Town of Tiburon REQUEST FOR PROPOSALS. SOFTWARE AND IMPLEMENTATION SERVICES Accounting and Financial Management System

Transcription

1 Town of Tiburon REQUEST FOR PROPOSALS SOFTWARE AND IMPLEMENTATION SERVICES Accounting and Financial Management System Response Due Date and Time Wednesday, January 11, :00 PM (PDT) Registration of Intent to Submit Responses must be ed to not later than Monday, December 12 SUBMIT RESPONSES TO Town of Tiburon Attention: Troy Bassett 1505 Tiburon Blvd Tiburon CA 94920

2 . Table of Contents I. Overview... 1 A. Purpose... 1 B. Project Scope... 1 C. The Town of Tiburon... 1 II. Current Systems... 2 A. Financial Software... 2 B. Other Current Applications... 2 C. Current Workflow:... 4 D. Current Computing Environment... 6 III. Proposed Solution... 7 A. System Scope Included Considering Not included... 7 B. Component Requirements Financial Reporting and Business Analytics General Ledger Budget Accounts Receivable and Cash Receipts Bank Reconciliation Accounts Payable Project and Grant Accounting Payroll Fixed Assets Human Resources User Interface Reports Technical Requirements... 11

3 C. Implementation Data Migration Training Maintenance, upgrades, and support: Schedule: Town Staff IV. Response and Submission A. Target Dates B. Registration of Intent to Submit a Response C. Preparation of Response Questions Response Costs Response Format Required Information D. Submission of Response E. Review Process and Evaluation Evaluation Rejection Public Records Law Acceptance... 16

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5 I. Overview The Town of Tiburon is requesting information and proposals for a Financial Management System. The Town is looking to identify, select, and implement a proven public sector finance and payroll system to replace the Town s existing accounting system. A. Purpose The Town s current accounting system, while meeting the Town s needs, is antiquated and the Town is looking for a system that meets the following: Is easier, and more intuitive to use, allowing for easier training of new employees Has better graphics that produces clear and easy to read reports Has an easy to use report writing system Provides for improved automation and a reduction in manual processes and work-arounds Provides greater overall system functionality than is currently being utilized Improves organizational productivity by increasing efficiency in transaction processing Promotes collaboration with all Town Departments, self-sufficiency for obtaining information, and less reliance on Finance B. Project Scope The components of the new System should include: Core financial accounting functions: general ledger, fixed asset, payables, receivables, cash management, and bank reconciliation Project and Grant Account functionality Management Accounting: budget tracking and financial reporting, including ad-hoc reporting Full Payroll functionality, including electronic time entry and CalPERS reporting The Town is also considering additional components, identified in Section III, if it is determined that they will provide a cost effective benefit to the Town s productivity and performance, or that they would provide improved integration between systems C. The Town of Tiburon Tiburon is located in Marin County, California and was incorporated in The Town has a permanent staff of about 40 employees, serving approximately 9,000 residents. The Town provides Community Development services, Public Works, and Police, along with Administrative Services (Finance, Information Systems, Town Clerk, Town Manager s office, and legal services). The Town has two labor unions, and two MOU agreements. The Town structure does not include Fire or Recreation, nor does it provide garbage or utility services. The total budget for all funds for fiscal year is $13,900,000, with operating expenditures representing $10,800,000 and capital expenditures representing approximately $3,100,000. The Town s major revenue source is property taxes. 1

6 II. Current Systems A. Financial Software The Town s current financial system, Harris Computer Systems SELECT software, was implemented over 20 years ago. The SELECT software is run in XP Mode on individual Windows 7 PCs. Because of the specialized knowledge required to use SELECT, users outside of Finance do not directly access our current software, but rely on Finance personnel to query for information, and provide reports. The Town relies on the SELECT system for core accounting applications, often in conjunction with the use of Excel Spreadsheets. General Ledger Financial Reporting (with Excel) Accounts Payable (AP and check disbursements entered as single task) Cash Receipts (no AR) are manually entered individually, or from Town s various other stand-alone systems. Project and Grant management accounting Bank Reconciliation Budget control (manually entered), the budget itself is prepared independent of SELECT Full in-house Payroll and time entry including CalPERS reports, extensive pay code listing, including Safety personnel Special Pay items, and identification of those pays subject to PERS, or not, Benefits deductions, timekeeping, and approved absence record keeping are done manually on paper timesheets, prior to entry into the SELECT system. Benefits Administration is tracked using an Excel spreadsheet and manually entered into payroll for accounting purposes. B. Other Current Applications The Town does not use SELECT for the following Most of cashiering is done using other Town systems; weekly reports from these systems are generated and manually entered into cash receipts for accounting purposes. Purchase Orders are processed manually and not incorporated into the finance software. Credit card receipts are run using Convenient Payments, LLC GovTeller application as a standalone system by all departments that take in receipts. 2

7 The following table lists significant systems/applications and their desired direction Application Current Propose Accounts Payable SELECT Replace AP: Forms 1099 WorldSharp Replace Bank Reconciliation SELECT with Excel Replace Budget Preparation Excel Spreadsheet Consider replacement Budget control SELECT Replace Business License Comprehensive Annual Financial Report (CAFR) Progressive Solutions: QuickServe By auditor Keep, consider integration Consider reporting capabilities CalPERS reporting Manual entry from SELECT reports Replace Cash Receipts SELECT Replace Code Enforcement FIS: TRAKiT Keep, consider integration Credit card payments Convenient Payments, LLC GovTeller Keep, consider integration Employee Travel & Expense Tracking Paper Consider replacement Employee Self-service NA Consider Financial Reporting SELECT with Excel Replace Fixed Assets Excel spreadsheet Replace General Ledger Harris SELECT Replace Human Resource Excel spreadsheets/paper files Consider replacement HR: Benefits Administration Excel Spreadsheet Consider replacement HR: Applicant Tracking CivicPlus Consider replacement, consider integration Payroll SELECT Replace Permitting FIS: TRAKiT Keep, consider integration Planning FIS: TRAKiT Keep, consider integration Project Accounting SELECT Replace Scheduling: police personnel ScheduleAnywhere.com Consider interface or replacement Timekeeping Paper Consider replacement Grant Accounting SELECT Replace Public Works Facility Maintenance Dude Solutions Police: False Alarms permitting, reporting & billing Digital Design Group, Inc.: False Alarm Data Management System Website CivicPlus Keep Keep, currently being implemented Keep, consider integration 3

8 C. Current Workflow: Town staff currently using SELECT software is limited to 1) Director of Administrative Services, and 2) one part time staff member dedicated to accounting functions. Budget: The Town annual budget is prepared using Word and Excel which are then combined into one document using PDF. Finance provides each Department Head their respective budget in excel format; providing the current year adopted budget, estimated expenses thru year-end, and a bland column for next year s request. Department Heads return their requested budgets to Finance, and Finance enters the department level budgets manually into the budget document. A copy of the Town s budget is available at: The adopted budget is manually entered into the SELECT system by Finance Division staff. Cash Receipts are gathered from each department and posted to SELECT weekly using reports from TrakiT for building, planning, and some public works income Progressive Solutions QuickServe for Business License income False Alarm Data Management for Police alarm permit and false alarm fees Other Police income is tallied by PD prior to being sent to Town Hall for entry Other Miscellaneous receipts are entered into SELECT individually. Credit card receipts are manually entered weekly against an AR account. Other wire and ACH receipts are identified using online banking account register, and posted on a weekly basis. All receipts are first recorded into a pegboard receipt/cash receipt journal before being entered into the SELECT system. The finance division handles all deposits and banking Accounts Receivable The Town invoices for reimbursement billings, and other miscellaneous revenue We do not currently use an AR module, but post Revenue when payment is received. Invoices are prepared using Excel and Word and tracked manually using a folder containing copies of all unpaid invoices. When payments are received, revenue is recorded through Cash Receipts. Invoices prepared by other departments are not necessarily forwarded to Finance prior to receipt of payment. Expenditures are posted weekly with each check run. Upon receipt of an invoice, paper invoices are routed to the appropriate departments for review, account coding and approval before forwarding to the Finance Department for payment processing. Invoices are entered into SELECTs AP module only after they have been approved for payment, and are ready for payment, (such that there is never a balance in the AP liability account). Checks are printed once/week on pre-printed check stock ACH Payments: the only electronic payments the Town currently makes out of the Operating Account are for Payroll Taxes. All other payments are made using paper checks 4

9 Independent Contractor Reporting: using reports generated by SELECT, Forms 1099 data is manually entered into WorldSharp, an independent software program. The Town currently sends out Form 1099-MISC (approximately 30), Form 1099-INT (1), Form 1099R (12), and Form 1098 (1) Fixed Assets: The Town does not currently use a Fixed Assets module; Fixed Assets are tracked using an Excel spreadsheet, and new purchases are reported to the Auditor annually. Annual journal entries are used to report depreciation and other changes to Fixed Asset balances. Payroll Payroll is exceptions based, and all exceptions (time off, overtime, special assignment pay) are tracked using paper forms. Exceptions are transferred to paper timesheets by department; once approved, timesheets are forwarded to Finance for manual entry into SELECT. Payroll is run biweekly. Paychecks: Currently the Town issues paper paychecks only on occasion and approximately 40 ACH direct deposits each pay period. Bi-weekly ACH payroll payments are entered manually into a Bank of Marin online site, using data provided in reports generated by SELECT. Payroll Payables: Payments for payroll taxes and payables associated with benefits and withholding are likewise manually entered in the AP module using data from SELECT reports for the determination of amounts due. Payroll payables include a) payroll taxes, b) PERS contributions, c) deferred compensation plan payments, d) union dues, e) employee garnishments, and benefit payments (Health, dental, life insurance, long term disability and flex spending account payments) Payroll Tax reporting: Tax reporting required by the Internal Revenue Service and California State Employment Development Department is done online. Data is entered manually using reports generated by SELECT. CalPERS reporting: is done on CalPERS website; data is entered manually using reports generated by SELECT. Year End Income Reporting: Forms W2 are generated by SELECT Human Resources Benefits Management: The Town has two primary benefit package structures 1. Cafeteria Plan: The Town contributes an allowance to be used towards premiums for medical, dental, life and long term disability insurance. 2. Two-party health coverage: a specified maximum amount is provided by the Town for health coverage; dental and minimum life insurance is covered by the Town; long term disability, additional life insurance, and anything else is covered by employee. The amount contributed by the Town for health coverage changes annually. There are currently four employment groups within the Town: Management, Police, SEIU, and nonrepresented employees. Each group is covered under a separate employment agreement and benefit structures differ for each. 5

10 Personnel and Salary History: Personnel Action Forms (printed excel worksheet) are generated by Department heads when raises, promotions, or other employment status changes occur. PAFs are routed to the Town Manager and Finance for approval, and manual entry into the Payroll System. These records are kept in paper files. Benefit Withholding Worksheets: Excel form used to calculate the employee s share of benefit premiums and accruing fringe benefits. Also provides payroll with information regarding state and federal withholding elections, sick and vacation accrual rates, retirement formulas, flexible spending elections, union dues, 457 plan contributions, and other payroll deductions. Hiring and Termination: New hire and termination paperwork is printed and retained in employee personnel files. The status of benefit enrollment and termination is tracked manually. Hire and termination dates are recorded into SELECT during payroll processing. Applicant Tracking: The Town accepts applications in three formats: PDF, paper, and online submissions using the CivicPlus website platform. The majority of applicants apply online. Online applicant information is exported from CivicPlus into Excel. Applicant data from the PDF and paper applications are added to the spreadsheet manually. Applicants are notified of their status by using MS Outlook and the status of each candidate is updated manually in the Excel. Resumes and Performance Evaluations: Paper copies are generated and maintained in paper files. Older files are scanned into Laserfiche. Project and Grant Management SELECT includes a project accounting function; revenues and expenditures related to the projects are accounted for as such when entered. Large grants (over $500,000) are accounted for using separate funds. Most smaller grants are accounted for using an appropriate Capital Improvement Fund. Document Imaging: Our current financial system does not have document imaging capabilities. The Town currently uses LaserFiche to store electronic copies of various documents; however, all back up for accounting records are paper. D. Current Computing Environment We are able to set up any server environment required by the software. We have plenty of overhead and can expand the server to fit any needs. It would be ideal if we could run it on Windows Server 2012 R2, but we can use Server 2008 R2. The software will hopefully be cloud-based so we can run it on any of our Windows 7 PCs. If we host it in-house, it will be running inside a VMWare virtual machine. We have 64 gigabytes of RAM available and 14 terabytes of storage on the server. For cloud-based systems, the Vendor should provide information regarding recommended requirements to avoid any issues with latency. 6

11 III. Proposed Solution The proposed solution shall provide for a fully integrated public sector accounting and payroll system package. Please also include any additional application offerings, suggestions, or recommendations; the proposal should be based on a review of the Town s current systems and needs, for best use based on the responder s experience with similar sized government organizations. A. System Scope 1. Included The components of the proposal should include Core financial management applications (i.e. general ledger, budget tracking, accounts payable and receivable, cashiering, fixed assets, etc.) Project and Grant accounting capabilities Full payroll (the Town does not, and does not intend to use an outside payroll service) including an electronic timesheet function 2. Considering The Town will consider proposals that do not include these components; however, greater weight will be given to those that do during the Town s evaluation of each proposal. a human resource application (ie. HR management, benefits administration, travel and expense management, and employee self-service options) Personnel scheduling component for safety personnel Workflow and document management as an integral part of the system Budget preparation applications Integration with other Town existing applications a Contract Management module that allows every aspect of a contract to be tracked is not needed, but will be considered. 3. Not included The Town is not considering: Inventory tracking Citizen Access: the Town is not considering online payment functionality for the public. Applications for Utility billing are not needed Applications for Fire and Recreation services are not needed B. Component Requirements Identify and describe what is included in the core financial management system, key features, functions, and capabilities, as well as what add-ons are available. The proposer should explain how the proposed system meets the needs of the Town, as well as identifying any features and functions that can improve Town processes. 1. Financial Reporting and Business Analytics The new system should provide robust, easy to use reporting capabilities to support budget and expense reporting and financial analysis. Discuss and illustrate 7

12 Reports: canned as well as custom report creation drill down capabilities export capabilities to excel and.pdf GASB 34, CAFR, and audit reporting Identify if transactions are processed and available in real time The Town will also consider the following functions, possible as future add-ons and not part of the initial package: Document Imaging or Attachment features 2. General Ledger Provide a flexible Chart of Accounts, supporting funds, departments, projects and grants, as well as basic objects for accounting. Review Chart of Accounts editing functionality Review Journal Entry and cost allocation process Review year end accruals (forward and back) 3. Budget Review the capabilities of the proposed software as a budget support and tracking tool. The budget module should allow for easy to use department interface, provide budget vs. actual reporting, and track all amendments to the budget. The Town will consider budget preparation capabilities 4. Accounts Receivable and Cash Receipts Town revenues are accounted for at the time of receipt. Discuss how cashiering functions The Town would like to consider, but does not require: Integration with CP Teller credit card transactions: posting and reconciliation of credit card receipts with ACH bank deposits. Illustrate how this functions. Integration with remote check deposit/ach deposit transactions Integration with SunGard TRAKiT, Progressive Solutions QuickServe, and PD False Alarm Management System: Accounts Receivable: o supporting the preparation and tracking of miscellaneous invoices, and monthly recurring invoices and statements, with posting to the GL occurring at the time payment is received. o options for tracking reimbursable expenses (expenditures made by the Town on behalf of another entity) o Discuss how departments might be allowed to enter invoices for billing, subject to workflow rules. Finance will review and send out approved invoices and track outstanding balances. 8

13 5. Bank Reconciliation The Town seeks to implement a Bank Reconciliation module that supports reconciliation of all banking and investment accounts. The module should allow clearing of outstanding checks individually, in groups, or electronically by downloading from the financial institution. 6. Accounts Payable The Town seeks to implement a new integrated Accounts Payable module that allows invoices to be entered directly into the system on a centralized basis, and provide electronic workflow approvals for payment. a) Payables and Payments: review approval options for payments batches and ACH payments. Discuss integration of AP and GL; can approved invoices post to GL only upon payment? Review process for voiding checks Review tracking of unpaid items, and unapplied credit balances Can an invoice be entered and tagged as disputed, not for payment? How is unpaid sales tax on purchases tracked? Review credit card payment transactions: posting and reconciliation Budget availability visible (or accessible) during data entry? Is Vendor history visible (or accessible) during data entry? b) Workflow Allow Departments to view vendor detailed payment history Demonstrate AP approval workflow, and tracking of invoice in payment process Provide workflow and approval options for posting c) Independent Contractor Payments Support CA EDD reporting requirements for independent contractors Provide Form 1099 reporting meeting all federal and state requirements (can s be sent directly from within the software?) d) Optional components Is it possible to generate more than one check per vendor? Is it possible to track multiple accounts for a single vendor? Is it possible to capture image of check and attach it to the vendor record? 7. Project and Grant Accounting The Town requires integrated project management and grant accounting functionality. Discuss how the software: Tracks grants, and related expenditures Tracks individual project contracts, income, and expenditures Tracks status of payments on a contract, and project completion integrates with accounts payable, grants, and capital projects; provides visibility of budget availability during data entry; allows for multi-year contracts provides departmental access on a limited basis. Accounts for pre-paid deposits and reimbursements 9

14 The Town will consider which functions should be accomplished within TrakiT, and which within the accounting system. We would need to establish a procedure for periodic reconciliation between systems. 8. Payroll The Town requires full in-house payroll functionality. Describe in some detail the capabilities of the payroll system, and review: Tracking functions for specialized payroll, (e.g. tracking Section 4850 time) Tracking functions for calculating CalPERS earnings and contributions. Labor and benefits distribution W2 and Quarterly reporting as required by the IRS and Employment Development Dept. the State Controller s Office Government Compensation in California annual report IRS Form 1094C per ACA for employer provided health insurance Identify California clients and review CalPERS reporting and update process Support for income tax rate updates Review State and Federal quarterly and annual payroll regulatory reports Electronic time card entry Electronic payment (ACH) 9. Fixed Assets The Town seeks to implement a fully integrated fixed assets system that should Allow finance staff to designate an invoice record as a fixed asset item and automatically add record to the fixed asset ledger Allow users to add additional information to the fixed asset record after purchase Provide all GASB 34 fixed asset reports 10. Human Resources The Town would like to consider adding a Human Resource component that is integrated into the payroll system. Please describe in some detail the capabilities of a proposed Human Resource component, and review: Benefits Administration Annually adjusted benefit premium withholding tables integrated into payroll Personnel Action Reporting, including electronic routing for approvals Performance Evaluations Employee portal/self service capabilities with access to paystubs and Form W-2s, vacation and sick balance availability, ability to update state and federal withholding status and direct deposit information. Employee time off requests with electronic supervisor approvals. Approved leave should integrate with payroll. Calendar view and reporting would be desirable. Support notification of upcoming salary step increases. Coordination and integration with payroll 10

15 11. User Interface Provide visuals of user interface, and review system workflow and accessibility for: View only access, limited access, and user access based on security roles Project Management Departmental reports 12. Reports The new system should provide robust, easy to use reporting capabilities to support budget and expense reporting and financial analysis Review pre-defined, and custom report writing functions. Will Town need to contact provider for custom reports? Identify GASB/CAFR Reporting capabilities 13. Technical Requirements The Town will consider acquisition of new infrastructure as deemed necessary in order to make optimal use of the new system. Please state clearly not only the minimum IT requirements for their software, but more importantly, the optimal requirements for best use of their software. Licensing: Describe your product licensing method(s). Software as a Service: Does your company provide SaaS or hosted option? If SaaS, please describe how it will be hosted, and how updates are made. C. Implementation Describe the proposed implementation approach clearly identifying each phase, the timeline proposed, roles and responsibilities to be performed by the Respondent, and those to be performed by the Town. The Town is seeking professional services that will ensure a successful implementation. Discuss the following: Describe proposed software installation and configuration Identify services provided during implementation How many implementations have been successfully completed with current version of software? Is this the version you imagine will be used if we were to purchase this year? Identify any failed implementations and discuss Describe the roles and responsibilities of Town staff during implementation and provide the level of effort estimated. Describe the roles of the implementation staff and for what duration they will be available during the implementation and post-implementation process. 1. Data Migration How much historical data is recommended for conversion? Why? What are recommendations for staggering module implementation? Recommended time for go-live? FY end or FY beginning with overlap? Mid year? Discuss legacy data conversion process, and experience with Harris Computer SELECT data 11

16 Discuss your approach to safeguarding client data during data conversion and implementation Define data archiving policies and procedures 2. Training Discuss your end-user training strategy and training plan. Is a User Manual provided? Will training be conducted on-site or via webinar? How many attendees will be permitted and will they need access to laptops and the internet during the sessions? 3. Maintenance, upgrades, and support: Describe ongoing maintenance, release/upgrade, and support services. Will the Town be provided a dedicated service representative, or general phone support? What are the hours of support (PST)? How long does it take to receive a response to a request for assistance? Describe the frequency that application patches and new versions have been made available within the past two years. Identify any currently known future upgrades and/or release plans. Identify the roles and responsibilities required of Town staff to complete updates. Identify the Town s IT responsibilities for implementation and for maintenance? 4. Schedule: Clearly identify each phase of implementation, and the timeline proposed, including contract negotiation, work tasks, data conversion, go-live through completion. Specifically consider time limitations of existing Finance Division staff. 5. Town Staff The Town s Finance Division includes 1) the Director of Administrative services and 2), one part time staff member dedicated to accounting and payroll functions. The Department of Administrative services also includes 1) an Administrative Analyst who is responsible for Human Resource functions, and 2) an outside IT consultant. The proposal shall specifically address the time required of Town staff for implementation. 12

17 IV. Response and Submission Respondents should provide information regarding core business applications and software applications applicable to the Town s needs, and describe any additional offerings, suggestions or recommendations for best use based on experience with similar sized government organizations. A. Target Dates Request for Proposals Issuance: November 28, 2016 Vendor Questions Due December 12, 2016 Responses to Questions Provided December 16, 2016 Vendor Responses Due January 11, 2017 Vendor Demonstrations February 2017 Selection of Vendor February 2017 Contract Negotiations: begin upon selection of Vendor Note that Town Hall will be closed Friday, December 23 through January 1, B. Registration of Intent to Submit a Response Each vendor who plans to submit a completed response must register this intent with the Town of Tiburon no later than Monday, December 12, The registration will allow the Town to notify all vendors of any changes, questions, concerns and any other matters related to this request for information and proposals. The following registration information must be ed to tbassett@townoftiburon.org with the subject line ERP Registration and should include: Name of Business/Company Address of Business/Company Name of Contact at Business/Company Telephone number of Contact at Business/Company address of Contact at Business/Company Failure to register promptly may result in disqualification and not being informed of changes, questions and concerns related to this request for information and proposals. C. Preparation of Response All responses to the requested information in the Proposed Solutions section must be answered fully and must be able to be substantiated by the vendor. Each response shall be signed by an individual who has authority to obligate the company. 1. Questions Any questions about this Request shall be submitted in writing to Troy Bassett at tbassett@townoftiburon.org on or before December 12, 2016 at 5:00pm PDT. 13

18 Written responses to questions and any Addenda will be provided to properly registered responders no later than December 16, Responders shall be responsible for ensuring that all addenda are included in their responses. 2. Response Costs Those submitting responses do so entirely at their expense. The Town will not be responsible for reimbursement to any individual or firm for any costs incurred in preparing or submitting responses, providing additional information when requested by the Town, or participating in any selection interviews. 3. Response Format Responses shall be prepared as simply as possible and provide a straightforward, concise description of the vendor s capabilities to satisfy the requirements of this Request. There are no limitations on the number of pages included in the response; however responses should be comprehensive, succinct and direct. Font size shall be no less than 11 point. 4. Required Information The responder must include comprehensive information regarding their ability to provide the functionality needed by the Town as described in the Proposed Solution section of this Request, and optionally, any additional proposed components the responder is recommending. a) Missing Components Clearly identify and call out any items that are identified by the Town in this request that are not included in the proposal. b) Additional Components and Recommendations Functionalities proposed beyond what is identified as required by the Town must be clearly identified as such. c) Extensions Vendors should explicitly state the name of any third-party products that are being suggested or discussed in their Response. For each third-party product, there should be a statement about whether the vendor s potential contract would encompass the third-party product and/or whether the Town would have to enter into a separate contract directly with the third-party vendor for the product and maintenance. d) Client References Vendors should provide a list of at least five municipalities of similar size, with a preference given to references in California. Submit references for fully completed and partiallycompleted installations, noting the current status and software installed. List the breadth of the software solution and the version currently operating. e) Standard Contract Vendors should include a copy of their standard purchase contract. Vendors proposing a SaaS or hosted solution should also include a copy of their standard SaaS contract. f) Estimated Pricing Vendors should submit indicative costs for the recommended solution. If the vendor proposes tiers of services, provide indicative costs for each tier. 14

19 D. Submission of Response Responses must be received in Town Hall no later than 5:00 pm (PDT), Wednesday, January 11, Any late responses will not be considered. An original plus three copies of the response shall be delivered to Mailing Address: Town of Tiburon 1505 Tiburon Blvd Tiburon CA Attention: Troy Bassett and facsimile responses will not be considered. Responders shall have sole responsibility for delivery of responses on time and to the proper location. Vendors may call (415) to verify receipt of responses. Town Hall is open to the public Mon-Thursday 8:30-5:30 E. Review Process and Evaluation The Town will evaluate all submissions deemed responsive to this Request. A short-list of vendors will be asked to provide on-site proof of capabilities. These presentations provide an opportunity for the vendor to show how their system will provide the necessary, and additional proposed functionality desired by the Town. Vendors selected for Proof of Capabilities should be prepared to provide more concrete indicative costs. Discussions and negotiations may take place with the shortlisted vendors or the preferred vendor to ensure clarification and to obtain the best and final offer. 1. Evaluation The Town will review responses and rate them based on the ability of the vendor to meet the needs of the Town. Rating criteria may include (a) the vendor s proven track record of successful implementations in similarly sized municipalities, (b) having a well-established client base in California, (c) knowledge of California laws and work rules as they apply to Payroll, CalPERS retirement, Public Safety employees and general government operations. (d) Vendors proposing a comprehensive solution will be rated higher than vendors proposing a partial or multiple, linked systems. (e) Off-the-shelf solutions to meet the Town s accounting needs will be rated higher than solutions requiring extensive customization of software. (f) An intuitive, consistent user interface, including user-friendly departmental access for queries (g) Simplified reporting, with easy to read graphics (h) Ease of access to data and customized report writing 15

20 (i) Ability to modify configuration without the assistance of the Proposer (j) Integration with the Town s other systems is of less importance than a strong accounting and payroll software package that meets the needs of the Finance Division (k) Expected time frame for implementing the new system and expected time requirements for staff training on the new system. (l) Indicative costs for the proposed system. 2. Rejection The Town may reject any and all responses whenever it is deemed in the best interest of the Town to do so. The Town may also waive any minor informalities or irregularities in any response and disregard all non-conforming, non-responsive or conditional responses at the Town s sole discretion. 3. Public Records Law Pursuant to California Government Code Sections 6250 and following, public records may be inspected and copied by anyone desiring to do so. All submitted responses are subject to this code section. 4. Acceptance Submission of any response indicates acceptance of the conditions contained in this Request unless clearly and specifically noted otherwise in the Response. 16