REQUEST FOR INFORMATION # Enterprise Resource Management (ERP) System For Financial Management For a Small Government

Transcription

1 REQUEST FOR INFORMATION # Enterprise Resource Management (ERP) System For Financial Management For a Small Government For the Hampton Roads Regional Jail Issue Date: April 1, 2015 Response Deadline: Tuesday, April 21, :00 P.M. local time to the Hampton Roads Regional Jail 2690 Elmhurst Lane Portsmouth, VA Attention: Deborah Hand, Administration Manager Deliver to Administration Office Immediately Inquiries: All questions concerning this Request for Information should be directed to Deborah Hand, Administration Manager/Procurement Officer, by phone at (757) or by at handd@hr.rj.virginia.gov, or by fax at (757) Inquiries must be received no later than 5 business days prior to the closing date of the RFI. Any written correspondence, other than the RFI response, should be sent to the Hampton Roads Regional Jail at 2690 Elmhurst Lane, Portsmouth, VA to the attention of Deborah Hand. If you are unable to reach Mrs. Hand to ask a question or schedule a site visit, call (757) and press 0 and the Operator can assist you. If you receive a copy of this Request for Information from a source other than Demandstar by Onvia, or eva, contact the Issuing office and provide your company name, a contact name, address, telephone number and the RFI Number. You will be added as an offeror of record and will receive any addenda to this RFI. It is the responsibility of each offeror to check the eva or Demandstar websites for any addendums that may be posted against this solicitation. 1

2 Table of Contents SECTION TITLE PAGE I. Background 3 II. Intent of this Request for Information 3 III. RFI Submission 11 V. References 13 VI. Signature Page 15 Appendix 1- Cost of Products 16 2

3 REQUEST FOR INFORMATION: TO PROVIDE AN ENTERPRISE RESOURCE PLANNING (ERP) SYSTEM FOR FINANCAIAL MANAGEMENT FOR A SMALL GOVERNMENT FOR THE HAMPTON ROADS REGIONAL JAIL Issue Date: April 1, 2015 I. BACKGROUND: The Hampton Roads Regional Jail (hereafter referred to as the Regional Jail ) is located in Portsmouth, Virginia and is operated by the Hampton Roads Regional Jail Authority Approximately 350 Regional Jail employees and contractors staff the facility including contract Medical, Food service, Commissary, and Maintenance personnel. All inmates come from the member Cities Jails. The member cities are Chesapeake, Hampton, Newport News, Norfolk, and Portsmouth. The Regional Jail is organized and operated on an enterprise fund basis and the financial statements are prepared on a modified accrual basis of accounting. The Regional Jail Administration Department employs nine (9) staff members: Administration Manager (1); Accounting Manager (1); Office Specialist/Accounts Payable (1); Payroll (1); Human Resources Manager (1); Office Specialist/Human Resources (1); Purchasing (1); Office Specialist/Receptionist (1) and; Administrative Assistant (1). The IT Department employs (3) staff members: Manager (1) and; Support Staff (2). The Training Department employs 3 staff members: Training Supervisor (1); Training Master Jail Officer (1); Training Office Specialist (1). Issuer: Hampton Roads Regional Jail Authority II. INTENT OF THIS REQUEST FOR INFORMATION: This RFI is for planning purposes only. It is neither a solicitation notice nor a Request for Proposal. Responses to the RFI are not offers and cannot be accepted by the Hampton Roads Regional Jail to form a binding contract. This RFI shall not limit any rights of the Regional Jail, and the Regional Jail reserves all its rights including but not limited to its right to elect not to procure the goods and/or services that are the subject of this RFI and its right to procure them from a vendor that has not responded to this RFI. The Regional Jail retains the right to promote transparency to make a copy of the RFI available as a provision of the Freedom of Information Act (FOIA). Please do not include any information in your RFI response 3

4 that is confidential or proprietary, as the Regional Jail assumes no responsibility for excluding information in response to FOIA requests. Any request for information made by a third party will be examined in light of the exemptions provided in the FOIA. 1. Introduction: It is the intent of the Hampton Roads Regional Jail to solicit information on a Financial Management ERP System components and/or integrated systems. The Regional Jail s financial system is currently operated through the City of Portsmouth, Virginia department of Information Technology. The Regional Jail does not currently have an ERP system. The software is an Oracle based database with a web interface. National Time Systems provides Timekeeping software. Fixed Assets are tracked using an internal Microsoft Access database program. Other critical software systems utilized at the Regional Jail are: (1) Tritech Jail Management software, (2) CORE Systems by Total Solutions, Inc, offered through Aramark, the Jail Commissary contractor and (3) Supplies are tracked and reported using ASAP Systems, Passport Inventory Tracking System utilizing a barcode reader. The Regional Jail s goal is to gather information on the capabilities, requirements, and costs of systems that provide integrated financial, human resources, payroll, auditing, budgeting, purchasing, fixed assets, depreciation and purchasing capabilities. The Regional Jail realizes that either a single solution or individual modules from more than one vendor may sometimes provide the optimal solution. Please complete the sections that are appropriate for your system. Information realized as a result of this RFI may be used as part of a competitive process for the selection of such services and may be used to construct a list of prospective vendors. There is no commitment, implied or otherwise, by the Regional Jail to continue with a procurement process. 2. Demonstrations: Following the receipt of requested information, the top candidates will be invited to present and demonstrate their product and answer questions before the Evaluation Committee. Each firm will be limited to no more than four (4) representatives. The specific date and time of the presentations will be determined by coordinating available dates and times with Regional Jail staff and the invited candidates. All demonstrations will be held at the Hampton Roads Regional Jail, 2690 Elmhurst Lane, Portsmouth, VA Systems: Please indicate below which systems or sub-systems are available within your application, and whether or not they may be purchased separately. The Regional Jail continues to use Legacy Systems that may need to interface/interact with a new system (See Introduction on pages 3 & 4 for a listing). Please indicate if your system provides the capability to interact with external systems in the area provided below. A. Finance System: The Regional Jail Comprehensive Annual Financial Report (CAFR) is available in electronic format upon request. a. General Ledger 4

5 The General Ledger (including revenue, expenditures, cash transactions and journal entries) should reflect current financial status at any point in time and have the ability to operate with multiple fiscal years open at one time. The Regional Jail is organized and operated as a governmental enterprise fund basis. The financial statements are prepared on a modified accrual basis of accounting. The General Ledger has less than 500 accounts. b. Vendor Payment Sub-system (Accounts Payable) The Vendor payment subsystem (Accounts Payable) should allow checks to be issued (money expended) from the Regional Jail fund accounts. Payments should be tied to the budgetary accounts. Checks are currently issued weekly via a batched system. The Regional Jail is considering the addition of a Purchase Card program. What features are offered in the Vendor Payment Sub-system that relate to P-cards, if any? c. Inmate Trust Fund Sub-system (Inmates Accounts) The Inmate Trust Fund subsystem (Inmates Accounts) should allow checks to be issued (money expended) from the Inmate Trust Account as needed. d. Payroll System The Hampton Roads Regional Jail operates on a Bi-weekly pay period, providing payments to approximately 300 full time employees. There are currently no part time employees, but the payroll system must accommodate full and part time employees. The payroll system must track and issue checks for all employee 5

6 liabilities. The Payroll system must have the ability to track employee data in order to provide all legal and compliance reporting requirements, including Affordable Care Act (ACA) compliance. e. Fixed Asset System The Fixed Asset sub-system should track all HRRJ fixed assets, including the asset s location, the purchase value and the asset s current value. It should allow for depreciation based on specified criteria each year, with the ability to retire an asset at the end of its useful life. The Regional Jail currently utilizes manual tracking and an internal Access database program for fixed assets management. f. Human Resources The Human Resources sub-system should track an employee s history for the duration of their employment with the Regional Jail. It should allow for the following: benefits administration, classification information, time and attendance tracking, performance evaluation monitoring, training tracking module, paid and unpaid leave balances tracking, discipline tracking, monitoring and tracking of FMLA, Military leave, Military Leave balances, EEO, OSHA, and COBRA reporting, organizational structure, Virginia Department of Corrections (VDOC), National Institute of Justice (NIJ) tracking, system search capabilities, universal system updating, HR dashboard for time progress tracking and a module to accommodate employee self-service functions. It should also seamlessly interact with the Payroll sub-system. g. Bank Reconciliation The Bank reconciliation sub-system should track all warrants issued by the Regional Jail and provide inquiry into their status. The bank reconciliation subsystem must also have the ability to identify any discrepancies. It should 6

7 provide for interfaces with the Regional Jail financial institution to allow for notification of paid warrants. h. Cash Management The Cash Management sub-system should provide inquiry into the Regional Jails cash balances and transactions. Interest apportionment at Jail defined intervals should be accommodated by the system. B. Purchasing System: a. Purchase Order The purchase order system tracks all requisitions submitted by the departments (supervisors only), purchase orders issued, and their status. The Regional Jail issues approximately 600 purchase orders (approximately 125 are Blanket P.O. s) per year. b. Contracts The contract management system should track contracts issued by the Regional Jail, payments made for those contracts, and amendments to the contracts. C. Budget: 7

8 a. Current Budget Format The FY2016 approved budget for the Hampton Roads Regional Jail is $39,096,130. The Regional Jail budget is formatted on an Excel worksheet which is uploaded into the Oracle based accounting system. The budget is structured like a single Department and disburses funds through approximately 100 expenditure codes. Currently the Regional Jail utilizes data from the accounting system, the payroll system and various Excel worksheets to prepare the budget. b. Budget System The Budget development system should provide the capabilities required to develop, forecast, and track adjustments to the annual, capital and project budgets for multiple users and final approval by the Accounting Manager. A modified accrual basis of accounting is used. The system should provide customizable capabilities for planning, analysis and documentation. c. Budget Development and Forecasting The budget forecasting aspect should allow budget personnel to develop, forecast (what-if-scenarios) and select budgets for a minimum of five (5) future years. It should also provide an ability to track actual current year revenue and expenses to budgeted current and future year amounts. The personal services section should provide what-if-scenarios also (annual increases, benefit assumptions, etc.). d. Budget Analysis The budget analysis aspect should integrate with the Financial System to provide a means to track and analyze changes in the budget vs. actual amount for multiple periods. It should also provide the ability to create and view reports along with importing and exporting data. 8

9 e. Budget Monitoring The budget monitoring aspect should allow for monitoring all budget adjustments with the Financial System. The financial and budget system should be completely integrated when tracking the process and approval of budget adjustments. System should allow monitoring of all operations, budget to actual. D. Business Intelligence: The business intelligence aspect should provide for integrated data and analysis and reporting tools, including customizable reports, that will allow management to review past performance, monitor present circumstances, and assist in future predictions. E. Technology: If Yes or Custom, please describe: Indicate the technology your application employs: a. Platforms User Interface: Internet/Intranet Web Based PC Based Client Application Other Describe: b. Does your system run on a Windows Server platform using MS SQL Server? c. What server operating system(s) is compatible/incompatible with your system? 9

10 d. What browsers are compatible/incompatible with this product (if applicable)? F. Third-Party: Is your system capable of the following? Interacting with Microsoft Office products? Producing PDF files? Associating Imaged documents to transactions? G. Security: a. Does your security support assigning access at the user, group, and role levels? b. Please describe how your system integrates into Windows Directory Services and other security features. c. Does your system support web based access? H. Implementation: Provide high level information on your implementation methodology. a. Are implementations typically handled by your own staff? b. Will you require the Regional Jail to contract with a consultant for implementation? c. Estimate the number of Regional Jail FTE s, by role, that would be required to implement your ERP software solution, if any. d. Other? I. Training: e. Estimate the number of Regional Jail FTE s, by role, that would be required to implement your ERP software solution, if any. Please provide information on your training methodology. J. Experience: a. Has your ERP software solution been successfully implemented at a State or Local government that is equal in size to the Hampton Roads Regional Jail? List 5 governmental entities currently utilizing your ERP software solution. I. II. 10

11 III. IV. V. b. How many entities in the Commonwealth of Virginia are using this product? K. Estimated Costs: Please provide a detailed breakdown of the cost of your product(s) on Appendix 1 (Page 16). a. Are there additional Product(s) costs? If so, please describe on an attached sheet. b. What is your hourly support rate? $ c. Do you offer discounts for government organizations? d. Are your products available through a national Cooperative contract? o If yes, which Cooperative Contract? e. What is the charge for training? $ f. What do you charge for customization? $ g. Do you charge for product or services during the evaluation period? h. Do you support old versions of your software? i. What is the typical charge/pricing structure for upgrading to new versions of your software? $ j. What is the average frequency upgrades are provided for your product(s)? k. Will your firm accept the Regional Jail s Credit Card as payment for goods and services? III. RFI SUBMISSION: Response Deadline: All responses must be received in the Administration Office, and time stamped, no later than 3:00 PM local time on Tuesday, April, 21, All responses must be in a sealed envelope or package and clearly marked: RFI Sealed Response Financial Management ERP System. DELIVER TO ADMINISTRATION OFFICE IMMEDIATELY. 11

12 Submittal Address: Hampton Roads Regional Jail Authority 2690 Elmhurst Lane Portsmouth, VA Attention: Deborah Hand, Administration Manager DELIVER TO ADMINISTRATION OFFICE IMMEDIATELY. Respondents must submit the following: a) Five (5) bound copies of each response (one original and 4 copies); b) Signature page signed in ink c) A CD or thumb drive with all response documents in searchable format (Microsoft Word or Adobe Acrobat). Do not include Proprietary or Confidential information with this Request for Information. Fax and submittals will not be accepted Feel free to include any relevant brochures, white papers, a brief history of your company, a summary of relevant background information, a statement describing your company s major accomplishments and/or activities similar to the information requested. If additional space is required, please attach additional pages. It is the responsibility of the offeror to ensure that the completed submittal is delivered within the proper timeframe to the correct location. Submittals received after the specified time or to the wrong location within the Jail will not be considered. Submittals shall be made and submitted in the format requested by the Regional Jail. In addition to the RFI requirements, any additional information the Vendor feels appropriate may be added as an appendix to the RFI. Submittal must address each item listed in the Scope of Service section of this document. Offeror is responsible for delivery and receipt of the submittal for the Request for Information on or before the specified time. Submittals received after the specified time will not be considered. Each submittal should be prepared simply and economically, providing a straightforward and concise description of the Vendor s approach and ability to meet the Regional Jail s needs, as stated in this RFI. Each offeror will be responsible for all costs and expenses incurred in preparation of his/her submittal, and in no event will the Regional Jail be responsible or liable for any costs or expenses due. The Regional Jail advises that all submittals as part of this RFI will become the property of the Regional Jail and will not be returned. If the Regional Jail Administrative Office is closed for business at the time scheduled for RFI opening, for whatever reason, submittals will be accepted and opened on the next business day of the Regional Jail, at the originally scheduled hour. 12

13 Receipt of your submittal by the Regional Jail is not to be construed as an award or an order to ship. 13

14 IV. REFERENCES 1. Customer name: Address: Contact name and title: Telephone number: Time Period: Dollar value of contract: 2. Customer name: Address: Contact name and title: Telephone number: Time Period: Dollar value of contract: 3. Customer name: Address: Contact name and title: Telephone number: Time Period: Dollar value of contract: 4. Customer name: Address: Contact name and title: Telephone number: Time Period: Dollar value of contract: 14

15 5. Customer name: Address: Contact name and title: Telephone number: Time Period: Dollar value of contract: 15

16 V. SIGNATURE PAGE I certify by my signature below that I have received the documents associated with this Request for Information and understand that the review for completeness of these submittal documents and understanding and comprehension of the specifications is solely my responsibility. I have fully informed myself of all terms, conditions, and limitations described in this Request for Information. I certify that this company is in good standing with the Virginia State Corporation Commission. Company Name and Address: Phone: Fax: Signature: Print Name: Date Title: 16

17 APPENDIX 1 - COST OF PRODUCT(S) System Unit of Measure (e.g. Seat, Concurrent) Cost per Unit of Measure One Time cost Maintenance Cost for years 2 thru 5 (specify $ or % of) Use Separate sheet if needed Typical Implementation Costs General Ledger Vendor Payment System Payroll Human Resources Purchase Order Budget System Business Intellegence Complete System 17