TOWN OF WARREN, RI PROPOSAL FORM FOR FINANCE & REVENUE COLLECTION SOFTWARE. Submitted By: Include Address. Telephone #

Transcription

1 TOWN OF WARREN, RI PROPOSAL FORM FOR FINANCE & REVENUE COLLECTION SOFTWARE TO: Town of Warren Office of Town Clerk 514 Main Street Warren, Rhode Island Date: Submitted By: Include Address Telephone # Having examined the specifications and other Contract Documents prepared by the Town of Warren for the above mentioned project, we the undersigned, hereby propose to provide the specified software for the following cost which, excepting licensing fees, shall be all-inclusive as required in the specifications. Where two or more of the functions are components of a single suite, enter the suite price on the line for the first included function and enter See #x) for the included items. Function Unit price 1 General Ledger $ 2 Revenue Accounting $ 3 Capital/Trust/Grant Accounting $ 4 Budgetary Expense $ 5 Budget Preparation $ 6 Purchase Orders/Accounts Payable $ 7 Check Processing /Bank Reconciliation $ 8 Fixed Asset Tracking/Reporting $ 9 Purchase Requisition $ 10 Payroll/Human Resources $

2 The above quoted prices include seat licenses. Cost for additional licenses shall be $ per licenses ACKNOWLEDGEMENT OF ADDENDA List number and date received for each addendum. Addendum Addendum ACCEPTANCE: This bid shall be irrevocably open to acceptance for 90 days from the bid closing date. CONTRACT TIME: If this bid is accepted, we will complete installation and training within days following the notice of award, unless extended by mutual agreement between the Town and Vendor. A penalty of $20.00 per day shall be assessed and deducted from the contract bid total for each day after agreed upon completion date as revised by any extensions. SIGNATURES Printed Name of person signing below By: Signature Title: Date:

3 1.0 GENERAL INFORMATION TOWN OF WARREN, RI REQUEST FOR PROPOSAL FINANCE & REVENUE COLLECTION SOFTWARE DUE DATE: October 6, 2010 A. Definitions: The following words as used in this document shall have the meanings ascribed thereto. 1. Provider or Proposer shall mean an individual or firm submitting a proposal in response to this Request for Proposals (RFP). 2. Town shall mean the Town of Warren in the County of Bristol, Rhode Island. 3. Vendor shall mean the Provider selected by the Town of Warren to provide the requested services to the Town. B. Background information: 1. As of the date of this proposal, the Town has 35 fixed computer stations at three locations: 13 at Town Hall; 3 at Public Works and 19 at Public Safety (Police and Fire). Not all stations will be tied into the finance and revenue collection operation, but electronic purchase requisition access will be required at each of the remote locations as well as at Town Hall. 2. The Town utilizes standard Microsoft Office products. 3. Four servers are operating: a. One Small Business Server DellPower Edge 2900 running Windows Small Business with SQL, hosting OPAL data applications, Phoenix (DOS) financial applications, ESRI ArcMap, Electronics Field Study, Office documents and future applications. is hosted by a third party vendor. b. One Backup server: Dell Power Edge 1800 for remote purchase order access. c. One Bladenet server d. One MSG Switch to communicate with IMC. 4. Primary Operating Hours are: a. Town Hall: 9:00 A.M. to 4:00 PM. b. Police Department: 24/7 c. Public Works:-7:30 AM to 4:00 pm d. Fire Department: Administrative hours: Monday through Thursday 8:00 A.M. to 1:00 P.M. 1

4 C. Scope of Services: The Town is requesting proposals from qualified providers for financial and revenue collection software. It is the intention of the Town to upgrade in all relevant areas but financial constraints may require that acquisitions take place over an extended time period. The Town will determine within ninety (90) days which areas will be addressed immediately and determine the vendor who, in the Town s sole opinion, provides the best solution to the Town s needs. A Provider who does not offer every service listed in the RFP may be considered if the Town considers it in its best interest to do so. D. Contract Term: The Town is seeking a one-year contract covering installation and training of the selected products and to thereafter enter into annual service/support agreements. E. Insurance Requirements: Before commencing work for the Town, Vendor shall provide certificates of insurance demonstrating the following coverages in amounts satisfactory to the Town: 1. Worker Compensation 2. General, Commercial and Professional Liability 3. Auto Liability All policies shall be written by companies licensed to do business in the State of Rhode Island. The Town shall be named as an additional insured on all required coverages. 2.0 INSTRUCTIONS FOR RESPONSE All proposals should provide straightforward, concise information that will satisfy the requirements of the solicitation document. Proposer shall provide an original and EIGHT copies of the proposal signed by an authorized representative of the company, including name, title, address, and telephone number of a person who is the responder s representative. Proposals must be received prior to 10 a.m., October 6, 2010, and include all required attachments. Oral responses will not be accepted. The response shall include complete information about the Proposer and its ability to perform the requested services, including, without limitation: A. Number of years in business. B. Brief history of the firm, including ownership structure and key principals. C. List of comparable municipalities that are now or have been clients. D. List of three to five references that the Town may contact. Include company names, addresses, telephone numbers, and contact persons. E. Proof of financial stability. F. A proposed Services agreement which shall be subject to modification by the Town. 2.1 Cost (Fee) Proposal and Additional Instructions 2

5 A. Submit cost proposal for installation, training and initial term service/support on form provided. Append any detail or information you believe necessary to explain or supplement information on the form. B. List licensing fees (per workstation/location) for product software. C. Prices quoted in the cost proposal shall not include taxes, from which the Town is exempt, but should be otherwise all-inclusive. It is expected that all Providers responding to this RFP will offer their lowest government pricing or comparable favorable rates. Discounts, if any, should be clearly delineated. 2.2 Submission of Proposals A. Inquiries: Any questions regarding the request for proposal should be directed to Cheryl Silva, Finance Director, by at B. Submission of Proposals: The following material is required to be received by October 6, 2010 before 10:00 am for a proposing firm to be considered: 1. Title Page: Title page showing the subject of the request for proposal's; the firm's name; the name, address and telephone number of a contact person; and date of the proposal. 2. Table of Contents: Clearly identify the material by section and page number. 3. Letter of Transmittal: Briefly outline and summarize the key elements of the proposal as to experience, qualifications, references, and technical expertise. 4. Complete the survey form in Appendix A by checking the appropriate box for each item. If Provider wishes to offer an alternate to any listed specification, check the Modify box and append detailed description of the alternate and the reason for submission.. 5. Complete the Proposal Form, including any detail required for explanation of any item. Proposals should be delivered to: Town Clerk s Office Town of Warren 514 Main Street Warren, RI Submissions shall be made in a sealed envelope clearly marked Finance and Revenue Collection Software RFP. One copy of a submitted proposal will be retained for official files and become a public record. 3.0 RIGHTS 3

6 A. The Town reserves the right to reject any and all proposals and may, in its sole discretion, waive any immaterial deviation or defect in a proposal, provided that such waiver shall in no way modify the solicitation document or otherwise excuse a Provider from full compliance with these specifications. B. The Town reserves the right to solicit or not solicit a similar proposal in the future. C. This request for proposals is in no way an agreement, obligation, or contract, and the Town is not responsible for the cost of preparation of responses hereto. D. Although it is the intent of the Town to enter into contract with the successful proposer, neither receipt of a proposal by the Town nor satisfaction of the RFP s requirements guarantees that the Town will enter into an agreement or contract (see A above). 4.0 ERRORS IN THE SOLICITATION DOCUMENT A. Any person intending to submit a proposal who discovers any ambiguity, conflict, discrepancy, omission, or other error in this solicitation document shall immediately provide the Town with written notice of the problem and request that the solicitation document be clarified or modified. Without disclosing the source of the request, the Town may modify the solicitation document prior to the date fixed for submission of proposals by issuing an addendum to all to whom the solicitation document was provided by the Town. B. If prior to the date fixed for submission of proposals a person or firm submitting a proposal knows of or should have known of an error in the solicitation document but fails to notify the Town of the error, said person or firm shall propose at his/her/its own risk, and if said person or firm is awarded the contract, he/she/it shall not be entitled to additional compensation by time or reason of the error or its later correction. 5.0 QUESTIONS REGARDING THE SOLICITATION DOCUMENT A. Persons requiring clarification of the intent or content of this solicitation document or on procedural matters related to it should direct all correspondence only by to Cheryl Silva, Finance Director, at csilva@townofwarren-ri.gov. B. If a question relating to an intended proposal would expose proprietary information if disclosed to competitors, the question may be submitted in writing, conspicuously marked as CONFIDENTIAL. The question must be accompanied by a statement explaining why the question is sensitive. If the Town concurs that the disclosure of the question or answer would expose proprietary information, the question will be answered and both the question and the answer will be kept in confidence, provided that such response will not provide any advantage not enjoyed by other potential proposers. If the Town does not concur regarding the proprietary nature of the question, or the Town s ability to respond 4

7 without disadvantaging other proposers, the questioner will be notified and the question will not be answered unless the questioner waives confidentiality in writing. 6.0 ADDENDA The Town may modify the solicitation document prior to the date fixed for submission of proposals by faxing an addendum to the vendors to whom the solicitation document was provided by the Town. 6.1 Withdrawal and Resubmission/Modification of Proposals A proposal may be withdrawn at any time prior to the submission deadline by notifying the Town in writing of its withdrawal. The notice must be signed by an officer of the Proposer authorized to do so. Proposer may thereafter submit a new or modified proposal, provided it is received at the Town Clerk s Office no later than 10:00 a.m. October 6, Modifications offered in any other manner, oral or written, will not be considered. 6.0 PROPOSAL DEVELOPMENT COSTS Any costs for development or presentation of a proposal are entirely the responsibility of the Proposer and shall not be chargeable to the Town. 7.0 EVALUATION OF PROPOSAL A. Proposals submitted will be evaluated by the Finance Director and the Town Manager for selection. The Town Manager will recommend the selected firm to the Warren Town Council at a public meeting for authorization of contract. B. Evaluation Criteria: Responsive proposals will be evaluated for both technical qualifications and price. The following represent the principal selection criteria, which will be considered during the evaluation process: 1. The Town s assessment of Proposer s relative qualifications to provide such services. 2. The Town s assessment of Proposer s experience in providing such services to entities similar to the Town. 3. The Town s assessment of the extent to which the Proposer can provide the required services. 4. The results of reference checks. 5. The proposed fee schedule. C. The Town reserves the right to reject any or all proposals or to waive any technicality, informality, or irregularity in the proposals received. The Town further reserves the right to enter into a contract with the Provider whose proposal, in the sole judgment of the Town, offers the best quality and/or best satisfies the Town s requirements regardless of the fees proposed. D. The Town of Warren reserves the right to negotiate specifications, terms, and conditions that may be necessary or appropriate to accomplish the purpose of this RFP. 5

8 E. Proposals that contain false or misleading statements may be rejected if in the Town s opinion the information was intended to mislead the Town regarding a requirement of the solicitation document. F. It is absolutely essential that the Provider submitting a proposal carefully review cost information in the proposal since changes in the information will not be permitted after the proposal has been submitted to the Town Clerk s Office. G. During the evaluation process, the Town may require a Provider s representative to answer questions with regard to the proposal. Failure of a Provider to demonstrate that the claims made in its proposal are in fact true may be sufficient cause for deeming a proposal non-responsive. 9.0 PROPOSED CONTRACT TERMS AND APPLICABLE RULES Agreements with a successful Proposer will be executed by the Town of Warren and will include terms appropriate to a professional services contract. Generally, the terms of the contract will include, but are not limited to: 1. Completion of the project within the timeframe provided. 2. No additional work to be performed without prior approval. 4. Termination of contract under certain conditions. 5. Indemnification of the Town. 6. Approval by the Town of any subcontractors. 7. Minimum appropriate insurance requirements DISPOSITION OF MATERIALS All materials submitted in response to this solicitation document will become the property of the Town of Warren and will be returned only at the Town s option and at the expense of the Provider submitting the proposal. One copy of the submitted proposal will be retained for official files and become a public record. Any confidential material submitted by a Provider that was clearly marked as such will be returned upon request. 6

9 APPENDIX A FUNCTION YES NO MODIFY Financial Accounting General Ledger: All subsidiary modules are seamlessly integrated into the general ledger. Data is only entered once and is updated in real time. The general ledger can have unlimited funds and holds up to 10 years of history on-line. Budgetary Expense Module: Real time processing of purchase orders and/or vouchers creates tight budgetary controls. On-line and reportable account balances allow the end user to track and control their own budgets. Budget Preparation: The budget preparation worksheet shows three (3) years of history to aid in the forecasting of the budget requests. Departments can input their request on-line for approval by a percentage increase/decrease or by an amount. There is also an Excel import/export routine and an automatic rollover into the Budgetary Expense Module and Revenue Accounting Modules. Revenue Accounting: Cash receipts and revenue entry are fully integrated into the General Ledger. Central cashiering or departmental entry is available in the system. Abbreviated or detailed reports of all revenue entries is available throughout the system. Accounts Payable: The system offers users the ability to enter fully encumbered purchase orders or to simply enter a voucher. Account balances are updated in real time, so there is no chance of over expending an account. An unlimited number of line items and account distributions are available on purchase orders and vouchers. Page 1 of 7

10 FUNCTION YES NO MODIFY Check Processing: Print checks from a single cash (checking) account and have system create the proper interfund entries or print checks from multiple chacking accounts. Whne bank statements are received, the system walks employee through the bank reconciliation process. Choice of pre-printed laser checks or system creates MICR-encoded check on safety stock paper. Fixed Assets: Set up threshold and automatically create Fixed Assets from Accounts Payable. The System shall calculate GASB recommended straight line depreciation. Reports track and manage all fixed assets, current and retired. Electronic Purchase Requisitions Purchase Requisition allows users to request products or services with a multi-level approval process. Decentralized requests - User security levels and department maintenances allow the end user to access only his or her accounts. Once a requisition is entered and a expenditure account is chosen, the end user has a real time balance of that account. Depending on the users security the user can over request the account or be told to contact the purchasing or finance department for further assistance. Document imaging - In requisition maintenance the user can be required to enter other quotes. The system administrator can set a threshold for this requirement. Once the quotes are obtained they can be electronically attached to the requisition maintenance screen for future reference. Approval Hierarchy: The approval process has multiple steps. The Town can define who and how many users must approve a request prior to converting it to a purchase order or voucher. Page 2 of 7

11 FUNCTION YES NO MODIFY Approval Process: Users may choose to be notified of waiting requisitions or may print a report of requisitions within the individual's approval range. There is an autoapproval routine that can be run for a group of requisitions that can be sorted ona dollar basis. Purchase Orders/Vouchers: Once a purchase requisition reaches a predetermined step it can be converted to a purchase order or voucher by a person with the proper security. This process can be done one at a time or as a group and the purchase order/voucher can be printed at this time. Purchase orders/vouchers may be printed to blank paper with the system printing all pertinent information or the Town can utilize preprinted forms and print only the purchase information. Payroll processing Payroll is made up of all the necessary components to process a payroll and report on all the information processed. If outsourced, payroll is seamlessly integrated into the application Integration - All aspects of payroll can be integrated into Finance and Human Resources if the user so chooses. Budget account distribution and agency payments are exported to the finance module so users only enter information once. Employee History Reports can be run for the current year, previous years or for the entire time the employee worked for the municipality. Breakdown employee history by time worked, deductions/earnings, salary and any other information stored for the employee. Unlimited Direct Deposit - Utilizing the standard ACH file, the system can process unlimited direct deposits per employee. Employees can choose to have their net pay deposited into a checking and/or savings accounts. Employee deductions can also be directly deposited into agencies accounts, eliminating the need to process AP checks for these deductions. Page 3 of 7

12 FUNCTION YES NO MODIFY Union Contract Tables: Entry of union contract into provided tables allows the system to track emplyee anniversary dates whether based on hire date or calendar year. The system will adjust employee pay based on defined parameters, Longevity must be included. Standard Time Entry: System will generate a "normal" payroll for all employees chosen and user need only make "exception" emntries. Ability to enter vacation, sick, personal, administrative and compensatory time in real-time for accurate tracking of employee time. Pay Distribution: Whether employee works in one or multiple departments, the system has the ability to charge one or multiple salary/wage accounts per employee. Distribution of gross pay can bebroken down by percentage and/or dollar amount. Employee time can be distributed by hours worked per budget account. Human Resources Management Human Resources is made up of all the necessary components to track and report on employees benefits, attendance, training & dependants information. Integration: Human resources is fully integrated with Finance and Payroll. Attendance Entry - Users can choose to decentralize attendance entry. Departments can be given access to only their employees and have the ability to enter time worked or only absences. Planned time off can also be entered to help manage the workforce. Attendance History Report: The history report can be broken down by employee or department and/or attendance code and run for any time period. Attendance Calendar: The attendance calendar shows a calendar marked with all the employee's time "used". Attendance codes are defined and labeled in the calendar accordingly. Page 4 of 7

13 FUNCTION YES NO MODIFY Benefit Tracking - An unlimited number of benefits can be tracked and reconciled by the system. All the benefits are user defined and tracks benefit type and detail, plan administrator, frequency and eligibility. Co-pays and cobra recipients are stored for easy retrieval and reconciliation. Miscellaneous: An employee's dependants can be tracked for eligibility or copay purposes. System can track dependant's ages, Social Security numbers, address, phone number and other insurance coverage. System tracks employee job history (internal and external) and salary history, automatically updated when changes are made to the employee maintenance screen. Employee education and training records can be stored in system. System will track grievance and disciplinary actions. Accounts Receivable & Business Licensing Accounts Receivable/Business Licensing can be used for any type of miscellaneous billing and/or issuing business licenses. Integration: Accounts receivable integrates directly with the general ledger module. All revenues and cash receipts are recorded directly to the general ledger with a two-sided journal entry. Licenses: System provides unlimited number of user defined business license types. Each license shall have starting and ending dates with multiple charges attached. Link to plat and lot data so as to attach to property rather than individual owner. Reports tarck current and expired licenses. Invoices - Create invoices on the fly or renew them from last years records. All invoices can be printed individually or by service id group (like services or licenses). If an invoice amount is based on a supplied figure (i.e. gross revenues), an invoice can be created and paid from one easy screen. Invoices can have interest or penalties applied to delinquencies and the application can generate delinquent notices. Page 5 of 7

14 FUNCTION YES NO MODIFY Customers - Each customer has multiple addresses and contact information. The application allows for storage of tax id numbers and physical characteristics of an individual (tax drivers). Customers can have an unlimited amount of invoices of any kind associated with them. Delinquent notices and customer statements can summarize all charges or isolate certain charges. Cash Receipting: provides user with view of all charges associated with a customer. Permits split payments. Option ot post to general ledger directly or send to Finance offcie for verification before posting. Minimum included Training & Implementation Services Financial Accounting Suite - 24 hours Electronic Requisitions - 12 hours Payroll - 20 hours Human Resources - 20 hours Accounts Receivable - 8 hours Minimum Included business process Installation on server Pervasive SQL 10.x (License for 10 concurrent users) Data Conversion Vendor Master File Employee Master File Conversion (Optional) Miscellaneous Terms & Conditions Vendor has not fewer than 25 sites in multiple states currently running Provider's financial, payroll and human resources modules Page 6 of 7

15 FUNCTION YES NO MODIFY Application software uses Pervasive sql data base engine Application software modules are written in Sunmicriosystem JAVA language Vendor hosts annual user group meeting No support fees for one year after installation at customer site. Future releases included with annual software support Unlimited phone support included with annual software support Uniform user interface Application software training is included in module pricing. Initial traing to be done on site by software consultant. Follow-up sessions may be done remotely via internet meeting technology. All software products are warranted for one year from date of installation at Town site. Page 7 of 7