REQUEST FOR PROPOSAL Integrated Financial System Software and Implementation Services RFP

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1 City of Republic 213 North Main Street Republic, MO Phone: (417) REQUEST FOR PROPOSAL: Integrated Financial System Software and Implementation Services DEADLINE: Friday, July 7, 2017 at 4:00 PM, Central Standard Time DELIVERY LOCATION: City Clerk s Office, 213 North Main Street, Republic MO PURCHASING CONTACT: Debbie Parks, Dparks@republicmo.com DATE OF ISSUE: Friday, June 2, 2017 REQUEST FOR PROPOSAL Integrated Financial System Software and Implementation Services RFP RFP S shall be submitted in a sealed envelope with the Request for Proposal title and the respondent s name and address clearly indicated on the envelope. All submissions must be submitted by the time and date above. Respondents are strongly encouraged to carefully read the entire Request for Proposal. The undersigned hereby offers to furnish & deliver the services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not subject to withdrawal by the Proposer unless upon mutual written agreement by the Proposer and the City of Republic. Name of Firm: Contact Person: Title: E Mail: Phone: Business Address: City: State: Zip: Signature: Date:

2 Purpose The City of Republic, MO, located in Greene County, Missouri, requests submissions from firms interested in being selected to provide integrated financial software and implementation services. The City expects to select one (1) vendor to provide these services. Background The City of Republic is located in Greene County, Missouri. The City of Republic currently has a population of approximately 16,005 per the 2015 Census Estimate. The City s 248 plus employees provide a wide range of municipal services for Republic s residents. These services include, but are not limited to: Administration (including finance and City Clerk), Community Development (building codes, planning, and engineering), Human Resources, Municipal Court, Parks and Recreation, Public Safety (police and fire), Public Works (GIS, sewer, storm, streets, water systems), and Utility Billing. The City s budget structure currently incorporates six (6) funds. The City has about 6,400 utility accounts (water & wastewater). It also processes payroll for approximately 117 full time and 131 parttime/seasonal employees. The City maintains a primary general bank account with multiple other bank and investment accounts including accounts for reserves. The budget for 2017 is just over $22.5 million. The city has approximately $19 million in debt management. There are eight (8) employees in the Finance Department: seven (7) full time and one (1) part time, providing a full time equivalent (FTE) of 7.5 employees. The Finance Director performs administrative duties. In addition, there is a finance officer, utility billing supervisor, part time accounts payable clerk, utility billing clerk, customer service/cash receipting clerk, and two meter readers. The City currently operates out of nine (9) remote locations and has a local backup. The City is looking to purchase an integrated financial system to assist with, but not limited to, personnel management, on line/real time utility billing, adaptable report generation, building permit and business licenses, and ultimately staff efficiencies to allow for better staff resources. The relationship with the selected vendor and the City will not just focus on the integrated financial system, but also the transition from the current financial software to the new integrated financial system. One of the most important aspects of the relationship will be the on going technical support provided by the selected vendor. Scope of Proposal INTEGRATED FINANCIAL SYSTEM The City desires, at a minimum, its integrated financial system to address the following functionalities as briefly described with local terminology: General Ledger Budgeting

3 Financial & Audit Reporting Bank Reconciliation Cash Receipting/Integrated Cash Management Online/Electric Payments (with real time figures and capability for customers to access statements, invoices) Payroll Direct Deposit Accounts Payable Accounts Receivable Utility Billing Utility Direct Pay Automated Meter Reading Interface Report Writer Business Licenses Human Resource Management Municipal Court Management Building Code Permitting City desires its integrated financial system to also address the following functionalities in local terminology. Please list these as separate items in the proposal: Time Keeping/Tracking Fixed Asset & Asset Management Contract/Project Tracking Electronic Purchase Requisitions and Purchase Orders GIS Interface PROPOSED SOFTWARE AND HARDWARE ENVIRONMENT The proposer is required to provide the following information. Please include the minimum requirements for the computer hardware environments in which the proposed software will run (server and workstation). This should include the supported operating system(s) and database system(s) as well. Be sure to include the question exactly as it is stated followed by the detailed answer. 1. Does the system support industry standard virtualization platforms? If so, which ones? 2. Explain how your system architecture allows for future growth and scalability. 3. Is the application available in a hosted or ASP model? 4. What hardware platform(s) does the vendor s proposed application software currently operate on? 5. Does the vendor support more than one server operating system? If so please list products and versions. 6. What client environments are supported (Windows Thin Client, Active X, Macintosh, Web Browser etc )? 7. Is the proposed application developed with a formal usability testing environment? Please provide details as to how usability is taken into consideration and the credentials the vendor s staff in terms of usability.

4 8. Does the system support the use of a Storage Are Network (SAN)? The proposer must present, in detail, features and capabilities of the proposed software. In addition, the following information should be included: Hardware Environment. Describe the hardware environment required to utilize the proposed software. In the event there is more than one suitable hardware platform, list all options and indicate the relative strengths and weaknesses of each. Operating system. Identify the operating system required by the proposed application software and database management system in the hardware environment recommended above. In the event there is more than one suitable operating system, list all options and indicate the relative strengths and weaknesses of each. List the operating system software support products required to support the recommended computing environment. The bidder should also explicitly state the name of any third party products that are part of the proposed solution to the City of Republic s list of requirements. For each third party product, there should be a statement about whether the bidder s contract would encompass the third party product and/or whether the City would have to contract on it s own for the product. Schedule The following is the schedule of events which are anticipated by the City of Republic for the RFP Issuance. The City of Republic may, at its discretion, revise the schedule of events at any time as may be in its best interests: Event Date Post Request for Submissions June 2, 2017 Final Questions Due from Proposers June 16, 2017 Response to Questions June 23, 2017 Submissions Due July 7, 2017 Interviews with top firms July or August 2017 Final Selection Made August 2017 Software Purchase and Fall 2017 Implementation Format of Proposals In order for the City of Republic to adequately compare proposals and evaluate them uniformly and objectively, all proposals shall be submitted in accordance with the format outlines below. The proposals should be prepared simply and economically, providing straight forward and concise information as requested. Technical qualification must be structured in the following order and labeled with the corresponding titles stated below: 1. Company Information. The complete legal name, address, permanent address (if different from proposer s location) and telephone number of the Company including the name of the person to contact for discussion of the proposals.

5 2. Company Overview. Overview of the Company, including the year founded, office locations, types of business ventures in which the organization is involved, and the number of years services have been provided. 3. Experience. The proposer should provide the number of years experience as a Financial Management Software provider for a Governmental Entity. The proposer should provide a list of clients for whom similar services, as detailed in this RFP, have been provided during the past three years. This list should include: Dates of service Name of contact person Title of contact person Phone number and of contact person The proposer should provide a list of all clients within 300 miles geographically of Republic, Missouri, no matter what level of services are provided. This list must include: Dates of service Name of contact person Title of contact person Phone number and of contact person 4. Approach. Proposer should provide a detailed summation of its approach to addressing the entirety of this project, from specification development through implementation and support. Details of proposed integrated financial solution modules should be included. 5. Proposed Software and Hardware Details. Detail the answers to the questions found under the Proposed Software and Hardware Environment section of the project scope. 6. Outline of Fees. The total cost of project implementation, including any initial set up costs, as well as annual fees. This should be broken down per module/application. Also, include any additional services and their costs that would incur fees beyond the contracted amount. Outline any third party contracts that might be required. 7. Description of Ongoing Support Proposers should provide sufficient detail for the City to determine the firm s ability to satisfy these requirements. Answer the following: Describe in detail the customer support services that are available, including days and hours available. Provide a hard copy of your standard maintenance agreement. Explain your warranty and warranty period. Describe your release schedule. Describe your training methods available and additional fees.

6 Submission Due Date Proposals shall be received at the City Clerk s Office no later than 4:00 P.M., Friday, July 7, Proposals may be submitted by hand delivery or mail. Submissions should be received by the City of Republic no later than the delivery deadline. Submissions shall be addressed as follows: By Mail: Brenda Jackson, City Clerk City of Republic 213 N. Main Republic, MO Submissions should be marked on the envelope: Integrated Financial System Software Proposal It is the responsibility of all submitters to verify receipt of proposal. All Proposals must be valid for a minimum period of ninety (90) days from the close of this RFP. Submission Evaluation Process The evaluation of submissions will include the following: The City of Republic may confer with all responsible proposers who have been short listed and may arrange, if necessary, for interviews/presentations by the short listed firms. The City of Republic reserves the right to conduct pre award discussions with any or all responsive and responsible consultants who submit proposals determined to be reasonably acceptable of being selected for award. Consultants shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of submissions; and such revisions may be permitted after submission of proposals and prior to award of contract. CRITERIA FOR AWARD The City of Republic will evaluate submissions. Each submittal will be evaluated for full compliance with the RFP instructions. The objective of the evaluation will be to recommend the proposer who is most responsive to the herein described needs of the City of Republic. Proposals which are responsive to this Request for Proposal will be evaluated based on, but not limited to, the following criteria: Experience with similar municipalities (10 points) Software modules/capabilities (35 points) Price of initial implementation (30 points) Price of annual maintenance/licensing/customer support (15) Hardware specifics and compatibility (10 points) The City of Republic reserves the right to select the firm with the most responsible and responsive Proposal which it finds to be within the best interest of the City of Republic.

7 Point of contact for inquiries and submissions Inquiries regarding this request for proposals may be directed to: Debbie Parks City of Republic 213 N. Main Republic, MO (417) Inquiries must be received within 14 calendar days from the date the RFP is issued. Public Records All proposals submitted in response to this RFP become the property of City of Republic and public records, as such, may be subject to public review. City of Republic Policies and Procedures This RFP does not commit the City to award a contract, to defray any costs incurred in the preparation of the proposal, cost proposal, or technical proposal pursuant to this RFP, or to procure or contract for work. The City of Republic may reject proposals without providing the reason(s) underlying the declination. A failure to award a contract to the lowest bidder will not result in a cause of action against the City. The City of Republic reserves the right to the following: To reject any and all proposals, To consider alternatives, To wave irregularities, To re solicit proposals, Accept any proposal deemed most advantageous to the City, To accept or reject any or all submissions received as a result of the RFP, To obtain information concerning any or all consultants from any source, To request additional information and/or clarification from any or all proposers to this RFP, but is under no obligation to do so, To seek new submissions when such a procedure is reasonable and within the best interests of the City. Equal Employment Opportunity During the performance of the agreement resulting from this proposal, proposer agrees to: 1. Comply with the City of Republic s policies and procedures. 2. In connection with the carrying out of this project, the Contractor shall not discriminate against any employee on sex, marital status, age, physical or mental handicap unrelated to ability, national origin or ancestry, or an unfavorable discharge from military service.

8 Additional Information Proposals submitted on time become property of the City. Proposals shall be submitted at the time, place, and date specified. The City is not responsible for lateness or non delivery of mail, carrier, etc., and the date/time stamp of the receptionist shall be the official time of receipt. The proposal shall constitute an offer to perform the services indicated. The City makes no guarantees to any firm until such time the City approves the negotiated contract.

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