Addendum No. 1. Solicitation Title: II. 2. What (720) of locations used? Eight. Bank. of America. Page 1 of 2. Excellence in

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1 Solicitation No. R F11 Addendum No. 1 Finance and Administration Services Department PURCHASING DIVISION 115 S. Andrews Avenue, Room 212, Fort Lauderdale, Florida FAX broward.org/ /Purchasing Hours of Operation: Monday through Friday 8:30 a.m. to 5:00 p.m. ADDENDUM NO.. 1 Solicitation No.: R F1 Solicitation Title: Date of Addendum: Aprill 23, 2013 To all vendors, please note the following questions and answers: I. II. The solicitation submittal date April 22, 2013 is changedd to April 29, 2013 at 5:00 pm. Questions and Answers: 1. The number of users (cashier workstations) that the new Cashier solution would be intended for if implemented? What is the budget for the Point of Sales Cashiering System Project? The budget is unknown at this time. We requested project costs in the Request for Information. 3. Can you provide an examplee of the POSSE interface? We can show an example of how a Posse payment is taken at the cash station and updates Posse.. 4. Will POSSE provide an API in order to build an interface? The API was developed by the vendor, Computronix x. Vendors need to contact Tim Carl at (720) or at tim.carl@cxusa.com. 5. Can you provide the number of locations and estimated number r of Point of Sale Terminals to be used? Eight 6. Can you provide the name of your credit card processor? Bank of America Addendum Form 3 (rev 08/2012) A Service of the Broward County Board of County Commissioners Excellence in Government Procurement Our Best. Nothing Less. Page 1 of 2

2 Solicitation No. R F11 Addendum No Imaging Devices: There are many used for imaging devices. Can you tell me what you will use the imaging device for? Imaging devices are primarily used to scan checks in order to keep a permanent imagee record. And ideally, to update Posse jobs payment information from the scanned image. All specifications remain unchanged for this Request for Information. NAME OF COMPANY: Addendum Form 3 (rev 08/2012) A Service of the Broward County Board of County Commissioners Excellence in Government Procurement Our Best. Nothing Less. Page 2 of 2

3 REQUEST FOR INFORMATION AGENCY: TITLE: Pollution Prevention, Remediation & Air Quality RFI NO.: R F1 CONTACT: Name: Nancy Miller Address: Purchasing Division, 115 S. Andrews Avenue, Room 212, Fort Lauderdale, FL Telephone: Fax: Posted: April 15, 2013 Last day for receipt of information: April 22, 2013, before 5:00 pm This is a Request for Information (RFI) - this is not a request for competitive pricing or a process for the County to purchase. The purpose of this Request for Information (RFI) is to gather information. No award will be made based on the results of this process. Any procurement by the County will be the subject of a separate process and subject to budget approval. Providers are requested to submit the following questionnaire. It is important that responses be submitted by date and time listed above. Three copies (1 original & 2 copies) of all hardcopy materials are required as well as two (2) CD/DVD-ROM of all RFI information. CD s with product demonstrations, digital marketing brochures, and technical documentation are encouraged, but not required to be submitted. Your submittal should be sent to the Purchasing Division, Room 212,115 S. Andrews Avenue, Fort Lauderdale, FL by the date and time indicated above. Please indicate RFI Number R F1 and your firm s name and address on your package. Late submittals will not be accepted. Broward County Purchasing has determined the procurement function is strategic in nature and vital to the success of the County s efforts to provide reliable, responsive and cost-effective support to Broward County Client Agencies. This RFI is intended to identify vendors who specialize in providing.

4 Page 2 of 8 Requester Kay Sommers Pollution Prevention 1 N University Dr., Suite 203 Plantation, FL Telephone: Fax: ksommers@broward.org The scope of services shall include, but not limited to the following: The Broward County Permitting Center, located at 1 N. University Drive, Plantation, FL, needs to update its current Point of Sale Cashier System. At this time, we are seeking a cost estimate to acquire and implement a solution. This is not a Request for Proposal (RFP) and is not a procurement request. This estimate is non-binding. It will only serve to give Broward County an estimate of the cost to acquire and have installed such a system before we initiate the RFP process. This upgraded system would function as an interfaced and non-interfaced Point of Sale Cashiering System for multiple Broward County governmental agencies at the Permitting Center, which include Highway Construction and Engineering Division, Permitting, Licensing and Consumer Protection Division, Animal Care and Adoption Shelter, Planning and Environmental Regulation Division and Pollution Prevention Remediation and Air Quality Division. Below is a preliminary list of requirements: 1. CASHIERING 1.1 Consolidated database which stores all payment transactions for cashiering, payment balancing, payment administration, queries and reporting, import, export (POSSE 1 and Advantage 2 Financial) and configuration modules. 1.2 Cashiering module must handle payments regardless of network and system status. 1.3 The new system should have the following: Ability to process payments to multiple charges Ability to process payments made with multiple tender types Ability to provide change information for cash payments with interface to each workstation cash drawer Ability to process voids 1 POSSE is Broward County s standard licensing and inspection database software, and is a product of Computroinx ( 2 Advantage is Broward County s financial software and is product of CGI Technologies and Solutions, Inc.

5 Page 3 of Ability to customize tender types to accommodate necessary payment collections of Transfer of Fees and Municipalities to be Invoiced and Escrow Payments Ability to process suspension of payments Easy to use front screen for processing payments by requiring minimal entry of customer information in order to reduce keystrokes plus have the ability to retrieve payment information from interfaced jobs (POSSE), and include drop down menus to access payment types for non-interfaced applications. These drop down menus must be customizable. All revenue codes must be compatible with Broward County General Ledger (GL) code format for exporting a flat file for daily revenue transactions to the county financial system. (Advantage) (Note: Each division would require similar but unique requirements for screen displays, in order to accommodate division needs) Ability for cashiers to specify and enter payment amounts for non- POSSE accounts Ability to record payments to one or more revenue account Ability to select tender types from a drop down list Ability to scan check payments in order to read check amount digitally in order to auto fill payment amount field to reduce or eliminate keystroke errors, plus have ability to store an image of the check in a designated secure file Ability to authorize credit card transactions through processer or gateway As per industry standards, cashiering documents must have proper endorsement stamp on checks (sample copy attached), proper validation on invoices (sample copy attached). A customer receipt and a journal which has sequential receipt and transaction documentation for processing deposits and maintaining audit trails (Note: Must be customizable for each division s needs) System must have ability to retrieve POSSE interfaced fees and update POSSE jobs with payment information Ability to calculate convenience fee collections by a percentage for designated fee and tender type, and to be included with the validation, receipting and reporting. This must be customizable for each division needs. 2. INTERFACE REQUIREMENTS Broward County currently uses Computronix software called POSSE ( The Cashiering System must be easily configurable to interface with existing POSSE Jobs and to update payment information in related Posse jobs. In addition to the Posse interface, an extract

6 Page 4 of 8 file must be created upon demand, containing payment data for the selected processing date and agency s bank id for inclusion into the Advantage financial system. The Advantage financial system will be replacement by Oracle Financials. A payment data file transfer or an interface to Oracle Financials will be required. Vendor must also provide training/documentation to staff on how to interface with additional POSSE Jobs. 3. HARDWARE REQUIREMENTS 3.1 (8) Journal Validation Printers 3.2 (8) Input Scanning Devices 3.3 (8) Imaging Devices 3.4 (8) Cash Drawers 3.5 (8) Workstations 4. REPORT REQUIREMENTS 4.1 Cashiers must be able to end their workstation days individually, and by workstation to allow for multiple cashiers. System required to batch tender types into reports by cashier and workstation (cash checks, credit cards, transfer of fees, escrow payments) for processing bank deposit and for recording revenue accurately 4.2 Audit journal and audit tape must be included for daily transactions by cashier and consolidated for the work station. 4.3 Must be able to query transactions by multiple parameters such as receipts, invoice numbers, payment dates, payment amounts, etc. 4.4 The following are some of our existing reports in current cashiering software which are required for an upgraded system ACH Transaction Report Cashier Balance Report for a Single Cashier Cashier Balance Report for All Cashiers Cashier Deposit Report Cashier Deposit Report For a Bank ID Cat. General Ledger Account Summary by Tender Type Cat. GL Account Summary by Tender Type w/o Detail Category/Payment Class by Processing Period Category/Payment Class Report Category/Payment Class with GL codes by Dates Category/Payment Class with GL Codes by Tender Types Credit Card Transaction Report Failed Update Status GL Account Summary by Tender GL Account Summary Totals by Tender GL Account Summary Totals by Tender Test

7 Page 5 of GL Account Totals by Tender w/voids & Adjustments GL Account Totals w/tender Groups by GL Account Invoice Affordable Housing Report Invoice Affordable Housing Summary Report Invoice Airport Expansion T4 Report Invoice Airport Expansion T4 Summary Report Invoice Airport Maintenance Invoice Airport Maintenance Summary Invoice Aviation Contracts Report Invoice Aviation Contracts Summary Report Invoice Aviation Planning & Development Invoice Aviation Planning & Development Summary Invoice School Board Report Invoice School Board Summary Report Invoice Town of Hillsboro Beach Invoice Town of Hillsboro Beach Summary Itemized Tender Report for a Single User Itemized Tender Report for All Cashiers Payment Adjustment Report Payment Class Report Payment Class Report by Processing Period Payment Class Report for Single Payment Class Receipt Count Report Revenue Source Transaction Detail Single Source Revenue Source Transaction Detail Report Revenue Source Transaction Summary Single Source Revenue Source Transaction Summary Report Sent Task Export Detail Report Sent Task Export Summary Report Task Report on Errored or Unsent POSSE updates Transaction Statistics Report Unsent Task Export Detail Report Unsent Task Export Summary Report Void Report 4.5 Ability to produce a report on demand by date range to produce consolidated revenue information searchable by section or workstation for any date range For the collection of multi tender payments, reports must be able to allocate correct amounts to accounts regardless of the combination of payment types.

8 Page 6 of 8 5 PAYMENT ADMINISTRATION 5.1 Must have ability to allow for secure payment administration for changes made to previously posted payment transactions, including voids, reversal of NSF payments or correction of out-of-balance conditions in bank deposits, etc. 6 SYSTEM CONFIGURATION Secure and easy to provide configuration changes from a desktop for the following: 6.1 Categories 6.2 Pay Classes 6.3 Security levels 6.4 Add or Delete Users 6.5 Troubleshoot

9 Page 7 of 8 QUESTIONNAIRE Prospective vendors are requested to provide information regarding their ability to supply the products and services described; this information will be used for a future requisition. Solution providers are asked to answer the following questions as completely and succinctly as possible, in the following order, in an attachment with responses, referencing the complete question or question number. COMPANY INFORMATION 1. Company Name and Headquarters Mailing Address: 2. Contact Name, telephone and 3. Company Website URL: 4. Location of Consultant that would serve Broward County: 5. Type of Organization (Corporation, Partnership, etc.): 6. How long has the company been in business in its current form? 7. Would you be the primary consultant for this engagement? IMPLEMENTATION COSTS AND TIMELINE 1. Please include typical, estimated costs for all required implementation services including original installation and any required third party licenses. These numbers are not binding. 2. What is the length of typical implementations? What are the key variables or obstacles affecting the implementation schedule? 3. In addition, what other fee-based services do you offer and recommend for successful implementation? a. Training i. Technical for configuration and set up ii. User training iii. Train technical staff to create interface for additional programs b. Technical Documentation i. Configuration and set up ii. End user iii. Interface c. Consulting d. Post-implementation support REFERENCES 1. Approximately, for how many State or Local Entities have you successfully completed similar software cashiering solutions? 2. Approximately, for how many Florida counties or cities have you provided cashiering solution? Please list up to three counties or cities. 3. Provide five (5) customer references. Please provide contact information including customer name, contact telephone and address (if available).

10 Page 8 of 8 Include customers most similar to Broward County who have already implemented your application solution. The County may contact these references to confirm cost and capability issues. COMMENTS Provide a brief (no more than 1 page) statement describing the advantages to Broward County, should it select to use your Cashiering Solution. Please provide any other abilities or features not mentioned in previous questions. Also, make note of any proprietary features of your system. Prospective vendors are requested to provide information regarding their ability to supply the commodities or contractual services described. Selection by the County of a software solution shall be facilitated through a separate process Company Name: Company Address: Contact Name: Phone Number: (Print) (Print) (Print) Fax Number: Address: