REQUEST FOR PROPOSAL FOR NONPROFIT FUND ACCOUNTING SOFTWARE RFQ# EW 06/23-16/17 Contact: Experience Works procurement@experienceworks.org 1
SECTION I: INTRODUCTION Experience Works, Inc., (EW) (formerly Green, Thumb, Inc) was established in the District of Columbia in October, 1965 as a domestic non-profit organization under IRS Code 501(c) (3). The organization is also registered as a foreign corporation in most states including the Commonwealth of Puerto Rico and as a charitable organization in all states. The organization s federal identification number is 52-0817955 and is exempt from sales tax in many states. State sales tax exemption certificates are available upon request. EW is one of the nation s leaders in older worker training and employment. As a national charitable organization, it serves more than 20,000 seniors annually through a dedicated network of 200 staff blanketing primarily the rural counties where it is authorized to operate in thirty states and Puerto Rico. Nearly 99% of annual revenue is obtained through grant funding from the US Department of Labor ( DOL ) and state government grants and contracts. These funds are used to operate the Senior Community Service Employment Program ( SCSEP ). Other revenue is also raised through fundraising initiatives in the areas where EW operates. As the recipient of federal funds awarded directly and indirectly through pass-through entities EW is obligated to ensure that all funds are used prudently in support of its mission and in full compliance with federal grant management requirements. EW satisfies this responsibility by periodically reviewing services received from all vendors and seeking competitive proposals to maintain compliance with federal awards procurement requirements. To find out more about the mission and accomplishments of the organization, please visit, www.experienceworks.org. Background and Objectives EW is soliciting bids for a nonprofit fund accounting software. The purchase of accounting system shall be inclusive of the planning, implementation and training phases applicable to the new software. EW is currently using Lawson software for all its financial and accounting purposes that includes but not limited to: Accounts Payable Accounts Receivable / reporting General Ledger Asset Management Payroll HR Benefits System Absence Management Personal System Bank reconciliation 2
Budget Management Electronics fund transfer to AP Data import/ export Microsoft Add-ins SECTION II: NOTICE TO RESPONDENTS 1. EW is accepting competitive proposals to contract with a qualified firm/vendor to purchase new nonprofit fund account software in accordance with the terms, conditions and requirement set forth in this request for proposal, RFP No. EW 06/25-16/17. 2. EW will accept proposals until Friday July 20, 2016 on or before 4:00PM EDT. Proposal shall be mailed or delivered to: 3 Experience Works, Inc. Address: 4401 Wilson Boulevard, Suite 1100 Arlington, VA 22203 Phone: 703-682-2529 Email: procurement@experienceworks.org, & cfo@experienceworks.org, Responding to this RFQ does not imply a contract with Experience Works, Inc. 3. The procurement contact shall be the sole point of contact from the date of release of this RFP until the announcement of its award. All questions and/or issues should be submitted in writing by email: Any oral communications with Experience Works will be considered unofficial and nonbinding. Vendors should rely only on written statements and electronic communications issued by the RFP contact named above. 4. Who May respond: Responses to the RFP will be accepted from all qualified contractors who are able to meet the required specification set forth in the RFP. 5. Calendar of Events RFP Issue date 06/23/2016 Questions from vendors deadline 5:00P EDT 07/01/2016 Bids due date 5:00P EDT 07/20/2016 Demo TBD EW advertises RFPs & RFQs on its website 6. Proposals Delivery: It is each bidder s responsibility to ensure that all of these requirements are met and that the proposal is delivered to the Procurement Contact at the address specified. Each response must be received by the Procurement Contact by 4:00 EDT. Any submissions received after this date will not be considered as valid unless acts
4 of nature prohibit the bidder from meeting the deadline. 7. EW reserves the right to amend this RFP, to cancel this RFP, and/or to make no award under this RFP. EW reserves its right to eliminate an offer at any time for any reason. EW reserves the right to make a full or partial award in response to this RFP. 8. At any time prior to the deadline for submission of bids, EW may amend the offering documents by issuing addenda. Any addendum issued shall be part of the offering documents and shall be communicated in writing to all who have obtained the offering documents directly from Experience Works, Inc. 9. Criteria for Selection: The respondent selected for an award will be the respondent whose proposal, as presented in the response to this RFP, is the most advantageous to EW. EW is not bound to accept the lowest priced proposal if that proposal is not in the best interest of EW as determined by EW. Proposals will be evaluated by EW personnel. The criteria for evaluation of proposals, and selection of the successful respondent for this award, will be based on the factors listed below: Criteria Maximum Points a. Proposal Summary 10 points Provide a brief summary of your proposal solution. b. Company Profile/ History 10 points Provide a brief history of your company. Describe the number of years that your firm has been in business and please provide number of non-profit clients and any award or recognitions you deem relevant. c. Implementation Plan 15 points Describe your plan for implanting your proposed solution. Include roles, vendor responsibilities and any resources/time commitments customer is expected to provide. Timeline of Implementation, describe the approach to the design, implementation, training, etc. EW prefers the software to go live on October 1, 2016. d. Solution Requirements 10 points Describe your approach to customer help desk support Please provide scope of coverage (i.e. 24/7/365, etc.) Is there staff available for contact outside of normal Help Desk hours if needed? e. Database solution; 10 points describe your system security f. Reference - at least two 10 points
g. Total cost of accounting software system and components 35 points Please quote each module separately Vendors are required to detail the cost including all stages, installations, training, implementation and any other associate expenses. 10. Final award will be made on this procurement based on approval for grant revision (submitted to Department of Labor) and subject to funding availability. EW reserves the right to withdraw, or reduce the amount of award or to cancel any contract resulting from this procurement if adequate funding is not available. 11. This document contains Experience Works proprietary and confidential information. The information contained in this document may not be published, disclosed or used for any purpose other than to prepare the response to this Request for Proposal (RFP), without the prior written consent of Experience Works, Inc. 12. Format: all responses to this RFP should be: Single-sided, 8.5 X 11 inch white paper stock Printed utilizing the Times Roman New in 12 point font Each page must be clearly numbered and reference the respondents name Copies: all respondents shall submit an original and three (3) copies. Each response is limited to 50 pages (excluding attachments). 5 SECTION III: TERMS AND CONDITION 1. Entire Agreement. The contract documents, for all intents and purposes, are intended as the complete and exclusive statement of the agreement between EW and the contractor and supersede all prior or contemporaneous agreements, negotiations or oral representations relating to the subject matter herein. 2. Time of Performance. Time is of the essence in the rendering of services hereunder. Contractor agrees to perform all obligations and render services set forth per this Contract in accordance with the schedules mutually agreed upon between EW and contractor during the term of this contract. 3. Termination a. Default: In the event that the contractor fails to carry out or comply with any of the terms and conditions of the contract with EW, EW may notify the contractor of such failure or default in writing and demand that the failure or default be remedied within 30 days; and in the event that the contractor fails to remedy such failure or default within the 30 day period, EW shall have the right to cancel the contract. b. Lack of Funding: The Contract may be terminated, without penalty, by EW due to lack of funding from its funding source(s). EW shall give thirty (30) days written notice to the contractor. In no event shall termination by EW as provided for in this paragraph give rise to any liability on the part of EW including, but not limited to,
Any claims of Contractor for compensation for anticipated profits, unabsorbed overhead, or interest on borrowing. EW s sole obligation hereunder is to pay contractor for products and/or services ordered prior to the date of termination. 4. Payment a. Payment to contractor for services performed will be done upon completion of work and upon submittal of invoices. b. Any provision hereof to the contrary notwithstanding, EW shall not be obligated to make any payment to contractor hereunder if any one or more of the following conditions precedent exist: 1. Contractor is in breach or default; 2. Any part of such payment is attributable to services which are not performed in accordance with this contract. 5. Compliance with Law By submitting an offer in response to this solicitation, the Offeror, if selected for award, agrees that it will comply with all federal, state, and local laws, rules, regulations and ordinances applicable to its activities and obligations under the contract. E.O. 11246, "Equal Employment Opportunity," as amended by E.O. 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity, Byrd Anti-Lobbying Amendment (31 U.S.C. 1352), the Copeland "Anti-Kickback" Act (18 U.S.C. 874), and the Davis-Bacon Act, as amended (40 U.S.C. 276a to a-7) - and as supplemented by Department of Labor regulations (29 CFR part 5, "Labor Standards Provisions Applicable to Contracts Governing Federally Financed and Assisted Construction"). Contract Work Hours and Safety Standards Act (40 U.S.C. 327-333) - as supplemented by Department of Labor regulations (29 CFR part 5). Clean Air Act (42 U.S.C. 7401 et seq.) and the Federal Water Pollution Control Act (33 U.S.C. 1251 et seq.), Rights to Inventions Made Under a Contract or Agreement - Contracts or agreements for the performance of experimental, developmental, or research work, when funded in whole or part by Federal funds (either directly or indirectly), must provide for the rights of the Federal Government and Experience Works in any resulting invention in accordance with 37 CFR part 401, "Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements," and any implementing regulations issued by the awarding Federal agency. Debarment and Suspension (E.O.'s 12549 and 12689) No contract shall be made to parties listed on the General Services Administration's List of Parties Excluded from Federal Procurement or Non procurement Programs in accordance with E.O.'s 12549 and 12689, Debarment and Suspension. This list contains the names of parties 6
7 debarred, suspended, or otherwise excluded by agencies, and contractors declared ineligible under statutory or regulatory authority other than E.O. 12549. Contractors with awards that exceed the simplified acquisition threshold shall provide the required certification regarding its exclusion status and that of its principal employees. 6. EW is a federally-funded, non-profit organization. Individuals and corporations desiring to do business with EW must certify that they have not been debarred from receiving federal funds. By submitting a response to this Request for Proposal, Respondent is certifying that it and its principals: Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; Have not within a three-year period preceding this transaction been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local), with commission of any of the offenses enumerated in this certification; and Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default. 7. Access to Documents. To the extent applicable to this procurement, Contractor agrees to grant access to EW, the Federal Grantor agency, the Controller General of the United States or any of their duly authorized representatives to any books, documents, papers and records of the Contractor, which are directly pertinent to this Contract, for the purpose of making audit, examination, excerpts, and transcriptions. 8. Sales and Use Tax. EW, as a grantee of the U.S. Federal government, qualifies for exemption from sales tax. 9. Force Majeure. If either EW or Contractor is delayed at any time in the performance of its obligations hereunder by economic industry-wide strikes, fire, unusual delay in deliveries, unavoidable casualties, or other causes reasonably beyond such Party's control and which could not have been reasonably anticipated by either EW or Contractor, then the time for performance of such Party shall be extended by one (1) day for each day of such delay. 10. Patent and Copyright. Contractor shall pay for any royalties, license fees, copyrights or trade and service marks required to perform the services required by this Contract.
11. Governing Law. This contract and any resulting agreement or purchase order shall be construed and governed by the laws of the State of Virginia. In the event legal action is commenced regarding this contract, Contractor agrees venue will lie in the Arlington County. SECTION IV: SCOPE of WORK EW is soliciting bids for a nonprofit fund accounting software. The purchase of the accounting system shall be inclusive of the planning, implementing and training phases applicable to the new software. Scope: 1. EW is using Lawson software for all its financial transaction, GL, AP, Asset management, HR system, HR benefits, Leave management, Payroll and etc. 2. EW is using Expense Watch for invoice processing, payments and Credit Card expense report processing. Expense Watch has interfered with Lawson. 3. EW is using Kronos for employment time management reporting, Kronos speaks with Lawson. 4. EW is using ESKER for participant s time and information management, ESKER interfered with Lawson. 5. EW has a PHA system for participants and is currently working to establish salesforce solution. 1. Please detail the cost of each module listed below separately. EW will not accept proposals with bulk sum. a. Accounts Payable b. Accounts Receivable Reporting and Billing c. Advance Security (Accounting software must include easy backup software feature built in). d. Allocation Management- EW is funding through federal and state governments, each expenditures need to be allocated based on the accounting unit and general ledger. e. Bank Reconciliation f. Data Import/Export g. Direct Deposit h. Fixed Assets i. Forms Designer j. General Ledger 8
k. Human Resources for 130 employees including Interfaces to Time and Attendance, Leave and Payroll as needed, configurable notifications for HR actions, Security levels and Reports l. Asset Management m. Budget Module n. Payroll (needs to be able to receive the links from Kronos Timekeeper and inter phase or accept links from Kronos Timekeeping System on the leave accruals. o. Time and Attendance p. Accruals, Leave Eligibility and Administration q. Purchase Order, Receiving Modules (Automated entry from requisition stage with automated electronic approval process) r. Contract Management/Monitoring s. Reporting 2. Please use your best estimate of the time required for each of the phases listed below. a. Also include a detailed description of what services we will receive in each phase. 3. Planning Phase a. The number of hours required for planning. b. The hourly rate charged for planning. c. The number of individuals involved in the planning process. d. The travel cost for each individual. 4. Implementation & Conversion Phase a. The cost of converting Lawson files to the New Fund Accounting Software. b. The cost of converting Kronos, ESKER files to New Software c. The number of hours required for the conversion. d. The hourly rate for the conversion. e. The number of individuals involved in the conversion. f. The travel cost for each individual. g. The number of hours required for installing each module. h. The hourly rate charged for installation of each module. i. The number of individuals involved with the installation of each module j. The travel cost for each individual 5. Training Phase a. The number of hours required for training. b. The hourly rate charged for training. c. The travel cost for each individual, (if required) 6. Yearly System Support (Ongoing) a. A detail description of services covered in the yearly support agreement. 7. Schedule 9
a. Date available to start and the amount of time to complete the project is a part of the consideration of award and must be stated in definite terms, including timelines and deliverable terms and must be adhered to. b. A 90 day period starting August 1, 2016 and no later than September 30, 2016. 8. Staff- Identify who will work on the project with EW, including their resume. 9. Please detail license costs, renewal and requirement. 10. Fees- Include a very detail fee structure for the scope of work as outlined in this RFP. Disclaimer: Completing and submitting this RFP does not imply a contract with Experience Works. 10