HomeMy WebLinkAboutRFP - P620 FINANCIAL APPLICATION SOFTWARECity of Fort Collins
REQUEST FOR PROPOSAL
FINANCIAL APPLICATIONS SOFTWARE
PROPOSAL NO. P-620
Support - Documentation
1. What documentation do you provide? Please give their names/titles.
2. Is documentation provided for the following:
a) System documentation
b) Data model
c) Table layout
d) Tutorials (online and/or written)
3. Are there additional costs for documentation? (vs cost included as standard)
4. Please provide samples of documentation for:
a) technical/backup or recovery
b) how to set up security?
5. Define the medium (e.g., paper, cd-rom) used to record your documentation.
6. Describe the major components of documentation (user, administrative, operational functions)
for the proposed software.
7. Specify how often new version of documentation is released to client base.
Development Environment
1. Describe company software modification policies. Include:
a) Will company modify modules for the City of Fort Collins?
b) Could the City buy the source code?
c) How does this affect new releases and support?
2. If the City of Fort Collins can buy the source code, what would be the cost?
3. Can the City of Fort Collins modify the modules?
a) How?
b) How are these modifications incorporated into the base product?
c) How does this affect new releases and support?
4. Can the code be put into escrow should the company go out of business?
a) How much would the cost of escrow be?
5. What code management products do you recommend?
a) How much do these products cost?
6. Describe the tools/products needed to support your application.
a) What vendors provide these tools?
b) How much do these tools cost?
c) What are the on -going support costs?
Vendor Support
1. Describe the company's "tiers" of support and their costs.
2. Does the company provide technical support? Does the company provide user support?
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3. In regard to response time, how does the company prioritize problems?
4. Describe the company's normal problem escalation policy.
5. How does the company license the software? (e.g., number of users, cpu size, etc.)
6. Does the company provide toll -free telephone support?
7. What are the hours of support?
8. Does the company utilize the Internet for any support functions? Describe these services.
9. Describe how the City's technical and managerial staff will be apprised of bug fixes, new
software announcements, and strategic directions by the firm.
10. Specify if company has an organized user group forum.
a) Specify if the forum provides input to new enhancements.
Upgrades
1. Describe how the company synchronizes new releases across multiple hardware
platforms.
2. How long after an operating system (OS) release before the company upgrades its software
for compatibility?
3. Specify if previous software releases are still supported by the company.
a) Specify how many versions are supported.
4. What are the costs for upgrades?
5. Specify how often the company provides software releases.
6. How are the software releases distributed?
Training
1. Describe the standard on -site training service. (e.g., what functions, typical schedules,
how many students in a training session, train the trainer classes, etc.)
2. Specify if the City is authorized to videotape the training.
3. Specify if the company can provide the following mediums to provide training for new
hires after your initial on -site training sessions are completed:
a) Computer -based training (CBT)
b) Videotapes
Implementation
1. Describe the proposed installation service.
2. How much time is required to install for an organization our size?
3. Specify any needs the company will have of the City's ICS staff during installation.
4. Specify who implements the system after installation.
5. Describe data conversion services and costs.
6. How much will each individual client license cost?
Reporting
1. What are the systems technical ad hoc reporting capabilities?
a) How are they provided?
2. What are the systems data warehousing capabilities?
3. What are your executive information systems (EIS) or decision support systems (DSS)
capabilities?
4. Can reports be distributed automatically to users via the City's e-mail system, Novell's
GroupWise 4.1 and/or 5.0?
5. Ad Hoc Report Writer with customizing features
6. Relational database with graphical user interfaces
7. Financial and statistical reporting and modeling for all accounts
B. Industry standard reports (GASB, GAAFR, AICPA, etc.)
9. User controllable format, totaling, sorting, and selection for all standard reports
10. Reports to screen, slaved printer, laser printer, spreadsheet, graph or download capabilities
to disk.
11. User defined roll up reporting
12. On line inquiry for both account totals and transaction detail (drill down)
13. Report processing both on line and in batch
14. Standard reports and on line inquiry which provide prior, current and future fiscal year
reporting.
15. Project to life reporting
16. Combine data from multiple ledgers for reports
17. Track unlimited years of history or forecasts
18. Use pull -down menus and dialog boxes to select data
19. Password protection for sensitive reports.
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20. In addition to the account number, what other reporting attributes are included?
Security/ Audit
1. Does the product have screen -level security?
2. Does the product have field -level security?
3. Describe the audit trail process.
4. Describe how the proposed system controls access privileges to the following objects:
a) System modules
b) Programs within a module
c) Screens or forms within a program
d) Elements or fields with a screen or form
5. Specify if software supports group profile maintenance.
6. User defined restrictions to both operating commands and database capabilities
7. Users restricted, including dollar amounts attributed to purchases/receiving
S. Password forced to change at user defined intervals
9. Menus shows only granted accesses to users
10. Audit control information is automatically logged and method to trace transactions
11. Disaster recovery mechanisms should system fail
12. Users may elect to transmit a job in batch mode or run interactively with applicable security
Integration
1. Can system be integrated with Novell's GroupWise 4.1/5.0 email system?
2. Can alert or warning be integrated with Novell's GroupWise email system?
3. Does your product have mail application programming interface (MAPI) capability?
4. Can system import/export ASCII delimited files?
5. What office automation products are currently integrated with your software? Specify
which modules and products.
6. For each system describe in detail how the interface/integration is achieved.
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Section 4.2 General Ledger
1. Relational database with graphical user interfaces
2. Chart of Accounts flexibility in both structure and terminology -Describe.
3. Once the structure is designed and implemented, how can components be easily changed to
reflect changes in the organization?
4. Complete ledger restructuring for reorganizations within entity
5. If changes are made to the structure, can the system provide historical information for current
and prior years based on the revised structure
6. On-line account distribution verification
7. How are account distributions added, deleted and/or changed?
8. Is the Chart of Accounts maintained and visible on line
9. Updates need to be able to be done on-line and interactively
10. Maintain active, inactive, and restricted accounts
11. Detailed transactions on line for current, history and future entries
12. Accounting periods left open for undefined length of time
13. Ability to post to any period not closed or inactive
14. Review posted batches in detail on line
15. Editing on-line
16. On line help and user manuals
17. Integrated work flow processing
18. Hierarchial approval processing
19 Complete interface to Accounts Payable, Accounts Receivable, Cash Receipts, Payroll, Fixed
Assets, Bank, Purchasing, Receiving and other in-house or out source developed packages
20. Maintain control account balances for revenues, expenditures and encumbrances from
subsidiary ledgers
21. Provide automated controls to ensure that all subsidiary ledgers are in balance with the general
ledger
22. Integrated on-line movements (both forward and backward) within a department, division,
project for both revenues and expenditures
23. Can individual/group account restrictions be enacted? ie: No requisitions/encumbrances
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against personal service accounts or budget transfers out of defined arenas such as lease
purchased principal and interest accounts
24. What controls does the user have on codes, edits and field identifiers?
25. Provide a recovery routine so that data is not lost if there is a system failure
26. Must support multiple fiscal years
27. Supports how many years of history?
28. Explain all facets of Audit trails within the general ledger. Are transactions tagged as to who,
when, and where they were done?
29. How are transmitted transactions balanced?
30. Can integrated systems become out of balance? How is this rectified?
31. Funds checking on line
32. Explain budgetary control checking procedures
33. Multiple budget control levels for different areas (department, division, projects)
34. Allow user defined budget transfers, with certain users having override capabilities
35. System must support use of intra fund transfers both by do to/from and accommodating the
initiation, tracking and dissipating transactions between City entities between modules without
processing payables (Intra-departmental charge backs).
36. Preassigned and manually assigned journal entries.
37. Multiple entry lines on a screen and multiple screens with a balancing total.
38. Templates for journal entries including predefined entries based on multiple criteria such as
dollars, percentages, recurring periods.
39. Support posting of recurring journal entries
40. Support unlimited number of account distribution lines on each journal entry
41. Separate field for plus or minus indicator on dollar amounts on journal entry
42. Supports the explosion of an entry to all applicable offsets (Automatic Distribution Codes -table
stored)
43. Identifications of entries from outside modules. (Payables, payroll, cash receipts, receivables
etc.)
44. Reversal of accruals or posted entries.
45. Posting to past, current or future periods/years.
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46. Meets GAAP, GAAFR, GASB, FASB, FERC and other industry standards
47. Supports multiple basis of accounting including both cash and accrual.
48. Cash management accounting at multiple user defined levels.
49. Post on line and/or batch
50. Retention of entries with errors or out of balance until reconciled.
51. Correction processing on batch processes. Allowing reprocessing after correction
52. Track costs by program, project, activity, and/or task across department and fund lines
53. Synopsis of batch processes, including which batches accepted, rejected and location of
invalid information
54. Posting of intra governmental charges with predetermined account allocations (table stored)
55. Interest earned automatic and manual processing
56. Average daily cash balance computations and postings
57. Prior year encumbrance roll -forward with budget adjustments.
58. Provide for unbalanced entries for certain transaction types
59. How large are dollar fields
60. Automatic roll of accounts from year to year, including carrying over of encumbrances with
applicable appropriations
61. Ability to track both Adopted Appropriations and Estimated Revenues, along with revisions
made throughout the year
62. Roll up (masking) capabilities on line for revenues and expenditures
63. Depreciation recording to General Ledger from Fixed Asset module
64. Stock control recording with offset to Inventory module
Check Reconciliation
1. Relational database with graphical user interfaces
2. Integrated with both the Financial and Human Resources/Payroll modules.
3. User defined criteria for reporting purposes
4. Multiple bank accounts supported with all required bank reconciliation functions performed.
5. Support of canceled checks from banks (Explain options supported)
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6. Management of handwritten, void, reversed, canceled, stale dated, and stop payment checks.
7. All updates to the database are automatic.
8. Varied levels of detail selections required. (Check number or payee, etc.)
9. Audit trails for all transactions and updates.
10. On-line access to detail and summary level check information.
11. System reversal of invalid check processing.
Project/Grant Administration
1. Relational database with graphical user interfaces
2. Integrated with General Ledger system to track projects/grants from inception to completion.
3. Transactions are entered only once for complete integration
4. Projects can cross defined fund boundaries.
5. Budget levels maintained at multiple levels
6. Project information for current year and project to life maintained.
7. Group activities into phases and subtotal by phase
8. Encumbrances and applicable budgets carried forward to current year without project to life
adjustments.
9. Multiple fiscal year information is fully supported.
Budgets may be prepared for the life of projects with changes as needed.
10. Ad Hoc report writer capabilities for project to life and/or defined time period.
11. Projects can be defined for the fiscal period or multiple periods.
12. Project information available. (Title, manager, time period, active or inactive, distribution of
grantee funds, etc.)
13. Security allows users to access/update specific projects.
14. Closing and/or valid date posting to projects controlled.
15. All project accounts exist in Chart of Accounts for validity checks by all integrated modules.
16. Approval hierarchies and approval work flows
17. Capitalize expense at project completion
18. Analysis reporting for "What ifs" for projects including projected cash flow, net present value,
etc.
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19. Drill down/up capabilities within projects including detailed transactions
20. Integrated with all applicable modules such as Human Resources/Payroll, General Ledger,
Purchasing, Accounts Receivable, Cash Receipts, etc.
21. Close and retire assets to begin depreciation.
22. System of recovery should system fail during information transmission
23. Record both revenue and expenses by project, including budget amounts.
24. Record completion status and estimates or percent completion.
25. Close out projects once completed, preventing any further transactions
26. Ability to reopen projects previously closed
27. Allow allocation of costs to various projects based on user defined formulas
28. Interface with the payroll system to record all direct and indirect labor costs
29. Allow fund transfers and corrections as projects progress
Fixed Assets
1. Relational database with graphical user interfaces
2. System should be menu driven with on line help capabilities
3. Multiple standard depreciation calculations needed. (Straight line, Sum of the Years' Digits,
150% and 200% Declining Balance). Including proration calculations.
4. Detailed assets identifiers.
5. Integration from other modules including Financial, Human Resources/Payroll, and Project
Management, Accounts Payable, and Purchasing.
6. All asset information updated interactively.
7. Report formats based on multiple criteria selection in Ad Hoc Report Writer.
8. Report acquisitions, disposals, transfers and depreciation for fiscal period and life to date.
9. Relational database information for report extraction and manipulation.
10. Asset identifiers for group reporting.
11. Audit trail of all entries posted.
12. Periodic reports maintained in conjunction with on-line reporting capabilities.
13. Security system identifiers.
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14. System processes both financial and non -financial information concerning assets/projects
including but not limited to cost and depreciation, location, inventory and maintenance records.
15. Comply with Generally Accepted Accounting Principles.
16. Track and depreciate multiple assets as a group.
17. Maintain capital and operating leases including calculating and printing lease payment
schedules.
18. Capabilities to add, adjust, transfer and dispose of assets in whole or part.
19. Determine gains or losses on disposition of assets.
20. Account for donated and/or contributed assets.
21. Tracking of joint venture and component units.
22. Method of tagging or identifying assets for inventory purposes.
23. Allow assets to be jointly owned by more than one entity (fund, department, project)
24. Provide for both system and user assigned asset numbers
25. Maintain assets' useful life
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REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
PROPOSAL NO. P-620
The City of Fort Collins is requesting proposals from firms for Financial Applications Software.
Written proposals, six (6) will be received at the City of Fort Collins' Purchasing Division, 256
West Mountain Avenue, Fort Collins, Colorado 80521. Proposals will be received before April
18, 1997, 3:OOP.M. (our clock). Proposal No. P-620. A pre -proposal meeting will be held March
31, 1997, at 9:OOA.M. in the CIC room at 300 LaPorte Avenue in Fort Collins.
The City's goal is to have a short list of five by May 5, 1997, and to schedule system
demonstrations the week of May 12th and 19th.
Questions concerning the scope of the project should be directed to one of the project contacts:
Finance Department: Dave Agee at 970-221-6770, Email: dagee@ci.fort-collins.co.us or
James O'Neill at 970-221-6779, Email: joneill@ci.fort-collins.co.us
Information & Communication Systems (ICS): Doug Finnman and Michelle McDonough, both at
970-221-6790, Email: dfinnman@ci.fort-collins.co.us and mmcdonough@ci.fort-collins.co.us
Questions regarding response submittal or process should be directed to Jim Hume, Buyer, 970-
221-6776 or fax 970-221-6707. Email Address: jhume@ci.fort-collins.co.us
Sales prohibited/conflict of interest: No officer, employee, or their dependent or person residing
in and sharing the expenses of their household, shall have a financial interest in the sale to the
City of any real or personal property, equipment, material, supplies, or services. This rule also
applies to subcontracts with the City. This shall not apply to members of any authority, board,
committee or commission of the City, other than the members of the City Council. Soliciting or
accepting any gift, gratuity favor, entertainment, kick -back or any items of monetary value from
any person who has or is seeking to do business with the City of Fort Collins is prohibited. Any
vendor knowing of this type of activity is encouraged to report in confidence to the Director of
Purchasing and Risk Management, Director of Finance, City Attorney or City Manager so the
matter can be dealt with.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal assures
that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Pmrely,
s B. O Neill II CPPO
it for of Purchasing & Risk Management
Section 4.3 Accounts Payable & Cash Disbursements
1. Maintain an unpaid invoice and credit memo file by vendor. Status change should be
automatically interfaced, once invoice or credit memo has been authorized for payment/use.
System should allow ability to run automatic or as needed reports on a variety of sort
mechanisms. System suppresses printing of zero and/or negative amount checks.
2. Match unpaid invoices to purchase orders on file.
3. Capability to place a "hold" on invoice, vendor or purchase order.
4. Allow users to specify which type of payment remittance will be used by vendor, or specific
invoice or voucher (if used) based on check payment, ACH transmittal, Wire transfer. System
to automatically create correlating cash disbursements on the general ledger and reduce
encumbrances. This processing should be done at time of issuance.
5. Allow users to close and unencumber purchase orders based on user security level, type of
purchase order, date or other field selections.
6. Automatically default to create checks with all invoices to one vendor or allow specific invoices
to be paid separately on another check or payment method.
7. Allow partial payment of invoices.
B. Ability to calculate payment due date of invoices, based on invoice date and sales terms set
per vendor or allow user to override and change default due date.
9. Maintain information on discounts taken and/or lost.
10. Support automatic payment to vendors or group of vendors with or without purchase orders.
(Recurring vendors and/or recurring purchase orders.)
11. Allow debiting/crediting accounts other than expense accounts.
12. Distribute costs to specified account distributions..
13. Produce batch run checks and manual checks and integrate into Fund Accounting System and
check reconciliation system.
14. Ability to void checks including the creation of entries required to process correct journal entry,
reinstate invoice to payable status, re -encumber purchase order and report check number as
void on check reconciliation system.
15. Provide on-line inquiries of vendor by name or vendor number of payment history based on
numerous flexible selection criterion. ie: Invoices, checks, dollar volume, account distribution
etc.
16. Allow interface of other City programs to prompt payments to similar type vendors. These
interfaces should be in a hold status until A/P can remove holds either by date, vendor type,
vendor number, or other selectable criterion.
17. Identify duplicate payments to vendors prior to payment. Allow user to change invoice field,
upon duplicate notification or allow override to keep invoice on hold until research processed.
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Duplicate invoices should be searched against paid invoices or unpaid invoices within a user
determined time frame.
18. Allow capability to print invoice numbers on check/transmittal in either sequential or invoice
age status.
19. Have a screen which will allow users to enter invoice number and/or vendor number to search
for status of invoice.
20. Edit data entry for valid:
a) account distribution
b) vendor number
c) purchase /mini order number
21. When vendor number is entered, screen should display vendor name for verification.
22. Allow different categories of "One time vendor' or temporary vendor. System should search
vendor files and display vendor number if vendor has already been paid. (Both as a permanent
or assign vendor number if already paid as temporary vendor.) System should allow
permanent vendors to be grouped by type. ie: Employees, payroll, bonds, etc.
23. Allow creation of new vendors within processing new payable information without loss of
entered data.
24. Ability to record 1099 data on vendor, purchase order or individual payable item. Ability to set
vendor with correct 1099 code which defaults to purchase orders. This should allow manual
override at all levels.
25. All 1099 data should be able to be accessed on a trial or post status and meet all applicable
reporting requirements.
26. Print overflow check stubs for multiple invoices.
27. Capability to accrue to prior period at close of year.
28. Energy Utilization System. Subsystem of accounts payable which enables user to enter or
track history based on address, vendor, account number, dates of service or specific service
type. This system must verify all regular accounts payable parameters as well as additional
requirements such as payment within acceptable range, comparison to same dates of service
for prior years, duplicate dates of service by same account number. System should allow user
to identify data which is same for all entries and data which is specific for particular entry on
mass entry screen. ie: Same - dates of service, type of service; Different - account number,
$ amount. System should also retain some base information. ie: Specific account number
ties to set multi- distribution of charges based on percentage. "EU" system should be able to
interface with utility system of City owed billings.
29. If system is image enabled, tie scanned image to a number of search criterion with minimal
data entry.
30. Allow for transmittal of payment information thru EDI or other transfer mechanisms.
31. Have a user friendly ad hoc report generator as well as automatic reporting based on dates
and processes including balancing, aging and cash flow projection.
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32. Have the ability to not require user authorization on invoices which can be matched to
purchase orders. ie: Authorization will automatically be created within discount or terms of
payment time frame for specific departments, account numbers, purchase order type, unless
originating department authorizes override to not authorize.
33. System should be able to interface to different printers at various locations, both lasers and
dot matrix.
34. Mass entry screen with customer specified fields to repeat without rekeying data. This screen
needs to have a balancing feature for total screen entry figure.
35. Log image capability for mass entry.
36. Ability to issue payments from non purchase order including automatic funds checking and
interface to General Ledger.
37. Audit trail of transactions and ability to identify logged user on line per transaction.
38. Transaction history of purchased order with related receivings and variances.
39. Hierarchial on line approval processing.
40. Integrated work flow processing.
41. System will accommodate any check format.
42. Supports multiple vendor addresses.
43. Shared vendor information file across organization.
44. Purge process for vendors.
45. Vendor analysis reporting.
46. Transactions occur on line and create all offsetting accounting entries.
47. Extend/multi invoice processing allow unlimited invoice line items.
48. Track unlimited account distributions.
49. On line check inquiry on both permanent and temporary vendors.
50. Create voucher template to automate distribution entry.
51. Create bank tapes of payments files.
52. Interface with General Ledger, Fixed Assets and Investments.
53. Relational database with graphical user interfaces.
54. System should have the ability to scroll forward and backward.
55. System should be able to create 1099 letter at time of new vendor set up. Additional letters
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should also be able to be requested based on date of original letter issuance. (Reminders)
56. Vendor should have a code field which would calculate a percentage deduction for taxes if
vendor is not within IRS 1099 compliance. The system would automatically calculate
withholding and create payable to IRS based on receivings created after specific date. (Also
reflected on vendor screen.)
57. History/comments screen. This screen should be attachable to Vendor, purchase order.
58. If vendor is purged based on certain criterion, system should retain purged information so that
restoring purged vendor number/name will enable user to see historical data.
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Section 4.4 Accounts Receivable
1. Relational database with graphical user interfaces
2. Flexible interface to the General Ledger and the cash receipts system with both detail or
summary level posting of distribution amounts, discount amounts and net amounts
3. Interface to Cash Receipting system. Payments applied to multiple methods such as a specific
invoice or oldest existing invoices
4. Interface to Accounts Payable module for interdepartmental billings and refunds
5. GIS integration
6. Disaster recovery processes should a system interruption occur
7. Audit trails with adequate transactional tracking methods
8. On-line help
9. Share vendor information with Accounts Payable module
10. Refund credit balances through Accounts Payable module automatically
11. Microfiche or other applicable archiving capabilities
12. Miscellaneous transaction and receipt processing
13. System assigned invoice numbers with security levels
14. Maintain unlimited addresses and contacts
15. Maintain detailed history of all activity by customer name and account distribution. Track name
changes as a part of historical data
16. Identify customers by name, customer identifier, MICR identifier, city, postal code, item
identifier, purchase order identifier, and/or document reference identifier
17. Accounting templates to minimize data entry
18. On-line inquiry by account distribution, customer ID, customer name, invoice number, address
and other geographical identifiers
19. Reporting capabilities to obtain detail, summary, aging or billings in multiple formats such as
customer name, account distribution, division, customer ID order, invoice number, address or
other geographical identifiers
20. Ad hoc reporting capabilities
21. Retain collection status history
22. Perform payment trend analyses
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23. User defined aging periods
24. Flexible billing periods
25. Transactions on-line including history
26. Provide balancing mechanisms between subsidiary ledgers and general ledger
27. Provide for user overrides of description and table generated amounts
28. Provide user defined memo fields on invoices
29. Multiple creation and payment site availability
30. Receipts printed on line
31. Transactions processed both interactively and batch processes for both billing and cash
receipts
32. Recurring and installment account receivable capabilities including interest and/or tax
calculations
33. Capability to supply 1098 information on interest paid
34. User defined payment plans
35. User defined billing formats which can vary by department
36. Third party billing allowing duplicate bills to be sent to several entities
37. Automatic delinquent notification system
38. Multiple reporting periods open
39. Maintain customer information on-line and real time
40. User defined rules for letter creation including delinquencies
41. On-line and batch processing error correction
42. User defined payment terms to calculate due dates and discount amounts
43. Enter receipts interactively or through a batch interface adaptable for lock box processing, EDI,
ACH and EFT
44. Apply receipts to more than one customer, among business units, without dividing or splitting
the receipt
45. Allow prepayments, credit memos and debit memos
46. Create partial payments or deductions when receipt is less than item amount
47. Write off capabilities based on user defined tolerances
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Section 4.5 Investment and Cash Management
1. Integrated database capabilities
2. On-line help
3. Exporting and downloading capabilities
4. Varied user security levels with override capabilities
5. Describe system's "what if' capabilities
6. Disaster recovery procedures should the system fail
7. Relational database with graphic user interfaces
8. Interface with General Ledger and Cash Receipts systems
9. Interface with banking institution for on-line information
10. User defined methods of recording investments
11. Ability to provide on-line portfolio performance information
12. Real-time calculations including accrued interest, fixed or variable rate yields, complete interest
transaction schedules and variety of interest periods available for each security
13. Ability to monitor multiple types of investments including mortgage backed securities, equities
and repurchase agreements
14. Market value tracking with market pricing interface
15. Historical data or at least five year
16. Multiple portfolio management capabilities
17. Multiple fund tracking capabilities
18. Collateral assignment capabilities
19. Swap analysis
20. GASB risk analysis and reporting
21. Safekeeping and custodial reconciliation
22. Ability to separate and calculate investments individually as defined by user
23. Calculate rate of return based on capital gains, interest, etc
24. Allocate interest/dividends to funds in the "pool" based upon average daily balances and post
to General Ledger
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25. Ability to perform "what if situations for purchases and sales of securities including partial
sales
26. Flexible Ad hoc reporting capabilities
27. Standard reports including accrued interest, interest earned, coupon anticipation, aging of
investments, duration, activity summary
28. Consolidated reporting by individual fund or investment manager or by a range of fund
numbers
29. Daily and weekly status reports and monthly management reports
30. Earnings and performance reports that can be processed retroactively or for the current period
31. Subsidiary performance reports to track participating funds or investment managers and total
portfolio
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Section 4.6 Cash Receipts
1. Relational database with graphical user interfaces
2. Describe imaging capabilities
3. Describe input screen for various types of cash transactions
4. Interfaces to General Ledger, Accounts Receivable, Accounts Payable, Utility Billing and other
specialized modules including banking institution
5. Compatible with electronic software driven cash drawer
6. Process bulk mail payments
7. Handles bar coding, OCR, EDI, EFT, and ACH payments and wires
8. Audit trail of all transactions. Ability to trace transaction back to who, when and where
9. Allow central controlling of cash from multiple user stations
10. Varied user security levels with override capabilities
11. Valid user ID and password to access system services. Passwords are changed periodically
and are encrypted
12. Multiple types of collection source tracking (mail, bank, drop box, etc)
13. Disaster recovery procedures should the system fail
14. Microfiche or other archiving method
15. Comprehensive payment receipt including date, time, user ID, receipt number and each bill
item paid including account number as defined by user
16. Receipt printing automatically, on demand or suppressed
17. Check endorsement customizable, reflects specific information for each bank desired
18. Endorsement prints automatically or generated manually
19. Report writing capabilities including both detail and summary transaction reports
20. Ad hoc report capabilities
21. Cross reference report of voided transactions
22. On demand transaction total reports
23. Cash count screen to total cash automatically by tender type and provide itemized cash count
report
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24. Daily, monthly and yearly reporting capabilities in total, by bank account, by account
distributions with applicable receipt detail
25. Statistical reporting including transactions per hour, error rate, and void rate
26. Allow for multiple users operating out of one cash drawer but separate accounting identifiers
27. Validation of checks which complies with the Federal Reserve CC Regulations and other
applicable laws, rules and regulations
28. Allow acceptance of various types of tender
29. Allow one or multiple transactions to be processed
30. Process more than one transaction with one type of tender
31. Allow for duplicate receipt copies
32. Distribute payments to multiple revenue account distributions
33. Reconciliation process and reports -Describe
34. Partial and over payment processing
35. Right justifiable amount fields without need to enter a decimal
36. Print check register listing individual checks with the total number and amount of all checks
from a point in time
37. Computes change due automatically
38. Ability to process dollars amounts in the multiple millions including decimals
39. Void processing capabilities
40. Processing of advance and multiple deposits to different banks, and splitting of deposit tender
among banks
41. Computation of user over/short amounts
42. Unlimited transaction processing with on line interface
43. Validate transactions on line including date check
44. Batch processing capabilities
45. Batch balancing capabilities. Error correction on line
46. Interface to Accounts Payable for refund processing
47. Allow both credit and debit transactions
48. On line credit card authorizations
27
TABLE OF CONTENTS
Section
Page
1.0
Requirements
2
2.0
Project Background
3-4
3.0
Requested Information
5
4.0
Module Specifications
6
4.1
General Specifications
6 - 11
4.2
General Ledger
12 - 17
4.3
Accounts Payable & Cash Disbursements
18 - 21
4.4
Accounts Receivable
22 - 23
4.5
Investment and Cash Management
24 - 25
4.6
Cash Receipts
26 - 28
4.7
Budget
29 - 31
4.8
Procurement Management
32 - 38
4.9
Warehouse/Inventory
39 - 41
4.10
Payroll Processing
42 - 50
4.11
Human Resource Information Systems
(HRIS) Personnel Reporting
51 - 53
4.12
Sales Tax System Requirements
54 - 55
4.13
Building Permits
56
5.0
Pricing
57
6.0
Rating Criterion
58 - 59
Exhibit 1 - Services Agreement
60 - 66
Exhibit B - Insurance Requirements
67
Exhibit 2 - Break down of how customers access
Financial applications
68
49. Automatically and/or manually number cash receipts
50. Revenue forecasting
51. Cash flow projections for expected receipts and disbursements
52. Revenue comparison reporting including historical data
53. On line help
54. On line transaction inquiry including historical transactions
55. Multiple financial periods open
56. Multiple workstations including remote locations
57. Multiple batches open for posting
58. Bank deposit slip printing
28
Section 4.7 Budget
Personnel Budgeting
1. Use a Position Control Number in a data base for position budget development, tracking and
projections.
2. Integrate with the Human Resources/Payroll systems.
3. Create and indicate new proposed positions (not currently on payroll) for modeling and budget
purposes using a position control number.
4. Provide a summary report of all authorized positions by organization unit and by position
control number.
5. Allow indication of non -permanent positions (contractual).
6. Allow department read only access to budget personnel data.
7. Allow calculation of benefits and other components by formula.
8. Provide salary and benefit projection tools:
a) By type of employee (unclassified, classified)
b) By percentage increments
c) Establish a separate payroll table for budget modeling purposes
9. Allow global changes to benefit formulas and apply them automatically to positions and lump
sums for future periods. (models)
10. Provides personal service projections during the year, for current year, combining actual year-
to-date expenses with projections for the remainder of the year.
General Budgeting
1. Interface with the general ledger system.
2. Ability to apply budget parameters to develop target budgets by department or program.
3. Provide the ability to generate reports that include all major categories of expenses and
revenues.
4. Maintain data for each phase or version in the budget process.
5. Associate narrative comments with records in the budget system (by account or major
category) for analysis and review purposes.
6. Ability to access original budget and identify changes made subsequent to adoption for
analysis, review and reporting.
7. View or report detail transactions which change the adopted budget (audit trail).
8. Provide easy access to historical data for budget development, analysis and reporting.
29
9. Allow for choice of level of detail for entry (department, division, program, line item, project).
10. Provide level of security for department entry and reading.
11. Report by specified levels (fund, department, division).
12. Pull data into spreadsheet, graphic, or word processing software.
13. Tie the budget information to performance measures for use in budget reports.
14. Support multiple budget scenarios by fund.
15. Provide the capability of rolling any one of the budget scenarios into the final adopted budget.
16. Allow budget amounts to be changed on a percentage basis.
17. Allow budget amounts to be changed for a specific group of user -defined accounts.
18. Develop budgets at a summary level (e.g., by fund, department, program).
19. Maintain several prior years history for actual and budget for reports and analysis.
20. Support two year budgeting, allowing identification of each year within the biennium .
21. Provide for multiple user budget input.
22. Ability to enter supplements to or deletions from the budget, which upon approval, can be
released and automatically incorporated into the on-line budget.
Capital or Grant Budgeting
1. Ability to budget and summarize by project.
2. Allow structure of dummy accounts for requested projects prior to approval in such a way that
they can be changed to a valid account prior to entry into the G/L.
3. Allow multi -year capital budgeting.
Two Year Budgeting
1. Describe how development of a two (2) year budget can be accomplished in the system.
2. Identify any limitations related to the second year of the two year budget.
3. Develop budget request for both years simultaneously.
4. Create reports for both years.
5. Capability to make changes to both years or either year during budget development and during
budget implementation.
6. Provide the same budget development tool and capabilities for the two year budget as for the
first year. The system should provide full capability for budget development for the second
30
year as it does for the first.
Program Budgeting
1. Ability to incorporate prior years general ledger revenues and expenses with current budget
revenue and expenses and projected two-year budget revenues and expenditures on Budget
Office designed report for final budget document.
2. Or ability to down load the financial information stated above to a word processing software
to add text and generate a standard Program Page for the final budget document.
3. Ability to combine financial information by program for reporting and analysis. Programs are
defined by the user and may combine several cost centers.
4. Assists in user defined financial statement preparation by combining the expenditures and
revenue, actual years, budget years and projected years, in a specified financial statement
format which may be different from the statements generated for the Comprehensive Annual
Financial Report.
31
Section 4.8 Procurement Management
Purchasing Function
1. Integrate Purchasing software with the general ledger and warehouse/inventory.
2. Encumbrance integration with General Ledger
3. Quick and easy status check of purchase orders and requisitions.
4. Unlimited account distributions for encumbrances on requisitions and purchase orders.
5. Descriptive area for purchase orders
6. Product classification cross reference
7. Fixed Assets (Ability to track equipment detail specifications, acquisition history, equipment
utilization, and disposal records)
8. Provided full add -on or upgrade history information
9. Direct data entry by departments of requisitions for on-line review by purchasing
10. Ability to reduce both the requisition and PO process to a paperless environment
Vendor Information
1. Maintain the following vendor information:
a) Company name and phone number, fax number, Federal ID# and E-mail address
b) Company short name
c) Company contact(person)
d) Company address to order from
e) Company address to remit payments to
f) Vendor number
1) allow continuity and same numbering system with accounts payable
2. Vendor performance history, including the following:
a) year-to-date purchases
b) number of deliveries
c) number of late deliveries
d) number of partial deliveries
e) number of returned or rejected shipments
f) current total open purchase orders/invoices
g) sales terms
h) shipping method
1) commodity code of item supplied by vendor
j) DBE (Disadvantaged Business Enterprise) designation
3. Maintain one vendor file that is shared by Accounting and Purchasing
4. Provide an automated commodity/service information system National Institute of Government
Purchasing (NIGP) commodity code) five (5) digit code, eleven (11) digit code
32
5. Produce a list of vendors that supply a specified commodity/service
6. Provide a list and mailing labels based on vendor name and commodity code
7. Track Bid responses from the generated vendor list
8. Produce letters to vendors who do no respond to bids
9. Ability to purge vendors who do not respond after 1, 2 or 3 times
10. Provide on-line updates of the vendor master file.
11. Provide on -line -inquiry to identify a vendor number based on vendor name or number.
12. Entry of requirements by the user departments on-line with automatic commitment of funds.
13. Maintain the following purchase requisition and purchase order (P.O.) information:
a) Purchase Requisition
1)
Purchase requisition number
2)
P.O. number assigned requisition
3)
Requisition status
4)
Requisition date
5)
Suggested vendor name and address
6)
Person requesting purchase
7)
Buyer code
8)
Item(s) description and specification
9)
Quality
10)
Unit of Measure
11)
Account number(s) to charge
12)
Function (purpose of item) - desired
13)
Commodity code for each item
14)
Bid number
15)
Quote number
16)
RFP number
17)
Telephone number (vendor)
18)
Estimated cost
19)
Date quote/bid solicited
20)
Date quote/bid received
21)
Delivery point and special instructions
22)
Desired delivery date
23)
Certification of fund availability
24)
Authorized signature
25)
Automated
26)
Manual
27)
Research Comments
b) Purchase Order
1)
Vendor Name and address
2)
Vendor number
3)
Date of purchase order
4)
Requisition number
5)
Shipping instructions
33
6)
Purchase order number (assigned and printed)
7)
F.O. B. Point (shipping point if different)
8)
Terms of payment
9)
Shipping schedule/delivery date
10)
Quantity and unit
11)
Bid, quote, or RFP number
12)
Description of goods, or services
13)
Unit price and discount
14)
Invoicing instructions
15)
General or special terms and conditions
16)
Signature (purchasing agent)
17)
Commodity code
18)
Buyercode
19)
Fixed asset
20)
Type, (regular, contract, blanket, confirming)
21)
Freight charges
14. Check for proper account number and fund availability.
15. Ability to enter non -encumbered requisitions.
16. The research comments section should provide several lines of free form comments and
should be password protected to allow access to the buyer only. Indicate number of lines
required.
17. Should be some standard coding for Research Comments.
18. Ability to designate which fields are available to other departments, to add or change those
designations.
19. Ability to enter requisitions for next year at least one month before year end. (Capable of more
than one period in operation)
20. Ability to store and use description, etc., from a previous requisition.
21. Ability to make changes to stock descriptions in the inventory records and have changes
reflected in established bid documents and other Purchasing records.
22. Ability to enter inventory numbers and have descriptions automatically listed.
23. Maintain an "open purchase requisition" by buyer and requisition number to indicate all
requisitions that have not been handled by issuance of a purchase order or by
cancellation.
24. Provide on-line inquiry of the status of a purchase requisition to the department making the
request/purchase, and on line transaction history of purchase order receipts etc.
25. Provide a hard -copy of the purchase requisition when requested by the user.
26. Word processing should have wordwrap with insertions, deletions, and additions easily
accommodated.
27. Allows multiple P.O.'s to different vendors per requisition.
34
28. Allows multiple requisitions per purchase order.
29. System should support the on-line consolidation of work flow into one or more PO's while
retaining line item information
30. Automatically number all requisitions entered in a sequential order.
a) Numbering system shall be designed to number sequentially for:
1) Department
2) Division
3) Other (specify) Sequentially for the City as a whole.
31. Allow for processing of bids, quotes, RFP's utilizing information entered on requisitions by user
departments without duplicate data entry. Interface of word processing with requisition
system/warehouse system.
32. Ability to store standard text of bids, quotes, contract documents, boiler plates, etc.
33. Ability to link bid, quote, contract documents, boiler plates, etc. to Internet/Intranet.
34. Ability for departments to access and enter data without changing documents in Standard Text
with control of documents in Purchasing.
35. Complete purchase orders using requisition information already entered when the purchasing
department prepares the purchase order, preventing duplicate data entry.
36. Allow overrides by Purchasing personnel to the information supplied by the requisition
37. Allow funds to be automatically encumbered when purchase order is generated. Moved from
committed funds to encumbered funds
38. Maintain an open purchase order file.
39. Generate the PO numbers automatically
40. Provide for user assigned PO numbers
41. What is the maximum size of the PO number field?
42. Allow the Purchasing Division to supply "confirming numbers" outside of the automatic
purchase order numbering system.
43. Allow for issuance of Blanket Orders and Standing Orders with authorized releases against
such Purchase Orders.
44. Ability to reprint documents on the user's inquiries, flags duplicates, etc.
45. On-line and batch printing of P. O.'s.
46. Allow a flexible approval structure by dollar volume of the purchase and record approving
individual's identification.
47. Requisitioner comments either to purchasing or vendor or both
35
48. Provide multiple expense distribution to one commodity
49. Capture in-house bid information (e.g., bid quotes, authorization codes, etc.) at work flow level
50. Capture approval related to buyer, approver and originator comments that are visible on the
screen, but do not print on the PO
51. Capture comments to vendor that print on the PO
52. What is the maximum number of characters allowed for an item description?
53. Review PO detail on line multiple lines per screen
54. Support unlimited line items on a PO
55. Provide on-line review of all comments associated with a given PO
56. PO to print multiple pages and to include number of pages on PO
57. Designate PO change order approvals at user defined levels
58. Print PO multiple times without changing system codes
59. Send PO's electronically to vendors
60. Allows for on-line faxing of PO's to vendors
61. Include the user defined authorization code on the PO (e.g., Formal Bid#, Contact #)
62. Customize the format of a PO (to accommodate preprinted forms)
63. Issue changes to PO's including previous total, amount of adjustment, and new PO total. Date
of changes should be captured.
64. Automatically encumber funds through the PO process
65. Generate a PO without encumbering
66. View status (open, closed, in process, etc.) of PO by any field
67. Allows remote and/or local printing of PO
68. Provide automatic reminder based on use and balance on hand
69. Provide a global search for a PO by key word or phase in a PO (by product description and/or
vendor and/or department, status, commodity)
70. Ability to reconcile PO encumbrances against general ledger encumbrances
71. Provide exception report
72. Allow for automation and encumbrance of purchases not initiated through Central
Purchasing and generate reports of such purchases
36
a) Mini order purchases (items under $2000)
b) Payment authorizations
c) Travel requests
73. Allow for electronic access to eliminate hard copies of purchase orders and provide for
electronic authorization to pay.
74. Allow on-line indication of receipt of goods by users with proper password approval.
75. Provide Purchasing performance statistics, with capability of separating by buyer.
76. Ability to track requisition associated bids, quotes, contracts, etc. time lines with comparison
to an established time line.
77. Ability to track amount of purchases/bids by local vendors or zip codes.
78. Provide on-line inquiry of the status of a purchase requisition, amounts encumbered, and
remaining budget amounts by department.
79. Automatically interface with the accounts payable system to perform the following functions
a) Partial payments
b) Maintain an open purchase order file
c) Maintain a vendor history indicating the dollar volume of purchases by vendor for
the current year-to-date and the prior year
d) Prepayment of purchases from a notice receipt (i.e., check to accompany order,
subscriptions)
e) Maintain a history of purchases by commodity code for the current year-to-date and
the prior year.
80. Interface with the general ledger system automatically to adjust commitments and
encumbrances related to purchase orders and direct orders.
81. Electronic record keeping of all purchasing documents
a) Requisitions
b) Purchase orders
c) bids, quotes, RFP's
d) Correspondence
e) Bid tally
f) Create and allow review by other departments
82. Ability to have record of manufacture with authorized distributors.
83. Capability to associate record with warehouse stock number or other purchased items.
84. Provide for receipt by line item as well as the entire P.O.
85. Detect and measure early/late and over/under shipments.
86. Capability to receive more or less than quantity ordered.
87. Allows for multi receipts against an item
88. Ability to close-out an item that is not completely received.
37
CITY OF FORT COLLINS
REQUEST FOR PROPOSAL
Section 1.0 Requirements
1.1 General Description
The City of Fort Collins is soliciting proposals for financial application system software packages
and software support for such packages.
The City of Fort Collins has in place application software systems for fund accounting, purchase
order processing, check reconciliation, budgeting, accounts receivable, payroll, personnel, sales
tax, fixed assets, investment tracking, bond payment, and other specialized functions. Proposals
are requested concerning replacement and enhancement of existing systems. Desired
implementation date is December 1, 1998 for the General Ledger, Accounts Payable and Cash
Disbursements, Procurement Management, Payroll Processing, and Human Resources
Information systems, with other systems to be implemented by December 1, 1999.
1.2 Proposal Submittal
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and
presentation of their proposal packages.
Firms shall submit six (6) copies of their proposal packages with the following: (or one on disk
WP5.1 or Internet) to James O'Neill, Email: joneill@ci.fort-collins.co.us.
1. Company history, including financial statements, time in the business, and experience
with software described in the project scope.
2. Installed customer base, including number and type of installations, along with a
meaningful measure of customer size.
3. The name of the company representative responsible for providing additional information
if requested by the City.
4. References from two or more governmental entities, which have used your company for
similar software installation and support services within the last two years. Include
contact names and phone numbers.
5. A written description of software and related support, as requested in Sections 3.0 and
4.0. (Where integration is requested, describe how the module integrates with other
modules.)
6. Pricing, as requested in Section 5.0.
7. Please include in your response your proposal time schedule for all systems
implementation.
The proposal package must by signed by a duly authorized representative of the firm. Such
signature shall include the individual's title.
2
89. Ability to open a closed P.O. to receive additional goods or services.
90. Ability to order additional items on a previous purchase order (addenda to Purchase Orders).
91. Report generated to Warehouse when receipt of goods is to be accepted at another location.
92. Ability to interface telephone and vendor screen for automated dialing.
93. Ticklers automatically generated when follow-up is necessary from key events:
a) Requisitions
b) Contract Expirations
c) Purchase Orders
d) Blanket P.O. Expirations
e) Bids
94. Provide automatic renewal reminders of PO good through a certain time period.
95. Provide automatic tickler reminders of contracts to be renewed.
96. Provide codes for bids, quotes and/or contracts for tracking, reporting, renewal.
97. Manual Tickler reminders can be created.
98. Tickler information accessible on-line by date, responsible person/password.
99. Ability to electronically route requisitions, quotes, purchase orders, by FAX, Email, and EDI.
100. Indicate number of levels of approval accommodated by your software.
101. Electronic signature authorization:
a) Purchase Order
b) Requisitions - how many signatures can the system accommodate?
c) Inventory System
38
Section 4.9 Warehouse/Inventory
Key System Requirements
1. Standard inventory features
2. Multiple separate inventory locations
3. Direct data entry by department of requisitions
4. General Ledger integration
5. Quick and easy status check of requisitions or purchase orders
6. Provide an automated, fully integrated Inventory control system that is designed to manage
and account for products purchased that are held in inventory until needed by a department
or division of the City.
7. Integrate with the following modules:
a) General Ledger
b) Purchasing
c) Accounts Payable
d) Work Order Estimating System:
1) A proprietary application requiring specific stock item field data in ASCII
format
8. Provide system security with comprehensive access control for all inventory control functions.
9. Provide access control by inventory location.
10. Accurately record all transactions in the General Ledger, including stock issues and cost
adjustments.
11. Provide the ability to set up products as non -stocked items and maintain purchasing history for
items.
12. Provide the ability to add client -defined fields as necessary to track information pertinent to the
client.
13. Maintain by stock item and location the quantity on order, the quantity on hand, and the
quantity reserved.
14. Maintain unlimited years of inventory transactions.
15. Provide electric cable reel sub inventory functionality.
16. Provide transformer subsystem inventory to include lifetime tracking of PCB testing, repairs,
and field placements.
17. Must be a relational database system.
18. Input and Report screens must be capable of user modification.
Inventory Management
1. Accommodate variable length alpha/numeric stock number.
2. Allow user to enter unlimited free form text for each inventory item.
3. Maintain recommended minimum and maximum stock for every item.
4. Maintain economic Order Quantities (EOQ) to establish suggested order quantities.
5. Maintain reorder quantities.
6. Maintain rack/shelf/bin location within a warehouse or stockroom.
7. Provide the ability to classify inventory by the National Institute for Governmental Purchasers
(NIGP) commodity code.
8. Provide the ability to use Pareto (ABC) classification for inventory.
9. Provide the ability to designate stock classified as hazardous material.
10. Provide for multiple types of pricing or markup calculations such as ordering cost, carrying
cost, and warehouse overhead.
11. Accommodate blanket, group, location, and individual markups.
12. Record inventory adjustment online.
13. Support LIFO (last in, first out), FIFO (first in, first out), and moving average cost methods of
valuing inventory.
14. Record stock transfers between locations.
15. Maintain storekeeper information (name, title, telephone #, fax #, hours available) for each
location.
16. Automatically warn storekeeper of items at or below the reorder quantity with either an online
message or a report.
17. Alert Storekeeper of items with no activity with either an online message or a report.
18. Maintain transactions for all receipts, issues, and adjustments.
19. Record receipt of returned goods and automatically record appropriate transactions in the
general ledger.
20. Track back orders and issue stock from back orders.
21. Maintain stock purchasing information to include, but not limited to: supplier, manufacturer,
date purchased, purchase cost per unit, vendor catalog number, and manufacturer part
number.
22. Allocate or reserve items for specific departments, divisions, projects or jobs.
40
23. Provide the ability to generate invoices for external customers.
24. Maintain customer information including contact person, payment terms, markup calculation.
25. Generate packing slips for external customers.
26. Generate bar-coded inventory labels.
27. Provide the ability to use hand-held terminals to track inventory.
28. Designate by stock item the default asset and expense accounts used.
29. Provide the ability to designate by stock location and inventory the default general ledger
account for receipt, issue, returns, and adjustment transactions.
30. Accommodate 26 digit charge account numbers.
Reporting and Query
1. Provide for online or hard copy product catalog either by location or for all locations.
2. Catalog must interface directly with order creation screens.
3. General physical inventory worksheets by inventory location.
4. Provide the ability to report on stock on hand by stock supplier (e.g., of the 10 items on hand,
5 were purchased from ABC Company on 6/5/95 and 5 were purchased from XYZ Corp. On
10/10/95.).
5. Provide the ability to report on monthly, fiscal year, life -to -date receipts and issues either by
location or for all locations.
6. Provide the ability to report or display online stock quantities on hand by location or for all
locations.
7. Provide extensive online inquiry to product, vendor, customer, inventory, warehouse, and
transaction information via a free form query tool.
41
Section 4.10 Payroll Processing
1. Ability to maintain and process multiple payrolls at the same time.
2. Ability to process multiple user- defined pay frequencies at the same time.
Biweekly, Monthly, etc.
3. Lag -basis processing, i.e. Allow for a delay for processing between the end of the work
period and the date of payment.
4. Automated, centralized calculation of gross pay and maintenance of eamings-associated
hours for each employee.
a) Year-to-date
b) Quarter -to -date
c) Months -to date
d) Current period
5. Ability to record hours for reporting purposes, but pay based on a salary. Ability to record
hours on user defined basis, i.e. (Daily, weekly, etc.).
6. Ability to calculate gross pay based on a salary or hourly rate. In addition to normal pay,
gross pay must include performance pay, incentive pay, differential pay, or any other user
defined pay type.
7. Automated, centralized labor distribution to multiple accounts (e.g., funds, programs,
projects, subcodes, etc.) with flexibility to have:
a) Automatic multi percentage splits
b) Entry of labor distribution when hours are entered
c) Distribution of overhead benefit payments to different distribution number than
hours worked
d) Ability to establish a unique home distribution number for each pay type
e) Distribution of non -hourly remuneration to multiple accounts
8. Direct interface with central accounting system, and check recon system.
9. Capability to pay non -payroll remuneration (e.g., health care and daycare reimbursement
amounts, tuition reimbursement, mileage reimbursement, moving expenses, return money
deducted improperly) without mandatory deductions (non -taxed).
10. Capability to pay selected employees on special run (e.g., bonuses) without affecting routine
processing.
11. Automated, centralized calculation of gross -to -net pay and maintenance of deduction amounts
on YTD, QTD, MTD, and current period basis
a) Mandatory deductions
1. FIT
2. SIT (multiple taxing authorities)
3. Local income tax (multiple taxing authorities)
4. FICA
5. Medicare
6. SUI
7. EIC
42
b) Voluntary deductions (unlimited number, e.g., United way, Flexible benefit choices,
Deferred compensation, 401 plans, Savings Bonds, etc.). Ability to process
deductions on a pre-tax or post -tax basis.
c) Non -hourly remuneration (car allowance, mileage reimbursement, uniform
allowances, & tool allowance, etc.)
d) Maintain history of each deduction, for each employee, and be able to view history
on line, possibly thru an inquiry screen.
12. Calculation of deductions based on:
a) dollar amount per pay period
b) dollar amount per month
c) dollar amount twice a month
d) percentage of gross pay or net pay
e) age table based
f) per -thousand calculation
g) per -hundred calculation
h) user -determined method
1) ability to process negative and positive amounts
j) ability to process negative and positive amounts on record; also include an
additional amount along with the above -combination of dollar and percentage
amounts
13. Calculation of taxes and other mandatory deduction based upon:
a) tax tables
b) tax tables plus fixed amount
c) tax tables plus percent
d) fixed amount
e) fixed percent
f) no withholding
14. Group term life insurance calculations maintained visibly.
15. Ability to create files to send over a modem for Employee retirement contributions to 401,
457 and loan payments.
16. Choose tax method based on each pay type (e.g., biweekly pay and monthly bonus payment
on the same check with each taxed accordingly)
17. Maintenance of flexible tax tables (rate changes can be made without program changes or
compiles)
18. Capability to produce multiple paychecks per individual on a pay run
19. Automated centralized calculation of City contribution for benefits based on:
a) dollar amount per pay period
b) dollar amount per month
c) dollar amount twice a month
d) percentage of gross pay or net pay
e) age table based
f) per -thousand calculation
g) per -hundred calculation
43
h) user -determined method
1) ability to process negative and positive amounts on record; also include an
additional amount along with the above -combination of dollar and percentage
amounts
20. User -designated deduction withholding priorities
21. Ability to override a normal deduction through specified time frame.
22. Ability to override deduction control records at an employee level.
23. When a pay rate occurs in the middle of a pay period the system will automatically calculate
pay. No manual adjustments will need to be made.
24. Retroactive pay capability for individual employees, and mass retro pay.
25. Automated centralized leave accounting for variable leave types:
a) automated maintenance of accrued and used leave balances
b) user defined leave accrual rates
c) flexible accrual basis
d) adequate controls to ensure taking of eligible leave
e) ability to account for current year and previous year leave types of which you use
or lose within the year, and there is an over lap from one year to the next due to
biweekly pay periods.
f) ability to cut off vacation at year end based on specific multiple criterions
g) ability to add lump sum amounts of leave to specific groups
h) ability to add lump sum amount of leave based on user defined criteria, (e.g., sick
leave usage)
1) a two year revolving table is needed for sick leave
j) a one year revolving table is needed for FMLA
k) prorate number of holiday based on hire date
1) prorate all leaves by FTE
m) recalculate leaves based on midyear changes to an employees FTE
26. Automated, flexible calculation and process of gamishment/levies etc.
27. Automatic start and stop on a garnishment, levy or judgment by dates or total dollar amount
28. Manual check capability
a) manual check generated automatically through system
b) process, balance, and record manual check gross -to -net calculations and
adjustments
c) calculate manual check based on hours input with an override for deductions and
labor distribution
d) automatically update year-to-date records including check register, earnings
reports, deductions registers, leave balances, etc.
e) process adjustments based on both dollar and/or hours and record desired labor
distribution (multiple numbers)
f) refund/cancel checks and reverse all labor distribution and general ledger records,
deductions, and accruals automatically
g) calculate net -to -gross
44
29. Post -check issuance processing capability, including:
a) automated payroll reconciliations
b) automated journal voucher preparation for labor distributions
c) automated journal voucher preparation for accrued leave liability and comp time
d) drawing of checks from multiple accounts
30. Employee earnings from two prior years maintained by the system for easy access
31. Ability to have cost of flexible benefits recorded on the check separate from the earnings, but
included in the gross amount and the cost of the benefits withheld from the employees checks
and from the employer, and the correct amount be put into revenue.
32. Gross earnings maintained in separate field from other misc payments, i.e. Mileage
reimbursement, health and daycare reimbursement, tuition reimbursement, flex credit, etc.
33. Direct deposit of payroll combined with ACH tape and check reconciliation capabilities
34. Direct deposit of all or part of payroll check
a) multiple deposits
b) multiple banks
c) multiple accounts for each payment
35. Poudre Fire authority has a 27 day work period. They wish to be paid bi-weekly. Please
discuss how you could accommodate this.
36. Automatic processing of FLSA overtime rules and regulations. Calculation of FLSA when
employees have more than one position, either in the same payroll or two different payrolls.
37. Ability to adjust any accumulated field.
38. Accumulate for each employee, by pay type, hours and dollars on YTD, QTD, MTD, and
current basis.
39. Ability to accrue arrears on deductions and take on next check.
40. Ability to do what if s on line for manual checks if deductions change, exemptions change,
etc..
41. Online inquiry on pertinent payroll data determined by the user.
42. Inquiry ability to display employee master data with controlled access.
43. System audit, and recovery procedures to provide up -to -the -last -transaction file recovery.
Payroll Reporting
1. Paycheck with attached and itemized earnings statement and user defined benefit balances
or in the case of direct deposit an EFT tape and an itemized earnings statement.
2. Flexible paycheck capabilities:
a) user -determined number of pay -checks per employee
b) printed message
c) multiple -entity check generation
45
3. Ability to interface with GroupWise E-Mail system and generate direct deposit stub into group
wise.
4. Federal forms, including:
a) Form 941
b) Form 945
d) Form 1099R
e) W-2 magnetic tape
5. State forms: including
a) W-2 magnetic tape
b) State unemployment tape
c) New hire reporting tape
6. Check register by entity with user defined sort routine, with YTD, QTD, MTD, and current
periods detailing any adjustments by employee with break and final totaling.
7. Summary report of :
a) total gross
b) total for each deduction type
c) total employee contribution
d) total number of employees being paid
B. Deduction registers for YTD, QTD, MTD, and current periods with grand totals by deduction
type, and employee name.
9. Extra pay register by pay type, (i.e. car allowance, bonus, tuition reimbursement, performance
pay, car income etc.).
10. Must have ability to process amounts up to 100,000.
11. Audit report of all maintenance and payroll transactions.
12. Payroll garnishment report sorted by garnishment type (e.g. county court, district court, IRS
levies, state levies, etc.) Including:
a) name of individual
b) amount of gamishment
c) case number (assigned by court)
d) total dollars for each gamishment type including YTD, QTD, MTD, and current
e) grand total dollars for all garnishment types including YTD, QTD, MTD, and current
13. Labor distribution reports of gross pay plus all City expenses to various general ledger
accounts showing, YTD, QTD, MTD and current, with total breaks on entity, fund,
department/division/ projects/accounts. One report sorted by name, the other is sorted by
fund, cost center and name..
14. Hours worked report showing hours distributed to various labor distribution numbers for
each pay type showing , YTD, QTD, MTD and current, with total breaks on entity, fund,
department/division/ projects/accounts.
15. System generated individual outside party checks (i.e. garnishments)
16. Unemployment compensation report (tape, and hard copy) by employee and entity including:
46
a) total gross pay amount for quarter, (ability to decide earnings type to be included)
b) total number of employees paid during period for each entity
c) Total quarter -to -date gross pay amount for each employee
17. Worker's compensation report by employee and organizational unit including:
a) employee name
b) social security number
c) regular earnings
d) overtime earnings (ability to decide earnings type to be included)
e) gross pay (ability to decide earnings type to be included)
f) totals by workers comp class code and division
18. ICMA deferred comp and 401(a) reports, tapes, modem files
a) title of plan
b) name of employee
c) social security number
d) acct-no
e) base salary
f) ded percentage/$, EE/ER
g) employee deduction
h) employer deduction
1) total contribution for employee
j) total employee contribution
k) total employer contribution
1) total contribution
19. Injury leave report showing YTD usage by department and by employee. Needs to include:
a) dates
b) number of hours taken.
c) total by leave taken
d) dollars
20. Ability to run a report for an individual or group, or payroll on specified hours codes, showing
number of hours taken and date taken, and dollars, and a total of each hours code at the end
of the report.
Time and Attendance Processing
Positive time reporting capability for some employees and exception time reporting for others.
Bi-weekly, or any other period of time needed, recording of all necessary data, including:
a) straight -time, overtime, user defined
b) detailed work hours data
c) compensatory time
d) multiple -position data
e) time worked outside established work schedule (accommodation of non-standard
work schedules, flextime)
f) leave type hours
g) nonwage hours types„ such as (mileage reimbursement)
h) labor distribution data entity by specified account distributions
1) unlimited number of hours types
j) ability to determine how each item will appear on paycheck; combined with others,
separate, etc.
47
Section 2.0 Project Background
Most of the City's current systems are run on a DEC VAX 4600A. Users connect to the system
via dial -in modems and network LAT connections. User information is as follows:
Users Registered Average Actual Usage
Fund Accounting/Purchase
Order Processing
240
75
Check reconciliation
10
1
Budget
75
10
Payroll
20
6
Personnel
20
6
Sales Tax
6
2
The City has not determined any platform requirements for the replacement of its existing
systems. Vendors are requested to provide suggested platform configuration for their products.
Information About The City
Number of funds maintained:
Programs:
Current financial systems provided by:
Account updating:
File updating:
Current chart of accounts configuration
Estimated account combinations used:
Accounts payable:
Invoices processed annually:
Checks written:
Payroll:
Employees:
Benefits:
40
60
SCT Governmental Systems (formerly
Moore Governmental Systems) "Monitor'
Product; purchased and implemented in
1991
Real time
Overnight --batch processing
XXX-XXXXXX-XXXXXX-XXXXX-XXXXXX
(fund=3, cost center-6, object=6, project=5,
subcode=6; total=26 digits)
300,000
$160,000,000 annually (excluding payroll)
75,000
500-600/week (excluding payroll)
$40,000,000 annually
1,000 full time; 1,500 part-time/seasonal
Cafeteria plan; defined benefit, defined
contribution pension plans; 457 plan
3
3. Decentralized collection of time and attendance data by various methods of automated time
and attendance system with automatic transmission of data to central processing site.
4. Online verification of validity of account numbers, leave availability, etc.
5. Automated transmission of data to central processing site.
6. Ability to manually process time sheets if need be, with on line verification of balances, account
numbers, etc.
7. Display (online) all time entries for an employee for the pay period.
8. Allow automatic pay to be overridden
9. FLSA regulations calculations built into the system for compliance
Time and Attendance Reports
1. Time sheet entry recap, and time sheet adjustment report by department and employee
2. Produce multiple entity time sheets with pertinent information including normal labor
distribution number sorted by entity, department, location code.
3. Ability for ad hoc reporting capabilities
Benefits Processing
1. Maintenance of each employee's Flexible Benefits Plan data by benefit type, plan and/or
provider (Pre-tax/Post-tax) including historical information on-line.
2. Maintenance of unlimited deduction records per employee on both pre- and post -tax basis with
capability of withholding percentages, flat dollar amounts or combination of both along with
ability to override default records on individual employee basis.
3. Ability to override a normal deduction amount through a specific time frame without changing
the default deduction amount.
4. Ability to handle group term life insurance calculations (FICA).
5. Ability to calculate salary and age -driven benefits based on user -determined formulas.
6. Maintenance and processing of IRS Section 125 Flexible Spending Accounts for day care and
medical expenses to include: payroll deductions, account balances, reporting to employees,
disbursements on pay check and year-end processing.
7. Processing retirement plans:
a) Deferred compensation plan (IRS Section 457) with multiple administrators
b) Money purchase plan (IRS Section 401a) with multiple administrators
c) Ability to submit files via modem of contributions and loan repayments.
8. Ability to handle mass updates (all employees or groups of employees) for benefit costs, plan
changes, etc.
48
9. Ability to enter multiple benefit deductions for same employee on one screen or same benefit
deduction for multiple employees.
10. Automatic start of benefits and leave accumulations after user specified time period.
11. Automated centralized leave accounting for variable leave types including FMLA tracking.
12. Ability to have cost of flexible benefits recorded on the check separate from the earnings, but
included in the gross amount and the cost of the benefits withheld from the employees checks
and from the employer, and the correct amount be put into revenue.
13. On-line inquiry capabilities of all benefit deductions including Flexible Spending accounts.
Benefits Reporting
1. Ability to run annual actuarial tape and report for general employee pension plan.
2. Ability to run audit report to check data entry of flexible benefits data and entry of Flexible
Spending account data, i.e. claims.
3. Ability to run quarterly Flexible Spending account statements to employees showing balances,
and statement of account activity for current and past year.
4. Ability to request report per employee by benefit type, i.e. medical, dental, etc.
5. End of year total compensation report showing pay, benefits, leaves taken for previous year
based on user -defined criteria.
6. Memorandum showing current benefits selections per employee.
7. Memorandum showing calculations for variable benefits costs and options that are salary and
age -based (life insurance, long term disability, flex credit)
8. Leave usage and balance analysis reports showing current and YTD hours and dollars by
organizational unit and employee for multiple leave accrual methods and rates. Time period
to cover a calendar YTD and rolling 12-month and 24-month period.
9. Ability to generate report of retirement contributions by group, plan, and/or administrator.
10. Ability to request reports and review reports on-line without printing.
11. Ability to request summary page of reports to obtain totals and not all detail.
12. Ability to queue reports and have them run instantly, rather than in batch at main location (City
Hall).
13. Ability to print employee labels by user -determined criteria.
14. Ability to run exception reports of benefit deductions not taken by pay period.
15. Paycheck with attached and itemized earnings statement and user defined benefit balances
(Flexible Spending accounts).
49
16. Deduction registers for YTD, QTD, MTD, and current periods with grand totals by deduction
type and employee name.
17. Ability to extract payroll information by user -determined criteria and transfer to ASCII file.
18. Ability to order reports by various criteria (name, SSN, benefit type, location code, job code,
etc.)
19. Ability to view sick leave usage on-line per employee for last 52 pay periods and FMLA usage
over last 12-month period.
20. Ability to have regularly scheduled reports run automatically based on user -defined time frame.
Processing Requirements
1. Timely, accurate support of budget management
a) Projection of total annual personnel -related expenses based on YTD actual and
estimated expenses for remainder of year (assuming different staff levels and merit
increases)
b) Budget comparisons by position
c) Modeling capability
d) List of unauthorized positions
e) List of authorized positions
f) Effect of various salary increase percentage rates
2. Ability to produce paychecks on a laser printer, with MICR ink
3. Ability to use blank check stock ( in mailer form) and have printer create each entities logo and
check image
4. Payroll/Personnel systems Must fully integrate with each other.
50
Section 4.11 Human Resource Information Systems (HRIS) Personnel Reporting
Ability to maintain and process multiple payrolls at the same time.
2. Ability to handle multiple leave accrual methods and rates.
3. Position control ability to establish and maintain authorized allocated positions, including
tracking of filled and vacant FTE's.
4. Personnel Requisition Tracking. Ability to establish, change or delete personnel requisition
records.
5. Ability to set up new hire records by entering information on one screen (modeling).
6. System is driven by employee's social security number, not an assigned employee number.
7. Personnel action pay processing with future effective date capabilities.
8. Capability of an employee to hold a classified position along with an hourly position with
appropriate leaves designated to each position.
9. Capability to have an hourly employee hold more than one position (up to 5 positions) and be
treated independently. (Ex. Terminate any hourly position without having to adjust employee's
other existing hourly positions.)
10. Ability to differentiate different classifications of employees.
11. System automatically assigns user defined codes for different classifications of employees.
12. Ability to track driver's license numbers, physical dates, driving records for commercial driver's
license tracking.
13. Automatic notification of upcoming personnel action, e.g. termination of contract or pay
differential or an end of introductory period.
14. Performance Review Administration i.e. tracking capability. Automatic generation of
performance review forms after user specified time period.
15. On-line help related to informational error messages. Explanation as to why a transaction
didn't process and a suggested solution.
16. Ability to have employee activity entered remotely by authorized personnel (i.e. telecommuting).
17. Ability to cross reference information e.g. the names of active employees who are in a specific
job code.
18. Ability to maintain employee history information by type and date, such as: employment history
with the City of Fort Collins, pay changes, performance reviews, and other status changes.
19. Ability to enter and maintain history on individual employee's skills and training inventory.
a) unlimited skills/courses
b) proficiency/performance ratings
c) employee lists by skill type
51
20. Ability to handle mass updates of all employees or groups of employees for salary changes,
pay adjustments, retroactive pay and benefit changes. Including updates to all pay ranges or
groups of pay ranges.
21. Employee Classification/Pay Administration. Ability to administer a pay and classification
system that assists with defining job value through a point system based on position content.
Ability to rank each job based on position content and organizational structure. Allow salary
administration assignment, and skill and training assignment, based on classification/position
content.
22. Ability to designate security level access for all users.
23. User -defined codes on-line e.g. worker's comp codes.
24. User -defined screens.
25. Ability to track 1-9 documentation.
26. Applicant tracking. Ability to record skills, education, EEO classification.
Human Resource Information Systems (HRIS) Personnel Reporting
1. On-line report viewing. Capability to generate employee lists by user determined criteria.
OR
Report writer system that is on line, user friendly and is based on user determined criteria to
generate employee department detailed information, and/or only summary information.
Ability to do mathematical calculations e.g. averages and percentages.
2. Ability to generate customized/personalized letters and memos. Ability to generate labels by
user defined criteria.
3. Ability to provide through security measures, additional users the ability to conduct limited
report writing.
4. Ability to "queue" reports.
5. Salary survey information. Ability to calculate median weighted average and unweighted
average wages by firm and class. Ability to calculate recommended pay plan and retroactive
pay liability based on recommended pay plan.
6. Position control reports for all positions by entity, fund, department, location, program and
employee such as:
a) positions budgeted/non budgeted
b) positions filled
c) vacancies
d) turnover rate
e) position history
7. Salary administration reports includes:
a) salary histories
b) pay changes by date
c) pay plans -- ranges and steps
d) individual pay plan projections - percentage & dollars
52
8. Employee history reports
a) personnel profiles on terminated employees
b) job history report
c) pay rate change report
d) termination report
9. Leave usage and balance analysis reports showing current and YTD hours and dollars by
organizational unit and employee for multiple leave accrual methods and rates. Time period
to cover a calendar YTD and a rolling 12 month and 24 month period.
10. Ability to provide federally formatted EEO4 reporting, as well as ability to request user defined
criteria by functional category, professional category and department in a detailed and/or
summary format.
11. Ability to view sick leave used on-line. Ability to track sick leave on a rolling 24 month time
period. Ability to request sick leave report based on user -defined criteria.
12. Ability to obtain "averages", e.g. average sick leave used, average employee salary, average
length of service.
13. Ability to have reports micro-fisched.
53
Section 4.12 Sales Tax System Requirements
1. Relational database information with graphical user interfaces
2. Interactive, on line data entry, editing and inquiry
3. Automated conversion of data from old system to new system
4. Audit trails of all transactions
5. Posting to past, current or future periods/years
6. Year 2000 compliant
7. User friendly Ad Hoc Report Writer with customizing features.
8. On line report capabilities.
9. Pull -down menus and dialog boxes to select data
10. All updates to database are automatic
11. Interface with General Ledger, Cash Receipts and Accounts Payable
12. Ability to track vendor payments and return detail on a monthly basis.
13. Mathematical verification of return information
14. Ability to track delinquent accounts and where they are in collection process.
15. Ability to track audit payments and produce report.
16. Ability to track miscellaneous payments.
17. Ability to create different types of returns. (Assessments, audits)
18. Ability to generate letter type documents. (Assessments, deficiencies)
19. Ability to provide statistical information based on SIC and GEO codes.
20. Ability to generate labels and licenses
21. Ability to change tax and vendor fee percentages easily.
22. Ability to handle different types of taxes and licenses.
23. Comprehensive vendor screen information. (Narrative capabilities, multiple owner pages)
24. Scanning capabilities, both ICR and OCR
25. Document management capabilities
26. Ability to facilitate EDI payment functions.
54
27. Ability to handle multiple locations for reporting purposes.
28. GIS integration
55
Section 4.13 Building Permits
Describe the functionality and integration of your building permit module.
Describe how your building permit module accomplishes the following functionality:
a) Fee collection
b) Inspector scheduling
c) Building permit issuance
d) Workflow
e) Automatically posting payments to fund accounting
56
W
Section 5.0 Pricing
In your written response to this proposal provide pricing to cover the following items:
1. Describe if pricing is by number of users, size of server, number of modules, or other
method.
2. Using the above information, please give prices for modules the company can provide.
3. Provide prices for any computer hardware and related equipment needed to operate the
system.
4. Prices for typical modification costs for the' modules.
5. Typical conversion costs for current data.
6. Installation and implementation costs.
7. Price for the source code, if available.
8. General schedule for support and other available services.
9. Successful vendor will be required to provide a 100% Payment and Performance bond.
57
Accounting staff:
Purchasing staff:
ICS staff support for current systems:
Debt outstanding:
City -managed cash and investments:
Assessed valuation:
Population:
Housing building permits issued:
Sales and use tax collections:
Total general government revenue:
Total utility revenue:
Budget:
Total fixed assets:
Financial reporting:
6 accounts payable representatives; 1
payroll technician; 1 accounts payable
supervisor; 1 office clerk; 5 accountants; 1
controller
3 buyers; 2 support staff; 1 purchasing agent
2 full-time analysts --provide on -going
maintenance, support, and customization;
round-the-clock operator support
$137,000,000
$160,000,000
$800,000,000
100,000
1,300
$48, 000, 000
$100,000,000
$90,000,000
$300,000,000
$500,000,000
Entire Comprehensive Annual Financial
Report is prepared in-house
Please refer to Exhibit 2 (breakdown of how customers access the Financial applications)
4
Section 6.0 Rating Criterion
REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals and interview session.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5
being an outstanding rating.
WEIGHTING
FACTOR QUALIFICATION
3.0 Scope of Proposal
1.0 Assigned Personnel
Does the proposal show an understanding of the
project objective, methodology to be used and results
that are desired from the project?
Do the persons who will be working on the project
have the necessary skills? Are sufficient people of the
requisite skills assigned to the project?
2.0 Availability Can the work be completed in the necessary time?
Can the target start and completion dates be met?
Are other qualified personnel available to assist in
meeting the project schedule if required? Is the project
team available to attend meetings as required by the
Scope of Work?
1.0 Motivation
2.0 Cost and Work Hours
1.0 Firm Capability
Reference evaluation (Top Ranked Firm)
Is the fine interested and are they capable of doing the
work in the required time frame?
Do the proposed cost and work hours compare
favorably with the project Manager's estimate? Are
the work hours presented reasonable for the effort
required in each project task or phase?
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
The project Manager will check references using the following criteria. The evaluation rankings will
be labeled Satisfactory/Unsatisfactory.
Overall Performance Would you hire this Professional again? Did they show
the skills required by this project?
Timetable Was the original Scope of Work completed within the
specified time? Were interim deadlines met in a timely
manner?
58
Completeness Was the Professional responsive to client needs; did
the Professional anticipate problems? Were problems
solved quickly and effectively?
Budget Was the original Scope of Work completed within the
project budget?
Job Knowledge a) If a study, did it meet the Scope of work?
b) If Professional administered a construction
contract, was the project functional upon
completion and did it operate properly? Were
problems corrected quickly and effectively.
59
e
EXHIBIT 1
SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and between
THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the
"City" and , hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by and
between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in accordance with
the scope of services attached hereto as Exhibit "A", consisting of U page[s], and
incorporated herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B",
consisting of U page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated within
(� days following
execution of this Agreement. Services shall be completed no later than . Time
is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing
signed by the parties.
4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution
shown on the signature page of this Agreement and shall continue in full force and effect for one (1)
year, unless sooner terminated as herein provided. In addition, at the option of the City, the
Agreement may be extended for an additional period of one (1) year at the rates provided with written
notice to the Professional mailed no later than ninety (90) days prior to contract end.
4. Contract Period. [Option 2] This Agreement shall commence 199_, and shall
continue in full force and effect until 199_, unless sooner terminated as herein provided.
In addition, at the option of the City, the Agreement may be extended for additional one year periods
M
not to exceed _ U additional one year periods. Pricing changes shall be negotiated by and
agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by the
Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the
Service Provider and mailed no later than ninety (90) days prior to contract end.
5. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence, then the
party so prevented shall be excused from whatever performance is prevented by such cause. To
the extent that the performance is actually prevented, the Service Provider must provide written
notice to the City of such condition within fifteen (15) days from the onset of such condition.
[Early Termination clause here as an option.
6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of
termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to
the termination date contained in said notice unless otherwise agreed in writing by the parties. All
notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to
the following addresses:
City:
Service Provider:
In the event of early termination by the City, the Service Provider shall be paid for services rendered
to the date of termination, subject only to the satisfactory performance of the Service Provider's
obligations under this Agreement. Such payment shall be the Service Provider's sole right and
remedy for such termination.
7. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, the sum of Dollars ($_
_). [Option Cost Breakdown is attached Exhibit "C")
8. City Representative. The City will designate, prior to commencement of the work, its
61
representative who shall make, within the scope of his or her authority, all necessary and proper
decisions with reference to the services provided under this agreement. All requests concerning this
agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider are
those of an independent service provider and not of an employee of the City of Fort Collins. The City
shall not be responsible for withholding any portion of Service Provider's compensation hereunder
for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other
purpose.
10. Personal Services. It is understood that the City enters into the Agreement based on the
special abilities of the Service Provider and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Service Provider shall neither assign any
responsibilities nor delegate any duties arising under the Agreement without the prior written consent
of the City.
11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of
the services shall not be construed to operate as a waiver of any rights or benefits provided to the
City under this Agreement or cause of action arising out of performance of this Agreement.
12. Warranty.
(a) Service Provider warrants that all work performed hereunder shall be performed
with the highest degree of competence and care in accordance with accepted
standards for work of a similar nature.
(b) Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the most
suitable grade of their respective kinds for their intended use, and all workmanship
shall be acceptable to City.
(c) Service Provider warrants all equipment, materials, labor and other work, provided
under this Agreement, except City -furnished materials, equipment and labor,
against defects and nonconformances in design, materials and
workmanshiptworkwomanship for a period beginning with the start of the work and
ending twelve (12) months from and after final acceptance under the Agreement,
regardless whether the same were furnished or performed by Service Provider or
by any of its subcontractors of any tier. Upon receipt of written notice from City of
any such defect or nonconformances, the affected item or part thereof shall be
redesigned, repaired or replaced by Service Provider in a manner and at a time
acceptable to City.
62
13. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to the
terms of this agreement, such party may be declared in default thereof.
14. Remedies. In the event a party has been declared in default, such defaulting party shall
be allowed a period of ten (10) days within which to cure said default. In the event the default
remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek
damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail
himself of any other remedy at law or equity. If the non -defaulting party commences legal or
equitable actions against the defaulting party, the defaulting party shall be liable to the non -
defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because
of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees,
agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal
representatives, successors and assigns of said parties.
16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless
the City, its officers, agents and employees against and from any and all actions, suits, claims,
demands or liability of any character whatsoever brought or asserted for injuries to or death of any
person or persons, or damages to property arising out of, result from or occurring in connection with
the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work hereunder
to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider
shall provide and maintain insurance coverage naming the City as an additional insured under this
Agreement of the type and with the limits specified within Exhibit B, consisting of one (1) page,
attached hereto and incorporated herein by this reference. The Service Provider before commencing
services hereunder, shall deliver to the City's Director of Purchasing and Risk Management, 256
63
n
West Mountain Avenue, Fort Collins, Colorado 80521 one copy of a certificate evidencing the
insurance coverage required from an insurance company acceptable to the City.
17. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
18. Law/Seve rabilily. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding
shall not invalidate or render unenforceable any other provision of this Agreement.
19. Special Provisions. [Optional] Special provisions or conditions relating to the services
to be performed pursuant to this Agreement are set forth in Exhibit _, consisting of (�
page[s], attached hereto and incorporated herein by this reference.
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
THE CITY OF FORT COLLINS, COLORADO
BY:
James B. O'Neill, II, CPPO
Director of Purchasing and Risk Management
Date:
[Insert individual's name]
Doing business as [Insert name of business]
By:
PRINT NAME
TITLE
Date:
64
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO
Director of Purchasing and Risk Management
Date:
[Insert Partnership name]
By:
PRINT NAME
PRINT TITLE
Date:
65
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO
Director of Purchasing and Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Corporation's name]
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
CORPORATE SECRETARY
(Corporate Seal)
EXHIBIT B
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage
designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall
furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective
dates and date of expiration of policies, and containing substantially the following statement"
" "The insurance evidenced by this Certificate will not be canceled or materially altered, except after ten (10)
days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and
maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may
deduct the cost of such insurance from any monies which may be due or become due the Service Provider
under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on
the Service Provider's general liability and automobile liability insurance policies for any claims arising out of
work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employers Liability. The Service Provider shall maintain during the life of this
Agreement for all of the Service Providers employees engaged in work performed under this agreement:
1. Workers' Compensation insurance with statutory limits as required by Colorado law.
2. Employers Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate,
and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this
Agreement such commercial general liability and automobile liability insurance as will provide coverage
for damage claims of personal injury, including accidental death, as well as for claims for property
damage, which may arise directly or indirectly from the performance of work under this Agreement.
Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each
coverage, Commercial General and Vehicle, shall not be less than $500,000 combined single limits for
bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any
liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor,
which liability is not covered by the subcontractors insurance.
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Section 3.0 Requested Information
3.1 General Description
Description of your software as it relates to the various Module Specifications Section 4.0.
3.2 Year 2000 Compliance
1. How is the date (year) stored? (2-digit year, 4-digit year, or other)
2. If use a 2-digit format, what method is used to make the date unambiguous?
3. Are all modules currently Year 2000 compliant?
4. Would your company sign a document stating your product is Year 2000 compliant?
3.3 Implementation Strategy
Desired implementation date is December 1, 1998 for the General Ledger, Accounts Payable and
Cash Disbursements, Procurement Management, Payroll Processing, and Human Resources
Information systems, with other systems to be implemented by December 1, 1999.
Provide information on how modules would be implemented, including conversion of current data,
system and acceptance testing, initial user training, number of personnel provided by the company,
number of personnel to be provided by the City, and any other pertinent information. Describe
company software modification policies. Include information on the following:
1. The City would like to purchase modules which have a high match of 75% - 80% of desired
functionality without modification.
3.4 Support Procedures and Capabilities
Describe procedures for on -going support of the product, training of personnel, availability of any
user's group, and how company support personnel and facilities will be assigned. How many
company personnel will be assigned to provide support? How many City personnel will be required
for on -going support?
3.5 Standard Services Agreement
The City proposes to use our Standard Services Agreement (see attached Exhibit 1), please provide
any additional terms and conditions or proposed changes to our Agreement.
5
Exhibit 2
Building Location
FAIS/PUR
Budget
Number of Customers Connection Technology
City Hall West
X
X
48
Fiber
281 N College
X
X
24
Fiber
214 N. Howes
X
X
7
Fiber
117 N Mason
X
X
6
Fiber
200 West Mountian
X
X
6
Fiber
417 West Magnolia
X
X
3
Fiber
700 Wood
X
X
34
Fiber
417 West Magnolia
X
X
4
Fiber
City Hall East
X
X
4
Fiber
256 W Mountain Ave
X
X
7
Fiber
330 S College
X
6
Fiber
112 N Howes
X
3
Fiber
235 Mathews
X
X
7
Fiber
625 9th Street
X
X
4
Fiber
210 East Olive
X
X
7
Fiber
405 Canyon
X
X
3
Frame Relay
1200 Raintree
X
7
Frame Relay
200 West Oak
X
X
2
Frame Relay
102 Remington
X
X
7
Frame Relay
3400 West Vine
X
X
1
Frame Relay
Mulberry Station 1
X
X
1
Frame Relay
Fort Collins High School
X
1
Modem
413 S. Bryan Ave ?
X
16
Modem
201 S College
X
X
1
Modem
200 Mathews
X
X
3
Modem
151 S College
X
X
3
Modem
4318 Laporte
X
4
T-1/Modem
3036 East Drake
X
2
T-1/Modem
EPIC
X
X
5
Modem dedicated line
S00 N Sherwood
X
3
Modem dedicated line
805 Wood St
X
X
3
Modem dedicated line
6570 Fortner Road
X
X
3
Modem dedicated line
21
170
Total on Fiber
21
Total on Frame Relay
24
Total on Modems
14
Total on Modems dedicated lines
235
Total Customer Accessing
Section 4.0 Module Specifications
Section 4.1 General and Technical Specifications - Finance System
General System Requirements
1. Relational database information with graphical user interfaces
2. Automatic periodic file back ups
3. Direct access of programs from any system, bypassing menus
4. Recovery routines for hardware failures
5. Microfiche, file creation for historical archives
6. Comprehensive and easy to use documentation (preferably on line) for:
a) User functions and features
b) Technical specifications
c) Operator instructions
d) Source code
e) Database specifications/table layouts
7. Simultaneous access by multiple users
8. Interactive, on line data entry
9. On line error checking with informational messages
10. Automated conversion of data from old system to new system
11. Ease of use features such as automatic duplication of repeating data entry items including
account distributions and descriptions
12. Application software should be user friendly with both menu driven on line help and individual
field defined on line help.
a) Should have help tags that display when the mouse passes over a field
b) Should be able to turn off help tags
13. Standardized screen handling for consistency of all data entry functions
14. Interface to allow upload/download of information
15. Remote/local printing capabilities
16. Audit trails of all transactions including who, what, and when and a method to trace
transactions to this information.
17. Future and back dated entry capabilities as defined by user
18. Free form text associated with each entry
2
Technical Section
Database
1. Which databases do you support in your product?
2. Do you provide database administration training?
3. Does the system have interactive query capabilities?
4. Does the system have interactive SQL capabilities?
Server Platform
What platform(s) do you support?
2. Which would you recommend for our organization/structure/size?
Client Platform
Which client(s) do you support?
2. What are the client requirements? (memory, hard disk space, etc...)
Network
1. What network operating systems do you support?
2. What protocols do you support?
3. If the product is based on a client/server architecture, include the amount of data that will be
transmitted over the network between the server and client workstations in an installation of
our size.
4. Describe performance differences for your product when operating on a 10Mbps LAN vs.
attaching via 9.6kbps remote connections, 28.8 kbps modems, or 56 kbps frame relay.
Describe your remote access solution, detailing all equipment that your system will provide and
what equipment you are assuming that either the remote user or the central site has. Provide
information on any required remote access hardware not included with your remote access
solution. Note: The City has many locations connected to the central site via 9.6 kbps
telephone/PBX technology, 28.8 dbps modem, or 56 kbps frame relay.
Language
1. What is the source code language(s)?
2. Do you provide training for the source code language(s)?
3. What is the cost for training?
7