CITY OF CORVALLIS REQUEST FOR QUOTATION (RFQ) #FIN-0015-01 QUOTATION FOR THE REPLACEMENT OF THE CITY FINANCIAL SYSTEMS QUOTATION DUE: APRIL 6 TH, 2015 The City of Corvallis, Oregon is requesting a quotation from qualified vendors for the COST OF REPLACING ALL OR PART OF THE CITY FINANCIAL SYSTEM FOR - BUDGETING PURPOSES ONLY. Quotes must be delivered to the City of Corvallis, Finance Department, Attention To: Tony Krieg, 500 SW Madison Avenue, P.O. Box 1083, Corvallis, OR 97339-1083 by 3:00 p.m. on Monday, April 6th, 2015. A copy of the request for quotation document is posted on the Oregon Procurement Information Network (ORPIN) at http://orpin.oregon.gov where it can viewed and/or downloaded from the ORPIN site. Dated this 12 th day of March, 2015. For additional information Tony Krieg (541) 766-6990
TABLE OF CONTENTS A. ORGANIZATIONAL BACKGROUND... 3 A.1 FINANCE DEPARTMENT... 3 B REQUIREMENTS AND OVERVIEW... 4 B.1 PURPOSE OF THE RFQ... 4 B.1.2 DETAIL REQUIREMENTS... 4 B.1.3 TIME LINES... 6 C. RFQ SPECIFICATIONS... 6 C.1 RESPONSE FORMAT... 6 Executive Summary... 6 Company Background... 6 Client References... 7 Support... 7 Hardware and OS Specifications... 8 Cost Summary... 8
A. Organizational Background The City of Corvallis employs a Council-Manager form of government. The Council is composed of the Mayor and nine City Council members. The City Council appoints the City Manager, who is responsible for the day-to-day management of the City. The City of Corvallis is a full service city with a population of 56,345. The City website is http://www.corvallisoregon.gov. Currently the City has 436 full-time equivalent employees and a total budget of $138 million. The General Fund comprises approximately 30% of that budget at $43 Million. The City is comprised of eight departments: 1) Police, 2) Fire 3) Public works (primarily operating water, sewer and storm drainage systems as well as street maintenance and improvements); 4) Community development (providing development related permits and reviews; administering building codes and conducting inspections, land use planning and housing services, etc.) 5) library 6) parks & recreation 7) Finance department (including municipal court administration and information technology) and 8) City Manager Office (including Human Resources, Council support, archival records maintenance, and Economic Development. A.1 Finance Department The Finance department has a budget of $5.8M with 33 FTE and of those nine work in the Information Technology department and four in the Municipal Court. City has one general governmental fund, five special revenue funds, one capital project fund, four enterprise funds, five internal-service funds, one debt service fund and one permanent fund. The accounting policies of the City conform to GAAP as well as State and Federal Laws, as applicable. The current financial system was initially acquired in 1995, so is dated from a user standpoint, where they have come to expect a browser based solution. This system has gone through significant changes over the years to meet the growing and evolving needs of the organization. While the system continues to meet the core functions of the finance department including a relatively robust and reliable environment, other modules that interface with the financial system such as a Human Resources Information System have been determined as not meeting the organization s ongoing operational needs. Web services that allow citizens to conduct business and payments online are considered lacking in functionality and/or difficult to navigate. Data analytics and report writing modules are also considered cumbersome to use. The City of Corvallis Finance Department is scoping the market place for an integrated comprehensive financial system that has mobile, web services, data analytics and citizen centric
design principles as its foundation while meeting the City core functional requirements. The following are current modules in use: General Ledger Budgeting Accounts Payable with Purchase Order/Requisition processing Accounts Receivable including Loans Cash Receipting Payroll with minor personnel benefits record keeping Standard electronic processes such as ACH payments/transfers, and Direct Deposit Fixed Asset Management Courts with Parking Tickets Management and Case Management (which would include traffic and municipal code offenses) Utility billing including land/parcel Management (as required for Utility Billing) Online Payments (Credit, Debit, e-check) B REQUIREMENTS AND OVERVIEW B.1 Purpose of the RFQ With this RFQ, the City of Corvallis requests information about an integrated municipal finance software solution quotation for budgeting purposes only based on the following elements: 1. Licensing of the financial systems software including the cost of hardware or cloud services 2. Cost of professional services for implementation including conversion of up to five years of data and project management 3. Training City staff in the software s use and maintenance with training options that specifically state what the vendor proposes such as onsite, offsite, webinars, GoTo Meeting, video conferencing, and documentation. 4. Providing ongoing maintenance, upgrades, and service associated with the software, identifying any associated costs in the quote. Include the frequency of updates, upgrade, patches and turnaround times for problem resolution standards. The City of Corvallis will not reimburse vendors for costs associated with this RFQ. B.1.2 Detail requirements The software must: 1. Be a fund accounting system based upon a database management system.
2. Meet the user set up, configuration, operation, and reporting standard set by software systems commonly used by Oregon municipalities. 3. Have electronic reporting capabilities that meet the requirements of the Oregon Public Employees Retirement System, mandatory State of Oregon and federal reporting requirements. 4. Have standard reporting capabilities such that the City s budget, revenue, and expense reports can be printed and reported. 5. Include within the application software the availability of tools to allow the novice user to drill down and across and perform ad-hoc analysis and reporting. 6. Have the ability to process information in all modules, and in report production in a paperless environment. 7. Have the ability to directly download all reports into Microsoft Excel. 8. Have a web portal designed with a community member/customer in mind with ease of navigation and payment functionalities for all subsidiary systems. 9. The system should include all or part of the following comprehensive overall system requirements or functionality: General Ledger Budgeting Accounts Payable with Purchase Order/Requisition processing Purchasing including e-bidding system Bank Reconciliation Accounts Receivable including Loans Cash Receipting Payroll (including employee self-serve functionality, time and attendance, and timekeeping) Human Resources Information System including on-line open enrollment functionality Recruitment/application module Standard electronic payment processes such as ACH transfers, and Direct Deposit Fixed Asset Management Management Dashboard Custom Report Generation (full database access preferred) Courts with Parking Tickets Management and Case Management (including traffic and municipal code offenses) Utility billing including Land/Parcel Management (as required for Utility Billing)
Online Payments (Credit, Debit, e-check preferably through one portal for all modules) Back-end system security that meets all PCI/DSS and similar level best practices compliance. If a vendor integrated financial system does not include one or more of the above listed modules, vendor should provide the name of the preferred partner and product which together allows the above requirement(s) are met. B.1.3 Time Lines City fiscal year budget begins July 1 st and ends June 30 th. Response to this RFQ will allow the City to reserve funds to replace the financial system in future years. Depending on the response(s) the City receives, the plan is to publish a Request For Proposal (RFP) in FY15-16 with detailed functional requirements for the system. If the project spans multiple years, plans will be in place to receive approval for an appropriation of funds from the City Council. C. RFQ SPECIFICATIONS C.1 Response Format The RFQ Response should be organized in the following order: 1. Cover Letter 2. Executive Summary 3. Company Background 4. Implementation Methodology including Data Conversion, timing and Employee Training 5. Support and Maintenance 6. Hardware Specifications 7. Cost Summary Executive Summary The Executive Summary should include a brief overview of the Quote. It should be prepared in such a manner as to make it understandable to individuals not familiar with the terminology peculiar to a project of this type. Company Background The Company Background should provide vendor information including, but not limited to: Company Headquarters Information
Complete list of products provided by the Vendor Financial History Percentage of Public Sector clients Number of Years in Public Sector Software Total number of Governmental Clients Total number of Employees Software evolution and direction Client References Vendor must supply at least six (6) sites that are currently using a similar system requested by the Client, preferably in the State of Oregon. Be sure to include the total population served by the government and application modules in production at each site. Implementation Methodology The Vendor s Implementation section should include information on all facets of the Implementation process. Please provide thorough information about the following: Project Management o Project Consulting Information o Vendor Project Manager Responsibilities Training o Training Methodology o Training Options o Training Requirements o Syllabus Information Data Conversion o Conversion Methods o Conversion process o Data Extraction o Scheduling o Data Validation Timelines o Provide a sample Implementation Gantt Chart Vendor/Client Responsibilities o What is the Client responsible for during Implementation? What services does the Vendor supply? o What is your Change Management principle or standard? Support The Vendor should provide the following Support Information: Support Options o Does the Vendor provide a toll-free support number? o Does the Vendor provide Online Support?
o Other options for support? o Support Goals Please provide Response Times and Resolution Times to the following incident levels o Emergency o Critical o Standard Problem Escalation Procedures o How are incidents handled? o What tools do the Vendor Support Staff use? o What is the basic chain of command? System Updates o How are updates managed? o How often are updates released? o What is the typical downtime during an update? o Method for users to influence upgrades. o How your firm stays up-to-date on technology trends and how you incorporate those trends into future updates. Hardware and OS Specifications Please describe the following requirements of the proposed system, if your solution is not cloud based. If cloud based, please describe the cloud offerings and environment: Server Details Operating System Network Environment Processor Information Size of Memory Hard Drive Arrays Available Disk Space Workstation Requirements Printer Compatibility Please provide all configuration options Who is responsible for hardware and system software maintenance? If the hardware and system software is purchased from a third party vendor, who is responsible for Hardware and system software support? Cost Summary Amounts should contain no taxes and include all transportation and delivery, to City of Corvallis, OR. All costs shall be in actual dollar-and-cent amounts, a Time and Material quotation is not acceptable. Please provide best estimate for travel costs and other miscellaneous items.