Request for Proposal/Quotation For Financial/Payroll/Human Resource Management System

Transcription

1 Request for Proposal P a g e 1 Request for Proposal/Quotation For Financial/Payroll/Human Resource Management System, Montgomery County, Ohio 8200 McEwen Road Dayton, OH 45458

2 Request for Proposal P a g e 2 Table of Contents Submission Details... 3 Submission Deadlines... 3 Submission Delivery Address... 3 Electronic Submissions... 3 Introduction and Executive Summary... 4 Business Overview & Background... 4 Software Package Requirements... 5 Assumptions & Constraints... 7 Items to Submit with Quote... 7 Selection Criteria... 8 Terms and Conditions... 8

3 Request for Proposal P a g e 3 Submission Details Submission Deadlines All submissions for responding to this request must be submitted to our office, no later than: Monday, September 30, 2013 No later than 4:30pm Submission Delivery Address You may contact the following person if you have any questions or require clarification on any topics covered in this Request for Proposal. The delivery address to be used for all submissions is: John Lewis Information Systems Coordinator 8200 McEwen Road Dayton, OH Phone: (937) [email protected] Electronic Submissions Electronic submissions in response to this Request for Proposal will be accepted as long as they meet the following criteria: Sent via to: [email protected] Document standards: Must be in PDF format

4 Request for Proposal P a g e 4 Introduction and Executive Summary provides vital local services through its fire, police, public works, development services and recreation departments. is a home rule township, meaning that residents have adopted Limited Self-Government giving township trustees the ability to enact resolutions, similar to city ordinances, provided they do not conflict with state laws or a list of specified exceptions. The Finance Department is seeking a knowledgeable provider to supply software to assist in the operation of day to day responsibilities. Business Overview & Background, like other townships in Ohio, offers a highly accountable form of government, particularly when it comes to its fiscal management. Some key aspects of accountability include: property tax funding, financial forecasting, yearly budgeting, accounts payables, payroll and benefits, and asset management. operates on a cash-basis accounting system with a $30-million budget and employees roughly 425 people. The Township reports on 20 funds of which 16 are currently active and 17 bank accounts of which 10 are currently active. The Township maintains approximately 250 revenue accounts and approximately 2,000 expense accounts. s computer network consists of a five building campus connected with fiber optic cable and four outlying fire stations and one theater connected via T-1 circuit. Server operating systems range from Windows Server 2003 to Windows server Client authentication is through Windows Active directory, and is managed using Exchange All clients have Windows 7 professional with Office 2010 installed.

5 Request for Proposal P a g e 5 Software Package Requirements The product must be fully compliant with Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board Statement 34 (GASB 34). The Human Resources module, Payroll module, and Financial Systems module must be fully integrated. The product must provide equal access for data entry and recall in Windows XP and Windows bit or 32-bit, operating systems. The software must provide employees secure online access to personal data such as payroll history and time- off via multi- platform web browsers. In Finance, the system must provide General Ledger, Purchasing and Requisition, Accounts Payable, Accounts Receivable, Fixed Asset and Inventory Management, and Budget Development/Preparation. It must also accept a nine digit account code structure (i.e. ##-###-####) In Payroll, the system must provide complete payroll processing and reporting to include multiple positions and pay rates per employee, direct deposit, and integration with Kronos time and attendance software. In Human Resources, the system must provide for staff management and staff planning, employee demographics, employee history, employee leave, insurance, flex benefits, and licensure. Provide for electronic, paperless routing, workflow, and approval of requisitions, purchase orders, payment requests. Digital storage of requisition, purchase order and payment request documentation. Provide for electronic routing, workflow, approval for time and attendance, and employee status/job recommendations and changes. Provide a job posting and applicant tracking system Provide automated reporting of staffing data to the state of Ohio and Federal governments Provide for the ability to expand the information in an employee s human resources record beyond demographic information to include complete work history and performance reviews. Provide for unique salary schedules and matrixes that are different than the typical grade and step schedules that are common to most municipalities.

6 Request for Proposal P a g e 6 Provide the ability for payroll deductions to calculate with a percent off of gross pay for dues and percent of net pay for garnishments. Provide the ability to track revenue/expenses to generate monthly profit and loss reports Provide the ability to categorize budget items into project groups. Provide the ability to track the completion of employee performance reviews. Provide for budget preparation including the ability to prepare various scenarios and integration with contract negotiation scenarios. Provide for the easy and intuitive extraction and export of data. Provide information regarding ODBC connection/communication capabilities. Provide for robust Business Intelligence features, with reports available that access data from multiple dimensions for data based decision- making. Provide the ability for the Township to develop reports specific to its own needs.

7 Request for Proposal P a g e 7 Assumptions & Constraints assumes that the software proposed will be able to perform basic functions intended for cash-based accounting. In addition, said software must provide standard reports for auditing, state of Ohio, and federal requirements. reserves the right to add to or waive from the requirements contained within this document. Items to Submit with Quote requests at minimum the following items are to be submitted along with the quote. Company Information including brief company history, company structure, and information about product/services provided Customer list indicating time with your organization The quote must include the follow cost breakdown: Software Conversion of existing data Installation Training

8 Request for Proposal P a g e 8 Selection Criteria will use the methods listed in this section to assist in the process of selecting a vendor. Software functionality and feature set Software stability, focusing on software update schedule Cost Timeline for conversion, installation, and training Training and software update processes Company structure and service history Terms and Conditions will purchase the software outright, and will not accept financing or rental options. Any maintenance agreement must not be proposed for more than 12 consecutive months. At minimum, technical support is available Monday-Friday from 8:00am 5:00pm EST. Provider will adhere to Township requirements for remote support. Remote support can be offered through a secured connection via provider s Webex-like portal or through the Township s own secured software tunnel. Any annual maintenance costs will cover all technical support, and software updates at no additional charge. recognizes additional costs may be incurred if onsite support is requested. Companies moving forward in the selection process will be asked to provide an onsite demonstration of the software for staff evaluation.