HomeMy WebLinkAboutRESPONSE - RFP - 7079 ACCOUNTING SOFTWARE NFRMPORESPONSE TO RFP 7079
ACCOUNTING SOFTWARE
GOLD CERTIFIED
Partner - -
" P Microsoft Dynamics -
Prepared For:
North Front Range Metropolitan Planning Organization
Delivered to:
City of Fort Collins' Purchasing Division
215 North Mason St.
2nd Floor
Fort Collins, CO 80524
Prepared by:
Chris Dobkins and Jim Varner
October 14th, 2009
Confidentiality Notice:
This document is an internal working paper of Njevity, Inc. It contains trade secrets and other
proprietary information, which is the confidential property of Njevity. Neither it nor the
information contained within it is to be distributed, in whole or in part, by any means, including,
but not limited to, printed, magnetic, electronic and verbal, outside of Njevity without prior
authorization.
n jevi
..�
6140-K6 S Gun Club Rd #222
Aurora, CO 80016
720/870.9700 W
720/870.4627 F
www.nievity.com
Njevity, Inca CONFIDENTIAL Page 1 of 26
Number List Extended I
!Software Licenses of Users Price Price
Dynamics GP
Business Essentials Full Access Users
3 $ 2,250 $ 6,750
Includes•
General Ledger
Sales Order Processing
FRx Desktop
Purchase Order Processing
Payables Management
Analytical Accounting
Receivables Management
Intercompany
Fixed Asset Management
Encumbrance Management
Bank Reconciliation
Multicurrency
Safe Pay
Landed Cost
Inventory Control
Customization Site License
Sn-artList Builder
$ 1,550
Extender
$ 1,750
Azox Credit Card Extension $ 5,000
Accountable Software Forms Printer $ 1,500
TotalcSoftware"li ses"
jAnnual Maintenance _ _ _ Amount
Dynamics GP Business Ready Advantage Plan (18%) $ 1,809
Azox First Year Maintenance $ 1,000
Accountable First Year Maintenance $ 300
[Total Annual Maintenance i —__ _—— —� $ 3,,109 1
'Professional Services Amount
SmartStart Premium - Fixed Price Implementation $ 40,000
Total Professional Services $ 40,000
Total Price $ 59,659
Estimated Monthlv 'Pavment (60-Month Finance Plan) 9 1.238
Njevity, Inc. CONFIDENTIAL Page 10 of 26
PURCHASING TERMS
The following are due when the order is placed:
10 100% of the Software License and Annual Maintenance fees;
13 40% of the SmartStart Professional Services
The remainder of the SmartStart Services shall be paid according to the following schedule:
E3 30% at User Acceptance Sign -off
10 20% at completion of End User Training
® 10% at Go -Live Sign Off
Time and Materials projects are billed semi-monthly as work is performed.
Njevity will work with you to achieve your goal of a January 1, 2010 implementation. Our team is available
and we believe we will not have scheduling issues that would jeopardize this date. However, we will likely
recommend a go -live date of late January with a data conversion that is effective January 1. This will help
minimize the work that both our teams will need to accomplish during the holidays.
If there are issues that arise.during the implementation that may have an impact on the desired go -live
target, we will work those issues with you through our change management process to ensure that
everyone understands the issues and has input into the resulting decisions.
Njevity, Inc. CONFIDENTIAL Page 11 of 26
GENERAL DESCRIPTION
Attached to this RFP is specific documentation from Microsoft regarding the Dynamics GP product. Njevity
will meet with NFRMPO as needed to go over this documentation and discuss how the software can meet
specific business needs.
IMPLEMENTATION STRAGTEGY
CONFIDENTIAL
SMARTSTART PACKAGES
CONFIDENTIAL
INCLUDED MODULES
The SmartStart program includes the implementation of the following Dynamics GP modules:
IS General Ledger
13 Accounts Payable
10 Accounts Receivable
10 Fixed Assets
10 Bank Reconciliation
11 Sales Order Processing
III Purchase Order Processing
10 Inventory / BOM
Other modules, such as Payroll/HR, may be implemented on a time and materials basis.
Njevity, Inc. CONFIDENTIAL Page 12 of 26
DEPLOYMENT PLANNING
CONFIDENTIAL
PROJECT MANAGEMENT
CONFIDENTIAL
SOFTWARE INSTALLATION
CONFIDENTIAL
DATA CONVERSION
CONFIDENTIAL
KEY USER TRAINING
CONFIDENTIAL
FULL ON -SITE TRAINING
CONFIDENTIAL
USER ACCEPTANCE TESTING
CONFIDENTIAL
GO -LIVE COACHING
CONFIDENTIAL
POST GO -LIVE SUPPORT
Njevity, Inc. CONFIDENTIAL Page 13 of 26
CONFIDENTIAL
MICROSOFT BUSINESS SOLUTIONS BUSINESS FORMS
CONFIDENTIAL
SUPPORT PROCEDURES AND CAPABILITIES
CONFIDENTIAL
SOFTWARE AGREEMENT STATEMENT
Njevity resells and supports Microsoft Dynamics GP and CRM software. As such, we only implement
software code that has been created and released by Microsoft or other Njevity partners. Njevity is not
authorized to enter or sign any software or maintenance agreement on behalf of Microsoft or any of its
partners.
Most software companies use "click -through" agreements, which are legal statements that are applied
when the software is installed. Njevity can provide NFRMPO with written copies of the required Microsoft
Licensing Agreements, however the contractual obligation for the software is between NFRMPO and
Microsoft directly.
Microsoft will not require NFRMPO to sign any software license agreement. The Dynamics GP license
agreement is a standard click through license agreement similar to the ones included with Microsoft Word
and Excel.
Njevity, Inc. CONFIDENTIAL Page 14 of 26
GENERAL SYSTEM REQUIREMENTS
® s
,) Automatic periodic file back ups
Yes
2) Recovery routines for hardware failures
Njevity has a methodology for
recovering from hardware failures. The
specific requirements are dependent
upon the nature of the failure.
.3) .Simultaneous access by multipleusers
Yes
4) Interactive, on line data entry
Yes
S) On.aine error, checking With informational messages
Yes
6) Automated conversion of data from old system to new
Njevity has developed a data
system
conversion methodology for
QuickBooks. The data that is converted
is detailed within this document.
7)" Ease of use fe'atu res, such as automatic duplication of "
repeating data entry items,including account distributions and
descriptions .;.-y.
,Yes "
8) Standardized screen handling for consistency of all data
entry functions
Yes
9) Interface fo allow upload/download, of information
Yes. The SmartList can be used to easily
push data from Dynamics.GP to Excel.
We also have several tools not
included in this::proposal) to integrate
data from external systemsand
`-_spre'adsheetsinto =Dynamics, -GP. ,
10) Audit trails of all transactions
Yes
11)'Future and. back dated entry. capabilities as, defined by user.
Yes
SUPPORTDOCUMENTATION
i
1) What documentation,,do.you.provide: Online manuals are included with the
software which all usemwill' have '
access to .
2) Are there additional costs for documentation? (vs. cost All software manuals are included at no
included as standard) additional cost. Customized
documentation can created for you,
but is not included in this proposal. The
cost of creating such documentation is
based upon the requirements for that
documentation.
Njevity, Inc. CONFIDENTIAL Page 15 of 26
VENDOR SUPPORT
M.
1) Describe the company's support and cost
Once the project is complete, Njevity
bills support on a time and materials
basis. The rate for a Njevity consultant
is $150/Hour. Discounts are available
for pre -paid blocks of hours using the
following scale:
1-49Hrs: $150/Hr
50-99Hrs: $145/Hr
100-199Hrs: $140/Hr
200+ Hrs: $135/Hr
2) Does the company provide user support
Purchased hours may be used for any
level of support. Please note the price
of this proposal does include end -user
training prior to project completion.
3) How does the company, license the software (e.g., number
Microsoft Dynamics GP is licensed
of users, etc?)
concurrently. Therefore the identity of
the user is irrelevant, but ¢nly a,certain,
number of users may access the
system at any given time..
4) Does the company provide toll -free telephone support?
Njevity does not have a toll -free
number as the majority of our clients
are Colorado Based
5) What are the hours of support?
Njevity provides support from 7AM-
6PM M-F. If NFRMPO requires 240
support Njevity can negotiate the
required terms and provide pricing.
UPGRADES
•
1) How long after an operating system release before the
Microsoft generally times updates to
company upgrades its software for compatibility?
Dynamics GP to support new operating
systems before they are released.
2) Specify if previous software releases are still supported by
Yes
the company.
3) Specify how many versions are supported.
Each major version release is support
for 5 years following its release date
from Microsoft
4) What are the costs for upgrades?
The software for upgrades is included
as part of your yearly maintenance fee.
The consulting time will be billed on a
time and materials basis.
Njevity, Inc. CONFIDENTIAL Page 16 of 26
TRAINING
77
1) Describe the standard training service-
Standard training services andbest
practices are part of the Njevity
SmartStart program. The details of this
training are outlined in the
"Implementation Strategy" section
above.
2) How much time to install
Typically 2-3 days for installation.
However, the steps involved to move
from QuickBooks to Dynamics Great
Plains, and maintain the integrity of the
data may take several weeks.
3) Specify any needs the company,will have of the ICS staff
We will need RDP access to the server.
during installation
We will need local administrative rights
on that server. We will need to reboot.
the server several times during the
process. If we are provided login
credentials, then aside from some brief
instruction regarding the connection to
the server, we require very.little ICS
assistance. If we are not provided
credentials, then we will need and ICS
staff member on call to login for us as
necessary.
4) Specify who implements the system after installation
Njevity will implement Microsoft
Dynamics with assistance from your
team.
S) Describe data conversion services and costs
Data conversion services are included
in this proposal, and are outlined. in the.
Strategic Implementation section.
6) How much will each individual client license cost
Detailed pricing is provided in the
Pricing section.
Njevity, Inc. CONFIDENTIAL Page 17 of 26
REPORTING
•• .
1) Reports to screen and printer Yes
2) On line inquiry for both account totals and transaction detail Yes
(drill down)
3) Standard reports and on line inquiry which"provide prior, Yes "
current and future fiscal year. reporting
4) Project to life reporting Yes
5) Combine data from multiple modules for reports Yes
6) Use pull -down menus and dialog boxes to select data Yes
7) Ability to customize repeated tasks Dynamics GP has the ability to manage
recurring tasks like invoicing
customers, charging credit cards, and
recurring vouchers.
SECURITY/AUDIT
1) Does the.product have screen -level security?
Yes`
2) Does the product have field -level security?
Yes - but only with the more expensive
Advanced Management License which
is not included in the proposal.
3). Describe the audit trail process
All transactions across all modules are
assigned a unique, sequential number.
These numbers can be used to ensure
the integrity of the system. Further,
once a transaction has been posted, it
cannot be edited or deleted.
Corrections to posted transactions are
done via correcting entries. In this
manner, there is full audit ability for all
adjustments made after the originating
transaction is posted. The information
Provided will assist you in the
completion of your annual audits.
4) Menus shows only granted accesses to users
Yes
Njevity, Inc. CONFIDENTIAL Page 18 of 26
GENERALtEDGER
1) Chart of Accounts flexibility in both structure and
Yes - Microsoft Dynamics allows for up
terminology -Describe
to 10 segments and 66 characters. Each
segment can have any name you
choose.
2) On-line account distribution verification
Yes
3) How are account distributions added, deleted and/or
Changes to account distributions are
changed?
done very easily on the transaction
entry screens in Dynamics GP. Changes
can be made until a transaction has
been posted. After that, an audited
adjusting entry is required for any
changes to be made.
4) Is the Chart of Accounts maintained and visible on line
Yes
5) Maintain active, inactive, and restricted accounts
Yes
6) Accounting periods left open for undefined length of time
Yes
7) Ability to post to any period not closed or inactive
Yes
8) Complete interface to Accounts Payable, Accounts
Yes
Receivable, Cash Receipts, Bank, Purchasing
9) Provide automated controls to ensure that all subsidiary
Dynamics GP has automated balancing
ledgers are in balance with the general ledger
reports for AP and AR.
10) Must support multiple fiscal years
Yes
11) Supports how many years of history?
Unlimited
12) Explain budgetary control checking procedures
Reports can be created to show
expense lines that are within a certain
threshold of their budget.
13) Multiple budget control levels for different areas
14) Allow user defined budget transfers, with certain users
Once a budget has been established, It
having override capabilities
can be locked with a password to
prevent unauthorized adjustments.
15) Multiple entry lines on a screen with a balancing total
Yes
16) Support posting of recurring journal entries
Yes
17) Support unlimited number of account distribution lines on
Yes
each -journal entry
18) Identifications of entries from outside modules. (Payables,
Yes
cash receipts, receivables, etc.)
19) Reversal of accruals or posted entries
Yes
20) Posting to past, current or future periods/years
Yes
21) Meets GAAP,GAAFR, GAS B, FASB, and other industry
Yes
standards
Njevity, Inc. CONFIDENTIAL Page 19 of 26
COMPANYHISTORY..............................................................................................................................4
COMPANYREPRESENTATIVES.................................................................................................................4
REFERENCESTATEMENT........................................................................................................................
6
WRITTEN DESCRIPTION OF SOFTWARE AND MAINTENENACE........................................................................
6
Summary.....................................................................................................................................................
6
SuccessCriteria...........................................................................................................................................
6
KeyDeliverables.........................................................................................................................................
7.
Milestones..................................................................................................................................................
7
FuturePhase / Out of Scope Items.............................................................................................................
7
SoftwareMaintenance....:..........................................................................................................................
8
Enhancement Plan (available after 1st year)—16%...............................................................................
8
Business Ready Advantage Plan—18%...................................................................................................
8
Business Ready Advantage Plus Plan — 25%...........................................................................................
8
DeluxeSupport Services.........................................................................................................................
8
INTEGRATION WITH MICROSOFTCRM.....................................................................................................9
PRICINGAND TERMS..........................................................................................................................
10
Purchasingterms......................................................................................................................................
it
PROPOSEDTIME FRAME......................................................... ...............................................................
11
REQUESTEDINFORMATION..................................................................................................................12
GeneralDescription..................................................................................................................................
12
ImplementationStragtegy....:...................................................................................................................
12
SmartStartPackages.............................................................................................................................
12
IncludedModules.................................................................................................................................
12
DeploymentPlanning...........................................................................................................................
13
ProjectManagement............................................................................................................................
13
SoftwareInstallation.............................................................................................................................
13
DataConversion....................................................................................................I..............................
13
KeyUser Training..................................................................................................................................
13
fullon -site Training...............................................................................................................................
13
UserAcceptance Testing......................................................................................................................
13
Go -Live Coaching............:.....................................................................................................................
13
PostGo -Live Support............................................................................................................................
13
Microsoft Business solutions Business Forms .......... :...........................................................................
14
Njevity, Inc. CONFIDENTIAL Page 2 of 26
22) Does the product support multiple basis of accounting
Dynamics GP is an accrual system.
including both cash and accrual?
However, it can be converted to a Cash
Basis through either a simple reversing
journal entry or the addition of an
additional module.
23) _ Prior year encumbrance roll -forward with budget
Any encumbered purchases not
adjustments
received will roll forward into'the next.
year.
24) Automatic roll of accounts from year to year, including
As part of the year end closing process,
carrying over of encumbrances
balance sheet accounts roll forward a
beginning balance, P&L accounts roll
their balances into retained earnings.
Encumbered purchases not received
will roll forward into the next year.
ACCOUNTS PAYABLE & CASH DISBURSEMENTS j
•
1) Maintain an unpaid invoice and credit memo file by vendor.
Yes
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.
Yes
3) Allow users to close and unencumber funds based on user
yes
security level, type of purchase order, date or other field
selections
4) Automatically default to create checks with all invoices to
yes
one vendor or allow specific invoices to be paid separately on
another check.
5) Allow partial payment of invoices
Yes
Njevity, Inc. CONFIDENTIAL Page 20 of 26
® a
i
6) Allow debiting/crediting accounts other than expense
Yes
accounts
7) Distribute coststo specified account distributions.
Yes'
8) Produce batch run checks and manual checks'and integrate
Yes
into Fund Accounting System and check/reconciliation system
9) Ability to void checks including the creation of entries
Yes
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`..
10) Provide on-line inquires of vendor by name or vendor
Yes
number of payment history based on numerous flexible
selection criterion. i.e.: Invoices, checks, dollar volume, account
distribution, etc.
1.1) identify duplicate payments to vendors prior to payment.
Yes
Allow user tochange invoice field upon duplicate notification or
=
allow; override to keep invoice on,hold until research processed..,.
12) Have a screen which will allow users to enter invoice
Yes
number and/or vendor number to search for status of invoice.
13) .'Edit -data entry for valid: •
Yes '
'a) Account Distribution. .
b) Vendor -Number,.
c)Purchase Order Number
14) When vendor number is entered, screen should display
Yes
vendor name for verification
15) Allow for "one time vendor-" or temporary vendor
Yes
16) Allow creation of new vendors within processing new
Yes
payable information without loss of entered data
17): Ability to record 1099 data on vendor. Ability to set vendor ,Yes
with correct 1099 code
18) All 1099 data should be able to be accessed on a trial or
Yes
post status and meet all applicable reporting requirements
19) Capability to accrue to prior period at close of year
Dynamics'GP allows for posting of
transactions to a prior closed year.,lt
also supports the use of up to two
closing.peeiods for year end':
adjustments and audit adjustments.' .
20) Have reporting based on dates and processes including
Yes
balancing, aging and cash flow projection.
21) Ability to issue, paymentsfrom hon purchase order and
Yes "
interface to General„ Ledger.,',
22) Audit trail of transactions
Yes
23);Hierarchical on line approval processing
The more expensive Advanced
Management License`includes the`
capability to enter and approve
Purchase Requisitions through a we
browser interface.,
Njevity, Inc. CONFIDENTIAL Page 21 of 26
24) Integrated work flow processing
The more expensive Advanced
management License provides
automated workflows.
25) System will accommodate any check format
Dynamics GP has predefined,
customize able check layouts for the
most popular check formats.
26) Supports multiple vendor addresses
Yes
27) Purge process for vendors
Yes
28) Transaction occurs on line and creates all offsetting
Yes
accounting entries.
29) Allow unlimited invoice line items.
Yes
30) Track unlimited account distributions
Yes
31) On line check inquiry on both permanent and temporary
Yes
vendors
33) System should have the ability to scroll forward and
Yes
backward
ACCOUNTS RECEIVEABLE AND BILLING .
1) Flexible interface to the General Ledger and the Cash
Yes
receipts system with detail posting of distribution amounts,
discount amounts and net amounts
2) Interface to Cash Receipting system. Payments applied to
Yes
multiple methods such as a specific invoice or oldest existing
invoices.
3) Interface to Accounts Payable module for refunds
Yes
4) Audit trails with adequate transactional tracking methods
Yes
5) On -.line help
Yes
6) Miscellaneous transaction and receipt processing
Yes
7) System assigned'invoice numbers
Yes
8) Maintain detailed history of all activity by customer name
Yes
and account distribution.
9) Billing code maintenance (Once billing code amount is
Dynamics GP has a tool that is;available
changed all subsequent ledgers and general ledger
for purchase (not included in our
proposal) that allows you to change
Item Numbers, Vendor Numbers and
Customer Numbers.
10) Allow recurring billing
Yes
Njevity, Inc. CONFIDENTIAL Page 22 of 26
• s
�
.11)--ldentify customers by name, customer identifier purchase
The Dynamics GP SmartLists and
order identifier, and/or document reference identifier
Inquiry screens will allow you to search
for customers and invoices using any
piece of information that you might
have available.
12) On-line inquiry by account distribution, customer ID, .
Yes
customer name, invoice number and address
13) Reporting capabilities to obtain detail, summary, aging or
Yes
billings in multiple formats such as customer name, account
distribution, invoice number or address
14) Flexible billing periods
Yes
15) Transactions on-line including history
Yes
16) Provide balancing mechanisms between subsidiary
Yes
Transactions processed both interactively and batch processes
for both billing and cash receipts.
17) Multiple reporting periods open
Yes
18) Maintain customer information on-line and real time
Yes
19) User defined payment terms to calculate due dates and
Yes
discount amount
20) Allow prepayments, credit memos and debit memos
Yes
21) Create partial payment or deductions when receipt is less
Yes
than item amount
22) Write off capabilities
Yes
CASH RECEIPTS
1) Describe input screen for cash transactions
Use will have the ability to select
customer, date, tender type, invoices
being paid and distribution accounts
2) Interfaces to General Ledger, Accounts Receivable, Accounts
Yes
Payable
3) Audit trail of all transactions
Yes
4) Varied user security levels with override capabilities
Only users who have been granted
access to the Cash Receipts screens will
be able to view, enter, edit and/or
delete Cash Receipts. These security
settings can be overridden by a user
with such authority.
5) Valid user ID and password to access system services
Yes
6) Report writing capabilities including both detail and
Yes '
summary transactions reports
7) On demand transaction total reports
Yes
Njevity, Inc. CONFIDENTIAL Page 23 of 26
m e
8) Allow acceptance of various types of tender
C
Yes
9) Allow one.ormore transactions to be processed
Yes
10) Process more than one transaction with one type of tender
You can apply a single payment to
multiple invoices. You can also apply
multiple payments to a single invoice.
11)_Pa7ti'al'and overpayment processing
Yes
12) Print check register listing individual checks with the total
number and amount of all checks from a point in time
Yes
13) Void processing capabilities..
Yes -
14) Unlimited transaction processing with on line interface
Yes
15) Validate transactions online including data check
Yes
16) Interface to Accounts Payable for refund processing
Yes
17). Revenue comparison reporting including historical data
Yes
18) On line transaction inquiry including historical transactions
Yes
19) Multiple,financial periods open
Yes. .
20) Bank deposit slip printing
Yes
21)' Allows Recurring PCI compliant credit card billing-'
Yes
GENERAL, BUDGETING
m
,
1) Interface with the general' ledger system
yes
2) Ability to apply budget parameters to develop target
Yes
budgets by department or program
3) Provide the ability to generate reports that include all -major
Yes`
categories'of expenses and revenue
4) Maintain data for each phase or version in the budget
Yes
process
5) Associate I narrative comments with records in,the budget
Yes; '
system (by account or major category) for analysis and review
purposes
6) Ability to access original budget and identify changes made
Yes
subsequent to adoption for analysis, review and reporting
7) View or report detail transactions which change the adopted
No. While budgets can be locked with
`budget (audit�trail) . '
passwordprotection to prevent
•
editing,=there is notan audit feature on
changes that are.made by authorized
users.
8) Provide,easy access to historical data for budget
Yes
development, analysis and reporting.
Njevity, Inc. CONFIDENTIAL Page 24 of 26
s
9) Allow for choice of level of detail for entry (department,
Yes
division, program, line item, and project.
10) Provide level of security for department entry and reading
Yes
11) Report by specified levels (fund, department, division)
yes
12) Pull data into spreadsheet, graphic or word processing
yes
software
13) Support multiple budget scenarios by fund.
Yes
14) Provide the capability of rolling any one of the budget
Yes
scenarios into the final adopted budget.
15) Develop budgets at a summary level (e.g., by fund,
yes
department, program).
16) Maintain several prior years history for actual and budget
Yes
for reports and analysis
17) Support two year budgeting, allowing identification of each
Each budget is created for a single
year within the biennium.
fiscal year. However, financial reports
can be created that combine budget
information across multiple years.
TWO YEAR BUDGETING
o
1) Describe how development of a two (2) year budget can be.
Create two one year budgets. Use the
accomplished in the system.
financial reporting tools to create
financial reports that combine budgets
for multiple years.
2) Identify any limitations related to the second year of the two
Functions exactly like the first year
year budget.
budget.
3) Develop budget request for both years simultaneously
Budget templates are created in
Microsoft Excel Automatically by
Dynamics GP. These templates can be
created for multiple years in sequence
and can be placed into the same
spreadsheet.
4) Create reports for both years
Yes
5) Capability to make changes to both years or either year
Yes
during budget development and during budget implementation
6) Provide the same budget development tool and capabilities
Yes
for the two year budget as for the first year. The system should
provide full capability for budget development for the second
year as it does for the first.
Njevity, Inc. CONFIDENTIAL Page 25 of 26
CRM. INTEGRATION
The software required for integration between Dynamics GP and Dynamics CRM has not been included in
this proposal as this integration is scheduled for a future phase.
1) Microsoft CRM Accounts and Contacts to Accounting Yes
Package Customers
2) Microsoft CRM Customer Addresses to Accounting Package Yes
Customer Addresses
3) Accounting'Package Customers to Microsoft CRM Accounts Yes
or Contacts
4) Accounting Package Customer Addresses to Microsoft CRM Yes
Customer Addresses
To communicate with online payment, the following data must be accessible via SQL and adequate
performance:
1) Customers .(new and modified since a given date)" Yes
2) Invoices (new and modified since a given date) Yes
3) Payments (new and modified since a given date) Yes
PRICING -QUESTIONS I
Questions 1-6 in this section are answered in detail, in the pricing section above.
Njevity will not bill travel time on this project. However, we will bill roundtrip mileage at the rate of
$0.50/mile for the lesser of the actual miles driven by the consultant or the miles between Njevity's
corporate office and NFRMPO's office.
Much of our work can be performed remotely, if NFRMPO provides Njevity with remote login capabilities.
This would minimize travel time and costs for all parties.
As all of our consultants are located within the Front Range in Colorado, we will not incur any other travel
expenses such as airfare, lodging, car rental, etc. We will also not bill for meals or per diems. Mileage is
the only expense that will be billable under this project.
Njevity, Inc. CONFIDENTIAL Page 26 of 26
Support Procedures and capabilities........................................................................................................
14
Software Agreement Statement...............................................................................................................
14
MODULESPECIFICATION ......................................................................................................................15
GeneralSystem requirements..................................................................................................................
15
SupportDocumentation...........................................................................................................................
15
VendorSupport........................................................................................................................................
16
Upgrades...................................................................................................................................................
16
Training..................................................................................................................................................... 17
Reporting... ...............................................................................................................................................
18
Security/Audit...........................................................................................................................................
18
GeneralLedger.........................................................................................................................................
19
CheckReconciliation.................................................................................................................................
20
Accounts Payable & Cash Disbursements.................................................................................................
20
Accounts receiveable and billing..............................................................................................................
22
CashReceipts............................................................................................................................................
23
GeneralBudgeting....................................................................................................................................
24
TwoYear Budgeting..................................................................................................................................
25
CRMIntegration..........................................................................................................:............................
26
Pricingquestions.......................................................................................................................................
26
TRAVEL............................................................................................................................................. 26
Njevity, Inc. CONFIDENTIAL Page 3 of 26
Njevity is a Microsoft Gold Certified consulting firm that helps mid -size companies
select and implement Accounting, Inventory Management, Time and Billing, Sales
Force Automation, Help Desk, Document Management and Workflow applications
from Microsoft. Njevity provides peace of mind to our clients because they know
that we will design and deploy their systems right ... the first time.
The name Njevity was formed from the combination of the words INGENuiTY and
LONGEVITY. Ingenuity means innovative, creative and skilled. Longevity means
dependable, enduring, and long lasting. As these concepts already reflected our
business philosophy, we combined them to create our name.
INGENUITY. After all, every business has its own unique set of business problems,
and our deep experience with many different businesses and implementations of
Dynamics enables us to promptly find creative ways to solve the problems our
clients have in cost effective ways.
LONGEVITY. In addition, we recommend Microsoft Dynamics because Microsoft is
investing heavily in Dynamics to bring unparalleled value to our clients today. But
more important, our clients know that their investment in Dynamics is a
long-term one that will not only last, but will also grow with them for the entire
lifecycle of their company.
VALUE. Our team has more than 20 years of experience in implementing,
customizing and supporting Microsoft DynamicsTm business management and
customer relationship management solutions. Our Proven Implementation and
Project Management Methodologies allow us to quickly get our clients up and
running on their new systems so that their employees can start spending more of
their time on high value tasks and their business owners can focus more of their
time working ON their business, not IN their business.
As a Microsoft Gold Certified Partner, we have the knowledge and' expertise in
Microsoft DynamicsTm and Office TM solutions to make your business people -ready
As a private firm, we do not routinely publish our financial statements. However, we would be
happy to produce these at your request under a nondisclosure agreement.
COMPANY REPRESENTATIVES'
F%r ' x? ';' ,s. ..'? .,,:_;# Ti As :.r sk X''f4,�' „� rc« : r ✓�`,�� � a' t � . „`,� gw sr w{ �a •:" .. r<u�� wpm �.�:; r•fir .rz', �x� ` ." �;'�i� ? ;, t .,
Chris Dobkins
President
(P) 720-870-9700 x101
cdobkins@njevity.com
Jim Varner
Account Manager
Njevity, Inc. CONFIDENTIAL Page 4 of 26
(P) 720-870-9700 x104
jvarner@njevity.com
Njevity, Inc. CONFIDENTIAL Page 5 of 26
CONFIDENTIAL
WRITTEN'DESCRIPTIONOF`SO'FTWARE`AND*P.
MAINTEN;ENACE'a��o-�;ftr K"
_ k Stk3iY as +
SUMMARY
Our purpose is to provide you with a successful implementation of Dynamics GP that:
19 Is reliable
10 Simplifies your monthly billing and credit card authorization process
Maintain PCI compliance and security in the storage of customer credit card information
10 Is built on an open database that allows for simplified publication of select data to your website
M Frees up accounting staff to focus on value added activities
This solution incorporates the following technologies:
11 Microsoft Dynamics GP
10 Azox Credit Card Extension for Dynamics GP
AD Accountable'Software Forms Printer
Microsoft Dynamics GP provides tools to manage accounting, reporting, sales and purchasing processes.
Azox Credit Card Extension integrates credit card processing directly into Dynamics GP with full PCI
Compliance. Accountable Software Forms Printer allows for simple emailing of graphically rich invoices to
customers.
Not only are we proposing a world -class software solution, we are also proposing a world -class
implementation methodology. Njevity's SmartStart Implementation Methodology provides a clear and
definitive road map through each phase of the implementation process. At key points along the way, we
will stop, assess our mutual progress together and sign off on the completion and accuracy of those tasks.
Following this process helps us deliver the solutions our clients want - on budget and on time.
Attached to this RFP is specific documentation from Microsoft regarding the Dynamics GP product.
Information on the specific maintenance costs and programs are located in the pricing section of this
response. Based on industry experience and an understanding of NFRMPO Njevity has included the
appropriate maintenance package for,the first year. Software maintenance for Dynamics GP is required
annually, and is 18% of list price per year.
SUCCESS CRITERIA I
The following items have been identified as critical success factors for this implementation:
Target Go -Live: January 1, 2010
10 Replace the current QuickBooks system
Njevity, Inc. CONFIDENTIAL Page 6 of 26
N Eliminate the problematic integration between the accounting system and the web site
0 Simplify the billing process
0 Allow for future integration with Dynamics CRM and the Web Site
KEY DELIVERABLES i
Njevity will deliver the following as part of the scope of this project:
Statement of Work;
Project Plan;
1� Project Budget;
Data Conversion Templates;
0 User Acceptance Sign Off Sheets.
MILESTONES
Njevity will manage this project to the following milestones:
® User Acceptance of Initial Data Conversion and System Configuration;
® End User Training;
® User Acceptance of final production Data Conversion;
® New Solution is live and operational in a production environment; and
User Acceptance of complete system.
FUTURE PHASE / OUT OF SCOPE ITEMS
The following are not included in this proposal:
® Integration with CRM
® Integration with the Web Site
® Automated pricing updates
Njevity, Inc. CONFIDENTIAL Page 7 of 26
SOFTWARE MAINTENANCE
Prices listed in percentages are based on the system list price at time of purchase. Business Ready
Advantage Plans include Enhancement. First -year customers can choose to enroll in Business Ready
Advantage Plan Plus or Deluxe Support Services with a 1-hour guaranteed response time in lieu of the
Business Ready Advantage Plan and still receive the benefits of the Business Ready Advantage Plan.
While these maintenance plans include software updates and upgrades, they do not include Njevity's
services to install and apply these updates, nor do they include Njevity support services. These services
will be estimated when you are ready to apply an updated.
Microsoft generally releases major upgrades every 24-36 months with minor updates and hot fixes every
6 months.
ENHANCEMENT PLAN (AVAILABLE AFTER 1ST YEAR) — 16%
Benefits of being on an Enhancement Plan for Microsoft Dynamics include access to all product updates
(major and minor releases and tax updates), access to CustomerSource, unlimited online training, and the
ability to provide suggestions for future products and new features. Customers on an Enhancement Plan
also will receive Per -Incident Support, the ability to purchase additional products, users, and services,
selected Tools from the Professional Services Tools Library and Business Portal Users for every System
Manager User.
BUSINESS READY ADVANTAGE PLAN — 18%
The Business Ready Advantage Plan includes 6 incidents with a 3-hour guaranteed response time (with a
minimum license value of $3000 USD), managed newsgroups, unlimited online training, discounts on Flex
5-Pack and Flex Per -Incident Support, and all the benefits of the Enhancement Program.
BUSINESS READY ADVANTAGE PLUS PLAN — 25%
The Business Ready Advantage Plus Plan includes unlimited .incidents with 1-hour guaranteed response
time, one Technet Plus server subscription, managed newsgroups, unlimited online training, the ability to
initiate chat and screen sharing with eSupport, and all the benefits of the Enhancement Program.
DELUXE SUPPORT SERVICES
Deluxe Support Services is a managed support plan and includes an account manager serving as a single
point of contact for the customer to manage their support needs, 240 support for severity 1 issues, a
supportability review, an orientation & planning session, escalation management, resource facilitation,
support webinars, Deluxe Support Services newsletter, 1-hour guaranteed response time delivered by
senior engineers, one Technet Plus server subscription, managed newsgroups, unlimited online training,
the ability to initiate chat and screen sharing with eSupport, and all the benefits of the Enhancement
Program.
Njevity, Inc. CONFIDENTIAL Page 8 of 26
Microsoft owns both Dynamics GP and Dynamics CRM. This allows for seamless integration between the
products, as well as many other products in the Microsoft Suite. One of the biggest values of using
Microsoft Dynamics GP is its ability to seamlessly integrate with CRM, and all of the other Microsoft Office
tools (like Excel and Word). Simply put, the products are designed to work together.
Different levels of customization can be provided at NFRMPO's request. Some customers simply push
information from Dynamics GP to Dynamics CRM so that office users can view all customer data from a
single CRM screen. If needed, Njevity can also set the applications up for two-way communications,
although this adds a layer of complexity to the environment.
In either case, an additional integration tool is required to connect the dots between the two applications.
As integration was not part of the initial phase of this project, those tools have not been included in this
proposal. However, these tools not only provide an integration platform between Dynamics GP and
Dynamics CRM, but they also allow you to integrate ANY other applications with GP and/or CRM.
Whether NFRMPO continues to utilize Dynamics CRM or chooses to implement another application for
customer and route management, Dynamics GP provides a solid accounting application with the
capabilities for robust integration with any Windows -based application.
Njevity, Inc. CONFIDENTIAL Page 9 of 26