REQUEST FOR PROPOSAL - Gainesville, Georgia 15053 page 1 of 45 city of gainesville, ga city of...

RFP 15053 of 45

City of Gainesville, GA

CITY OF GAINESVILLE REQUEST FOR PROPOSAL

RFP No. 15053 FINANCIAL MANAGEMENT, HUMAN RESOURCES MANAGEMENT,

AND PAYROLL SOFTWARE SYSTEMS

Proposal Release: May 22, 2015

Proposal Questions Deadline: June 12, 2015

Proposal Due Date: July 6, 2015

Postal Return Address: Courier Delivery Address: City of Gainesville City of Gainesville

Purchasing Office Purchasing Office P.O. Box 2496 300 Henry Ward Way, Room 103

Gainesville, GA 30503 Gainesville, GA 30501

RFP 15053 of 45


City of Gainesville Request for Proposal

RFP No. 15053 FINANCIAL MANAGEMENT, HUMAN RESOURCES MANAGEMENT, AND PAYROLL

SOFTWARE SYSTEMS

Sealed Proposals for Financial Management, Payroll, and Human Resources Management software solutions will be received by the City of Gainesville, Administrative Services Department, 300 Henry Ward Way, Suite 103, Gainesville, GA. 30501 until 2:00 PM EST, Monday, July 6, 2015.

SECTION A: RFP INTRODUCTION AND GENERAL GUIDELINES A.1 Purpose of Request for Proposal The City of Gainesville, Georgia (Hereafter also referred to as “The City”) is seeking proposals for financial management, payroll, and human resources software solutions to replace their existing systems. This RFP is for the purpose of procuring a sophisticated, comprehensive, fully integrated, public sector specific Financial Management, Payroll, and Human Resources Management software solution that best meets the City’s needs, and any other administrative function as defined in this RFP along with services to implement and main tain the system(s). The Administrative Services department is seeking a system that will fully automate the process of the City’s daily financial and procurement activities. The City’s Human Resources Department is seeking a system that will incorporate an applicant tracking system, document management system, payroll and human resources management system. Although the City is seeking a fully integrated solution, the City is open to any type of solution that would best meet its needs; therefore, the City wil l accept proposals that are specific to individual financial management, payroll, or human resources management modules or suites. This RFP has been compiled for the purpose of providing information, requirements, specifications, guidelines, and other data to be used by proposers who wish to submit a proposal for consideration.

A.2 Background Information on City of Gainesville The City of Gainesville is a duly created and validly existing municipal corporation of the State of Georgia. The City is located in the northeastern portion of the State approximately 52 miles northeast of the City of Atlanta. The City had an estimated population of 35,533 in 2013. The total net budget adopted by the Mayor and City Council for fiscal year 2015 is $116,526,414 of which $30,328,583 is contained in the City’s General Fund. The City operates using the Fund Accounting method and

RFP 15053 of 45


currently has 17 governmental fund types, 7 proprietary fund types, 3 fiduciary fund types and 2 component units (See Attachment A: Fund Structure). The City currently processes its payroll 100% in-house. The City processes payroll biweekly for approximately 750 employees of which 620 are full time benefit eligible. Currently, approximately 150 employees receive live pay checks. The remaining employees have elected one to four direct deposit locations for pay and receive a hard-copy check stub. Benefit deductions are based on 26 payrolls per year.

A.3 Notice to Proposers Failure to carefully read and understand this RFP may cause the proposal to be out of compliance, rejected by the City, or legally obligate the proposer to more than it may realize. Information obtained by the proposer from any officer, agent or employee of the City shall not affect the risks or obligations assumed by the pro poser or relieve the proposer from fulfilling any of the RFP conditions or any subsequent contract conditions. Only the format and documents included with this RFP will be accepted as compliant for the submitted proposal. Failure to completely fill out all required attachments may result in disqualification.

A.4 RFP Guidelines By virtue of submitting a proposal, interested parties are acknowledging:

A.4.1 This RFP is a request to purchase or otherwise acquire rights to use software and professional services required to implement/train new users on the software for the system(s). As such, proposals from implementation firms alone or software firms without an implementation mechanism will not be considered.

A.4.2 In the event that all products and services are not provided by one firm, proposers may partner with another firm to submit a joint proposal.

A.4.3 The City reserves the right to reconsider any proposal submitted during any point of the procurement. It also reserves the right to meet with select proposers at any time to gather additional information. Furthermore, the City reserves the right to delete or add functionality (i.e., modules and components) until the final contract signing.

A.4.4 All items must meet or exceed specifications as stated by the City. The City of Gainesville reserves the right to waive any technicalities and to reject or accept any Proposal in its entirety or to accept any portion thereof if it is determined that either method results in lower costs, better service, final satisfaction or is otherwise determined to be in the best interest of the City. Determination of best response to proposal will be the sole judgment of the City. Proposals shall remain valid for ninety days from the date of proposal opening.

A.4.5 The City of Gainesville reserves the right to reject any or all proposals at any time without penalty.

A.3.6 Any clerical mistake that is patently obvious on the face of the proposal may, subject to the limitations described below, be corrected upon written request and verification submitted by the proposers. A nonmaterial omission in a proposal may be corrected if the Administrative Service Department determines that correction to be in the City’s best interest. Omissions affecting or relating to any of the following shall be deemed material and shall not be corrected after Proposal opening:

(1) Price Information; and (2) Any required Insurance

RFP 15053 of 45


A.4.7 Proposals may be withdrawn at any time prior to the proposal opening. After proposals have been publicly opened, withdrawal of a proposal shall be based upon the following: The Proposer shall give notice in writing of his claim of right to withdraw his proposal due to an error within two business days after the conclusion of the proposal opening procedure. Proposals may be withdrawn from consideration if the price is substantially lower than the other proposals due solely to a mistake therein, provided the proposal was submitted in good faith, and the mistake was a clerical mistake as opposed to a judgment mistake, and was actually due to an unintentional arithmetic error or an unintentional omission of a quantity of work, labor or material made directly in the compilation of the proposal, which unintentional arithmetical error or unintentional omission can be clearly shown by objective evidence drawn from inspection of original work papers, documents and materials used in the preparation of the proposal sought to be withdrawn. The proposer’s original work papers shall be the sole acceptable evidence of error and mistake if he elects to withdraw his proposal. If a proposal is withdrawn under the authority of this provision, the lowest remaining responsive proposal shall be deemed to be the low proposal.

A.4.8 All firms submitting proposals are encouraged to submit the most competitive proposal possible as the failure to do so may lead to elimination prior to software demonstrations.

A.4.9 As a result of the selection of a vendor to supply products and/or services to the City of Gainesville, the City of Gainesville is neither endorsing nor suggesting that the vendor’s product is the best or only solution. The vendor agrees to make no reference to the City of Gainesville in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City of Gainesville.

A.4.10 The City reserves the right to cancel, in part or in its entirety, this RFP, including, but not limited to: selection schedule, submittal date, and submittal requirements. If the City cancels or revises this RFP, all proposers will be notified in writing by the Government.

A.4.11 The City reserves the right to revise this RFP prior to the date that proposals are due. All contacts will be notified of revisions to the RFP. Additionally, all revisions will be posted on the City’s website. The City reserves the right to extend the date by which the proposals are due.

A.4.12 Proposers are responsible for checking the City of Gainesville’s website for the issuance of any addenda prior to submitting a proposal. The address is http://www.gainesville.org/purchasing.

A.4.12 This RFP does not commit the City to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. All proposals submitted in response to this RFP become the property of the City of Gainesville and public records, and as such, may be subject to public review.

A.4.13 The firm that is selected for award of contract must be a vendor in good standing with the City and can obtain an active vendor status. To obtain an active vendor status the selected firm will be required to fill-out and submit all necessary documentation in the City’s Vendor Application which can be found at www.gainesville.org/purchasing.

A.4.14 When responding to this RFP, follow all instructions carefully. Submit proposal contents according to the outline specified and submit all hard copies according to the instructions. Failure to follow these instructions may be considered an unresponsive proposal and may result in immediate elimination from further consideration.

http://www.gainesville.org/purchasing

RFP 15053 of 45


A.5 Inquiries

Upon Release of this Request for Proposal, all vendor communications concerning this proposal must be directed to the Administrative Services Department correspondent listed below:

Alicia Serra, Administrative Services Officer City of Gainesville

PO Box 2496, Gainesville, GA. 30503 Phone: 678-989-3370

FAX: 770-535-5636 (Email Address: [email protected])

A.5.1 All questions concerning the RFP must reference the RFP page number, and section heading. All questions must be submitted in writing to the proposal correspondent named above. Questions must be received by 2:00 PM EST, Friday, June 12, 2015. A list of questions and answers will be provided to all known proposers and by request. Requests may be made to the proposal correspondent named above. Additionally, a list of questions and answers will be posted on the City’s website as an addendum to this RFP.

A.5.2 If any proposer planning to submit a proposal finds discrepancies in or omissions from the RFP, or is in doubt as to the true meaning of a particular requirement, a request for clarification or correct ion must be submitted in writing to the contact listed above.

A.5.3 Unauthorized contact regarding the proposal with other Gainesville City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City of Gainesville. Vendor should rely only on written statements issued by the proposal correspondent.

SECTION B: PROJECT OVERVIEW B.1 General Requirements The City of Gainesville seeks proposals from interested software and implementation service suppliers that have proven experience in implementing financial management, payroll, and human Resources management systems that support Georgia State governmental organizations of similar or larger size. The core software applications anticipated to meet the requirements of this RFP are: Financial Management Suite

General Ledger Budget Management

Accounts Payable

Revenue/Cash Receipting Misc. Billing & Receivables

Requisition Processing

Purchasing Dynamic Reporting

Financial Analytics

Asset Management

mailto:[email protected]

RFP 15053 of 45


Payroll/HR Management Suite

Payroll Processing

Personnel Management Position Control

Employee Event Tracking

Personnel Action Processing

Employee Retirement Tracking Leave Management

Applicant Tracking

Position Budgeting Document Image Management

B.2 Optional Applications In addition to the anticipated required software applications, the City is interested in receiving proposals for the following system applications with the understanding that these are purely optional applications and should be proposed in such a manner that they can be easily removed from the bid proposal and pricing (if the cost of these applications increase the overall pricing of the bid) should the City so choose: Financial Management Suite

Annual Budget Preparation

Annual CAFR Preparation

Grant Management Project Accounting

Third Party Document Imaging Interface

Bid and Quote Management Payroll/HR Management Suite

Benefits Administration

Workers Compensation Administration

Time and Attendance Non-Employee Benefits Tracking

Third Party Document Imaging Interface B.3 Technical Requirements

The City currently operates using a virtual server environment. Should the system(s) proposed require the use of a physical server this should be indicated in the proposal along with the proposers recommended server model and operating platform. Currently the City is using Microsoft servers utilizing Microsoft SQL. All user workstations operate using Windows 7 or later. Should the proposed system require any specific peripheral devices or components it must be clearly stated in the bid proposal along with device make and model numbers. All proposed systems must have the capability to interface with the City’s existing Utility (Springbrook) and Property Tax (Manatron) systems.

RFP 15053 of 45


B.4 Procurement Schedule

The expected procurement schedule is listed below. The Government reserves the right to change the procurement schedule. If changes are made, representatives from each proposer will be notified by the City.

PROCUREMENT SCHEDULE

Friday, May 22, 2015

Release RFP

Friday, June 12, 2015 2:00 PM EST

Last Day to accept questions on the RFP

Friday, June 19, 2015

Answers to submitted questions provided

Monday, July 6, 2015 2:00 PM EST

Proposals Due

Wednesday, July 22, 2015

Finalist Notified to Schedule Demonstrations

Weeks of August 3 – 7, 2015

Software Demos of Finalist (max 6 hours per finalist)

Week of August 17 – 21, 2015

Reference Checks and Site Visits to Existing System Users of Proposed Finalist

Tuesday, September 15, 2015

Award Contract at Council Meeting

B.4.1 Software demonstrations will be held on-site at City facilities and will cover all functional areas listed in this RFP. Proposer demonstrations are an integral part of the selection process. To avoid unnecessary delays, the City expects that proposers will be available for software demonstrations during the dates identified on the procurement schedule.

B.5 Evaluation Criteria

The City will evaluate all written proposals. It is incumbent upon the proposer to demonstrate within their proposals how each requirement will be satisfied. All Proposals must meet the specification as outlined in this RFP. The City reserves the right to investigate the qualifications and experience of the proposers, or to obtain new propo sals. Proposals not sufficiently detailed or in an unacceptable form may be rejected by the City. Information and documentation included in the proposal become public information upon opening the proposals. Interested firms must follow the process outlined in the following pages in submitting their proposal.

The sole purpose of the proposal evaluation process is to determine which solution best meets the City’s needs. The evaluation process is not meant to imply that one proposer is superior to any other, but rather that the selected proposer can provide and has proposed the best software and implementation approach for the City’s current and future needs based on the information available and the City’s best efforts of determination.

RFP 15053 of 45


The proposal evaluation criteria should be viewed as standards that measure how well a proposer’s approach meets the desired requirements and needs of the City. The criteria that will be used to evaluate proposals may include, but are not limited to the following:

B.5.1 Proposal Evaluation

Cost

Public sector experience Technical features and compatibility with the City’s standards

Functional features and response to the City’s requirements

Overall implementation methodology and timetable Completeness and relevance of response

References from existing clients

Training Plan Project management

B.5.2 Software Demonstrations

Overall system features

Demonstration preparedness Ability to provide required functionality for the City

B.5.3 Discovery

Implementation Costs

Project team experience/knowledge

Understanding of the City’s needs and goals Implementation approach / risk mitigation plan

Staffing plan

Interfaces, conversions, and customization approach Annual maintenance costs and user license fees

B.5.4 Proposer’s Responsibility

When determining whether a proposer is responsible, or when evaluating a proposal, the following factors may be considered, any one of which will suffice to determine whether a proposer is responsible or the proposal is the most advantageous to the City:

The ability, capacity and skill of the proposer to perform the contract or provide the equipment and/or service required.

The character, integrity, reputation, judgment, experience and efficiency of the proposer.

Whether the proposer can perform the contract within the time specified.

The quality of performance of previous public and private contracts or services, including, but not limited to, the proposer’s failure to perform satisfactorily or complete any written contract. The City’s termination for default of a previous contract with a proposer, within the past three years, shall be deemed to be such a failure.

RFP 15053 of 45


The previous and existing compliance by the Proposer with laws relating to the contract or service.

Evidence of collusion with any other Proposers, in which case colluding proposers will be restricted from submitting further proposals on the subject project or future proposals, for a period not less than three years.

The proposer has been convicted of a crime of moral turpitude or any felony, exce pting convictions that have been pardoned, expunged or annulled, whether in this state, in any other state, by the United States, or in a foreign country, province or municipality. Proposer shall affirmatively disclose to the City all such convictions, especially of management personnel or the proposer as an entity, prior to notice of award or execution of a contract, whichever comes first. Failure to make such affirmative disclosure shall be grounds, in the City’s sole option and discretion, for termination for default subsequent to award or execution of the contract.

If the proposer will be unable, financially or otherwise, to perform the work.

At the time of the proposal opening, the proposer is not authorized to do business in the state of Georgia, or otherwise lacks a necessary license, registration or permit.

Any other reason deemed proper by the City.

The City reserves the right to determine the suitability of proposals on the basis of any or all of these criteria or other criteria not included in the above list.

B.6 Proposal Submission Information

B.6.1 The Administrative Services department must receive the vendor’s proposal in a sealed envelope, in its entirety, not later than 2:00 PM EST, Monday, July 6, 2015. Proposals arriving after the deadline will be returned unopened to their senders. All proposals and accompanying documentation will become the property of the City of Gainesville and may not be returned. Proposals must be clearly marked on the outside of the package:

FINANCIAL MANAGEMENT, HUMAN RESOURCES MANAGEMENT, AND PAYROLL SOFTWARE SYSTEMS #15053

B.6.2 Signature on the proposal by the proposer constitutes acceptance by the proposer of terms, conditions, and requirements set forth herein.

B.6.3 Proposers are required to submit one (1) original and five (5) hard copies of the proposal. The proposals must include the Proposal Certification form (See Attachment B: Proposal Certification) signed by an authorized agent of the proposer which clearly identifies the vendor involved in the proposal and appropriate contact information.

B.6.4 Vendors assume the risk of the method of dispatch chosen. The City of Gainesville assumes no responsibility for delays caused by any delivery service. Postmarking by the due date will not substitute for actual proposal receipt. Late proposals will not be accepted nor will additional time be granted to any vendor. Proposals may not be delivered by facsimile transmission or other telecommunication or solely by electronic means.

RFP 15053 of 45


B.6.5 By submitting a proposal, the proposer is providing a guarantee to the City that, if chosen, it will be able to provide the proposed products and services during the period of time discussed in the RFP.

B.6.6 All documents submitted as part of the vendor’s proposal will be deemed confidential during the evaluation process. Vendor proposals will not be available for review by anyone other than the evaluation team or its designated agents. There shall be no disclosure of any vendor’s information to a competing vendor prior to award of the contract. Any information contained in the proposal that is proprietary will be neither accepted nor honored. All information contained in this proposal is subject to public disclosure in accordance with the Freedom of Information Act, at award of contract, cancellation of this RFP, or within 180 days, whichever shall occur first.

B.6.7 The City shall not be liable for any pre-contractual expenses incurred by prospective vendors or selected contractors, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

B.7 Proposal Award and Execution

The City will select the proposal that, in its sole discretion, is the most responsive and responsible proposal to the City. A proposer’s overall capability, specialized experience, reputation, past performance for similar services, technical competence, financial stability, ability to meet program goals, performance under contract terms and fee schedule will be considered in the award decision.

The City reserves the right to make any award without further discussion of the proposal submitted; there may be no best and final offer procedure. Therefore, the proposal should be initially submitted on the most favorable terms the vendor can offer. The specification may be altered by the City of Gainesville based on the vendor’s proposal and an increase or reduction of services with the manufacturer may be negotiated before proposal award and execution.

B.8 Local Vendor Preference

Local Vendor means a bidder or offeror which operates and maintains a brick and mortar business, i.e. a physical

business address, within the city limits of the City of Gainesville, has a current business license, has paid in full all real

and personal taxes owed the City, is considered a vendor in good standing with the City and can obtain an active

vendor status.

A local vendor may receive an opportunity to match for purchases, bids, proposal or contracts over $20,000 and less

than $100,000. The local vendor may be given an opportunity to match the lowest price proposal, if the quotation or

bid of the local vendor is within 3% of the lowest price proposal by a non-local vendor. In the event a local vendor

matches the lowest price proposal, including all other terms, quality, services and conditions, then the local vendor

shall be awarded the contract.

In the event the price proposal of more than one local vendor is within 3% of the lowest overall price proposal of a

non-local vendor, the local vendor with the lowest proposal will be given the first opportunity to match the lowest

overall price proposal. If this local vendor decl ines to match the price proposal, then the local vendor with the next

lowest bid within 3% will be given the opportunity to match the lowest proposal. This process will continue with all

local vendors having proposal within 3% of the lowest overall bid by a non-local vendor.

RFP 15053 of 45


Policy to be stated. This policy shall be so stated in all applicable solicitations.

Exemptions. This provision does not apply to public works construction projects or road projects pursuant to the laws of the State of Georgia (O.C.G.A §36-91 or §32-4).

B.9 Insurance Coverage

Proposer must provide evidence, satisfactory to the City, of the following insurance requirements:

The City requires the Contractor to have and maintain the following insurance coverage and indemnification provisions with the City of Gainesville named as an additional insured hereunder. The Contractor shall furnish the Owner with certificates showing the type, amount, class of operations covered, effective dates, and date of expiration of policies. Such certificates shall also contain substantially the following statement: The insurance covered by this certificate will not be cancelled or materially altered, except after thirty (30) days written notice has been received by the Owner.

The Contractor agrees to provide and maintain insurance coverage until the contract is completed and to furnish certificates from its insurance carriers showing that it carries insurance in the following minimum limits:

Commercial General Liability $1,000,000 Each Occurrence

$1,000,000 Personal & Advertising Injury

$5,000 Medical Expense Any One Person

$50,000 Damage to Rented Premises

$2,000,000 General Aggregate

$2,000,000 Products (Completed/Operations Aggregate)

Automobile Liability: $1,000,000 Combined Single Limit Per Accident

Excess/Umbrella Liability $1,000,000 Each Occurrence

$1,000,000 Aggregate

Worker’s Compensation and

Employer’s Liability Statutory Limits on Worker’s Comp – Each Employee

$1,000,000 Employer’s Liability – Each Employee

$1,000,000 Employer’s Liability – Each Accident

Professional Liability $1,000,000 Each Occurrence

B.10 Proposer Requirements

The proposer must clearly demonstrate that they are capable of performing the services outlined in this RFP. The

proposer must have a minimum of five (5) years experience in successfully performing the services of similar scope and size as City of Gainesville’s requirements for at a minimum (3) three other entities.

Please include the following information in your proposal:

RFP 15053 of 45


The Proposer will disclose any professional or personal financial interest which could be a possible conflict of interest in representing the City.

The proposal should include a copy of the service provider’s most recent audited finan cial statement.

B.11 Contract Term

The professional service provider selected to provide the services specified in this RFP must enter into a written contractual agreement with the City of Gainesville. The terms and conditions of such an agreement will be in the City’s contract format and is subject to review and approval by the City Manager and the City’s legal counsel. Please see Attachment E: City of Gainesville’s Standard Contract. All proposers should indicate any concerns or changes that would be required of the City’s Standard Contract in the proposal.

B.12 Payment Terms

Implementation services will be paid on a not-to-exceed basis and only on a deliverable completion basis, meaning that the City will pay only when the vendor has satisfactorily completed mutually agreed upon payment deliverables, as will be defined in the Contract as part of the agreement.

SECTION C: DETAILED SUBMITTAL REQUIREMENTS

Proposals should be prepared as simple as possible and provide a straightforward, concise descriptio n of the proposed products and services to satisfy the requirements of the RFP. Attention should be given to accuracy, completeness, relevance, and clarity of content. The proposal should be organized into the following major sections:

1. Signed Proposal Certification Form

2. Introduction Material (Title Page, Letter of Transmittal, and Table of Contents)

3. Executive Summary

4. Scope of Services

5. Company Background

6. Proposed Application Software and Computing Environment

7. Implementation Plan

8. Training Plan

9. Maintenance and Support Program

10. Client References

11. Exceptions to the RFP

12. Optional Attachments or Exhibits

13. Price Proposal

RFP 15053 of 45


C.1 Executive Summary and Introduction Material

(Section 1, 2, & 3) The introductory material must include the signed Proposal Certification Form (Attachment B: Proposal Certification Form), a title page with the RFP number, subject, name of the proposer, address, telephone number, e-mail address, the date, a Letter of Transmittal, and a Table of Contents. The executive summary should be limited to a brief narrative summarizing the proposal. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel.

C.2 Scope of Services

(Section 4) This section of the proposal should include a general discussion of the proposer’s overall understanding of the project and the scope of work proposed including the following:

C.2.1 The proposal shall explicitly state the name of any firms or products that are part of the proposed solution to the City.

C.2.2 List and describe all software proposed modules. Proposer must explicitly state the software module name and versions that are proposed.

C.3 Company Background

(Section 5) In this section provide information about the company so that the City can evaluate the p roposer’s stability and ability to support the commitments set forth in response to this RFP. Information in this section should contain the following information:

Company name and location of the corporate headquarters and of the nearest office to the City.

The number of years the company has been in business and the number of years the company has been providing system and services to the public sector.

Include information on the company’s customer base, such as the number of public sectors clients the company serves, the number of local government clients, and the number of public sector clients in the state.

Identify if the company serves other industries.

Identify any national and/or regional user groups that your company has. Explain the purpose and fu nction of the user groups. Indicate if there are any annual or biannual user conferences offered. Include dates and locations of the next planned conference.

Include a brief summary of the company’s organizational characteristics such as the number of empl oyees, whether the company is privately held, publicly traded, or if it is a subsidiary to a parent company.

C.4 Proposed Application Software and Computing Environment

(Section 6) The proposer must present, in detail, features and capabilities of the proposed application software. Attachment C: Specifications Sheet provides minimum system specifications that the City is seeking for each system.

RFP 15053 of 45


The attached specification sheet (Attachment C: Specification Sheet) shall be completed and attached here. Vendors are instructed to complete the Functionality Requirements provided in this RFP, by placing an X in the correct column for each requirement as described below:

Fully Compliant - Indicates that the vendor’s standard software meets and/or exceeds the requirement. Modification/Custom Software - Indicates that a software modification or custom software is required

to meet and/or exceed this requirement. If there is a cost associated with this, list the dollar amount in Comments.

Not Available - Indicates that the vendor’s software does not and cannot meet this requirement.

For each specification, the proposer may include additional comments or explanations by including a Comments page at the conclusion of the specification sheet. The proposer will indicate which specification the additional comment or explanation is for by first indicating the system being addressed (i.e. FMS, ATS, HRMS, PPS, DMS) and then the number of the specification (e.g. FMS – 20).

C.5 Implementation Plan

(Section 7) This section should describe the proposed implementation plan. All proposals should assume that the City will contribute approximately 50% of the implementation effort to ensure adequate knowledge transfer. However, if the proposer feels that given past experience a greater or lesser role would allow the City to better mitigate risk and control project costs, the proposer should propose what they feel is in the best interest of the City.

C.5.1 Provide a detailed plan for implementing the proposed system(s). This information must explain in detail the proposed phasing for implementation including advantages to this approach, alternative proposed phasing, and how this approach will limit the risk that the City is facing during implementation.

C.5.2 Provide methodology for implementation. Methodology shall include estimated timeframe, overview of deliverables, assumptions, and assumed responsibilities.

C.5.3 Provide project team resumes for key members of the implementation team expected to be on the City’s project. It is understood that assigning resources as this point may be difficult; however, resumes provided should at least be representative of the staff that would make up the City’s project team.

C.6 Training Plan

(Section 8) This section should include the proposed training plan and a description of all products and services proposed to train both the project team and end users.

C.6.1 Provide an overview of proposed training plan/strategy, specifying how and when training is to be delivered for both on-site and off-site training, web training services for the core project team, end users, and IT personnel.

C.6.2 Provide a description of any training tools that are proposed along with this system(s).

C.7 Maintenance and Support Program

(Section 9) The proposal must specify the nature of any post-implementation and on-going support provided by the vendor including the following:

RFP 15053 of 45


Days of on-site support after go-live

Other on-site support after go-live (month end, quarter end, year end, etc.)

Remote desktop support

Additional on-site support

Telephone support including hours available, problem reporting and resolution procedures, and response time for various levels of severity

Internet support including hours available, problem reporting and resolution procedures, and respo nse time for various levels of severity

Local user groups and members

Upgrade frequency, how they are delivered, are upgrades required, and how many versions are currently being supported.

C.8 Client References

(Section 10) The City considers references to be important in its decision to award a contract. Proposers should supply references that will be available to speak with the City. Proposers should assume that all provided references will be contacted. The names, company/government, phone numbers, and e-mail addresses of each reference must be listed.

C.9 Exceptions to the RFP

(Section 11) All requested information in this RFP must be supplied. Proposers may take exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section, and written explanation shall include the scope of the exceptions, the ramifications of the exceptions for the City, and the descriptions of the advantages or disadvantages to the City as a result of exceptions. The City, at its sole discretion, may reject any exceptions or specifications within the proposal.

C.10 Optional Attachments or Exhibits

(Section 12) Proposers may attach any additional information they wish to include as part of the proposal but was not covered in other sections in this section.

C.11 Price Proposal

(Section 12) Proposers should only submit one Price Proposal in a separate sealed envelope. Attachment D: Price Proposal Sheet should be completed and included in the sealed price proposal evelope. The price proposal should include total price for all software, services, and additional cost to acquire all software and services referenced in the proposal. Proposers must include a breakdown of what is included for each cost category on a separate breakdown sheet but only the total costs for each system should be displayed on Attachment D. If a vendor is proposing an all -inclusive system cost should be broken out based on each portion of the system being proposed so as to make it easy to remove any one system from the proposal.

The City may award a purchase contract, based on initial offers received without discussion of such offers. A proposer’s initial offer should; therefore, be based on the most favorable terms available . The City may also request revised pricing offers from such proposers if specifications are added or deleted based on the City’s needs and interest (see section B.7), make an award, and/or contract negotiations thereafter. Proposers must submit

RFP 15053 of 45


implementation costs as fully loaded rates. Include all necessary travel cost separately on a not to exceed basis. The City will require established maintenance fees for five (5) years following implementation for budgeting purposes.

SECTION D: PROJECT GOALS

D.2 Success Indicators

Through this project, the City is interested in becoming more efficient and to take advantage of the new system(s) more effectively. The following are success indicators the City hopes to achieve through procurement and implementation of the new system(s).

D.2.1 Retire the City’s existing Financial Management System:

The City’s Financial Management System is currently Harris – GEMS Government e-Management Solutions which was implemented in 1999. The awarded vendor must have the ability to efficiently and effectively convert the data from the current operating system into the awarded vendors system in order to maintain historical financial records of the City’s operations for at least the past two years. Additionally, the City’s existing chart of accounts in not 100% in line with the DCA chart of accounts. The awarded vendor must have the capability to convert existing account numbers to fall in line with DCAs chart of accounts while keeping the ability to look-up old account numbers. The selected vendor will provide a web-based, hosted solution for processing the City’s day to day operations and procurement activities.

D.2.2 Retire the existing Payroll system and implement a new HR/Payroll system:

The City’s Human Resources Department does not currently have an applicant tracking system or document management system and has very limited use of a human resources management system. The City is currently using some of the HR modules from the existing payroll system Harris – GEMS Government e-Management Solutions which was implemented in 1999. The awarded vendor must have the ability to efficiently and effectively convert the data from the current operating system into the awarded vendors system for at least the past two years.

The selected vendor will provide a web-based, hosted solution for processing the City’s bi-weekly payroll and should either include or integrate with the City’s selection of HR management solution. Overall, the City requires a comprehensive and integrated system that will provide an overall management system for Payroll and Human Resources that includes applicant flow to payroll entry/time and attendance to all aspects of the City’s human resources functions without the need for duplicate data-entry. The payroll software must include the capability to integrate with the City’s Financial Management selection for general ledger processing without duplicate entry.

D.2.3 Data Integration:

For key systems already in place in the City, there will need to be interfaces developed and maintained that allow for information to be transferred automatically between systems. The City is looking to avoid fragmented information that relies on users to enter and reconcile data between multiple systems. The new system will interface with the following systems that the City uses:

RFP 15053 of 45


Property Tax – The City utilizes Thomas Reuters VCS tax system (formerly Manatron) to process both personal and real property taxes.

Utility Billing – The City utilizes Springbrook for its utility billing

D.3 Preferred Project Schedule

The City’s desired implementation and go-live date is July 1, 2016 for the Financial Management and Payroll systems. The City also wishes to have the Human Resources Management System installed and implemented no later than January 1, 2017; however, it is the City’s desire to have the Human Resources Management System installed and implemented as expeditiously as possible. The City will rely on the proposers expertise in systems implementation for the most ideal and advantageous timeframe for the City.

D.4 Training

The City’s preference is for a “train-the-trainer” methodology to instruct end users on how to use the system. However, any proposal to initially train all end users during the implementation period will be acceptable. The City wishes to have all end-users fully trained on the systems at the times the systems go live.

Attachment A

RFP 15053 of 45


Attachment B

RFP 15053 of 45


City of Gainesville

REQUEST FOR PROPOSAL

Proposal No. 15053

FINANCIAL MANAGEMENT, HUMAN RESOURCES MANAGEMENT, AND PAYROLL SOFTWARE SYSTEMS

Proposal Certification

Proposer must return this certification with their proposal.

With my signature, I certify that I am authorized to commit my firm to the Proposal and that the

information herein is valid for 90 days from this date.

I further certify that all information presented herein is accurate and complete and that the scope of work can be performed as presented in this proposal upon the City’s request.

Proposer’s Signature _______________________________________Date ______________________

Name (printed) ____________________________________Title ______________________________ Unofficial Witness Signature_________________________________Date_______________________ Name (printed)_____________________________________Title______________________________ Company___________________________________________________________________________

Address____________________________________________________________________________

Phone____________________________________Fax_______________________________________

Email Address________________________________________________________________________

__________________________________ ____________________________ Notary Public Commission Expiration Date

This form must be completed and signed for bid to be considered.

Postal Return Address: Courier Delivery Address:

City of Gainesville City of Gainesville Purchasing Office Purchasing Office

P.O. Box 2496 300 Henry Ward Way, Room 103 Gainesville, GA 30503 Gainesville, GA 30501

Attachment C

RFP 15053 of 45


SPECIFICATION SHEET

This sheet provides proposers with the minimum requirements that the City is seeking from the awarded proposal.

FINANCIAL MANAGEMENT

Financial Management System (FMS)

Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

1 FMS must be able to accommodate the DCA Chart of Accounts account structure.

2

FMS must be capable of providing a project structure that is independent of the other

accounting classification elements to allow expenditures/expenses and funding sources to be

classified with a specific project.

3

FMS should be capable of providing an automated method of reclassifying the City’s existing accounts to the DCA Chart of Accounts

structure while maintaining a record of the old account numbers.

4 FMS should provide an audit trail from the

original posting to the final posting.

5 FMS must post accounting transactions to the general ledger accounts, and update balances and

available funding.

6

FMS should provide the capability to reject transactions or provide a warning message when a user attempts to post a transaction that would

cause the general ledger debits and credits to be out of balance.

7

FMS must allow users to define and process

system-generated transactions, such as automated accruals, preclosing and closing entries, cost assignment transactions, and recurring payments.

8 FMS system must have the capability to provide controls to prevent the creation of duplicate entries.

9

FMS should provide a warning message when a

user attempts to input an external vendor invoice number that has already been recorded for the

related vendor.

10 FMS must be able to validate fields for all accounting classification elements required to process the transaction prior to posting.

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

11 FMS should allow users to reverse transaction entries.

12

FMS should provide the capability to post to the

current and prior months concurrently until the prior month closing is complete.

13

FMS should provide the capability to provide and

maintain balances for both the current and prior fiscal years until the prior fiscal year closing is complete.

14 FMS must provide audit trails to trace transactions from their initial source through all stages of related system processing.

15 FMS should be flexible in order to adapt to

changes in reporting requirements.

16

FMS must provide the capability to process additions, deletions, and changes to the chart of

accounts without extensive program or system changes.

17 FMS should prohibit transactions from posting to general ledger accounts that have been

deactivated.

18

FMS should provide the capability to automatically generate selected recurring accrual

entries and reversals in subsequent accounting periods.

19

FMS should provide the capability to perform

multiple preliminary year-end closings, while maintaining the capability to post current and prior period data.

20

FMS must provide the capability to perform

online “drill downs” from general ledger summary balances to detail transactions and

referenced documents (e.g. purchase orders and receiving reports).

21 FMS must be able to track and report

revenues/expenditures vs. budget.

22 FMS must provide the capability to perform budget adjustments.

23 FMS must provide the capability to maintain original budgets and revised budgets.

24 FMS should have the capability to populate the budget with prior-year budgeted and actual amounts.

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

25 FMS must provide the capability to develop budgets online and via upload from spreadsheets.

26

FMS must provide the capability to verify that

transactions entered do not exceed the amount of funds available in each account. If an overage

occurs a warning message should be displayed.

27 FMS should provide the capability to store encumbrances submitted for future use.

28

FMS should provide the capability to track actual

expenditure amounts and encumbrances against the budget as revised, consistent with each accounts budget.

29

FMS must provide the capability to perform

online inquiry of funds availability prior to the processing of spending transactions

(commitments, obligations, and expenditures).

30 FMS should provide the capability to produce a report or otherwise notify management of the over obligation of funds.

31

FMS should provide the capability to record and

maintain agreements (e.g., interagency agreements) so that monthly, quarterly, and

fiscal-year-to-date as well as inception-to-date information can be presented.

32

FMS should provide the capability to input line

item detail for commitment documents (i.e., Purchase Orders, Requisitions) including item description, unit price, quantity of goods and

services, accounting information, and amounts.

33 FMS should provide the capability to have online routing approval of commitment documents by

management prior to issuance.

34

FMS should provide the capability to close commitment documents by line item under the following circumstances:

Automatically by the system upon issuance of the transaction,

By an authorized user, and

Automatically as part of the year-end

preclosing process

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

35

FMS must have the capability to maintain information related to obligation documents and

related amendments, including document number and type, vendor information, accounting

classification elements, and dollar amounts.

36 FMS should allow the capability to reference multiple funding sources on a single commitment document.

37

FMS should provide online search by multiple

search criteria such as document number, vendor number, accounting classification etc.

38

FMS should provide the capability to maintain an

online history file of closed-out documents for a user-defined period.

39

FMS should allow the capability to close

commitment documents automatically by the system upon final payment for goods or services or by an authorized user.

40

FMS should provide the capability to record and

maintain contracts and grants and related financial activity so that fiscal year-to-date and

inception-to-date information can be presented.

41 FMS should provide the capability to record advance payments made, such as travel advances, contract advances, and grants.

42

FMS should provide the capability to provide detailed listings and summary reports of commitments, obligations, and expenditures by

the elements of the defined accounting classifications.

43

FMS must be capable of maintaining payee

(vendor) information to support transactions, accounts payable, and disbursement.

44 FMS must provide the capability to maintain information needed to produce IRS Forms 1099.

45

FMS should track and maintain a history of changes to the vendor file, including vendor additions and purges, and changes to vendor-

specific information, such as payment address, bank account and routing information, and

payment type.

46

FMS must provide the capability to query and report on payee information by user-defined criteria, such as payee name, payee number, and

IRS Form 1099 reporting status.

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

47 FMS must provide the capability to activate and deactivate vendors that meet user-selected

criteria.

48

FMS must provide the capability to capture, store, and process the following information for

each vendor invoice, for audit trail, research, and query purposes:

Invoice number

Invoice date

Invoice receipt date

Invoice due date

Invoice amount

Unit price and quantity

Description

Discount terms, as applicable

Obligating document reference

Vendor identification number

49

FMS should provide the capability to indicate if a payment is “partial” or “final”. If final payment is

made, FMS should automatically deobligate and unliquidated balances.

50

FMS should automatically include relevant

identification information on each remitted payment including vendor invoice number, commitment document number or other reference

number.

51 FMS must be capable of tracking the status of invoices in the payment process online.

52

FMS should provide for various forms of

payment to be used (i.e. check, EFT, ACH, wires).

53

FMS should provide the capability to create

check files and EFT payment files in all formats using different media.

54 FMS must provide the capability to create one check file regardless of payee type, be it

employee or vendor.

55 FMS must provide the capability to combine multiple payment files into a single file for

transmission to the bank.

56 FMS must be able to interface or process transactions from others systems, such as payroll.

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

57 FMS should automatically record the accounting entries once a payment has been made.

58

FMS must provide the capability to assign

different schedule number ranges for different payments types, such as accounts payable and

payroll.

59 FMS should provide the capability to split single payments into separate bank accounts.

60

FMS must maintain a history of the following for

each payment made:

Vendor invoice number

Invoice amount

Vendor identification number

Vendor name

Payment address or banking information

Payment amount

Payment method, such as check or EFT

Referenced obligation number

Account charged

61 FMS should automatically record disbursements to the proper accounts.

62

FMS must provide the capability to produce IRS Forms 1099 in accordance with IRS regulations

and current IRS acceptable format, including hard copy and electronic form.

63

FMS system must provide the capability to

maintain customer account information for audit trail purposes and to support billing, reporting, and research activities.

64

FMS must provide the capability to record the

establishment of receivables along with the corresponding revenues, expense reductions, or

other offsets.

65

FMS must provide the capability to accept transactions or interface with other systems that

generate receivables in a standard format for entry into the FMS.

66 FMS must provide the capability to automatically generate bills to customers.

67 FMS must provide the capability to process cash

or credit card collections.

68 FMS must apply offset collections to open receivables and generate the appropriate

accounting entries to record the collection.

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

69

FMS should provide the capability to associate with the appropriate cost objects for reductions

of balances, such as inventory, prepaid expenses, and advance payments, as the balances are used

or liquidated.

70

FMS should provide the capability to assign indirect costs on a cause-and-effect basis or allocate costs through any reasonable and

consistent basis, such as a percentage of total cost incurred, direct labor hours used, square footage,

or metered usage.

71 FMS should have the capability to provide an audit trail that traces a transaction from its origin to the final cost objects.

72

FMS should provide the capability to verify funds availability for orders placed against a specific contract, work order, or agreement for a

particular customer/vendor.

73 FMS must provide the capability to produce reports and transmittable files using data

maintained by the core FMS.

74 FMS must provide the capability to report on financial activity by any element of accounting classification.

75

FMS must provide the capability to automate the

preparation of consolidated financial statements by user defined elements such as by department,

object class, fund, etc.

76 FMS must provide the ability to produce both preclosing and post-closing trial balances at year-

end.

77 FMS should provide the ability to preview a report, form, or other query result before printing, downloading, or e-mailing.

78

FMS must provide an integrated workflow

management capability, including generation and routing of internal forms, reports, and other

financial documents, for online approval or subsequent processing.

79

FMS must enable authorized users to define

workflow processes and business rules, including approval levels, and to modify workflow (e.g., assigning a proxy approving authority)

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

80

FMS should provide the capability to establish multiple levels of document approvals based on

user-defined criteria, including dollar amounts, types of items purchased, and document types.

81

FMS should provide the capability to

automatically generate electronic routing and status messages to individuals or groups.

82 FMS should support the portable document formats to allow for access of workflow approval

to be done with City approved mobile devices.

83

FMS should provide the ability to selectively retrieve archived data based on user-defined

criteria such as date, accounting period, or vendor.

84

FMS must provide audit trails to identify changes

made to system parameters and tables that would affect the processing or reprocessing of any financial transactions.

85

FMS must accommodate the Pooled Cash method

of recording/posting transactions, including automated accounting entries to balance each

fund.

86 FMS must have the capability to record capital assets and track each asset through its established useful life.

87 FMS must have the capability to record and track non-depreciable inventory items by user defined criteria (i.e. department, location, etc.).

88

FMS must provide varied security levels to each

user based on their positions and need to add/edit information.

89 FMS must have basic and ad hoc reporting

capabilities..

90 FMS must provide the ability to search data by user defined criteria such as account numbers,

object, fund, transaction type, etc.

91

FMS must provide the capability to add attachments as back-up for transactions / journal entries in order to drilldown for more detailed

information.

92 FMS must have the ability to add, delete, transfer, retire, and/or adjust cost features for the

management of assets.

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

93 FMS must have a number of field identifiers for the management of assets (i.e. cost, years of life,

grant affiliation, parcel number, project number)

94

FMS must have the ability to run straight line (and other common methods) depreciation either

monthly or yearly and create depreciated expense per asset.

HUMAN RESOURCES MANAGEMENT

Applicant Tracking System (ATS)

Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

1 Licensed Users – ATS shall provide unlimited number of users

2

Class Specifications / Salary Ranges – Class

Specifications should be made available on our website, along with salary ranges.

3

Job Postings – ATS must allow the City of

Gainesville Human Resources Department to generate a posting automatically based on Class Specifications. The system shall have electronic

routing capabilities that follow a predefined workflow and should automatically e-mail the

appropriate contact at each stage of the approval process. The Hiring Authority (HA) should be able to modify and approve the job posting before

it is released on our website.

4 ATS must have a user friendly interface so that applicants can navigate the system with ease.

5

If applicant fails to provide all required

information while creating an application, an error message should appear.

6

ATS should allow applicants the capability to

save information and to return later to complete and/or update applications.

7 Applicant should be able to choose from various options such as print, save, submit, and exit.

8

The web-based applications must resemble the

paper applications used by the City at any given time.

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

9

Application should be printed with Adobe Acrobat Reader. If applicant does not have Adobe

Acrobat Reader on his/her computer, the system should provide options for the applicant to

download and install it.

10

ATS should allow applicants the capability to save their application for future retrieval. It should allow applicants to access their data by

using a pre-assigned user ID and password. The system must not allow applicants the ability to

save their data without having a valid profile.

11 ATS should only allow applicants to submit an application in direct response to posted positions.

12 Applicant should receive a confirmation message

that application was successfully submitted.

13

Applicant should be able to access their application for the purpose of updating information and submit previously created and

saved applications to apply for multiple jobs at any given time. Applicant should also be able to

select different applications if the applicant has multiple applications on file.

14 ATS must provide a search feature so applicants can search for jobs.

15

Applicant must be able to attach a resume, cover

letter, or any other documentation when applying for positions via electronic files and/or scanned

documents.

16 ATS must be able to accommodate multiple applications formats that may be necessary for

public safety positions.

17

Applicant must be able to log into their account to check the status of their application including: application received, application under review,

meets qualifications, position filled, referred for an interview, does not meet qualifications,

waiting test results.

18 ATS shall allow HR and /or HA to enter other status criteria.

19 ATS shall provide digital signature capability.

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

20

Screening Applications – In order to assist HA identify most qualified applicants, HA must be

able to compose job-related preferred qualification questions for applicants to answer

when applying for a specific position. These questions shall be multiple-choice or open-ended and shall serve as a mini- interview. The

responses may be evaluated by the computer to determine whether or not an applicant passes

minimum qualifications or as a basis for determining an applicant’s score. The ATS shall have a dynamic mechanism for weighing and

scoring applicant responses based upon equivalencies for combined qualifications (e.g.

levels of experience versus education). The criteria and scoring for electronically pre-screening applicants shall be determined on a job

to job basis.

21

Communicating with Applicants – ATS shall automatically generate letters to the applicant

informing applicant of the status of application. For example, if applicant does not meet minimum qualifications, the system shall automatically

send a letter/e-mail to the applicant informing him/her of this. Applicants should be notified of

exam requirements, additional documents or further action that may be required for a position through on-screen notifications. ATS must also

be able to generate letters/e-mails inviting applicants for an interview as well as rejection

letters.

22

Certain positions require application packets. The packet contains many documents that the applicant is required to sign. The ATS should

allow these forms to be stored in the system so the applicant can read and sign the forms. Other

special needs as it relates to these positions are the ability to schedule tests, enter test score results, rank applicants based on test scores and

qualifications, send out letters / e-mails informing applicant of test dates and interviews.

Attachment C

RFP 15053 of 45



Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

23

Applicant Tracking - ATS must allow for the HR staff to view or update any applicant’s

information throughout the entire application/hiring process and to add comments.

ATS must allow HA to enter interview results. All information in the system must be accessible at any time by HR staff.

24

Recruiting for Future Job Openings – For the

purpose of recruiting for future job openings, applicants should be able to enter into the ATS,

their job skills, qualifications, and career field interest. ATS should have the capability to notify applicants via e-mail and/or text message when

jobs are posted that meet their qualifications and/or career field of interest.

25

Reporting / Exporting Data – ATS should be able

to generate various reports based on selected fields; as well as export data to create ad-hoc queries and reports.

26

Acceptance of Paper Applications – The City has

many applicants who do not have access to the internet and therefore, complete a paper

application. ATS must be able to accept scanned applications.

27

Ability to Integrate With Other Systems – ATS

should be designed to facilitate any required interfaces to other systems.

28

Ability to Purge Data Based on Retention Schedule – ATS must be designed so that both

posting and application information can be purged from the system on a monthly or as

needed basis when the information is beyond the retention time frame as required by law.

Document Management System (DMS)

Human Resources

Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

1

Personnel Files – DMS should have the capability

to create an electronic personnel file starting from the application process to the onboarding process and throughout the course of the employee’s

employment.

Attachment C

RFP 15053 of 45


Document Management System (DMS)

Human Resources

Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

2

Forms – The City has many forms that are required to be completed and approved (i.e.,

training acknowledgements, personnel action forms, disciplinary action forms, performance

evaluations, etc.) The DMS should allow HR to create custom forms which can be completed and filed online via the system, without the need to

print or store manually, thus enabling the automation of many processes currently handled

manually by staff. DMS should allow various levels of approval.

3

User should be able to create and capture

data/forms/files in a variety of ways including drag and drop from e-mail, Excel, Word, Access, etc.

4 DMS should have search capability of all

documents and return results immediately.

5

DMS should organize and manage documents consistently and efficiently ensuring regulatory

compliance and enforcement of retention policies. DMS should provide a record of files purged through a report.

6

Provide secure access and management of files

and data, including access limitations by user via security permissions.

7 The ability to share documents and facilitate

workflow processing.

8 DMS should be able to convert existing documents to the system.

Human Resources Management System

(HRMS)

Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

1 Maintenance of employee information

2 Recruitment, applicant tracking, and onboarding

of new employees

3 Ability to transfer employment applications into employee records.

4 Legal compliance (i.e. Healthcare Reform, ADA

Compliance, EEO-4, COBRA, FMLA, etc.)

5 Maintenance of benefits information

6 Web-based employee and manager self-service

7 Maintenance of discipline, grievance, and other information related to employee issues.

Attachment C

RFP 15053 of 45


Human Resources Management System

(HRMS)

Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

8

Implementation of mass changes to employee information and/or benefits (i.e., health insurance

premium changes as part of open enrollment, across-the-board pay increases).

9

Automatic notifications and alerts via e-mail (for

example, alerts to supervisors prior to performance evaluation due dates)

10

Electronic filing for all employee related

documents. Must be associated with each employee and must be HIPAA compliant.

11 Work history, performance management, and competency management tools.

12 Training and certification tracking.

13 Tracking of incentive pay.

14 Tracking of degrees and licenses to include driver’s license.

15 Tracking of unemployment claims.

16 Automatically generate personnel action forms.

17 Automatically generate EEO-4 reports.

18 Workforce/Succession planning and

organizational charting capabilities.

19 Reporting tools.

20 Salary and forecasting tools.

21 Integration with payroll processing.

22 Ability to produce benefit statements annually.

23 Tracking information related to reasons why employees have resigned or were terminated.

24 Exit interview information.

25 Tracking budgeted positions vs. filled positions so that vacant positions can be easily identified.

26 Tracking and viewing of employee transfers, promotions, demotions, etc.

27 Capability to randomly pull employees based on

groups for drug/alcohol testing.

28 Automatically generate charts on when employees are pulled for random testing.

29

Other capability related to drug/alcohol testing in

order to ensure compliance with DOT regulations.

Attachment C

RFP 15053 of 45


PAYROLL

Payroll Processing System (PPS)

Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

1

PPS must be able to produce payroll reports for bi-weekly, quarterly, and annual information in

electronic format (i.e., check register, labor distribution, etc.)

2 PPS must be able to create a check printing file

for each payroll.

3 Integrated payroll check and voucher printing capability.

4 Voucher delivery via web-based portal.

5 Creation of reports for Federal and Georgia State

tax payment calculations.

6 PPS should be able to create hard-copy flat file of W-2 forms and reports.

7 PPS should be able to create Georgia State Department of Labor quarterly reporting flat file.

8 PPS should be able to create flat files for ACH and Deferred Compensation submission.

9 PPS must be able to calculate and withhold garnishments and tax levies.

10 PPS should provide external online access for

employees to access pay statements and W-2s.

11 PPS should provide custom reporting capability with export to Excel format.

12 PPS should provide time and attendance.

13 PPS must have the ability to track time by

multiple codes.

14 PPS should have reporting capabilities for supervisors.

15

PPS must be able to track PTO accrual and

produce reports (vacation, sick, holiday, FMLA, military, disability, etc.) for multiple tiers based

on years of service and position.

16 PPS must provide a solution for Police who are on a 14 day cycle and work 84 hours before being eligible for overtime.

17

PPS must provide a solution for Firefighters who

are on a 28 day cycle and work 212 hours before being eligible for overtime.

18

PPS must provide a solution for multiple payroll

start and stop times for 4 or more pay period begin/end dates/times.

Attachment C

RFP 15053 of 45


Payroll Processing System (PPS)

Fully

Compliant

Modification

/ Custom

Software

Not

Available

Added

Cost

19 PPS must provide the ability to run biweekly and monthly payrolls as one process.

20

PPS must have the ability to track retirement

wage and contributions for multiple plans and taxability rules.

21 PPS must have position based functionality.

22

PPS must have web-based, hosted solution that

can be accessed using Explorer, Chrome, Firefox and Safari.

23

PPS must have the capability to establish security

to designated personnel records and different areas by authorized personnel only; secure encryption in order to reduce security risks.

24

PPS must contain an audit log that tracks changes

to key data files and contains, at a minimum: original data, new data, date of change, identity

of changer, and all changes to security access.

25

Maintenance and technical support for both installation and on-going user support should be available between 8:00 a.m. and 5:00 p.m.

Eastern Standard Time, Monday – Friday, via toll-free telephone number. Dedicated support

team is preferred.

26 Documented business continuity plan to provide system and processing availability in the event of

a disaster or other unforeseen events.

27 Export and import data functions.

28

PPS must have the capability to interface with the City’s chosen Financial Management solution as well as the Human Resources Management

System.

29 PPS must have the capability to add multiple grand and/or project costing of employee hours.

Attachment D

RFP 15053 of 45


City of Gainesville


Proposal No. 15053

Financial Management, Human Resources Management, and Payroll Software Systems


FINANCIAL MANAGEMENT SYSTEM (FMS) Total FMS Cost License / Software Fee

Implementation Cost

Data Conversion Cost

Training Cost

Additional Required Hardware

Other Costs

Sub-Total of One-Time FMS Costs $

Estimated Travel Cost

Total FMS Project Implementation Cost $

Annual Maintenance Cost Year 1 $





Attachment D

RFP 15053 of 45


City of Gainesville


Proposal No. 15053



HUMAN RESOURCES MANAGEMENT SYSTEM*

Total HRMS Cost License / Software Fee

Implementation Cost

Training Cost


Other Costs

Sub-Total of One-Time HRMS Costs $


Total HRMS Project Implementation Cost $






*This section of the price proposal should include the Human Resource Management, Applicant

Tracking, and Document Imaging Systems.

Attachment D

RFP 15053 of 45


City of Gainesville


Proposal No. 15053



PAYROLL PROCESSING SYSTEM (PPS) Total PPS Cost License / Software Fee

Implementation Cost


Training Cost


Other Costs

Sub-Total of One-Time PPS Costs $


Total PPS Project Implementation Cost $






Attachment D

RFP 15053 of 45


City of Gainesville


Proposal No. 15053



TOTAL PROPOSAL Total Cost License / Software Fee

Implementation Cost


Training Cost


Other Costs

Sub-Total of One-Time Costs $


Total Project Implementation Cost $






Attachment E

RFP 15053 of 45


CCiittyy ooff GGaaiinneessvvii llllee,, GGeeoorrggiiaa

(Insert Name of Project/Service) CONTRACT

This Contract is made this _____ day of ____________________ in the year of _______.

BETWEEN: The City of Gainesville, Georgia (Hereinafter City)

300 Henry Ward Way

Gainesville, Georgia 30501

AND THE CONTRACTOR: (Insert the name of the Contractor) (Hereinafter Contractor)

(Insert the address of the Contractor)

PROJECT/SERVICE NAME: (Insert the name of the Project/Service)

The City and the Contractor agree as set forth below:

Article 1. THE CONTRACT DOCUMENTS: The Contract consists of the following documents as indicated below and

attached to this contract:

(a) The City’s Request for Proposal/Bid (Exhibit ____);

(b) The Contractor’s Proposal/Bid (Exhibit ____);

(c) Scope of Work or Scope of Services (Exhibit ____);

(d) Conditions of the Contract (Exhibit ____);

(e) Minimum Standards of Service (Exhibit ____);

(f) Drawings (Exhibit ____);

(g) Specifications (Exhibit ____);

(h) Fee Schedule (Exhibit ____);

(i) Purchase Order (Exhibit ____);

(j) Insurance Certificates (Exhibit ____);

(k) Business Registration (Exhibit ____);

(l) Addenda issued prior to execution of this Contract and modifications issued subsequent thereto as

described below (Exhibit ____); ________________________________________________________________________________________________________________________________________________________________________

_____________________________________________________; and

(m) Other documents as described below (Exhibit ____):

____________________________________________________________________________________

____________________________________________________________________________________

________________________________________________________.

Attachment E

RFP 15053 of 45


Article 2. CITY VENDOR STATUS: A City of Gainesville Vendor Application Packet shall be completed and

accepted by the City prior to the effective date of this contract and shall remain current by the Contractor throughout

the term of the contract.

Article 3. THE WORK: The Contractor shall perform all the work required by this Contract for (Insert the name of the

Project/Service) as described in the Contract Documents.

Article 4. CONTRACT'S LENGTH OF TIME: This Contract shall be for a ______ month period, beginning on

______________________ and ending on _____________________. The City shall have the option to renew the

contract for ______________ one-year period(s) provided the service is satisfactory, both parties are willing to renew,

and the extension is approved by the City. The City reserves the right to discontinue this contract.

Article 5. CONTRACT PRICE: The contract price for this Contract is $____________________.

Article 6. PAYMENT: The City shall pay the Contractor for the faithful performance of the work as specified herein.

Payment for the work/services under this Contract shall be made in accordance with the provisions of this Contract.

Article 7. INDEPENDENT CONTRACTOR: It is understood and agreed that the Contractor is hired by the City to

perform the work under this Contract as an independent contractor. Article 8. INDEMNIFICATION: The Contractor shall indemnify and hold harmless the City and its agents and

employees from and against all claims, damages, losses and expenses including claims, consultants, and attorney's fees arising out of or resulting from the performance of the work, provided that any such claim, damage, loss or expense is attributable to bodily injury, sickness, disease, death, or injury to or destruction of tangible property

including the loss of use resulting therefrom; and is caused in whole or in part by any act or omission of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.

Article 9. TERMINATION: In the event that any of the provisions of this contract are violated by the Contractor, or by any of his subcontractors, the City may serve written notice upon the Contractor of the City's intention to terminate the

Contract. Such notice to contain the reasons for such intention to terminate the Contract, and unless within five (5) working days from receipt of such notice by the Contractor, such violation or delay shall cease and satisfactory arrangement or correction be made, the City shall, upon the expiration of said five (5) working days, have the right to

suspend the contract and may temporarily use its own work force or use another Contractor, to provide the services under this contract until a new contractor can be selected.

Article 10. PUBLIC INFORMATION: Any contractor or subcontractor of the City of Gainesville is subject to the Sunshine and Open Records Laws as pertains to any contract with the City.

Article 11. INSURANCE: Before commencing the work under this Contract, and as a condition of any payment for the work, the Contractor shall

deliver to City a certificate with signed declaration pages, or written proof that the attached declaration pages are a copy of the original declaration page, and attached riders and endorsements which show (i) that the City is listed as an Additional Insured on the policy and (ii) which shows to the satisfaction of the City, that the required insurance is in

force. The Insurance Carrier(s) shall provide to the City at least thirty (30) days’ written notice before canceling, materially changing, or discontinuing coverage. Notice shall be sent via certified mail, return receipt requested to Kip Padgett, City Manager, City of Gainesville, P. O. Box 2496, Gainesville, Georgia 30503. Contractor shall deliver

written notice of any such cancellation, modification or termination within twenty -four (24) hours of receiving any notice thereof. Failure by the Contractor to deliver proof of insurance as provided in this Paragraph, or notice as required in this paragraph, shall constitute a material substantial breach of this Contract. All such documents shall be delivered

directly to the City Manager. Each of these documents which show the required insurance coverage shall be attached to each set of original Contract Documents when the documents are transmitted to the City for final execution and approval. If desired, the insurance carrier may redact the premium amount from the declaration page

Attachment E

RFP 15053 of 45


Insurance is to be placed with duly licensed or approved non-admitted insurer in the state of Georgia with an “A.M.

Best” rating of no less than A-VI. The City in no way warrants that the above-required minimum insurer rating is sufficient to protect the Contractor from potential insurer insolvency.

The Contractor shall not allow any subcontractor to commence any work on subcontractor’s contract until all similar insurance required of the subcontractor has been so obtained and approved by the City and Contractor.

(a) Commercial General Liability: The Contractor shall procure and shall maintain during the life of this Contract, General Liability Insurance to protect the Contractor, any subcontractor performing work covered by this Contract, and the City as an additional insured, from claims for damages for bodily injury, including

accidental death, as well as from claims for property damages, which may arise from operations under this Contract, whether such operations are by the Contractor or by any subcontractor or by anyone directly or indirectly employed by either of them. The amount of insurance shall not be less than the following:

Each Occurrence $1,000,000 Personal & Advertising Injury $1,000,000

Medical Expense Any One Person $5,000 Damage to Rented Premises $50,000 General Aggregate $2,000,000

Products (Completed/Operations Aggregate) $2,000,000 (b) Automobile Liability: The Contractor shall procure and shall maintain during the life of this Contract,

Comprehensive Automobile Liability Insurance for bodily injury and property damage. The insurance shall include coverage for owned, non-owned and hired vehicles. Amounts shall not be less than the following:

Combined Single Limit Per Accident $1,000,000

(c) Excess/Umbrella Liability: The Contractor shall procure and shall maintain during the life of this Contract

Excess or Umbrella Liability Insurance over General Liability, Auto Liability and Employers Liability. Umbrella or excess liability policies shall provide coverage at least as broad as specified for underlying coverages and covering those insured in the underlying policies. Coverage shall be “pay on behalf”, with

defense cost payable in addition to policy limits. There shall be no cross liability exclusion of claims or suits by one insured against another. The amounts of coverage shall not be less than the following:

Each Occurrence $1,000,000 Aggregate $1,000,000

(d) Worker’s Compensation and Employer’s Liability: The Contractor shall procure and shall maintain during the life of this Contract, Worker’s Compensation and Employer’s Liability Insurance for all of Contractor’s employees to be engaged in work on the Project/Service under this Contract, and in case any such work is

sublet, the Contractor shall require the subcontractor similarly to provide Worker’s Compensation Insurance for all of the subcontractor’s employees to be engaged in such work unless such employees are covered by the protection afforded by the Contractor’s Worker’s Compensation Insurance.

Workers’ Compensation – Each Employee Statutory Limits Employer’s Liability – Each Employee $1,000,000

Employer’s Liability – Each Accident $1,000,000

If self-insured, proof of filing with the State of Georgia and secured, set aside funds shall be required.

(e) Professional Liability: The Contractor shall procure and shall maintain during the life of this Contract,

Professional Liability Insurance to protect the Contractor from failure to perform on the part of the

Contractor or financial loss caused by an error or omission in the service provided by the Contractor.

Each Occurrence $1,000,000

(f) Materials and Equipment Floater (Only required for contracts involving storage and installation of

materials): The Contractor shall procure and shall maintain during the life of this Contract Materials and

Attachment E

RFP 15053 of 45


Equipment Floater Insurance to protect the interests of the City, the Contractor, and subcontractors

against loss by vandalism, malicious mischief, and all hazards included in a standard All Risk Endorsement.

(g) Other insurance requirements as described below: ________________________________________________________________________________________________________________________________________________________________________

_________________________________________________________

Additional Insured: The insurance policies required by this Contract shall be endorsed to include “City of Gainesville,

Georgia, its officers, elected or appointed officials, agents, employees, volunteers, and representatives” as Additional Insured with respect to work performed under the Contract. (This requirement does not apply to Worker’s Compensation, Employer’s Liability, or Professional Liability coverage). In addition to a statement on the Certificate of

Insurance, a copy of the endorsement shall be provided. Renewal certificates shall be provided to the City prior to the expiration date of existing coverage, and shall be

provided continuously for a period of one year after the completion of the work. All documents shall reference the contract name.

Article 12. BUSINESS REGISTRATION:

(a) Business corporations, nonprofit corporations, professional corporations, limited partnerships (LP), and

limited liability companies (LLC), are formed in Georgia by filing with the Corporations Division of the Georgia Office of Secretary of State. Attached hereto as Exhibit ____ is proof that the Contractor is a registered business with the Georgia Secretary of State and (1) demonstrates that the business is active

and in compliance with State registration and reporting requirements, and (2) identifies corporate officers.

(b) For a sole proprietor to operate legally in the State of Georgia, registration is handled through the city or

county in which the primary place of business will be located. Attached hereto as Exhibit ____ is proof that the Contractor is a business registered with a city or county located in the state of Georgia.

Article 13. GOVERNING LAW: Arbitration will not be allowed. This Contract will be governed by, and construed in accordance with, the laws of the State of Georgia, without regard to its conflict of laws provisions. The Contractor hereby submits to the jurisdiction of the Georgia Courts and will obtain and maintain an agent for service of process in

the State of Georgia. Neither party will bring any action against the other party arising out of or relating to this Contrac t in any forum or venue except the Superior Court of Hall County, Georgia. The Contractor irrevocably waives any present or future objections to such venue for any such legal action and irrevocably waives the right to bring any legal

action in any other jurisdiction. Article 14. COUNTERPARTS: This Contract may be executed in several counterparts, all of which taken together

shall constitute one single contract between the parties hereto. Article 15. INVALIDITY: The parties to this Contract have negotiated and prepared the terms of this Contract in

good faith and with the intent that every term, covenant and condition be binding upon and inure to the benefit of the respective party. Accordingly, if any one or more of the terms, provisions, promises, covenants or conditions of this Contract or the application thereof to any person or circumstance shall be adjudged to any extent invalid,

unenforceable, void or voidable for any reason whatsoever by a court of competent jurisdiction, that provision shall be as narrowly construed as possible, and all the remaining terms, provisions, promises, covenants, and conditions of thi s Contract or their application to other persons or circumstances shall not be affected thereby, and shall be valid and

enforceable to the fullest extent permitted by law. To the extent this Contract is in violation of applicable law, the parties agree to negotiate in good faith to amend this Contract to the extent possible to remain consistent with each of its purposes and to conform to applicable law.

Article 16. CONFORMANCE OF CONTRACT WITH THE LAW: It is the intent and understanding of the parties to this Contract that each and every provision of law required to be inserted in this Contract shall be and is inserted

herein. Furthermore, it is hereby stipulated that every such provision is deemed to be inserted herein, and if through mistakes or otherwise, any such provision is not inserted in correct form, then this Contract shall upon application of

Attachment E

RFP 15053 of 45


either party, be amended by such insertion so as to comply strictly with the law and without prejudice to the rights of

either party. If this Contract contains any unlawful provisions, not an essential part of the Contract and which appears not to have

been a controlling or material inducement to the making hereof, the same shall be deemed of no effect, and shall upon the application of either party be stricken from the Contract without affecting the binding of the Contract as it shall remain after omitting such provision. The parties agree that this Contract shall be reformed to replace such stricken

provision or part thereof with a valid and enforceable provision which comes as close as possible to expressing the intention of the stricken provision.

Article 17. CONSEQUENTIAL AND PUNITIVE DAMAGES: Notwithstanding any other provision of this Contract, the City and the Contractor shall be entitled to only actual damages resulting from the other party’s breach of any provision of this Contract (excluding any consequential, special, punitive or exemplary damages or damages that are

multiples of the actual damages). Article 18. ENTIRE CONTRACT: This Contract constitutes the entire contract between the City and the Contractor

with respect to the subject matter hereof and supersedes all prior contracts. This Contract shall not be amended or waived, in whole or in part, except in writing signed by both the City and the Contractor.

Article 19. NOTICES: All notices and other communications permitted or required pursuant to this Contract shall be in writing, addressed to the party at the address below or to such other address as the party may designate from time to time. All notices and other communications shall be mailed by certified or registered mail, return receipt requested,

postage pre-paid, or personally delivered. The City of Gainesville, Georgia

Attention: Kip Padgett, City Manager 300 Henry Ward Way, Suite 303 P. O. Box 2496

Gainesville, Georgia 30503 (Insert the name of the Contractor)

Attention: (Insert the name and title of the owner/officer) (Insert the address of the Contractor)

Attachment E

RFP 15053 of 45


IN WITNESS WHEREOF, the City and the Contractor have executed under seal this Contract as of the date first above written.

APPROVED TO FORM:

__________________________________ By: James E. Palmour, III, City Attorney

THE CITY OF GAINESVILLE (INSERT CONTRACTOR NAME)

__________________________________ __________________________________

By: Kip Padgett, City Manager By: _______________________________ (Name and Title)

Attest: ____________________________ Attest: ____________________________

By: Denise O. Jordan, City Clerk By: _______________________________ (Name and Title)

(IMPRINT SEAL) (IMPRINT SEAL)

Note: If the Contractor is registered with the Georgia Secretary of State as described in Article 12(a) of this contract,

the contract shall be signed by an officer of the corporation, attested by the corporate secretary, and the corporate seal affixed. If the Contractor is a sole proprietor as described in Article 12(b) of this contract, the contract shall be sig

REQUEST FOR PROPOSAL - Gainesville, Georgia 15053 page 1 of 45 city of gainesville, ga city of...

Documents

Transcript of REQUEST FOR PROPOSAL - Gainesville, Georgia 15053 page 1 of 45 city of gainesville, ga city of...