REQUEST FOR INFORMATION FOR FINANCIAL SYSTEM 19-RFI-FS

Transcription

1 REQUEST FOR INFORMATION FOR FINANCIAL SYSTEM 19-RFI-FS March 5, 2019 HEALTH CARE DISTRICT OF PALM BEACH COUNTY 1515 N. FLAGLER DRIVE, SUITE 101 WEST PALM BEACH, FL 33401

2 PART 1 GENERAL INFORMATION 1-1 Purpose of Request for Information The Health Care District of Palm Beach County, Florida (hereinafter the District), is requesting information from qualified Respondents to provide a comprehensive financial system inclusive of general ledger, project ledger, accounts receivable/cash receipts, accounts payable, fixed assets, purchasing, inventory, budgeting, and reporting. The District is a political subdivision of the State of Florida which was established as an independent taxing district by special law approved by Palm Beach County voters (Palm Beach County Health Care Act, 1988). The District was founded in 1988 to ensure access to a comprehensive health care system and the delivery of quality services for the residents of Palm Beach County. The District accomplishes its mission through various programs and services, including an integrated Trauma System, School Nurse program, Skilled Nursing Facility, and Lakeside Medical Center, its hospital located in rural, western Palm Beach County. The District also offers health coverage to eligible uninsured Palm Beach County residents as well as operates eight Federally Qualified Health Centers to provide primary and preventive medical and dental services for medically needy patients. Additional information about the District is available on its website, Request for Information Submission Bids must be received by 5:00 P.M. local time on the date listed in the Request for Information Timetable (Section 1-5) Responses received after the deadline will not be considered. Responses must be ed to Robert Forchin rforchin@hcdpbc.org in PDF format. Please submit your bid with a request for delivery receipt of your Request for Information Withdrawal Respondents may withdraw their Response by notifying the District in writing. 1-4 Request for Information Disclosure All Responses received shall be subject to public disclosure consistent with Florida s Public Record Act, Chapter 119, Florida Statutes and specifically section (1) (b), Florida Statutes, regarding competitive solicitations. If a Respondent believes its Response (or any portion thereof) is exempt from public disclosure beyond the limited exemption set forth in section (1) (b), Florida Statutes, the Respondents must invoke, in writing, the exemption(s) to disclosure provided by law in their Response by providing the specific statutory authority for claimed exemption(s), identifying the data or other materials to be exempted, and stating the reasons why such exemption from public disclosure is necessary. Failure to do so may result in the Respondent waiving an applicable exemption (if any). 1

3 The District has the right to use any or all information/material submitted in response to this request. Disqualification of a Respondent does not eliminate this right. 1-5 Request for Information Timetable The District and Respondents shall adhere to the following schedule in all actions concerning this Request for Information: Event Date District issues Request for Information March 8, 2019 Responses Due Before or Until 5:00 PM Local Time March 25, Delays The District may delay or modify scheduled event dates (Section 1-5) if it is to the advantage of the District to do so. The District will notify Respondents of all changes in scheduled due dates by posting changes on the District website ( 1-7 Oral Presentations and/or Interviews At its sole discretion, the District may invite all or a short-listed Respondents to conduct oral presentations or interviews. Presentations or interviews provide an opportunity for Respondents to clarify their Response for the District. The District will schedule any such presentations or interviews. 2

4 PART 2 PROJECT DESCRIPTION AND SCOPE OF REQUIRED SERVICES 2-1 Background The District is seeking information from organizations to provide a comprehensive financial system inclusive of general ledger, project ledger, accounts receivable/cash receipts, accounts payable, fixed assets, purchasing, inventory, budgeting, and reporting. 2-2 Specific Requirements System Online cloud-based system accessible via web browser Redundant data storage Ability to interface with various systems, including payroll, human resources, and billing systems Secure login with multi-level access capacity and role-based access control Single Sign On capabilities that integrate with Active Directory Self-service password reset Electronic audit trails for all transactions for all fields within the system, including user, date, time, and transaction type. Ability to import historical data (5 to 7 years) for all modules Test environment for system updates and training System and support available 24 hours a day, 7 days a week General Ledger Maintains general ledger for multiple type of services Supports multiple chart of accounts (health care, government, etc.) Ability to support multiple year-ends (calendar vs fiscal) Supports closing periods and an adjustment period at year-end Interfaces with sub ledgers (fixed assets, accounts payable, accounts receivable/cash receipts, budgeting, purchasing, inventory, and project ledger) Supports drill down functionality between reporting and sub ledgers Reconciliation between sub ledgers and general ledger to address out of balance issues Supports journal entry balancing, accrual reversal, and workflow Ability to upload journal entries from Excel Ability to upload supporting documentation for journal entries Supports budget to actual and prior year reporting Supports standard financial statements (trial balance, income statement, balance sheets, and cash flows) Detailed audit trail reporting for revenue, expense, and balance sheet accounts Project Ledger Integrated with general ledger and other sub ledgers 3

5 Maintains award funding details and terms and conditions Tracks award reporting requirements Maintains budget control with budget versions Controls spending against budget award and validates allowable requirements Tracks project and award status Accounts Receivable/Cash Receipts Supports an automatic interface with cash receipts module of general ledger to adjust A/R balances and post receipts as payments to accounts Supports EFTs and integration with banks and lockboxes Supports posting single payment to multiple general ledger accounts, including but not limited to non-a/r coding Supports posting single payment to multiple customer accounts, partial A/R payments, and flagging partial receipts for follow-up Supports standard and fully customizable searches and reports (especially aged receivables) sortable by various fields, including combinations and ranges of criteria (coding, amount, customer name, customer ID and/or type, date, item ID, invoice number, etc.) Supports standard and fully customizable reports, statements, reminder notices and dunning letters, available for all users on the network Supports graphic representation and reporting of aging trends and volumes by customer type and item ID Ability to upload transactions supporting documentation Provides workflows to automatically route cash receipt batches to be reviewed and approved. Please identify the parameters available for this functionality. Accounts Payable Prohibits duplicate entry of identical invoices Allows entry of multiple invoices for one vendor on single screen Automatically reconciles PO with invoice Allows for online automatic matching of invoices to purchase orders and receiving documentation before payment can be authorized Supports invoices which include multiple purchase orders Invoices can be selected for payment onto specified check runs Brings forward materials management purchase order number Allows entry of invoices for current accounting period before closing of last accounting period, and accepts entry of invoices for distribution in future accounting periods Selectively holds or pays invoices by individual, vendor, or date Prints inquiry detailing invoices to be paid Ability to send check stubs electronically to vendors paid by EFT Processes credit and debit memos Supports multiple banks and bank accounts Allows checks to be voided with reinstatement of related invoices and adjustment of general ledger 4

6 Ability to set up master vendor table for use across the enterprise with all of the following: multiple addresses, defined vendor attributes, (materials, professional services, clinical services, etc.), and 1099 fields Ability to inactivate vendors Ability to change vendor information (address, EFT information, terms, etc.) Issues 1099s in compliance with current State and Federal regulations Supports changes to State and Federal regulations relating to 1099 creation and automatically makes those changes available Integrated with general ledger, purchasing, fixed assets, and budget Allows for online inquiry of all checks and invoices by vendor number, check number, invoice number, and invoice date Generates positive pay file Generates batch control listing Fixed Assets Supports asset acquisition, management, and retirements Maintains cost of improvements to existing assets, which result in a change of life and value Supports ability of purchaser to link each purchase with capital budget item Supports annual full and partial physical inventory processing for fixed assets Interfaces with purchasing and accounts payable Ability to project depreciation Automatically calculates depreciation at month-end Supports multiple depreciation methods Allocates depreciation expense to specified cost centers Supports projecting depreciation expense for current year, future year, and life of asset Construction in Progress (CIP) - ability to track budgeted amounts over time and against project budget Ability to print/export detailed asset master file reports, asset transfers, disposition/retirement reports, and depreciation reports Ability to distribute depreciation across multiple accounts Integrates depreciation expenses with general ledger Ability to upload transactions supporting documentation Provides workflows to automatically route transactions to be reviewed and approved. Please identify the parameters available for this functionality. Purchasing Allows online entry and editing of purchase requisitions and purchase orders. Allows automatic assignment of purchase requisitions and purchase order numbers Ability to accommodate both stock and non-stock requisitions Provides capability to track change orders. Ability to identify project or reference number on PO Ability to hold purchase orders until approval for purchase 5

7 Provides workflows to automatically route requests to the right approver, based on user-specified parameters. Please identify the parameters available for this functionality. Allow for standard and blanket purchase orders Allows for POs to be sent to vendors directly from system. Allows for purchase requisitions to auto convert into purchase orders once fully approved Allows for input of contracts Alerts purchasing of contracted item Ability to upload transactions supporting documentation. Ability to interface approved purchase orders into general ledger system Supports automation of all receiving transactions Purchase order data may be recalled using vendor name or PO number Support procedures for handling stock-less or just-in-time supply items Support use of bar codes in receiving functions Provides option for blind receiving (order quantities are hidden from receiver) Receiving function must interface with accounts payable Inventory Supports bar code technology Supports hand-held devices Supports an exchange/par stock supply system Maintains current inventory quantities in real time when items are issued, returned, received, or transferred Ability to track and report on separate inventories in multiple locations Ability to compute and report on Economic Order Quantity (EOQ) Provides automatically generated charges as materials are removed from inventory Calculates inventory item cost using various methods (average cost, FIFO, etc.) Maintains inventory vital statistics (return rates, inventory on hand, number of POs processed, etc.) Prints bin location labels Budget Ability to maintain separate budgets by reporting unit Ability to record and keep original budget, changes, and revised budget at each level in hierarchy Ability to perform budget modifications and maintain an audit trail of modifications Ability to produce budget to actual reports on-line and include a projected actual calculation and a projected budget surplus or deficit based on Fiscal YTD expenditures Supports fully integrated and collaborative budgeting & forecasting process which permits simultaneous multiple user entry Ability to have all prior history for actual spending and budgets available on-line for multiple years 6

8 Ability to maintain / import / export monthly revenue and expense budget data to/from Excel Supports creation of multiple organizational hierarchies (hierarchy for budgeting vs hierarchy for current year reporting) Ability to accommodate various budget recording methods such as increasing, decreasing, or replacing existing budgets (versions or revisions) Supports manager generated variance reports to compare budget to actual expense (restricted to their respective departments) Ability to consolidate as many as 200 separate budgets (1 per reporting unit) Supports and maintains budget justification notes for multiple years Reporting/Search Functionality Industry standard and ad hoc reporting for all modules Ability to export reports in multiple formats (Excel, csv, text, etc.) Supports standard and fully customizable searches for all modules Ability to print or export search results from screen to Excel Ability to drill-down into transaction details from reports and searches, including but not limited to viewing details from other modules System maintains historical audit trail of all transactions with date, time, user and type of transaction for all modules, which can be viewed online or reported on Ability to report on user-defined fields Ability to report across multiple fiscal years for all modules Ability to pull data from different modules into a single report 7

9 PART 3 REQUEST FOR INFORMATION CONTENTS OF REQUEST FOR INFORMATION 3-1 Required Response Items (complete in PDF format) Respondents should provide a detailed description of how the Respondent shall satisfy the Specific Requirements set for in this Request for Information (Section 2-2). This portion of the Request for Information should be organized according to the items requested below: 1 System Functionality 2 Customer Support 4 System Specifications and Security 5 Experience and Qualifications 8