Town of Pulaski, VA REQUEST FOR PROPOSAL. Financial, Revenue, and Personnel ERP System

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1 Town of Pulaski, VA REQUEST FOR PROPOSAL Financial, Revenue, and Personnel ERP System INTRODUCTION The Town of Pulaski is issuing this Request for Proposal (RFP) for the purpose of soliciting vendor proposals for a financial and administrative data processing system (the system) to serve the current and projected needs of the Town. The application software and hardware configuration should comply with the minimum specifications as outlined in this RFP. The Town intends to seek the best solution, based on the representative criteria contained in this RFP, for its data processing needs. The successful vendor(s) will seek to establish a turnkey, integrated hardware/software environment for the Town, which will satisfy the specifications contained in this RFP, bringing to bear whatever vendor resources are required from the areas of computer systems software, technical training, conversion, maintenance, and support services. The Town desires to contract with a single vendor for all software and software maintenance, installation, conversion and support. INSTRUCTIONS TO PROSPECTIVE VENDORS Three original copies, marked original, of the proposal will be accepted until 2:00 p.m., October 31, Proposals submitted must be binding for no less than a minimum of one hundred-twenty (120) calendar days after the RFP is opened. The Town will select the proposal, or combination of proposals, that, in its opinion, is in the best interest of the Town. The Town reserves the right to reject any or all proposals or portions of a proposal. The Town also reserves the right to waive minor technicalities in the proposal. The Town not only reserves the right at the sole discretion of the Town to reject any or all proposals, waive technicalities, but also reserves the right of evaluation and right to determine the methodology for evaluation of the proposals to determine which is best. In addition, to accept the proposal (or proposals) deemed to be in the best interest of the Town, i.e., the most qualified proposal will not necessarily be the proposal with the lowest cost. Further, the Town reserves the right to accept a proposal (or proposals) for any or all items separately or together. Vendor inquiries are to be directed to Pam Witten, via at pwitten@pulaskitown.org. Three originals of the proposal, marked original and clearly marked as "Financial and Administrative Data Processing System Proposal", signed by an officer of the company, are to be submitted and addressed on the outside as follows: Town of Pulaski, VA ATTN: Pam Witten, Finance Director P.O. Box First Street, NW Pulaski, VA Proposals may also be hand-delivered to the above address by the date and time specified. It is the responsibility of the Proposer to deliver the proposal in accordance with these instructions contained 1

2 above and/or elsewhere in the RFP. Proposals dispatched, but not received by the Town by proposal closing time, will be kept by the Town, unopened. PROPOSAL REQUIREMENTS The written proposal should address items A-H of the criteria described in the Required Content for Proposal section of this RFP. Selection Process The selection process will be conducted as follows: Review of Written Proposals Using the criteria given in items A through H described in the Required Content for Proposal section of the RFP and with emphasis on application software specifications, the Town of Pulaski project group shall review all proposals received to determine those software vendors who are fully qualified to provide the software, services, and support set forth by this RFP. Discussion and Interviews The Town of Pulaski project group may hold one or more discussions with the top two ranked vendors who have been deemed by the group to be fully qualified to provide software, services, and support as set forth by this RFP. Such discussions will be for the purpose of gathering additional information and understanding the firm s qualifications, expertise and experience. Evaluation and Ranking Using all of the information developed during the proposal review and discussion stages, the project group shall rank the top two firms based on the information provided and present a recommendation to enter into contract with the top ranked vendor to the Town of Pulaski Officials. REQUIRED CONTENT FOR PROPOSAL The Town of Pulaski will consider the following information in the evaluation and ranking process. A. Company Background Provide information pertaining to the type of business, i.e., proprietorship, partnership, corporation; primary contact information; years in business; brief company history; number of employees; % of employees devoting 100% of their time to development and support; a minimum of 2 years worth of financial statements, include information pertaining to any lawsuits ever filed against the company by a public sector customer. Include how many public sector installations are currently live. Include any information pertaining to any currently outstanding lawsuits against the company. Include a minimum of 6 client references, at least 2 being municipal or Town governments in the state of Virginia that are currently using the system being proposed to the Town. Provide the names and resumes of the project team that would be working with the Town of Pulaski. 2

3 Provide any other company information the applicant may wish to supply. B. Hardware Specifications The Town is seeking an open systems solutions that can be hosted with a Microsoft SQL or File server using windows based workstations. Provide hardware requirements for RAM, disk space, and processor minimums and recommended specifications. Describe any specifics in regards to printer compatibility and known issues. C. Operating System Software Specifications Describe the compatibility of applications with current Microsoft Server Operating Systems, to include Server 2008 R2, Server 2012, and Server 2012 R2. List any known issues with these Operating Systems. Describe and propose the software licensing required to implement the application so as to support 10 concurrent users and 26 total users. D. Application Software Specifications Each specification must be answered with one of the responses described below followed by an appropriate description: [ ] The current release of the software supports this specification/item. This feature is currently installed and in successful operation at one or more of the vendor s customer sites. [ ] This specification/item is not currently supported, but will be supported in a future release. [ ] This specification/item is not currently supported, but could be a custom development project. [ ] This specification/item is not supported and no modifications will be provided. Mandatory Requirements [ ] - Proposed solution must be written in the Java programming language and utilize Pervasive SQL Version 11 or above as it s supporting database. [ ] - All application modules must be developed and maintained by the proposing company. [ ] - All application modules must be integrated and user interface identical in look & feel. [ ] - All application modules must maintain at least ten (10) years of detail transaction history available for reporting and inquiry. General Features [ ] - Ability for users to easily export data & reports to Excel, CSV, PDF, etc. [ ] - Ability for end-users to create and run ad-hoc reports. [ ] - All modules allow for point in time reporting. [ ] - All modules include built in attachment/document imaging feature. [ ] - End user can create personalized desktop workspace. [ ] - Upgrades to all application software included in annual support fees. General Ledger [ ] - The system interfaces to Bank reconciliation, Accounts Payable, Utilities, Taxes, Miscellaneous Billing, Business Licenses, and Payroll. [ ] - The system provides the use of accounts that reflect revenue, expenditure and encumbrance activity totals. [ ] - The system provides for centralized account management. [ ] - The system allows for unlimited number of years of detail information. 3

4 [ ] - Reports can be generated for each individual fund. [ ] - The system allows for at least 13 periods per year with open periods. [ ] - At a minimum, the following reports are available: - Trial Balance - Current encumbered/unencumbered balances - Detail of transactions by account/object code - Revenue & expense detail by account - Revenue & expense summary - Cash flow Statements - Detailed account code history multiple years - Accounts Payable paid and unpaid [ ] - Selective accounting information is available: - By Account - By Period - By Date Range - By Fund Account - By department, sub-department and object code. - The system allows for unlimited number of journal entries. - Entries can be reversed and deleted automatically. - The accounting period can be locked after closure so inadvertent changes cannot be made. - Reports can be re-run for periods other than the current period. - The system provides year-end annual reporting for: o Balance Sheet o Operating Statements o Cash Flow Statements Financials/Budgeting [ ] - Financial Reporting Capabilities. [ ] - Export budget functionality (to Excel, csv, etc.). [ ] - Ability for department heads to see two previous years actual, current year budgeted, YTD Actual, and then enter requested amount for next budget year. [ ] - Ability to save historical development during budget preparation. [ ] - Ability for users to enter justifications by line item as part of the entry screen. [ ] - Ability to display summary data by funds, accounts, and departments. [ ] - Ability to enter multiple funds per department. [ ] - Ability to easily print customized budget pages for presentations. [ ] - Ability to enter workload data, performance measurement and annual goals. Ability for requestor to describe goals and why they are requesting the funds for an overall project or request. [ ] - Ability to provide automatic updates to excel spreadsheets as updates are made to live database. [ ] - Capital project tracking ability by fund and by year. [ ] - Ability to maintain multi-year financial budget. [ ] - Budget lock-out capability to prevent changes after budget is final. [ ] - Reporting tool allows for a variety of informational and analytical schedules. [ ] - Reporting tool allows for production of visual aids (charts, graphs) or ability to export to Excel where visual aids can be created. [ ] - Ability to forecast for 3 to 10 years. 4

5 Purchasing/Accounts Payable [ ] - Ability to make payments on purchasing cards. [ ] - Ability to seamlessly integrate fixed asset management with Payables. [ ] - Ability to create a paperless Accounts Payable process (only if user chooses to do so) [ ] - Ability to process invoices with or without a purchase order. [ ] - Ability to distribute the total cost of any item purchased against multiple account numbers by percent or dollar amount. [ ] - Ability to complete a vendor lookup by: o Name o Vendor # o Status o Contact o City o State o Address 1 o Address 2 [ ] - Full encumbrance System. [ ] - Contract management system including items like renewal alerts for expiring contracts. [ ] - Automatic budget verifications for purchase orders and contracts. [ ] - Purchasing controls by various thresholds (IE - ability to manage different signers based on financial levels, or council approval on items over set amounts.). [ ] - Ability to see any history with a particular vendor. [ ] - Ability to generate a report by line item or object code. [ ] - System generates MICR line and lays down up to 3 signatures on AP check (optional for user) [ ] - Check register for each account for any date range, reconciled checks, outstanding checks, or void checks. [ ] - Paperless approval process with electronic signatures. [ ] - Ability to have up to three approvals prior to requisition becoming encumbered. [ ] - The capability to have unlimited proposals. [ ] - Ability to change or void Purchase Orders as needed. [ ] - Void check logic generates all reversing entries. [ ] - The system assists in preparing W9 requests. [ ] - Ability to use blanket purchase orders. [ ] - The system tracks whether or not vendors require 1099s. [ ] - The vendor information can include contract limits. [ ] - The system allows for an unlimited number of vendors. [ ] - The systems allows for an unlimited number of years of history. [ ] - The system allows users to work in prior, current and future periods. [ ] - The system tracks vendor invoices and warns against duplicate payments. [ ] - Users can access history by invoice or check information. [ ] - The system can accommodate wire transfer of funds. [ ] - The system provides history drill-down to include: vendor, invoice, check info, and gl account. [ ] - The system supports recurring entries (biweekly, monthly, annually) [ ] - The system has the capability for positive pay files to bank. [ ] - Ability to void and replace a check Purchase Requisitions [ ] - Paperless approval process with electronic signatures. [ ] - Ability to have up to three approvals prior to requisition becoming encumbered. [ ] - Capability to attach unlimited proposals. 5

6 [ ] - Automatic & dynamic budget verification of available funds when entering requisitions. [ ] - Purchasing controls by various thresholds (IE - ability to manage different signers based on financial levels, or council approval on items over set amounts). [ ] - Ability to enter unsuccessful vendors. Payroll/Human Resources [ ] - Employee Self Service Functionality. [ ] - Ability to maintain features pertaining to Human Resources (Health, life, beneficiaries, leave balances and requests, w4 status updates, wellness program tracking, etc.). [ ] - Ability to track overtime for public safety employees who work more than 8 hour shifts. [ ] - Ability to track base pay separately from incentives/longevity/overtime, etc. [ ] - Ability for tracking pension wages for gen. employees, police dept., fire dept. All have different definitions of compensation. [ ] - Keep a history of salary increases by date and amount. A complete historical database of salary, incentives or changes. (History of anything contributing to a person s compensation) [ ] - Ability to generate pension information by requested date range suitable for submission to each Pension Plan s Actuary. [ ] - Ability to post new jobs and track applicants. Utility Billing & Collections [ ] - Cash receipts are fully integrated with the general ledger, utility billing, and miscellaneous billing. [ ] - Accrued revenues are fully integrated with the general ledger. [ ] - The system provides integration to an electronic cash drawer system with receipt printing. [ ] - The system provides collection of all methods of payment at one location. [ ] - The system provides cash-out capabilities for balancing each operator. [ ] - The system can print a cash receipt on demand. [ ] - Users can view transactions in a cash receipts inquiry. [ ] - The system can process on-line payment transactions. [ ] - The system allows more than one transaction per receipt. [ ] - The system allows for debit/credit card payment processing. [ ] - The system allows an unlimited number of accounts or transaction codes. [ ] - The system supports an unlimited number of billing categories and unlimited rates per service. [ ] - The system allows multiple rates per account. [ ] - The system is integrated with: G/L Financials Cash Receipting Budget Accounts Payable (refunds) Fixed Assets (meters) [ ] - The system has a meter inventory. [ ] - The system can prorate billings. [ ] - The system allows special charges. [ ] - The system can support an unlimited number of years of billing information. [ ] - The system allows an unlimited number of notes per account [ ] - The system accommodates internet bill delivery and payments. [ ] - Customizable security settings on a user to user basis. [ ] - Integrates with Badger Meter / connect Reading Software [ ] - Ability to keep unlimited account history, such as billings, payments, readings, adjustments, etc. 6

7 [ ] - The system automatically applies the Re-connect Fee when the account is in shut-off status due to non-payment. [ ] - Ability to accept ACH payments from utility customers. [ ] - Ability to do estimated reads based on previous periods consumption, the average of previous periods or a flat consumption. [ ] - Final bills are automatically calculated by the application based on final reads. [ ] - The application has the option to automatically generate report for unread meters, meters with no consumption. [ ] - The application has the option to automatically generate Shut Off notices for delinquent accounts and corresponding Work Orders for those accounts that remain delinquent. [ ] - Accounts can be flagged as do not shut off. [ ] - Allows for an unlimited number of cycles, rates and account types. [ ] - Ability to generate all bills to plain paper (PDF Formatted bill). [ ] - Ability for customer deposits with interest accrual. [ ] - Makes all financial entries to the general ledger for billing, adjustments and cash receipts. [ ] - Ability to export all data to MS Excel. [ ] - Application has an internal custom report writer that prints to paper and / or MS Excel. [ ] - Application has an internal document manager that allows the user to scan and/or store an un-limited amount of documents with unlimited document types. [ ] - Offset Debt compatibility. [ ] - Ability to generate a leak report on letterhead from meter readings account marked. [ ] - Ability to Pro-Rate new accounts if only for a couple of days of being active. [ ] - Creation of new account numbers that follow the property address with each being unique per tenant. (for example: , , ) [ ] - Compatible with PACE Certification and mailing groups. [ ] - Ability to generate reports showing: No Read, No Consumption, High Read. [ ] - Ability to generate a report that shows accounts that are closed but have usage this will give the capability to find people who have moved in but not signed up for service. [ ] - Deposits are refunded automatically after 18-months of service payments with no penalty. [ ] - The deposit period re-sets automatically when a penalty is assessed for a late payment. [ ] - Ability to generate a report showing Unoccupied Accounts that have usage. [ ] - Ability for each unique address to have a book # and stop # to signify routes and stops. [ ] - Ability for important messages (alert codes) to prompt when pulling up accounts for payments. [ ] - The system has a separate Meter Screen listing the following: Route Number Sequence Number Meter Serial Number Installation Date Manufacturer Code Meter Size Number of Digits Radio Read Capability ( Book, Stop, Transmitter) A minimum of 12 user defined meter fields [ ] - The system provides adjustments to accounts for: Leaks NSF Checks Transferring payments and credits from one account to another [ ] - The system can produce Leak Notification Letters. [ ] - The system supports postal bar coding with current and future postal requirements. 7

8 Customer Work Orders [ ] - Integrates with Utility Billing, Inventory and Fixed Assets. [ ] - Ability to charge a customer for a completed Work Order. [ ] - Ability to have unlimited service codes per Work Order. [ ] - Ability to record readings for meter change outs. [ ] - Ability to create recurring work orders (preventive maintenance). [ ] - Ability to auto create work orders for meter reading variances (this option can be turned off). [ ] - Ability to access work orders from the field. Miscellaneous Billing [ ] - A Miscellaneous Billing Module is available separate from utility billing. [ ] - The system supports an unlimited number of customers/accounts. [ ] - The system allows customized invoice creation. [ ] - Invoices contain a customizable note field for messages to customers. [ ] - Invoices can be memorized as recurring transactions. [ ] - The system provide reminders for invoice generation. [ ] - The system provides aged accounts receivable reports separate from utility accounts. Real Property Taxes [ ] - Cash receipts are fully integrated with the general ledger. [ ] - Tax billing and adjustments are fully integrated with the general ledger. [ ] - Customizable security settings on a user to user basis [ ] - Ability to keep unlimited account history, such as assessments, billings, payments, adjustments etc. [ ] - Ability to convert data from county. [ ] - Ability to accept ACH payments from tax customers. [ ] - Ability to accept payment files from mortgage companies. [ ] - Unlimited Tax Rates, Deductions, and Exempt Codes. [ ] - Ability to calculate penalty or interest on delinquent amounts. [ ] - Ability to generate delinquent notices on plain paper. [ ] - Interfaces with all other municipal charges. [ ] - Ability to generate all bills to plain paper (PDF Formatted bill). [ ] - Application has an internal custom report writer that prints to paper and / or MS Excel [ ] - Must have the capability to convert the commissioner of revenue tax records to our present DOS tax software program. Web Inquiry & Payment Portal [ ] - Developed and hosted by software provider. [ ] - Allows payment & inquiry on property tax and utility accounts. [ ] - Displays real property tax customers account information including; owner of record, assessed value, tax rates, billed amount, adjustments, payment amount and balance due. [ ] - Displays utility customers account information including; owner of record, property location, meter reading, meter reading date and consumption, billed amount, payment amount and balance due. [ ] - Customer can pay by; credit card, debit card or e-check. [ ] - Ability to assign a pin number for customer validation. [ ] - Ability for real time verification of online payments. [ ] - notification of payment files and verification reports. 8

9 Employee Self Service [ ] - Real time interface in Payroll application. [ ] - Optional employee edit capabilities for static information (address, phone number, emergency contact information, etc.). [ ] - Ability to reprint a W2. [ ] - Ability to view and print previous check stubs. [ ] - Ability to view available vacation, sick, personal, etc. hours. [ ] - Ability to request time off with administration approvals. [ ] - Optional electronic time sheets Accounts Receivable & Personal Property Taxes [ ] - Integrates with the general ledger. [ ] - Ability to an unlimited number of miscellaneous invoices. [ ] - Ability to create an unlimited number of business licenses or business privilege tax. [ ] - Integrates with Utility & Real Estate Billing, with all municipal charges are displayed on one screen. [ ] - Ability to duplicate (renew) invoices and / or business licenses. [ ] - Ability to write-off accounts receivables. [ ] - Ability to print and send customer statements. Required Third Party Product Interface(s) [ ] - Must interface with Badger Meter / Connect Reading Software Licenses and Permits [ ] - Ability to generate multiple licenses for one business per year. [ ] - Ability to track payments made, and track all supporting documentation. [ ] - Within given parameters will calculate late fees. [ ] - Generate letters and notices for renewals and late notifications. [ ] - Management override of late fees and calculated fees due. [ ] - Ability to generate reports on any information contained within. [ ] - License template is easily updated, and does not require assistance of software support. [ ] - Integrates with general ledger with minimal interfaces. [ ] - Ability to export to Microsoft Word and Excel with minimal effort or formatting. Cash Management and Receipts [ ] - Daily Cash reporting by fund. [ ] - Ability to accept multiple forms of payment. [ ] - Reporting capabilities by cash drawer, amount, payment type, date range, department, etc. [ ] - Ability to track individual receipts without accounts receivable module. [ ] - Integrates with general ledger. Building Official [ ] - Cash receipts are fully integrated with the general ledger. [ ] - Ability to keep unlimited permit history by location. [ ] - Ability to gather all information relating to any type of permit on single screen. [ ] - System automatically generates time specific notices. 9

10 [ ] - Ability to access system from field. [ ] - Ability to customize reports and screens to fit needs. Additional Modules: [ ] - Software has a work order module that can utilized by public works (this is not related to the utility work-orders that are generated by water account changes). E. Other Describe the data backup and restore procedures for the system: Briefly describe how you conduct product testing and explain how it will ensure the module is ready for production. Please describe the security provisions of your system Describe the delivery and installation process for system updates. Describe how your report writer works and indicate if it is provided by another entity or not. If your system includes a Fixed Asset Module, briefly describe its features. F. Training [ ] - Describe training process, hours, workflow and on-going support. G. Data Conversion Describe data requirements, data matching process, data conversion process, projected timeline and any special requirements the Town must meet in providing data files for electronic conversion. H. Project Schedule Provide a project schedule for the application software conversion and installation. Provide information describing the general project management philosophy with regards to the implementation as well as projected man hour needs for staffing that the Town must be prepared to provide for a successful conversion. Describe the conversion, implementation and training responsibilities and work plan associated with the implementation. I. Cost Detail Provide an itemized list of all charges in the following order: operating system licensing, operating system software installation charges, application cost breakdown by module, training, conversion, software customization, maintenance, data conversion, and any other cost associated with the acquisition of the system that requires additional work outside the scope of any contract. Amounts should contain no taxes and include all transportation and delivery, FOB, Town of Pulaski, Virginia. All costs shall be in actual dollar and cent amounts. An itemized listing of best estimates for travel costs, cables, materials and other miscellaneous items is required. A general quote for Time or Materials is not acceptable. 10

11 J. Contract Documents Proposer should include a sample purchase contract, maintenance agreement, and license fee and/or franchise agreement with proposal. TERMS AND CONDITIONS Date and Receipt of RFP Formally advertised Request for Proposal indicates a time and a date for receipt of the RFP. Responses are date stamped upon receipt, those received after the scheduled closing time will be kept unopened by the Town of Pulaski. Withdrawal or Modification of RFP The proposing firm may request withdrawal or modification of their sealed proposal prior to the scheduled closing date and time. You will be required to produce photo identification that satisfies the Town prior to withdrawal or modification of your qualifications package. After being opened, the RFP will be valid for a minimum of 120 calendar days. Contract Award The Town reserves the right to accept or reject any or all proposals, to waive irregularities and technicalities, and to request resubmission or additional information. The Town reserves the right to award the contract to the most responsible and responsive proposing firm, resulting in an agreement which is most advantageous to and in the best interest of the Town of Pulaski. The Town shall be the sole judge as to whether the proposal and the resulting agreement are in the best interest of the Town, and the Town of Pulaski s decision shall be final. Contract Documents Within seven (7) calendar days after the Town notification of intent to award, any successful proposer must furnish all documentation required to support the Town s intent. If any successful proposer fails to furnish the required deliverables within the required time frame, the award to that proposer may be withdrawn and award made to the next highest rated proposer. Addenda and Interpretations If it becomes necessary to revise any part of this RFP, a written addendum will be provided to all known prospective proposing firms. Interpretations, corrections, and changes shall not be binding unless made by Addendum. The proposing firm shall not rely upon interpretations, corrections or changes made in any other manner, whether by telephone, or in person. All Addenda issued shall become part of the Contract documents. It is the proposing firm s responsibility to ascertain that it has received all addenda issued for this solicitation. All addenda must be acknowledged by the proposing firm. Termination for Convenience The Town of Pulaski shall have the right to terminate, at the Town s convenience, with or without cause, any contract resulting from this RFP by specifying the date of termination in a written notice. In this event, the firm shall be entitled to just and equitable compensation for any satisfactory work completed. All work produced shall become the property of the Town of Pulaski. 11

12 Assignment of Contractual Rights It is agreed that the successful applicant will not assign, transfer, convey or otherwise dispose of the contract or its right, title, interest in whole or any part thereof, without previous written consent of the Town and any sureties, of which the Town shall be under no obligation to grant. The Town of Pulaski must receive notification of any change in the members of the project team identified in this proposal. RFP Proposal and Clarifications The Town of Pulaski reserves the right to request clarification of information submitted and to request additional information of one or more Proposing firms. Any inquiries, suggestions or requests concerning interpretation, clarification or additional information pertaining to the RFP shall be made in writing to Pam Witten. The Town of Pulaski shall not be responsible for oral interpretations given by any employee, representative, or others. The issuance of a written addendum signed by Pam Witten of the Town of Pulaski is the only official method whereby interpretation, clarification, or additional information can be given. The Town of Pulaski will provide by mail to all official RFP holders any addenda which are issued to this RFP Official RFP holders are those who obtain an RFP from the Town of Pulaski. Indemnification Requirement The Town shall require the following or similar indemnification paragraphs to be made part of the contract(s) as entered into with the successful proposer(s): The Town shall be held harmless against all claims for bodily injury, sickness, disease, death or personal injury or damage to property or loss of use resulting there from arising out of performance of the agreement or contract, unless such claims are a result of the Town s own negligence. The Town shall also be held harmless against all claims for financial loss with respect to the provision of or failure to provide professional or other services resulting in professional, malpractice, or errors or omissions liability arising out of performance of the agreement or contract, unless such claims are a result of the Town s own negligence. Confidentiality of Documents All proposals that have been submitted shall be open for public inspection. Contact with Town Employees. In order to ensure fair and objective evaluation, all questions related to this RFP should be addressed only to the person(s) so named in this RFP. Contact with any other Town employee, except at the vendor prebid meeting, (if conducted), is expressly prohibited without prior consent of the person(s) so named herein. The Town reserves the right to contact the vendors, at its discretion, for clarification of any or all questions related to the vendor or its offering. Vendors directly contacting other Town employees will risk elimination of their proposal from further consideration. Software Defects Vendor shall properly correct all software defects for which the vendor is responsible, within a time-period agreed upon by the Town and the vendor. 12

13 Warranty The vendor shall provide a minimum of a one year warranty from the date of the installation. Vendor shall warranty that, during the minimum period, the system will be free of defects in material and workmanship. Response Preparation Costs The Town will not pay any costs incurred by any vendor in the proposal preparation, printing, demonstration or negotiation process. All costs shall be borne by the proposing vendors with the exception of costs associated with any Town personnel visits to Vendor offices or other client sites. INSURANCE REQUIREMENTS Certificates of insurance shall be addressed to the Town. All insurance shall be in effect during the term of the contract. Vendor shall provide the following coverage: General liability, errors, and omissions insurance not less than $1 million for bodily injury including accidental death, to any one person and aggregate. Property damage not less than $1 million for any one accident or aggregate. Vendor's Protective Liability Damage Insurance in the same minimum coverage as under General Liability Insurance. Worker compensation insurance in accordance with provisions of the Labor Code of Virginia. 13