HOUSING AUTHORITY OF THE CITY OF BOULDER (dba Boulder Housing Partners)

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1 HOUSING AUTHORITY OF THE CITY OF BOULDER (dba Boulder Housing Partners) SOLICITATION TYPE: DESCRIPTION: Request For Proposals Paperless Invoice Automation Software ISSUE DATE: 04/03/2018 DUE DATE: 04/20/2018 DUE TIME: SUBMITTAL PLACE: 4:00 PM Boulder Housing Partners ( ) DIRECT INQUIRIES TO: Tad Amore (720)

2 PURPOSE OF THIS RFP: Boulder Housing Partners (BHP) invites all interested vendors to submit proposals to provide software, installation, training, and services to meet the needs of a paperless invoice automation system. BHP intends to move to a paperless environment for all of its invoice processing. Note that paperless refers to dramatically minimizing the use of paper in our processes. We do not expect to eliminate the use of paper. We do expect the solution to address process and improve workflows, and therefore the objective is not simply to eliminate file cabinets by scanning documents after the fact. PROFILE OF THE AUTHORITY BHP is the Housing Authority for the City of Boulder, a quasi-governmental organization created in 1966 by the City Council of the City of Boulder. It was established as a housing authority under state law to provide safe and sanitary housing to low and moderate income households in the City of Boulder. We build, own and manage 33% of the total rental inventory of affordable housing in Boulder, making a strong contribution to City Council's goal that 10% of all housing is permanently affordable. Please refer to our website for additional information: 2

3 CONTRACT EVALUATION BHP is exempt from sales and use taxes. Bidders should eliminate these taxes from the cost of supplies and materials included in their bids if they were purchased in our state. Only supplies and materials purchased specifically for the BHP project are eligible for the tax exemptions. BHP will provide a copy of its tax exemption certificate upon request; please for this info. BHP only contracts with vendors that are qualified to perform the work. BHP reserves the right not to award a contract to any firm or person with a history of poor performance on projects performed for BHP at the sole opinion and discretion of BHP and will not contract with any firm or person that is listed on federal debarment lists. References will be checked on the top bidders. BHP reserves the right not to award a contract to anyone whose references are less than satisfactory and reserves the right to sole and exclusive judgment in the determination of the qualifications of the proposers. BHP reserves the right to reject any and all proposals or to accept or select any proposal as BHP, in its sole and absolute discretion, determines best meets its needs, or to negotiate the fee. BHP reserves the right to waive any informality in any submissions received. BHP reserves the right to request additional information, an oral discussion or a presentation in support of written proposals to award a contract to the most responsive and qualified proposer. 3

4 EVALUATION PROCESS AND CRITERIA Proposals will be evaluated using the Evaluation Criteria outlined below. After the initial scoring of proposals, those deemed by BHP to be within the competitive range will become the finalists and may be asked for an interview to clarify questions and, if necessary, following the interview, to submit best and final offers. After the interviews and the receipt of best and final offers, each of those respondents will be reevaluated and re-scored. The respondent with the highest overall score, whose proposal is most advantageous to BHP considering price, technical and other factors, as specified in this RFP, will be selected. BHP reserves the right to accept or reject in part, or reject all proposals and to re-solicit new proposals. BHP may also reject any proposals that are incomplete or nonresponsive and any proposals that are submitted after the deadline. Selection of a Respondent will be based on the following criteria: Requirements Factor Value Score Response to technical requirements 10 Integration with Yardi 7S 10 Support methodology 5 Implementational complexity 5 Organization's experience with housing authority's 4 Customer references 8 Hosted (SAS) products only 10 Price 8 Companys who have submitted a valid RFP will be given a value determined by BHP, this value is multiplied by factor for the score. 4

5 TABLE OF CONTENTS SECTION TITLE PAGES A Supplies or Services and Prices 6 B Description/Specifications/Statement of Work 7 C Objectives 8 D General Information 9 E BHP Reservation of Rights 10 5

6 SECTION A SUPPLIES OR SERVICES AND PRICES FEE SCHEDULE Contractor shall furnish all facilities, labor, materials, equipment, and perform all work as specified in the Fee Schedule and Specifications. The below break down MUST be filled out. Total Year one Item Unit Price $ Software and licensing Installation and Configuration Hosting Fee s Training Software Maintenance per year Other Costs Total Cost Year one Total Year two Item Unit Price $ Software and licensing Hosting Fee s Software Maintenance per year Other Costs Total Cost Year Two Total Year three Item Unit Price $ Software and licensing Hosting Fee s Software Maintenance per year Other Costs Total Cost Year Three Total All (three years) Item Unit Price $ Software and licensing Installation and Configuration Hosting Fee s Training Software Maintenance per year Other Costs Total Cost (All) 6

7 SECTION B DESCRIPTION/SPECIFICATIONS / STATEMENT OF WORK 1. SPECIFICATIONS/STATEMENT OF WORK Boulder Housing Partners invites all interested vendors to submit proposals to provide the software and technical support to meet the needs of a paperless invoice processing/automation system The proposed solution should address the key technologies and functionality outlined below. Purchase Orders o Creation of new purchase orders or conversion of orders from an online catalog purchasing system into purchase orders o Purchase orders approval workflow system o Submission of electronic purchase orders for suppliers o Validation of purchase orders data such as vendor, price, quantity, line amount and items ordered o Configurable business rules for purchase orders and invoice matching o Approval routing for purchase orders. Invoice Processing o Electronic submission of an invoice, invoices can be submitted in a few ways. into the system Scanned into system Uploaded into system Electronically submitted to secure portal Other methods would be nice. Supplier Portal o Allow Vendors to submit electronic invoices via a secure website Integration into Yardi o The vendor must have a direct connection with Yardi for 2-way data sync. o The vendor must be on the Yardi approved vendor list o Invoice images are accessible from inside of Yardi, or a link inside of Yardi is supplied linking to the invoice images. o *Vendors that do not already have a direct link to Yardi will not be considered. It is expected that all proposals include formal training and include qualified software support for (3) years following successful implementation as determined by BHP. 7

8 SECTION C BOULDER HOUSING PARTNERS OBJECTIVES BHP s objectives for the proposed solution include the following: - Streamline the processing of our accounts payable department. - Provide an Invoice Management System solution integrated with core business and operations applications in Yardi Voyager 7S without requiring additional programming. - Provide direct access to documents from the display of Yardi. - Provide users with simple electronic access to documents and records. - Provide our staff with instantaneous and simultaneous access to documents from anywhere. - Print to any print device as a standard desktop or network printing service. - Provide audit capabilities such as who viewed, deleted, changed, annotated, faxed, printed or re-indexed an object, where the user connected from, and when the user performed the action. - Provide access control with internal security or Active Directory single sign-on. (Active Directory single signon preferred) - Provide 100 user licenses for accessing the solution - On average Boulder Housing Partners receives 1100 and processes 1100 invoices per month. 8

9 SECTION D General Information - Submittal Rejection: Boulder Housing Partners has the right to reject any and all submittals and waive any irregularities therein if it is found to be in the best interest of Boulder Housing Partners. Submittals not received by the required deadline are ineligible for consideration and will not be opened. Boulder Housing Partners may change the deadline at any time in order to assure adequate review of the submittals. - Contract and Method of Payment: The final form of contract and scope of services will be negotiated between Boulder Housing Partners and the top-ranked firm after the selection process is complete. Invoices with proper documentation can be submitted on a monthly basis. - Limitation of Liability: Boulder Housing Partners assumes no liability for costs incurred by firms in responding to the Request for Proposals or interview process. All submittals become a matter of public record upon submission. - Insurance Requirements: Generally, the following coverage is required: o o o o Commercial general liability--$150,000 per person and $1,000,000 per occurrence. Worker's Compensation Insurance--equal to or at least $100,000 per employee Automotive Insurance--$100,000/$300,000 for bodily injury and $50,000 for property damage. Errors and Omissions Insurance - Federal Fair Housing Laws: Boulder Housing Partners does business in accordance with the Federal Fair Housing Law (The Fair Housing Amendments Act of 1988). It is illegal to discriminate against any person because of race, color, religion, sex, handicap, family status, national origin, or sexual orientation. 9

10 SECTION E BHP Reservation of Rights - BHP reserves the right to reject any or all proposals, to waive any informality in the RFQ process, or to terminate the RFP process at any time if deemed by BHP to be in its best interests. - BHP reserves the right not to award a contract pursuant to this RFP. - BHP reserves the right to terminate a contract awarded pursuant to this RFP, at any time for its convenience upon ten days written notice to the successful bidder. - BHP reserves the right to inspect work at any time during the ongoing work. - BHP reserves the right to determine the days, hours and locations that the successful bidder shall provide the services called for in this RFP. - BHP reserves the right to retain all proposals submitted and not permit withdrawal for a period of 60 days subsequent to the deadline for receiving proposals without the written consent of BHP Procurement Officer. - BHP reserves the right to negotiate the fees proposed by the bidder if applicable to bid process. - BHP reserves the right to reject and not consider any proposal that does not meet the requirements of this RFP, including but not limited to incomplete proposals and/or proposals offering alternate or nonrequested services. - BHP shall have no obligation to compensate any bidder for any costs incurred in responding to this RFP. - BHP shall reserve the right to at any time during the RFP or contract process to prohibit any further participation by a bidder or reject any proposal submitted that does not conform to any of the requirements detailed herein. - Minority and Women Owned Businesses are encouraged to respond. 10

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