Table of Contents Page I. Introduction 2 II. Bid Process...4 III. General Conditions..6 IV. Software Bid Form...9

Transcription

1 Daniel Boone Regional Library ("DBRL") Attn: Jim Smith P. O. Box W. Broadway Columbia, Missouri (573) , Phone (573) , Fax Deadline: September 22, 2015 Table of Contents Page I. Introduction 2 II. Bid Process...4 III. General Conditions..6 IV. Software Bid Form...9 Procurement Policy Procedures Page 1 of 22

2 Date: September 8, 2015 I. Introduction A. General Description of Services The Daniel Boone Regional Library (DBRL) Board of Trustees ("the Board") is, by this Request for Proposal (hereinafter "this RFP") seeking to obtain proposals for an Accounting Software system ( system ), with the intention of evaluating such statements of qualifications and proposals ("Responses"), and then negotiating and entering into a purchase of a system which the Board, in its sole discretion finds to be best and most favorable Response. B. System Definition DRRL is seeking a System that will comply with the following: 1. Utilizes and allows for fund accounting: 2. Has full integration between financial modules and open integration with other systems; 3. Is compatibility with Microsoft Office Tools; 4. Is a windows based product; 5. Is user friendly; 6. Has real-time processing, transactional database, user customization fields and reports; 7. Must have backup capability and real-time backup preferred; 8. Allows for importing of payroll (timesheet), banking general ledger and other types of transactions; 9. Allows for easy export of data; 10. Must have reliable and responsive support, company growth and stability; 11. Client based server is preferred which pushes updates to server and then to clients but may propose a web based system; 12. The following modules are required by the system: a. General Ledger compliant with GASB accounting b. Budget Preparation c. Accounts Payable d. Accounts Receivable e. Cash Receipting f. Payroll g. Human Resources h. Purchase Order i. Fixed Assets 13. The following modules may be considered: a. Contract Management b. Point of Service POS c. Purchasing 14. General Ledger must allow for bank reconciliation and it is preferred that bank information can be imported into the software; Procurement Policy Procedures Page 2 of 22

3 15. Budget Preparation must allow for Budget to Actual reports that show actual details for the month and all other information such as remaining budget in summary of year-to-date. 16. Accounts Payable should allow for the ease of entering credit card charges to be batched and paid. Accounts Payable should be able to handle the electronic processing of IRS 1099 forms. 17. Cash Receipting shall allow for receipt slips to be issued from the software and customer information recorded into the system so DBRL can keep track of donors and can show which receipts are grouped for a deposit; 18. Payroll must allow for dividing an employee s time between multiple earnings code for the distribution of pay and benefits. DBRL would prefer a system that allows for an employee to be paid different rates of pay depending on the budget activity they are working on. Also the payroll module must allow for the exporting of direct deposit information to the bank and allow for the importing of time sheet information. In addition have some ability to establish an automated time sheet system that will import into the Payroll module. Also, the Payroll module must have the feature to direct deposit notifications. Payroll module must be able to handle the processing and printing of W2 Forms; and 19. Human Resources must track employee classification, recruiting of employees, applicant processing and benefit information. In addition this module should allow for reports on this information. C. Background Information DBRL consists of the political subdivisions of the Boone County Library District (BCLD), Callaway County Library District (CCLD), and Columbia Library District (CLD), which have signed a regional contract under the authority of RSMo DBRL is headquartered in Columbia, Missouri, with other locations in Fulton and Ashland, Missouri, as well as additional coverage provided by DBRL s bookmobile. DBRL operates with a $10 million General Fund budget. The DBRL staff also manages CLD Building and Debt Service Funds. DBRL staff also keeps the records for the Foundation. The new system would need to allow for tracking of four funds. DBRL staff currently uses SAGE 100 ERP (MAS 90) system for the General Ledger, Accounts Payable and Payroll functions. Staff uses excel files to prepare the annual budget. DBRL does not currently utilize the Accounts Receivable function. Cash Receipting function is accomplished by manual receipts and excel files. Human Resource function is accomplished by the use of ABRA software. Purchase Order function is accomplished with the use of Microsoft Access. Fixed Assets are tracked with Assetkeeper software. DBRL is seeking a software system that will allow all functions to be handled by one software system. DBRL prepares its operating budget on a basis consistent with generally accepted account principals with the one exception. Property tax receipts are budgeted on a cash basis. Procurement Policy Procedures Page 3 of 22

4 II. Bid Process A. Submission of Responses. 1. The vendor shall submit the Software System Bid Form. 2. DBRL and its Board will accept all sealed Responses submitted in response to this RFP no later than Tuesday, 3:00 p.m. CDT on September 22, 2015 addressed as follows: Postal Address Daniel Boone Regional Library Attention: Jim Smith, Administration Office Sealed Software Bid PO Box W. Broadway Columbia, MO Physical Address Daniel Boone Regional Library Attention: Jim Smith, Administration Office Sealed Software Bid 100 W. Broadway Columbia, MO Responses will be opened immediately following the deadline in a meeting open to the public in the Virginia Young Room at the Columbia Public Library. No late Responses will be accepted. DBRL and its Board, reserves the right to waive any technicalities in any Response or to reject any Responses in whole or in part. 4. Criteria: The DBRL staff will review the responses using the following criteria: a. Compliance with RFP requirements; b. The Vendor s credentials, reputation and experience; c. Financial Stability; d. Support that is offered; and e. Cost. DBRL staff will determine if it is better to try to improve the existing MAS 90 system or purchase a new software system. All responses to this RFP (sometimes referred to herein as "Responses" or "Bids") must be clear, certain and unambiguous, and must be such as may be fully and clearly understood, without additional explanation or information. DBRL reserves the right to select the most responsive and responsible proposal that best meets DBRL s requirements. Procurement Policy Procedures Page 4 of 22

5 DBRL has the right to reject any or all Proposals, waive or not waive any informality in any Proposal, to re-advertise the award of the purchase or cancel the RFP in its entirety, to establish pre-determined prequalifications, negotiate with the Vendor that DBRL views as having the proposal that best meets the needs and interests of the Daniel Boone Regional Library. Proposals may be rejected where they are incomplete or improperly executed. 5. References: The names of three (3) firm(s) and the contact person(s) and telephone number therewith, who may be contacted concerning the reliance and reputation of the Bidder and the reliance and performance of the Services to be supplied by the Bidder. 6. Questions. In the interest of fairness, vendors may submit, in writing, appropriate questions, which are intended to clarify the contents of this RFP. Questions should be directed to Jim Smith, at the Daniel Boone Regional Library via the address listed above. Otherwise, no contact or communication shall be made with anyone within the DBRL organization or its Board, regarding this RFP. Any interpretations, corrections, or changes to this RFP, which are provided to prospective Bidders by written addendum will be binding upon DBRL. Any other interpretations, corrections or changes, or responses to questions regarding this RFP will not be binding upon DBRL and Bidders should not rely on same. Addenda will be transmitted to all who are known by DBRL to have received a complete set of Bidding Documents and posted on our website. Copies of Addenda will be made available for inspection whenever Bidding Documents are on file for that purpose. Addenda will be issued no later than three working days prior to the date for receipt of Bids (September 17, 2015) except an Addendum withdrawing the request for Bids or notice which includes postponement of the date of receipt of Bids. Each Bidder shall ascertain prior to submitting a Bid that the Bidder has received all Addenda issued, and the Bidder shall acknowledge their receipt in the Bid. All such addenda shall become part of the RFP and each Vendor shall be bound by such addenda whether or not the addenda have been received by the Vendor. B. Timeline Issue RFP for Software September 7, 2015 Bid Responses Due September 22, 2015 Schedule Demonstrations Sept 23 to October 21, 2015 Present Recommendation Finance Committee November 4, 2015 Present to Board of Trustees November 12, 2015 Purchase Software November 16, 2015 Migrate to New System First Quarter of 2016 Procurement Policy Procedures Page 5 of 22

6 III. General Conditions A. Withdrawal A Vendor may withdraw their RFP response at any time prior to the scheduled closing time for receipt of the RFP, but no Vendor may withdraw their RFP response after the scheduled closing time for receipt of the RFP response unless agreed to by the Director or the Director s designee in writing. The request to withdraw may be made in person, in writing, or by telephone. Withdrawal request submitted by telephone must be confirmed in writing. B. Validity of Proposals Proposals shall remain valid for acceptance by DBRL for a period of not less than ninety (90) days from the Proposal due date and if it is accepted within that time period it shall be binding upon the Vendor. All proposals will state that the offer contained therein is valid for ninety (90) days from the date of the opening of the proposals. C. Exception: Should any Bidder take exception to any terms, conditions or specifications stated in this RFP, then such exception must be so stated in WRITING within the Bid submittal and an alternate must be described. Failure to so specify such exceptions will result in there being a conclusive assumption and requirement that the Bidder will comply with all of the terms, conditions and specifications stated in this RFP. D. Conflict of Interest: Under Section of the Revised Statutes of the State of Missouri, no Board Member, officer or employee of DBRL, or any of its affiliated library districts is permitted to sell or provide any of the materials, articles, items or services described within this RFP. The Bidder covenants that the Bidder presently has no interest and shall not acquire or employ anyone with any interest, directly or indirectly, which would conflict in any manner or degree with the performance of the obligations and services under this Request for Proposal. E. Public Records All information received from prospective brokers will be deemed public records and presumed to be open. If the prospective firm submits with the proposal any information claimed to be exempt under the Revised Statutes of Missouri (RSMo) Chapter 610 then this information must be placed in a separate envelope and marked as follows: This data shall not be disclosed outside DBRL, or be duplicated, used, or disclosed in whole or in part for any purpose other than to evaluate the proposal; however, if a purchase is awarded to this vendor as a result of or in connection with the submission of such information, DBRL shall have the right to duplicate, use or disclose this information to the extent provided in any contract. This restriction does not limit DBRL s right to use information contained herein if it is obtained from another source." F. Equal Opportunity: The Vendor and the Vendor s subcontractors shall not discriminate against any employee or applicant for employment because of race, religion, color, gender, citizenship, disability, marital status, gender identity, sexual orientation or national origin. The Vendor shall take affirmative action to Procurement Policy Procedures Page 6 of 22

7 insure that applicants are employed, and that employees are treated during employment without regard to their race, religion, color, sex or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Vendor agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the policies of non-discrimination. G. Tax Do not include Federal Excise Tax or Missouri State or local Sales or Use Taxes in Bid prices as DBRL is exempt from such taxes by law. Our Missouri Sales Tax letter can be provided to the successful vendor. H. The successful Vendor agrees to obtain and maintain throughout the term of the installation of the software system, the minimum insurance coverage stated below. The required insurance must be written by a company licensed to do business in Missouri at the time the policy is issued and in effect. 1. Failure of DBRL to demand such certificates or other evidence of Vendor s full compliance with these insurance requirements or failure of DBRL to identify a deficiency in compliance from the evidence provided shall not be construed as a waiver of the Vendor s obligation to maintain such insurance. 2. DBRL does not represent that insurance coverage and limits established in this Contract necessarily will be adequate to protect Vendor. 3. The successful Vendor agrees to obtain and maintain throughout the term of the contract, the minimum insurance coverage listed below. i. Commercial General Liability Coverage Insurance coverage adequate ($1,000,000 each occurrence, $200,000 aggregate) to protect the Vendor. ii. Comprehensive Automobile Liability Coverage Insurance adequate ($1,000,000 each occurrence and aggregate) to include coverage for all owned, hired, and non-owned vehicles. iii. Workman s Compensation Insurance, whether or not required by law. The amount of the workman s compensation should be in the amount required by statute for all employees to be engaged in the work of this contract ($500,000). Workers Compensation Insurance Procurement Policy Procedures Page 7 of 22

8 for all the vendor s employees at the site of the project, and in case any work is sublet, the Vendor shall require any subcontractor similarly to provide Worker s Compensation Insurance for all of the latter s employees, unless such employees are covered by the protection afforded by the vendor. This coverage shall comply in all material respects with the requirements of the Statutes of the State of Missouri. 4. To the fullest extent permitted by law, the Vendor agrees to save and indemnify and hold harmless DBRL and its affiliate(s), and its (and each of their) administrators, Board members, employees, agents, and servants and insurers from and against any and all claims, demands, damages, losses, penalties, fines and expenses (including but not limited to attorneys fees and expenses, including those incurred in enforcing this provision) to the extent same arise, in whole or in part, or result, in whole or in part, from the performance of this Agreement or the work by Vendor, or those employed by it, or acting on Vendor s behalf, or a failure of performance of Vendor s obligations provided for by the Contract Documents, and from any claim, damage, loss or expense (including but not limited to attorneys fees) which (1) is attributable to bodily injury, sickness or disease, or death or injury to or destruction of tangible property, including loss of use thereof, and (2) is caused, in whole or in part by any negligent or intentional act or omission of such Vendor, or anyone directly or indirectly employed by such Vendor or by anyone for whose acts Vendor may be liable, regardless of whether it is caused in part by a party indemnified hereunder. 5. In no event will the DBRL be liable to the Vendor for special, indirect, or consequential damages, except those caused by the Library s gross negligence or willful or wanton misconduct arising out of or in any way connected with a breach of this contract. The maximum liability of DBRL will be limited to the amount of money to be paid by the DBRL under this contract. Attachment A Bid Form (Attach any information you feel relevant) Procurement Policy Procedures Page 8 of 22

9 IV. SOFTWARE SYSTEM BID FORM ATTACHMENT A I. Bidder Information Name of Business Name Contact Person Bidder's Business Address Street: Town/State/Zip Code: Phone No. Fax No. Federal Tax ID# Date Incorporated, if applicable Any other Names Your Business has operated Under Sub-vendors List Name of Business, Phone # and Address Bids must be received in the administration office by 3:00 p.m., CDT, Tuesday, September 22, Envelopes containing bids must be sealed and marked sealed software bid with the vendor s name and address. All bidders are to return their bid proposal on duly signed bid form and may attach as much additional information as necessary. A. Base Bid Module to be Licensed Cost General Ledger Budget Preparation Accounts Payable Accounts Receivable Cash Receipts Payroll Human Resources Purchase Order Fixed Assets Installation Estimate Data Migration Estimate Training Estimate Procurement Policy Procedures Page 9 of 22

10 Total Base Bid Base Bid in Words Is modification of the modules available? If so, what is the fee for this service? Maintenance, Support and Upgrades Year 1 Year 2 Year 3 Year 4 Year 5 Total Maintenance Cost B. Alternate One Module Contract Management Point of Service (POS) Purchasing Installation Total Base Bid Cost Alternate One Bid in Words Maintenance, Support and Upgrades Year 1 Year 2 Year 3 Year 4 Year 5 Total Maintenance Cost C. Is the software web based? If not, please list the hardware required and an estimate of the support needed to prepare hardware for installation. D. List the Company Information and Contact information of Three (3) References Procurement Policy Procedures Page 10 of 22

11 E. Questions: General System Questions: 1. Describe your support offered for the above software? 2. Is there any on-line knowledge base? 3. Can you get immediate assistance in case of an emergency such as problems with issuing payroll? 4. How many support personnel are on staff? 5. What are the credentials of the support personnel? 6. What is the average experience level with the client support of the software? 7. If the software is web based, how is the client s information secured? Has there ever been a breach? How would a security breach be handled? 8. What on-line help functions does your software provide? 9. Can multiple users work in the same module simultaneously, as well as generate reports against the same data at the same time? 10. Can you drill down from reports, queries or screens from summary to transactional detail? Procurement Policy Procedures Page 11 of 22

12 11. Are you capable of receiving credit card payments that meet PCI (Payment Card Industry) requirements for DBRL fees? 12. If the software is not web based, can you provide support to servers? 13. Do you allow unlimited users or do you charge by the number of users? 14. Attach or describe a typical implementation plan or schedule? 15. Describe the training provided including location, number trained and training outline. 16. Will an operating manual be provided? 17. Are software updates provided as part of the software support contract? 18. How are customer requests for enhancements and customizations handled? 19. How long has your software system been on the market? Data Structure 20. Will data interface with similar data in other modules? 21. What import and export formats to do you offer with this software? Procurement Policy Procedures Page 12 of 22

13 22. How many user defined fields do your offer? 23. Can the user defined fields be accessed through queries or reports? 24. Does the software encrypt database both in transit and at rest? Accounting Principles 25. Does the software offer a multiple year history to be maintained separately, by year? 26. Will your firm be able to transfer data from MAS 90 into the new accounting software? 27. Does the software post in real time or in batch processing? Auditing Capabilities 28. Will records be kept of users who have accessed, created or modified each date entry item? Access Controls 29. Does the system use network logon credentials? 30. Can you assign permissions, please explain? Procurement Policy Procedures Page 13 of 22

14 Query Capabilities 31. Please describe any Query functions available? 32. Can you save query reports? Can you make them available to other users? Reports 33. What report writer do you have available with the software? 34. Can you generate and save reports? 35. Do you have customizable templates for common reports? 36. Can you create mailing labels? 37. Does the client have the ability to save a report on-line or to the report? 38. Do you have a paperless system? If so how does it work? Structure and Accounting Principles 39. What is the limit for setting up the account code structure? Can you have an account code that has sections such as fund, department, project and location structure? 40. Is the system consistent with Generally Accepted Accounting (GASB) Standards? 41. Describe how you access the detail information from the accounts? 42. Does the software support cash basis, accrual basis and modified accrual basis of accounting? Procurement Policy Procedures Page 14 of 22

15 43. Is there a limit to the number of funds the system can support? 44. Explain how many periods the General Ledger module has and if the periods use and open and closed process? 45. Does the software allow a lock for the previous month or year-end close to avoid inadvertent changes? 46. Does the software allow for the reversal of a journal entry or do you have to post another journal entry to correct? 47. Is detail lost with the year-end close? Is the year-end close automatic? Do you ever lose the detail information for closed years? Budget Preparation / Integration 48. Does the software have the ability to generate an annual budget? 49. What methods are available to adjust the budgets from year to year? 50. Can the budget module integrate with Payroll and Human Resource modules to support salary and benefit budgeting? Accounts Payable 51. Does it allow for recurring payable processing? Procurement Policy Procedures Page 15 of 22

16 52. Describe how vendor history recorded and how the information can be accessed? 53. Does the accounts payable support retainage payable? 54. Does the accounts payable module have safe guards to block duplicate vendors, invoices, etc.? 55. Does the accounts payable module support the printing and/or electronic filing of 1099 forms? 56. Does the accounts payable module integrate with the General Ledger, Fixed Assets, Purchase Order, Cash Receipts modules? 57. Does the Accounts Payable module allow for electronic payment to vendors (ACH, wire, and debit)? 58. Does the bank reconciliation allow for multiple cash accounts? 59. Is reconciliation available for credit card accounts? How are credit card purchase handled? Accounts Receivable 60. Does the Accounts Receivable integrate with General Ledger, Accounts Payable and Cash Receipts modules? Procurement Policy Procedures Page 16 of 22

17 61. Does the system accept on-line or credit card or debit card payments? 62. Does Accounts Receivable module provide for invoice generation? Cash Receipts Module 63. Does each user have to have a license even if all they do is issue receipt slips for funds received? 64. Will the module batch the receipts to report the deposit being processed? 65. Will the system accept cash, check, debit or credit card? 66. Record information of the patron making the payment? Will the system allow for the tracking of the names and addresses of patrons making donations? Payroll 67. Does the payroll module allow for electronic timecards? If so, will the payroll timecard information being automatically entered into the payroll system? Do all employees have to keep a timecard? 68. Describe how direct deposit can be accomplished? Are we limited to the number of banks? 69. Will the payroll module allow for an employee s time to be divided between departments? Will the software allow for an employee to be paid different rates of pay depending on the department they are working for? Procurement Policy Procedures Page 17 of 22

18 70. Does the payroll module allow for full integration with General Ledger, Budget and Human Resource modules? 71. Will the payroll software support the reporting requirements for the federal and State of Missouri taxes? 72. Will the payroll system automatically generate W-2s and linkage of required fields with required IRS coding? Will the software print the forms or will blank forms need to be obtained to print the W-2s? 73. Will the payroll system generate annual compensation and sick leave liabilities? 74. Will the system allow for the printing of benefit information such as vacation, sick leave etc. on the employee s check? 75. Can employee pay and benefits such as retirement be distributed on just percentages or can it also be distributed by pre-determined amounts? Human Resources 76. Will the module maintain a tickler file for performance review, training, anniversaries and birthdays? 77. Will the module maintain EEO statistics regarding applicant hiring activity and employees? Will it generate EEO reports? Procurement Policy Procedures Page 18 of 22

19 78. Will the Human Resource module integrate with Payroll? Explain if Payroll uses the information in HR module or if the employee information is copied into payroll? 79. Will the HR module track disabilities, grievances, training etc.? 80. Will the HR module allow electronic files to be attached to the employee file? 81. Will the HR module tract vacation and sick leave? Will allow for several variable for accruing vacation and sick leave? Fixed Assets 82. Will the module allow for alpha-numeric number assignment for each asset? 83. Will this module integrate with General Ledger and Accounts Payable? 84. Will the module allow for fixed assets to be assigned to different funds? Purchase Orders 85. Does the software allow for the creation of custom purchase orders or templates? 86. Can you Purchase Orders? 87. Will the Purchase Order module integrate with Accounts Payable? Will PO module use vendors from AP? Will the purchase order be automatically closed when the invoice is paid? 88. Will the Purchase Order module integrate with General Ledger? Will the accounts report encumbrances to the account codes? Procurement Policy Procedures Page 19 of 22

20 Other 89. Do you offer Contract Management Module? Can you explain how this module works? 90. Do you offer a Purchase Module? Can you explain how the module works? 91. Do you offer a Point of Service (POS) service? How does this work with the other modules? Company 92. How many years has your company been in business? 93. How many clients does your company have? How many governmental clients do you have? Do you have any library clients? 94. What is your satisfaction rating with customer support? 95. Is your company in good financial condition? (Yes or No) Procurement Policy Procedures Page 20 of 22

21 If Bidder is: An Individual Name (typed or printed): By: (Individual s signature) Doing business as: A Partnership Partnership Name: By: (Signature of general partner -- attach evidence of authority to sign) Name (typed or printed): A Corporation Corporation Name: (SEAL) State of Incorporation: Type (General Business, Professional, Service, Limited Liability): By: (Signature -- attach evidence of authority to sign) Name (typed or printed): Title: (CORPORATE SEAL) Attest Date of Qualification to do business in Missouri is / /. A Joint Venture Name of Joint Venture: Procurement Policy Procedures Page 21 of 22

22 First Joint Venture Name: (SEAL) By: (Signature of first joint venture partner -- attach evidence of authority to sign) Name (typed or printed): Title: Second Joint Venture Name: (SEAL) By: (Signature of second joint venture partner -- attach evidence of authority to sign) Name (typed or printed): Title: (Each joint venture must sign. The manner of signing for each individual, partnership, and corporation that is a party to the joint venture should be in the manner indicated above.) Signature: Date: Procurement Policy Procedures Page 22 of 22