«Final Submittal Deadline: December 28, 2015, 2:00 PM AK ST Page 1 of 11 TABLE OF CONTENTS Overview Section 1: Instructions 1.1 Invitation to Submit a ...»
CITY AND BOROUGH OF WRANGELL
REQUEST FOR PROPOSALS
GOVERNMENT ACCOUNTING SOFTWARE
AND CONVERSION FROM PRIOR SYSTEM
Final Submittal Deadline: December 28, 2015, 2:00 PM AK ST
Page 1 of 11
TABLE OF CONTENTS
Section 1: Instructions
1.1 Invitation to Submit a Proposal 1.2 Inquiries, Errors or Omissions 1.3 Submission Closing Date 1.4 Executive Summary 1.5 Company Profile 1.6 Response to Requirements 1.7 Certification 1.8 References 1.9 Pricing 1.10 Timeline Section 2: Evaluation Section 3: Awarding of Contract 3.1 Method of Payment 3.2 Invoicing Section 4: Scope of Work 4.1 Core Modules 4.2 Report Customization 4.3 Future expansion options 4.4 Licensing & Maintenance Fees 4.5 Customer Support 4.6 Implementation and Conversion Services 4.7 Training Services 4.8 Travel & Per Diem Rates 4.9 Hardware and Third Party Costs 4.10 Projected Cost of Ownership Over a Five (5) Year Period Section 5: Other Information, Terms, Conditions 5.1 Cost to Submit Proposal 5.2 Confidentiality Page 2 of 11 OVERVIEW The City of Wrangell was incorporated in 1903 as a home rule municipality and as a home rule borough on May 30, 2008, at which time it was incorporated and certified as a unified home rule borough by the State of Alaska. The Borough operates under an assembly-manager form of government and performs municipal duties allowed by Alaska statutes and as directed by its residents.
The City and Borough of Wrangell (“Borough”) Finance Department (“Department”) is hereby issuing a Request For Proposals (“RFP”) to supply, install and support a new governmental accounting software system. Minimum requirements include but are not necessarily limited to General Ledger, Accounts Payable, Accounts Receivable, and Payroll. The Borough tentatively plans to have implementation finalized by January 1, 2017.
The primary reason for this RFP is to replace the existing financial software of the Borough (FundWare, owned by Blackbaud) which has an anticipated support discontinuation date in 2017. Overall goals for the new software will include better cost-effectiveness, greater integration and simplification, userfriendlier technologies and tools, and greater efficiency.
Fundware is currently used primarily for the general ledger, payroll, accounts payable, accounts receivable, and associated reporting functions. The department utilizes BillMaster (Data West) for utility billing functions (water, wastewater, sanitation, electric), an AccuFund stand-alone module for sales tax management, and various other programs for certain tasks such as payroll or tax reporting requirements, and Microsoft Office, Adobe Acrobat and paper processes and records retention to complete most other tasks including but not limited to grant reporting, fixed assets, budgeting, cash receipts, and other common municipal finance related tasks.
The primary active users of the software will be the Finance Department’s five (5) permanent employees. The Department currently uses Fundware (Blackbaud) housed and running on a Dell PowerEdge 830 server which will likely be transferred to a PowerEdge T110 Server, and if this hardware is sufficient, the new software will run on the T110 server.
The following estimates some of the transaction volumes related to the current system and needs of the
SECTION 1: INSTRUCTIONS
1.1 Invitation to Submit Proposal Your firm is hereby invited to submit a proposal for the supply, installation and support of a municipal accounting software system as set forth in this document.
Description: Governmental Accounting Software System Date Issued: December 1, 2015 Closing Date: December 28, 2015 Closing Time: 2:00 PM, Alaska Standard Time This RFP does not commit the Borough to award a contract or pay any costs incurred in the preparation of the proposal or attendance at a meeting with Borough staff, nor does it imply that the City and Borough of Wrangell will proceed beyond this RFP process.
1.2 Inquiries, Errors or Omissions Should any errors or omissions be discovered in this document, or if you have any inquiries pertaining to the content, they should be directed in writing to Lee Burgess, Finance Director, via email at firstname.lastname@example.org no later than 5:00 PM AKST on 12/14/2015. To insure equal disclosure during the process, please be advised that any such inquiries and the responses thereto will be communicated to all involved vendors in writing as an addendum to this RFP. Identities of those vendors/individuals inquiring will not be disclosed. See also Section 5.2 – Confidentiality. The City and Borough of Wrangell will not be responsible for verbal instructions.
1.3 Submission Closing Date
Proposals shall be received at the City and Borough of Wrangell City Hall no later than 2:00 PM, Alaska Standard Time on December 28, 2015. Signed proposals may e-mailed as a PDF by the same date and time. Proposals should be mailed irrespective of whether or not the e-mail method of submission is also chosen. Any proposal received after the closing date and time will be considered disqualified.
Vendors will be timely notified confirming receipt of their submitted proposal. Proposals received by telephone or facsimile (fax) will not be considered.
1.4 Executive Summary Include an Executive Summary highlighting your proposal with brief narratives. Include as little technical jargon as possible, orienting the summary toward non-technical personnel, and include in the overview a general schedule and costs of the project. This section should be no more than 5 pages.
1.5 Company Profile
Include a brief company profile identifying how long the company has been in business, recent or current leadership structure changes, description of company size and the organization in general, and summary of percentage of local governmental clients compared to non-profit or other client organizations. If any resellers or sub-bidders are proposed for implementation, training and/or support, please provide company profiles for both the software provider and the reseller/sub-bidder. Finally, because this is considered a long-term investment for the Borough, please speak to any factors affecting the likelihood the company or software will be able to operate and be maintained over the course of the near and intermediate future.
1.6 Response to Requirements
Vendors are required to detail their organization’s ability to satisfy, at a minimum, all aspects of the requirements as outlined in the “Scope of Work” section below. Vendors are also required to review, in detail, Section 3.0 – Awarding of Contract, to ensure that obligations and requirements required under this section can be met.
1.7 Certification Vendors responding to this RFP are required to sign the certification under Section 5. Failure to complete, sign and submit the certification may disqualify the proposal as described under Section 3.0 – Awarding of Contract.
1.8 References Vendors shall include a list of five (5) references with their RFP, including the name, contact person with title, and phone number including area code. Municipal clients, in particular Alaska municipal clients, are preferred. Preference should also be given to clients with similar demographics and software requirements.
Page 5 of 111.9 Pricing
Vendors shall provide itemized pricing for the proposal. If certain modules or functionalities are offered as a bundle or package, are additional items but required or highly recommended, or are optional based on client preference, please clearly indicate this. If any third party vendors, modules, or services are needed or highly recommended, please clearly identify as such including vendor name and contact information, and indicate if this is encompassed by the proposal or if the Borough will need to contract separately for this. Please also delineate all costs related to conversion/implementation, training, and ongoing support.
*Note: Because selected vendors have already provided demonstrations of software to the Borough, steps 5 and 6 will occur only if more information is needed to identify a best fit SECTION 2 - EVALUATION The City and Borough of Wrangell reserves the right to accept or reject any and all proposals and to waive irregularities and informalities at its discretion. The Borough reserves the right to accept a submission other than the lowest price submission without stating reasons. By the act of submitting a response to this RFP, the vendor waives any right to contest in any legal proceedings or against the right of the City and Borough of Wrangell to award the work to any vendor at its sole discretion.
A selection committee will be established and all submissions will first be reviewed to ensure that submission criteria set forth herein are met. The next step will consist of a comprehensive evaluation of the RFP based on the criteria contained herein, and vendors may be contacted at that time to provide further information or address any questions or issues that may have arisen in the evaluation.
The evaluation by the selection committee will assess for the ability of the vendor and software to
address key requirements and priorities outlined in the RFP, including the following:
• Functionality and flexibility of the software to enable the department to complete important tasks common to municipal government finance departments Page 6 of 11
• Level of integration with other modules or elements of the software as well as commonly used fluidly with other commonly used computer programs and applications such as Microsoft Office programs, Adobe Acrobat, etc.
• Robust report generating/writing capabilities, including drill-down functionality and integrated electronic documentation/imaging
• Knowledge and experience with municipal government applications
• Scope, depth and availability of support and help desk services
• Total upfront and ongoing cost of the proposal including licensing, maintenance, and annual or ongoing support services
• Projected maintenance and support costs for a minimum five (5) year term
• Scope and variety of training options and offerings
• Ability to provide data conversion services as needed
• Quality of references Upon completion of the evaluation, the Borough may elect to request further interviews or demonstrations to better understand the capabilities of the proposed software.
SECTION 3 – AWARDING OF CONTRACTThis RFP should not be construed as a contract to purchase goods or services. Only written notice to the vendor of the acceptance of the proposal by the City and Borough of Wrangell and subsequent full execution of a written agreement shall constitute a contract for the supply, installation and implementation of the software system.
The City and Borough of Wrangell reserves the right to accept or reject, in whole or in part, all proposals received. The lowest or any proposal will not necessarily be accepted, as various criteria are used in the evaluation process. No act of the City and Borough of Wrangell, other than a notice in writing signed by the Borough Manager, or his designate, shall constitute acceptance of a proposal. The City and Borough of Wrangell also has the right, in the interest of the Borough, to waive any informality, insufficiency or irregularity in any proposal responses received, and to accept the proposal that is deemed most favorable to the interests of the Borough.
3.1 Method of Payment All charges for work shall be itemized on a monthly invoice. The successful party will submit invoices to The City and Borough of Wrangell, PO Box 531, Wrangell, AK 99929.
SECTION 4 – SCOPE OF WORK
4.1 Essential Modules The City and Borough of Wrangell requires a fully integrated software solutions for the following list of
modules, functions or capabilities, in order of priority or need to the Finance Department:
Other functionality may be offered, considered or identified as a preference or need related to the above functions. Vendors should include any informational materials available regarding the above modules or related applications.
4.2 Report Customization Vendors shall include proposed costs associated with report customization to support the above listed modules and/or any others offered. Costs associated with the creation of new reports, reports outside the scope of this project, and related training, if offered, should be included.
4.3 Future expansion options
The Borough or Finance Department may be interested in the future in adding modules or capabilities not initially implemented as the need or readiness to do so arises. Therefore, vendors should address the ability of the software or company to provide for additional modules or additional applications or processes to be added on or expanded at a later time. Please also provide information as to any modules or capacities currently in development but not yet available. Examples could include enhanced online transaction options, integration with other organizations, software or modules, automated processes, etc.
4.4 Licensing and Maintenance Fees Vendors shall provide a detailed listing of licensing and annual maintenance fees, along with their license management process.
4.5 Customer Support Vendors shall provide both a list of their support packages available and a recommendation to the Borough on which plan would likely suit the Borough’s needs. In addition, vendors should provide the
• Methods of contact
• Hours of support
• Response time guarantee Page 8 of 11
• Follow up methods with client
• Details on any available self-serve support