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Genesee Health System

Flint, Michigan

Request for Participation (RFP)

for

Public Sector

Financial Management and Payroll/HR System

Issue Date: May 19, 2013

Issued By: Genesee Health System

725 Mason St.

Flint, MI 48503

Responses Due: Friday, June 7, 2013, 2:00 pm EST

Table of Contents

1. PURPOSE AND SPECIFICATIONS 3

2. INTRODUCTION AND AGENCY OVERVIEW 4

3. PROJECT OVERVIEW 5

4. SERVICE DESCRIPTION 6

5. COST LIABILITY 7

6. TERMS AND CONDITIONS 7

7. BIDDER RESPONSIBILITIES 7

8. OTHER MATERIALS 8

9. AWARD OF CONTRACT 8

10. DISCLOSURE 8

11. CONFLICT OF INTEREST 8

12. LIABILITIES 9

13. RELATIONSHIP OF THE PARTIES (INDEPENDENT CONTRACTOR) 9

14. NO WAIVER OF DEFAULT 9

15. DISCLAIMER 9

16. CONFIDENTIALITY 10

17. BIDDER CRITERIA AND RESPONSE REQUIREMENTS 10

1. General Ledger 12

2. Accounts Payable 12

3. Purchase Orders 13

4. Fixed Assets 14

5. Accounts Receivable 14

6. Budget 15

7. Reporting 15

18. RIGHT OF REFUSAL 17

19. EVALUATIONS 17

20. RFI BIDDER COVER SHEET 18

21. TIMELINE 19

22. Attachment “A” - NON-CONFLICT OF INTEREST/FAMILIAL DISCLOSURE FORM 20

1. PURPOSE AND SPECIFICATIONS

Genesee Health System (hereinafter referred to as “GHS) is seeking sealed participation responses from interested and qualified parties to provide Financial Management and Payroll-HR System Software.

Proposals must be clear, concise, typed, and must be signed in ink by the official authorized to bind the submitter to its provisions. The contents of this REQUEST FOR Participation (RFP) will become incorporated within any contract signed by GHS and the provider of service. Do not retype this RFP, instead, respond on a separate page and cite the section number for each response. All areas of the proposal must be addressed in the same sequence cited in the RFP instructions in order that proper consideration is given to the proposal. Proposals submitted without information or incomplete content will result in the proposal being removed from consideration. The bidder must complete an RFP Bidder Cover Sheet (See Page 19) and attach to the front of the proposal.

Bidders must respond in writing to all questions listed in Section 12. Bidder Criteria and Response Requirements. To ensure a fair and objective evaluation of all responses, questions concerning this RFP are required to be submitted via email to: dhunter@ by 5/24/13 at 4:00 p.m. EST. GHS will post responses to the questions on our website, , in the “RFP Opportunities” section under “RFP” by 5/29/13 at 4:00 p.m.

One original and five copies of each proposal must be submitted in a sealed envelope.

Proposals will be accepted until 6/7/2013 at 2:00 p.m. Proposals must be received by this date and time in order for the proposal to be considered. The following should be noted on the outside of the envelope:

CONFIDENTIAL

PUBLIC SECTOR FINANCIAL MANAGEMENT AND PAYROLL/HR SYSTEM

RFp MATERIALS ENCLOSED

DO NOT OPEN UNTIL 6/7/2013 at 2:15 p.m.

[your company name]

All documents with respect to this RFP should be mailed for submission to:

Genesee Health System

Attn: R. David Hunter

725 Mason Street

Flint, MI 48503

Delivery of Responses: RFP responses must be delivered by the date/time specified and submitted to the place stipulated within this RFP. It is the sole responsibility of the vendor to see that their RFP is received in the proper timeframe.

RFP Responses submitted after the deadline will not be considered and will be discarded.

Proposals will be publicly opened on 6/7/2013 at 2:15 p.m. at 725 Mason Street, Flint MI, 48503.

Any change to this RFP subsequent to its release will be confirmed in writing by GHS.

GHS reserves the right to accept or reject any/all bid proposals received pursuant to this RFP, in whole or in part; and/or to waive any/all irregularities therein; and/or to delete/reduce the units of service; and/or to negotiate proposal terms in any way whatsoever to obtain a proposal as deemed in its best interest. GHS reserves the right to re-solicit/re-advertise as deemed necessary.

Vendors may be required to provide a detailed demonstration of the proposed software system. Vendors may also be required to make presentations and/or provide written clarifications to their responses at the request of Genesee Health System. All Bidders must be available, if selected to be a presenter, to provide an interactive webinar of their proposed solution using WebEx or similar type media during the period of 6/13/13 to 6/14/13. Bidders will be scheduled into an individual time slot during that period to make their internet based presentation. Presentation must, at a minimum, provide details regarding requirements listed in Section 4A - “Service Description – Description of Required Functions, which begins on page 5, Section 4B - “Service Description – Description of Technical Requirements”, which begins on page 6, and in Section 17 - “Bidder Criteria and Response Requirements”, which begins on page 10.

2. INTRODUCTION AND AGENCY OVERVIEW

GHS intends to enter into a contract with a for-profit or non-profit entity or entities to provide PUBLIC SECTOR FINANCIAL MANAGEMENT AND PAYROLL/HR SYSTEM SOFTWARE. The software must interface with ADP’s EZ Labor time and attendance solution. It is expected that the proposal to provide this software will be in compliance with all applicable State and Federal standards and guidelines.

Genesee Health System (GHS) began in 1962 when the Flint Adult Mental Health Clinic was opened. In 1963, this merged with the Flint Child Guidance Clinic to form the Flint Mental Health Clinic. On May 12, 1964, the Genesee County Board of Supervisors established the Genesee County Community Mental Health Services Board. The Community Mental Health Services Provider (CMHSP), which became known as Genesee County Community Mental Health (GCCMH), officially opened on April 7, 1966. In FY 2002, Genesee County Community Mental Health (GCCMH) was awarded the designation of “Prepaid Inpatient Health Plan” (PIHP) contract to manage Medicaid services for Genesee County residents with mental illness, developmental disabilities and substance use disorders. On April 1, 2006, the Genesee County Substance Abuse Coordinating Agency (CA) merged with Genesee County Community Mental Health.

In June of 2012, GCCMH received a grant to open two primary healthcare clinics within the City of Flint. The first clinic opened in October 8, 2012 to provide access to care to residents who are uninsured or underinsured, with a focus on the homeless. The clinic is located at 422 W. 4th Ave, Flint. The second clinic is expected to open this fall (2013) to provide access to care to residents who are uninsured or underinsured, with a focus on those who live in public housing. The clinics provide a full range of primary care services.

On January 1, 2013, GCCMH obtained its independence from the county and became an authority (an independent public entity). The county entity known as GCCMH since the mid-1960s would now be officially recognized as “Genesee Health System” (GHS). As an independent public entity, the agency has more flexibility in reacting to the changes in health care. On March 20, 2013, Genesee Health System (formerly GCCMH) publicly announced its name change, along with the unveiling of its new logo and signage. The new slogan is “Hope and health in the community”, which is reflective of what the agency has become over the last several years.

The financial package software currently in use includes: general ledger, accounts payable, budgeting, and purchasing modules. Genesee Health System processes payments to a network of approximately 2,500 vendors and distributes approximately 7,000 checks annually.

Genesee Health System currently utilizes the ADP time and attendance solution (EZ Labor) and its payroll processing solution (PayXpert) for Payroll/HR management. GHS intends to continue to use the ADP time and attendance solution (EZ Labor) – to interface with the Payroll/HR management solution that is selected by this RFP. Genesee Health System has approximately 350 active employees and approximately 300 retirees.

3. PROJECT OVERVIEW

This is a Request for Participation (RFP) in order to identify sources that can provide a comprehensive, fully integrated, public-sector Financial Management and Payroll/HR Solution. This RFP states the overall scope of the products and services desired, specific software functionality, technology foundation as well as desired vendor qualifications. The ideal Financial Management and Payroll/HR system will meet the following objectives for Genesee Health System:

A. Serve as the primary Financial Management and Payroll/HR solution, eliminating redundant systems.

B. Improve processing and reporting timeliness.

C. Streamline business processes through improved system integration and capabilities.

D. Ensure an appropriate level of internal control by providing a framework around general ledger entries that would reduce financial risk, providing checks and balances through the use of workflow and audit trails.

E. Promote accountability through enhanced access control.

F. Provide automated purchase order generation that would enhance procurement management.

G. Provide a structured workflow for accounts payable that standardizes business processes.

H. Provide a flexible general ledger system to interface with third party solutions (listed under 4.B. on page 7).

I. Support the creation of internal and regulatory financial statements and management reports, improving stakeholder access to quality information.

J. Support ad-hoc reporting initiated by end users, empowering managers and end users.

K. Provide fixed asset accounting and asset management controls.

L. Improve the ability to track and measure financial results.

M. Supports an environment of change.

4. SERVICE DESCRIPTION

A. The following services will be provided under a contract with GHS:

Public Sector Financial Management and Payroll/HR System

The most important elements are detailed below:

|Product or Service | Description of Required Functions |

|Financial Management Application |General Ledger |

| |Accounts Payable |

| |Purchasing |

| |Requisition Processing |

| |Purchase Orders |

| |Fixed Asset Management |

| |Inventory Management |

| |Accounts Receivable |

| |Budget Management (including Annual Budget Preparation) |

| |Project and Grant Management |

| |Government (GASB) Reporting |

| |Treasury Management (Bank Reconciliation/Investment Tracking) |

| |Compatible with MS SQL Server (2008 R2/2012) |

| |Secured remote access solution for staff |

| |Ability to export to MS Word, MS Excel, and PDF |

|Payroll/HR Management Application |Payroll Processing – Able to interface with ADP time and attendance solution (EZ Labor) |

| |Personnel Management |

| |Position Control |

| |Performance Management |

| |Employee Event Tracking |

| |Recruitment and Applicant Tracking |

| |Benefits Administration |

| |COBRA Billing Administration |

| |Workers Compensation Administration |

| |Retirement Benefit and Payment Tracking |

| |Leave Management |

| |Employee Expense Reimbursement |

| |Employee/Employer Self Service |

| |Tax Filing |

| |W-2 Reporting |

| |Compatible with MS SQL Server (2008 R2/2012) |

| |Secured remote access solution for staff |

| |Ability to export to MS Word, MS Excel, and PDF |

B. In addition to the “Description of Required Functions”, the following “Description of Technical Requirements” is detailed below:

|Product or Service | Description of Technical Requirements |

|Financial Management and Payroll/HR |Provide web-based platform, independent solution |

|Application |Provide security and audit trails and limit access based on job function |

| |Convert data from existing financial management system into vendor’s application |

| |Provide plan and data map |

| |Provide download of complete data set daily in format compatible with Microsoft SQL server |

| |Provide complete data dictionary with updates provided upon database changes |

| |Ability to integrate with Microsoft Office, Adobe and other software products |

| |Ability to interface with other software applications (i.e. ADP - time and attendance (EZ Labor), |

| |Cobblestone Systems - contract management (Contract Insight), Gigatrak - fixed asset management, |

| |Electronic Medical Records - claims payment system). |

| |Provide initial job-specific training |

| |Provide on-going technical support |

| |Provide technical specifications on what type of server is required to optimally run the software |

| |(i.e. Memory, Speed of Processor, etc.) |

| |Provide technical specifications on what type of printer is required for printing checks |

| |Provide technical specifications on printing checks (i.e. third party software) |

5. COST LIABILITY

GHS assumes no responsibility or liability for costs by the bidder, or any bidder prior to the execution of a contract between the organization and GHS.

6. TERMS AND CONDITIONS

The submitted response must follow the rules and format established within this RFP. Adherence to these rules will ensure a fair and objective analysis of all responses. Failure to complete any portion of this request may result in the rejection of a response. In the event that it becomes necessary to revise any part of this RFP, an addendum will be provided to all respondents. Respondents must accept all of the foregoing terms and conditions without exception.

7. BIDDER RESPONSIBILITIES

All inquiries concerning the content of the RFP shall be addressed to the address cited on page three (3) of this RFP.

It is the responsibility of the bidder to understand all details of the RFP. The bidder, by submitting a response indicates a full understanding of all details and specifications of the RFP. Bidders are expected to present narrative statement/summaries in a clear, concise and organized manner for review.

The bidder is solely responsible for delivery of its participation proposal, to the Contract Management Department at Genesee Health System, located at 725 Mason Street, Flint, Michigan 48503, no later than 2 p.m. on 6/7/2013. Please submit one original, five copies, and electronic version of the proposal. The Contract Management Department will be the sole point of contact throughout the RFP process.

RFPs submitted after the deadline will not be considered and will be discarded.

All RFPs submitted by the deadline will become the property of Genesee Health System.

8. OTHER MATERIALS

Bidders may attach other materials believed to be relevant to illustrating the bidder’s ability to successfully carry out these services.

9. AWARD OF CONTRACT

It is the intent of GHS to enter into a contract with a provider that will emphasize administrative efficiencies, and possess the capacity, infrastructure and organizational competence to provide the financial management and payroll/HR solution required under this proposal.

There are three steps to the evaluation process that may be used to determine a successful bidder. The first threshold is an evaluation of the written response to the RFP. The second involves interviews with bidder’s customers. Based on the results of the evaluation the third step may involve an interactive webinar presentation.

The process of evaluating each bidder’s proposal may involve interviews with a random sampling of the bidder’s current and previous customers. This is not an exclusive criterion for awarding the contract.

In addition to access to customers, the evaluation process must be assured of unimpeded access to employees of the bidder (current and former), regulators, and other stakeholders.

Specific requests for information, to assist the evaluators, will be submitted to the prospective bidder in order to facilitate sampling satisfaction.

It is anticipated that contract(s) will be awarded on or before 8/1/2013.

Bidders who are awarded contracts shall not have the right to assign or delegate any of their duties or obligations under the contract to any other party without written permission of GHS.

10. DISCLOSURE

All information in a bidder’s proposal is subject under the provisions of Public Act No. 442 of 1976 known as the Freedom of Information Act.

11. CONFLICT OF INTEREST

Bidders awarded a contract will affirm that no principal, representative, agent, or other acting on behalf of or legally capable of acting on the behalf of the bidder, is currently an employee of GHS; nor will any such person connected to the bidder currently be using or privy to any information regarding GHS or GHS Board which may constitute a conflict of interest.

At the time of bidding, any bidder shall disclose any known direct or indirect financial interests (including but not limited to ownership, investment interests, or any other form of remuneration) that may be present between the contractor or his/her potential subcontractors, and GHS personnel. This disclosure shall be made by completing Attachment “A” and attaching it to bidder’s proposal. Potential conflicts will be forwarded to the VP of Business Operations who will then forward the information to the GHS CEO.

As part of their bid, include a list of any known potential subcontractors, including the portion of bid work being contracted out to other licensed contractors. This listing of potential subcontractors shall be limited to the name of the company, name of the company’s owner(s), and business address. If any other subcontractor is selected after a bid is awarded, the successful bidder shall provide GHS with the name of the company, its owner(s), and address. This requirement is not intended to apply to minimal relationships such as the purchase of a small dollar amount of supplies to complete a project.

12. LIABILITIES

The purpose of this RFP is to identify companies that can provide a comprehensive, fully integrated, public-sector specific Financial Management and Payroll/HR Solution. Genesee Health System has not made a commitment to procure any Financial Management nor Payroll/HR software or services, and release of this Request for Participation (RFP) should not be construed as such a commitment or as an authorization to incur costs for which reimbursement would be required or sought. This RFP does not commit GHS to pay any costs incurred in the preparation or submission of any response to the RFP. Each bidder shall be responsible for all costs incurred in preparation and submission to this RFP.

13. RELATIONSHIP OF THE PARTIES (INDEPENDENT CONTRACTOR)

The relationship between GHS and any bidders successful in obtaining a contract is that of GHS and independent contractor. No agent, employee, or servant of the contractor shall be deemed an employee, agent, or servant of GHS for any reason. The contractor will be solely and entirely responsible for its acts and the acts of its agents, employees, and servants during the performance of a contract resulting from the RFP.

14. NO WAIVER OF DEFAULT

The failure of GHS to insist upon strict adherence to any term of a contract resulting from this RFP shall not be considered a waiver or deprive GHS of the right thereafter to insist upon strict adherence to that term, or any other term, of the contract.

15. DISCLAIMER

All the information contained within this RFP and its attachments reflect the best and most accurate information available to GHS at the time of the RFP preparation. No inaccuracies in such information shall constitute a basis for legal recovery of damages, either real or punitive. If it becomes necessary to revise any part of this RFP, a supplement will be issued to all bidders who obtained the original RFP.

16. CONFIDENTIALITY

All documents submitted as part of this RFP by the deadline will become the property of GHS.

17. BIDDER CRITERIA AND RESPONSE REQUIREMENTS

Each response will be prepared in the format provided and in accordance with all the terms and specifications outlined in this RFP. Responses must be submitted in a sealed envelope bearing the title, “Genesee Health System - Financial Management and Payroll/HR Solution” along with the name of the vendor providing the response. (Reference page three). One original, five printed copies and one electronic copy on a CD-ROM or flash drive shall be provided to GHS.

The response must be prepared in the following format:

Section A – Company Information

Provide the company name, company address, name and title of the person responsible for the information contained in this RFP, phone number, fax number, email address, website address. Provide a description of the company’s primary line of business, identifying what differentiates your product from other Financial Management and Payroll/HR tools.

Section B – Corporate Overview

Provide narrative responses to the following questions, including any necessary documentation, for each item listed below:

1. Specify the number of years the Vendor has been in the public sector software business. If both public and private sector, provide public sector vs. private sector data identifying the number of clients, as well as revenue percentage comparisons.

2. Provide a chronology of the company’s heritage, growth, staffing size and ownership structure.

3. Indicate whether the business is a parent or subsidiary in a group of companies.

4. Has this company or product being proposed ever been purchased by another company or acquired because of a merger or acquisition? Are there any anticipated mergers or acquisitions pending?

5. If the answer is yes to question #4, provide details regarding the name of the companies involved, specific products affected and when such merger or acquisition(s) took place. Or, the anticipated date of a pending merger or acquisition(s).

6. What percentage of revenues does this offered solution versus other products/ services represent to your company?

7. Provide a brief statement of the company’s background demonstrating longevity and financial stability.

8. Indicate if the company incurred an annual operating loss in the last 5 years.

9. Has the company had a workforce reduction during the past 5 years?

10. If the answer is yes to question #9, provide details regarding workforce reductions: percentage of workforce, affected areas, senior management team changes, employee satisfaction, etc.

11. Provide details of all past or pending litigation, liens or claims filed against your company.

12. Has your company filed bankruptcy in the past ten years?

13. Describe the seniority, tenure and background of the senior management team.

14. Describe how your company measures customer satisfaction for software applications and customer service & support.

15. Describe the company’s commitment to research & development for the solution being proposed; include percentage of annual revenue invested in application development of this solution.

16. For each of the applications being proposed, please provide the following background information.

| |Original Development Organization |Date of First Release |Date of Most Recent Release |

|a. Financial Management | | | |

|b. Payroll/ Human Resources | | | |

17. Note: If any of the applications proposed in question #16. were not originally developed by the proposing vendor, please provide narrative details for the following subjects:

a. Date of product merger/acquisition

b. Name of the products and organizations involved

c. Description of how integration/interfacing was accomplished (batch vs. real

time, consolidated or separate databases, etc.)

d. Description of the development technologies used for each product

e. Status of the originating development team resources (retention rate, location)

Section C – Customer References

Please provide at least five (5) customer/vendor references that are representative of the requested solution. Please provide the customer/vendor name, contact person and title, address, city, state, zip code, phone number, and email address if available. Genesee Health System reserves the right to contact any reference listed for information which may be helpful in evaluating the RFP response.

Section D – Public Sector Client List

Please provide a list of current public sector clients.

Section E – Software Descriptions

Provide narrative descriptions of the proposed software application modules (identifying any third party applications where applicable), along with your response to the following questions:

| | |For Given Function: |

| |Solution Functionality |Free-form answer or, as |

| | |applicable: |

| | |S = Standard |

| | |N = Not Available |

| | |C = Available with Customization |

|1. General Ledger |

|a. |Interfaces with existing ADP payroll time and attendance solution (EZ Labor) | S N C |

|b. |Ability to drill-down on subsidiary detail | S N C |

|c. |Ability to drill-down on journal entries | S N C |

|d. |Supports spreadsheet upload of entries | S N C |

|e. |Supports recurring journal entries | S N C |

|f. |Includes a reversal process for journal entries (accruals) after period close | S N C |

|g. |Supports multi-fund accounting and budgeting | S N C |

|h. |Accommodates multi-year funds and grants | S N C |

|i. |Describe your account number structure. | |

|j. |Describe your user interface and the journal entry validation process. | |

|k. |Is there a limit of descriptive text to a journal entry? | |

|l. |What are the data import requirements for an automated upload to the G/L? | |

|m.1) |What are the import formats your product accepts? | |

|m.2) |What are the export formats? (e.g. Excel, PDF) | |

|n. |Please provide an overview of your closing processes for month-end and year-end, including accruals. | |

| |Can modules be closed individually or is there a required hierarchy? | |

|o.1) |How does your system handle out of balance entries and invalid account/cost center entries? | |

| |What processes do you have in place to prevent these entries? | |

|o.2) | | |

|p. |Describe how your product supports automated bank statement reconciliation. | |

|2. Accounts Payable |

|a. |Provide reporting for vendor at account code segment (e.g. cost center, account number) | S N C |

|b. |Supports vendor payments via wire/ACH | S N C |

|c. |Includes reports for accounts payable aging, total spend by vendor, and unpaid invoices by vendor | S N C |

|d. |Reduces PO quantity as invoices are paid | S N C |

|e. |Supports creation of Form 1099 | S N C |

|f. |Provides a configurable remittance advice (check stub) | S N C |

|g. |Allows vendor file information to be changed without losing audit trail (e.g. name change) | S N C |

|h. |Includes automated, configurable workflow procedures for approval of invoices and disbursements | S N C |

|i. |Allows association of purchase orders with invoices | S N C |

|j. |Supports imaging of vendor invoices | S N C |

|k. |Shares a common vendor file with Purchase Order module | S N C |

|l. |Supports security level or user-based authorization for approvals | S N C |

|m. |Provides online invoice search and inquiry capability for both paid and unpaid vendor invoices | S N C |

|n. |Supports processing employee travel and expense reimbursements, including current IRS limits | S N C |

|o. |Supports credit memos | S N C |

|p. |Provides notification to prevent payment of duplicate invoices | S N C |

|q. |Supports recurring monthly vendor payments | S N C |

|r. |Supports printing checks in batches as well as individually | S N C |

|s. |Supports check voids and reissuance | S N C |

|t. |Supports subsidiary ledgers by vendor | S N C |

|3. Purchase Orders |

|a. |Reduces purchase order quantities as vendor invoices are paid | S N C |

|b. |Provides notification when purchase order quantity is exhausted | S N C |

|c. |Supports blanket purchase orders and contracts | S N C |

|d. |Assigns a unique, sequential number to purchase orders, using a configurable format | S N C |

|e. |Provides ability to change purchase order details without canceling and reissuing a purchase order | S N C |

|f. |Shares a common vendor file with Accounts Payable module | S N C |

|g. |Supports a workflow process | S N C |

|h. |Automatically closes purchase orders when vendor invoices are paid in full | S N C |

|i. |Supports different levels of authorizations for role or user-based purchase order approval | S N C |

|j. |Provides online inquiry capability for open, closed, and canceled purchase orders | S N C |

|k. |Provides automated notification when a purchase order is closed, canceled, or completed | S N C |

|l. |Provides automated notification when a purchase order is over-budget | S N C |

|4. Fixed Assets |

|a. |Includes detailed asset reporting by location | S N C |

|b. |Supports detailed inventory of fixed assets | S N C |

|c. |Generates asset tags (e.g. bar codes) | S N C |

|d. |Automatically creates end-of-period depreciation expense journal entry | S N C |

|e. |Supports software capitalization and automatic creation of amortization journal entries | S N C |

|f. |Provides notification when assets are fully depreciated or nearing residual value | S N C |

|g. |Provides ability to report assets by cost center, account number | S N C |

|h. |Provides ability to attach asset image files | S N C |

|i. |Provides drill-down capability to the invoice/purchase order level for an individual asset | S N C |

|j. |Supports various depreciation calculation methods | S N C |

|5. Accounts Receivable |

|a. |Supports collection activities (cash, check or credit card) and maintains a history | S N C |

|b. |Supports pre-set general ledger revenue accounts | S N C |

|c. |Provides an automated transmittal/deposit slip | S N C |

|d. |Supports different levels of authorizations for role or user-based approval | S N C |

|e. |Supports receipt printing | S N C |

|6. Budget |

|a. |Creates departmental and consolidated expense budgets | S N C |

|b. |Provides a user interface for building a budget, expense forecasting (including employee related costs,| S N C |

| |step increases, vacancies and benefits), and strategic planning | |

|c. |Supports standard costing for budgeting purposes | S N C |

|d. |Includes a workflow approval process for budgets | S N C |

|e. |Includes automated budget report distribution | S N C |

|f. |Provides ability to compare budget to actual, calculate dollar and percentage variance, as well as set | S N C |

| |user-defined thresholds | |

|7. Reporting |

|a. |Ad-hoc reporting initiated by end-users | S N C |

|b. |Reports achieve GASB34 compliance | S N C |

|c. |Reports easily exported or emailed | S N C |

|d. |Reports include formatting flexibility | S N C |

|e. |Provides intra-period financial snapshots (without closing periods) | S N C |

|f. |Secure web-based delivery of reports (with drill-down features) | S N C |

|g. |List the out-of-box reports available for each module of your product. | |

Section F – Technology

|1. |Describe the extent to which your software can interface with other systems. |

|2. |What action would your firm take to ensure compatibility with other strategic information technology initiatives |

|3. |Do you offer a remotely hosted solution? |

|4. |What Database Management System does your software use? |

|5. |What Operating System(s) is/are required for the software to run? |

|6. |What architecture does your software use? |

|7. |What are the minimum hardware requirements? |

|8. |How often are software upgrades accomplished? |

|9. |Is the software provided with a complete set of system documentation? |

|10. |Will you be willing to make the full modules available for testing at our local site? |

|11. |What development tools are provided with the software? |

|12. |Do you support SQL Reporting Services? |

|13. |Are there system and transaction logs for auditing purposes? |

|14. |Describe your authentication process to prevent unauthorized user access. |

|15. |How do you import/export to Microsoft Office products, (i.e. Word, Excel, Power Point)? |

|16. |Do you integrate to Microsoft Exchange Server? |

| |a. Outlook Calendar |

| |b. Outlook Contacts & Global Address Book |

Section G – Implementation and Support

Answer the following questions and provide the necessary documentation for each item listed below.

|1. |Describe the approach and resources needed to implement the proposed software and ensure success of the project. Attach a proposed |

| |implementation schedule listing key activities (your firm vs. client) and estimated milestones. |

|2. |Describe your overall user training approach. |

|3. |Describe the resources needed to maintain and support the software after implementation. |

|4. |Describe your company’s service & support philosophy, how it is carried out and how success is measured. |

|5. |Describe your company’s ongoing service and support, such as a toll free customer service number, annual training classes, online |

| |customer service web site and online software maintenance. |

|6. |Provide a thorough description of help desk services including dial-in, web support and ongoing maintenance. |

|7. |How do you service and troubleshoot problems for your current clients? |

|8. |Provide resumes of proposed project team demonstrating recent project management engagements |

|9. |Are software updates and enhancements released on a regular basis? |

|10. |How are the provisions of software updates and enhancements along with associated costs communicated to clients? |

Section H – License Agreement

Provide a sample of the proposed License Agreement.

Section I – Cost Information

May be requested of selected bidders at time of presentation

Section J – Insurance Information

In the event that a bidder is selected to make a presentation, the following insurance information will be required:

1. Certificate of professional liability (errors and omissions) in a sum of not less than Five Hundred Thousand Dollars per claim and Five Hundred Thousand Dollars annual aggregate if applicable.

2. Certificate of general liability insurance with Broad Form General Liability Endorsement or equivalent, if not in policy proper, Provider and Contractual liability coverage with limits of not less than Five Hundred Thousand Dollars per occurrence and Five Hundred Thousand Dollars annual aggregate if applicable.

18. RIGHT OF REFUSAL

Genesee Health System has the right to recall the RFP in its entirety or in part. Genesee Health System reserves the right to a.) reject any or all responses, or to make no award, b.) require modifications to initial responses or c.) make partial or multiple awards. The agency further reserves the right to excuse technical defects in a response when, in its sole discretion, such excuse is beneficial to the agency.

Genesee Health System may award based on initial responses received, without discussion of such responses. Selected vendors may be invited to make oral presentations to the evaluation team or designated agents of the agency.

19. EVALUATIONS

A. The primary criteria for vendor evaluation and consideration are:

1) Market Focus (Public Administrative Specific)

2) Stability (Financial Viability, Business Longevity)

3) Customer Service (References, Retention, Measured Service Rates, 24x7 Support)

4) Ability to Provide a Comprehensive Integrated Solution to meet the stated requirements

B. Evaluation of the responses is expected to be completed by June 24, 2013. An evaluation team will evaluate responses using a variety of quantitative and qualitative criteria. The respondent selected shall provide the most cost-effective approach that meets the stated requirements.

1) The contract resulting from this solicitation will be awarded to that responsible bidder whose offer, conforming to the solicitation, is determined to provide the best value to GHS. Such offer may not necessarily be the proposal offering the lowest cost or receiving the highest technical rating.

2) A cost/technical trade-off analysis will be performed and a best value source selection decision will be made.

20. RFI BIDDER COVER SHEET

Bidder Information

Name of Organization:

Address:

Authorized Representative:

Title:

Telephone Number:

Fax Number:

Email Address:

Person(s) to Contact:

1. For Genesee Health System representatives to ask questions regarding the contents of the bid packet:

Title:

Telephone Number:

Email Address:

Program Services Included in the Proposal:

FINANCIAL MANAGEMENT AND PAYROLL/HR SYSTEM SOFTWARE

21. TIMELINE

The following is the calendar of events related to this RFP:

EVENT FIRM DATES

Issue REQUEST FOR PARTICIPATION (RFP) 5/19/13

Bidder Questions Submitted to GHS prior to 4 p.m. 5/24/13

GHS Answers provided by 4 p.m. 5/29/13

(Delayed due to holiday)

Deadline for Submission of Proposals to GHS

(One sealed original, five copies, and CD-ROM or

Flash Drive) 6/7/2013

Oral/Video Presentations 6/13/2013 – 6/14/2013

Contract Award Anticipated on or before 8/1/2013

22. Attachment “A” - NON-CONFLICT OF INTEREST/FAMILIAL DISCLOSURE FORM

Project: Public Sector Financial Management & Payroll/HR System

All bidders must complete the following Non-Conflict of Interest disclosure form and attach this information to the bid.

As the bidder, I affirm that no principal, representative, agent, contractor or potential subcontractors, or other acting on behalf of or legally capable of acting on the behalf of the bidder, is currently an employee of the GHS or the GHS Board; nor will any such person connected to the bidder currently be using or privy to any information regarding GHS or the GHS Board which may constitute a conflict of interest.

As the bidder, I understand that completing this form and self-disclosing potential conflicts of interest does not necessarily disqualify a bidder, but aids in identifying individual GHS employees, Board members and/or their family members who may have a personal or business connection to the bidder. GHS will insure that any individuals identified with a potential conflict will not be allowed to participate in the scoring or evaluation of the bid packages, to insure the integrity of the RFP process. This disclosure shall be presented to the VP of Business Operation who will then forward the information to the CEO.

By the attached sworn and notarized statement we are disclosing the following familial relationship(s) that exists between the bidder or any employee/subcontractor of the bidder and any member of GHS or the GHS board. As bidder, I am also disclosing any familial relationships which exist.

The following is a list of individuals who may pose a potential conflict of interest as described above (provide employee/subcontractor name, GHS named contact, GHS contact’s position, and the familial relationship or NONE.): [pic]

STATE OF ___________________)

( ) SS

COUNTY OF ________________________)

On this ____________day of ___________, 20______, before me a Notary Public in and for said county personally appeared ______________________________, agent of the said firm ____________________________________, and who acknowledged the same to be his free act and deed as such agent.

__________________________________

Notary Public

-----------------------

Signature(s):

Title:

Name of Firm:

................
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