a different rate than the employee's normal rate 34. Allows the preparation of paychec s at any time during the pay period for ter,,t`Pat employees, back pay, and specOdllowaac s 35. Ability for each employ t design t unlimited bank/savings accoun r c deposit 36. Permits the o an d other such inco to auto ical Kimp"car calculate the im come fore ch employee 37. Provides the capabVtthe* and verify the labor distribution p actual payroll check production 38. Ability to facilitate time entry at any point or points during the pay period, including daily if desired 39. Allows time entry on an exception basis. Provides the ability to establish base payrolls and process time record data for exception pay employees on an interim, weekly, bi- weekly, or any user - defined combination thereof 40. Allows the user to override the default labor distribution to specify multiple accounts for distribution during the time entry process Page 36 Attachment A Description Response Comments Code 41. Ability to withhold IRS tax levies 42. Ability to calculate and track City -paid benefits 43. Ability to generate deduction calculations on any user defined cycle (first pay period, second pay period, monthly, etc.) 44. Ability to accrue sick and vacation time and an unlimited number of other user - defined leave categories for each employee based on user - defined tables with leave category, length of service, and /or job classification 45. Each leave category will be tracked on an annual, fiscal, or employee anniversary basis 46. Ability to limit accrual of leave time and comp time to the maximum allowed Ar 16. 47. Ability to cash out comp time; sick leave time and holiday pay -offs 48. Ability to validate availability of leave a time of payroll input 49. System will not allow leave time to go negative, but may be overridden when necessary. 50. Ability to expense payroll IgMItipl&nds 51. Ability for the user to se! a the to treatment of earning categor o v s calculations 52. Capability to re ruc evi sL posted payroll r er, along relat ayroll check re ' s and dedu ti n registers 53. Prepares W2's uired i 1 ding the capability to prepare e c on es for transmission of Federal ding and social security deductions. File format must meet Federal requirements 54. Ability to run W2's for prior year after payrolls for current calendar year have been posted Page 37 Attachment A Description Response Comments Code 55. Ability to accurately track workers compensation and other fringe codes for each employee, including tracking employees that change positions resulting in different codes for various ranges of dates during the year 56. Ability to support state Employment Development Department electronic filing 57. Ability to print check numbers on a computer-generated check register 58. Ability to prepare monthly, quarterly, and year -end reports as required for Workers Compensation, insurance, tax withholding, and FICA. etc. 59. Provides for appropriate tax liability reports 60. Provides exception reports that show large changes in gross 61. Creates both payroll and General Ledger distribution data from same input 62. Ability to import/export all reports and inquiry to Excel 63. Availability of a Leave Balance /Usage Report to provide a listing of accuduflatc leave and leave taken so that b ' ning balance, leave taken, and cu e,t balan reported. Reports should be a e LQIOMMM both a summary and d ile bast b ed on a variety of selection , uteri 64. Availability ayroll C atio port to proof payroll rior to prinfing payroll checks 65. Availability of vari ent reports Vret' that meet the reporting ts for Federal & state agenci, a Public Employees Retirement System (CalPERS), deferred compensation companies, and retirement plans in lieu of social security 66. Automatic calculation of retroactive pay related to delayed union contract settlements or delayed merit pay adjustments relative to employee anniversary dates 67. Full integration with: General Ledger, Budgeting, Project Accounting, Accounts Payable, Human Resources 68. Ability to automatically calculate Page 38 Attachment A Description Response Comments Code retroactive pay related to delayed union contract settlements or delayed merit pay adjustments relative to employee anniversary dates 69. Automatic user notification of employee anniversary dates 70. Automatic calculation of the of accrued liability for comp time, sick leave, vacation and any other accrued time balances 71. Decentralized timekeeping and hours entry on a user defined time sheet Age 72. Availability of web or network based time sheets that compile information into main payroll module 73. Ability to maintain premium and deduction amounts on a before /after tax basis for multiple IIL benefits plans 74. Ability to accommodate sets of benefit options linked to an employee group 75. Ability to provide tracking of death for employees, retirees, or dependents 76. Ability to provide for mass u employee plan designations 77. Ability to update benefit` ividu as a group online 78. Ability to track cu - ne i 1 ctions for retirees andspouse 79. Ability to ni e he record e ing requirements of eX amily Medi .. Leave Act 80. Ability to stop ing leav hen contracted maximums each 81. Ability to have multi 1 rual maximums for different classes of emp ogees 82. Ability to determine the coverage for deduction amount for an employee using the parameters stored in the benefit plan tables 83. Ability to validate that the employee is eligible for the plan selected 84. Ability to support pre- and post- tax payroll deductions 85. Ability for group life insurance amounts and costs to be recalculated for all employees at any time during the year based on changed salary coverage and /or plan cost parameters Page 39 Attachment A Description Response Comments Code 86. Ability to support cafeteria benefits both taxable and exempt 87. Ability to track imputed income for life insurance or personal car usage 88. Ability to have benefit premiums formula - driven, established from salary, set amount, with or without coverage limits and based on client - defined eligibility 89. Ability to provide security that is definable at multiple authority levels 90. Ability for the definition of business rules that allow logic, processes, or calculations to be user - defined 91. Ability to handle an unlimited number of employees including but not limited to inactive. active, and terminated 92. Ability to comply with state and Federal laws related to government entities 93. Ability to set user - defined fast data entry with coding reduction techniques 94. Ability to perform mass change updates 95. Ability to track bilingual spe writing language skills 96. Ability for an employee otate e their home address should be COPTIC 97. Automatic assignme a nu ertc employee number 98. Ability to define ethnicity c t orie 99. Ability to tralUe length of tilhe an employee has fille sition ffl 100. Ability to track a I o driver's license expirations and pr vt notice to an employee and supervisor when an update is needed 101. Ability to track and report on driver's license suspensions with associated reason 102. Ability to keep history on property assigned to the employee 103. Ability to report on an encumbered position and easily identify when a position is eliminated 104. Ability to track employee movement between positions within the organization and keep a permanent record of this information Page 40 Attachment A Description Response Comments Code within the system 105. Ability to provide a field for holding miscellaneous textual data of any length on any personnel - related screen. 106. Ability to record reasons for termination 107. Ability to track and record volunteers 108. Ability to ensure that only budgeted positions can be filled 109. Ability to automatically calculate new annual salary for budgeting and pay calculations based upon changes to pay tables, etc. 110. Ability to accommodate split funded positions AtO 111. Ability to conduct salary simulations NV including but not limited to step driven, flat dollar or percentage increases and calculate related budget impacts 112. Ability to analyze any number of salary simulation scenarios without affecting budget until finalizing 113. Ability to capture history changes, position changes, n salary changes, location cha Qong changes, benefit changes, sup , and organizational chan _ 114. Ability to indqg e y to n ed employee infonVTn for refer ch information 115. Ability to pro " or multi 1 salary schedules 116. Ability to accommo "'t +salary table linked to 'ob/ osition class 117. Ability to accommodate positions assigned in hierarchical structure and relationships 118. Ability to budget positions for partial years (3, 6, 9 months or by hours) 119. Ability to set default for budgeting vacant position at user specified grade & step 120. Ability to generate appropriate EEO reports 121. Ability to track reclassification of positions Page 41 Attachment A Description Response Comments Code 122. Ability to track deleted positions 123. Ability to do analysis with positions, individually by department and across the City as a whole 124. Ability to provide position control tracking of filled and vacant positions 125. Ability to have one employee more than one position 126. Ability to track funding source(s) to the position s Page 42 8. Fired Assets 1. Ability to bar code assets for control and physical inventory purposes 2. Ability to track an unlimited number of capitalized and non - capitalized fixed assets 3. Ability to record detail property records for all fixed assets including identification codes, commodity classification, asset categories, acquisition data, supplier information, maintenance data, make, model, and serial number, disposition data, and asset useful life, maintenance schedule, acquisition method, and other user - defined information 4. Ability to store complete calculation data, including purchase, replacement, disposal, renewal, book, and other user - defined attributes 5. Ability to calculate and maintain AW depreciation data in accordance Generally Acceptable Accounti Principles methods (GAAP rn 6. General Ledger transaction AwAMW automatically generat o epr 'a on and usage allowan s et 7. Reports of ca ' 'zed and no capitalized fixed as are avail e by user - defined asset Ability to integrate wi t General Ledger, purchasing, accoun s payable and Project Accounting applications 9. An audit trail (including time and user identification) is maintained automatically reflecting all activities on all accounts 10. Ability for fixed assets to be automatically updated through purchase order system 11. Ability to assign fixed assets to one or more funds, users, and /or locations Page 43 Attachment A How is reauirement accomplished? Attachment A 13. Project Accounting The City has the need to track and separate revenues and expenditures for a variety of municipal projects including grant and construction Project Accounting. Projects may be construction, program grants, cost centers or other related tasks. How is reauirement 1. Ability to maintain independent hierarchies to support reporting across funds, cost centers, object code, project, grant, or task 2. Integration with payroll supporting both direct and indirect cost allocation 3. Integration with General Ledger, accounts payable and purchasing modules Y 0 4. Integration with the GL at the transaction level such that accounts in both systems remain in balance at all times 5. Historical reporting for any number of It -'MMJh1h.1 1W user defined years of prior financial data Page 44 Attachment A Appendix C. Vendor Bid (Pricing Sheet) Software and Training and Implementation Conversion Cost Hardware Consulting Management Required Modules ' : '• . Bid Price Bid Price, Bid Price Bid Price 1. General Ledger 2. Budget Preparation 3. Accounts Payable 4. Purchasing 5. Accounts Receivable 6. Cash Receipting ,& 7. Payroll /Human Resources 8. Fixed Assets 9. Project Accounting Bid for Required Modules $ $ $ $ Hardware 1. 1W, Aff 2. 3. Bid for Required Hardware $ One Time & Miscellaneous Charges 1. Shipping 2. Travel 3. Other Z:Ha Bid for One Time & M' c. ges $ $ $ TOTAL IMPLEMENT ON BID $ $ $ $ Five Year Annual Mainten c Bi Annual Maintenance Year 1 (9 } s) Annual Maintenance Year 2 Annual Maintenance Year 3 Annual Maintenance Year 4 Annual Maintenance Year 5 Five Year Annual Maintenance Bid $ TOTAL FIVE YEAR BID is $ $ is Page 45 /:V M. ITITo Toll l I Software I Training and Implementation License Consulting Management Possible Future Modules I Bid Price I Bid Price` Bid Price 10. Building Permits 11. Business Licensi 12. Fleet Manaaemei I Bid for Required Modules I $ Is is I Hardware 1. ,& 2. 3. Bid for Required Hardware $ $ jr One Time & Miscellaneous Charges 1. Shipping 2. Travel 3. Other Bid for One Time & Misc. Charges ITW $ TOTAL IMPLEMENTATION BID $ $ $ Five Year Annual Mainten n e Bid Buildin Per Business Licensing Fleet Management Annual Maintenance Xaalb" 'NW Annual Maintena - ear 2 Annual Mainte n e Year 3 Annual Maintena" e ear 4 Annual Maintenance e r 5 Five Year Annual Ma'p _ a nce Bid $ $ $ Page 46