ERPS RFP (S7072726).DOC
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City of Murrieta
REQUEST FOR PROPOSALS
ENTERPRISE RESOURCE PLANNING SYSTEM
RFP RELEASE DATE: April 1, 2009
Contact: Elizabeth Grace, Purchasing Manager
Email: egrace@
Fax Number: 951-461-6430
Phone Number: 951-461-6045
This Request for Proposal “RFP” is distributed via email to proposers believed to meet the minimum qualifications based on information generally available to the City of Murrieta (“City”), and to other prospective proposers who request a copy. The RFP’s availability was advertised prior to the RFP release date.
PROPOSAL DUE DATE: May 7, 2009, 2:00PM
Mail or deliver to: City Clerk
City of Murrieta
1 Town Square
24601 Jefferson St.
Murrieta, CA 92562
Sealed written responses must be received by the City Clerk no later than the date, time, and location indicated above as the proposal due date. Late submission of responses shall be not considered. Submittal of response by fax or email is not acceptable. Packages must be marked “Proposal for Enterprise Resource Planning System.” Detailed proposal requirements are specified in this RFP.
This RFP does not constitute an order for the goods or services specified.
Thank you for taking the time and effort to respond to this RFP.
TABLE OF CONTENTS
1. Purpose of RFP and General Terms and Conditions 5
1.1 PURPOSE OF REQUEST FOR PROPOSALS (“RFP”) 5
1.2 No PRE-PROPOSAL CONFERENCE 5
1.3 QUESTIONS REGARDING THE RFP 5
1.4 ERRORS AND OMISSIONS 5
1.5 ADDENDA 6
1.6 SUBMISSION OF PROPOSAL 6
1.7 ALTERNATIVE PROPOSALS 6
1.8 PROPOSER’S COST 6
1.9 EXCEPTIONS 6
1.10 DELIVERY OF PROPOSALS 7
1.11 PROPOSALS BECOME THE PROPERTY OF THE CITY 7
1.12 CONFIDENTIAL MATERIAL 7
1.13 REJECTION OF PROPOSALS 7
1.14 CANCELLATION 7
1.15 INSURANCE REQUIREMENTS 8
1.16 THIS SECTION IS INTENTIONALLY BLANK Error! Bookmark not defined.8
1.17 DISPUTES/PROTESTS 8
1.18 AWARD OF CONTRACT 9
1.19 TERM OF CONTRACT 9
1.20 CONTRACT DOCUMENTS 9
1.21 EXECUTION OF THE CONTRACT 9
1.22 FAILURE TO EXECUTE THE AGREEMENT 9
1.23 NON-ENDORSEMENT 10
1.24 SAFETY MEASURES AND REQUIREMENTS 10
1.25 PERFORMANCE STANDARDS 10
1.26 LOST AND DAMAGED SHIPMENTS (F.O.B. DESTINATION) 10
1.27 CONFLICT OF INTEREST 10
1.28 BUSINESS LICENSE 10
1.29 PERFORMANCE MONITORING 11
2. Schedule of Events 12
3. City’s Organization chart 13
4. Background 14
4.1 THE COMMUNITY 14
4.2 FISCAL INFORMATION 14
4.3 LINKS TO OTHER INFORMATION 14
4.4 CURRENT VOLUMES 14
4.5 CURRENT SYSTEMS AND STRATEGIC DIRECTION 15
4.6 CURRENT NETWORK ENVIRONMENT 15
4.7 SECURITY 16
4.8 CURRENT HARDWARE 16
4.9 DESKTOPS 16
4.10 STRATEGIC PLAN AND IT TECHNOLOGY INIATIVES 16
5. Evaluation of Proposals 17
5.1 Evaluation Overview 17
5.2 Evaluation Factors 17
5.3 Proposal Evaluation Process 19
5.4 Usage Scenarios 20
5.5 City’s Right to Investigate Proposals 2120
5.6 Proposer’s Oral Representations During Interviews and Demonstrations 21
5.7 Contract Award and Execution 21
6. Scope of Work 22
System to be Implemented 22
Implementation Phases 23
Hardware and Software Components 23
Software Versions and Change Control 24
Data Conversion and Database Initialization 25
User Training 26
Project Management 26
Post-Implementation Services 27
Deliverables 28
Deliverables for Project Initiation 28
Deliverables Repeated for Each Major Phase of the Implementation 29
Deliverables to Close the Project 29
Submittal and Review of Document Deliverables 30
Final System Acceptance 31
7. City Responsibilities and Resources 32
City Responsibilities 32
City Resources 33
8. Progress Payments 34
9. Proposal Content 35
A. Cover Letter 35
B. Table of Contents 35
C. System Functionality 36
D. Technical Architecture 37
E. Software Licensing Terms 37
F. Implementation Phases 38
G. Implementation of the Technical Environments 38
H. Data Conversion and Database Initialization 39
I. User Training 39
J. Project Schedule 39
K. Post-Implementation Services 39
L. Project Organization Chart 40
M. Resumes of Key Personnel 40
N. Reference Projects 41
O. Software Track Record 42
P. VENDOR Qualifications 42
Q. Disclosure of Pending and Recent Disputes 42
R. Deviations from the RFP 42
S. Proposed Cost 43
T. Additional Information the Proposer Wishes to Present 44
10. Proposal Format and Delivery 45
10.1 Brevity and Economy 45
10.2 Page Numbering 45
10.3 Paper Copies 45
10.4 Electronic Copy 45
10.5 Packaging of Proposal 46
10.6 Delivery of Proposals to the City 46
10.7 Disposition of Proposals and Disclosure of Information 46
Appendix A. City of Murrieta Consultant Agreement SAMPLE 48
RECITALS 48
AGREEMENT 48
OPERATIVE PROVISIONS 48
Appendix B. Business Functions 58
User Interface 58
Attached Files 59
Workflow 59
Data Analysis and Reporting 60
Access Control 60
External Electronic Interchange 61
Chart of Accounts 61
General Ledger 61
Fund, Grant, and Project Accounting 62
Budgeting 63
Purchasing 64
Materials Inventory 66
Accounts Payable and Disbursements 67
Employee Travel Advances and Reimbursements 68
Accounts Receivable 68
Cash Receipts (Cashiering) 69
Human Resources 70
Timekeeping and Payroll 74
Benefits Administration 77
Fixed Assets 77
Internal Services and Work Orders--OPTIONAL 78
Building, Planning, Redevelopment, and Public Works Permits—OPTIONAL 79
Appendix C. Interfaces 80
Interfaces to Internal Systems 80
Interfaces to External Systems 80
Appendix D. Printed Image of Cost Worksheet Template 81
ATTACHMENT 1 – Separate Word file.
ATTACHMENT 2 – Separate Excel file.
Purpose of RFP and General Terms and Conditions
1 PURPOSE OF REQUEST FOR PROPOSALS (“RFP”)
The City of Murrieta (“City”) requests proposals from interested, highly qualified, and experienced Enterprise Resource Planning (ERP) software implementation firms. The City desires to implement a software product that at least one other California municipality currently uses to process payroll for police officers or firefighters, and uses for other enterprise resource planning functions.
It is the City’s preference to enter into an agreement with a single vendor (“Vendor”) who can provide the complete range of required modules. Third party applications for some of the modules will also be considered but the fact that the application is only for a certain module(s) must be fully disclosed in the RFP response and the specific module(s) must be identified.
The City and the Vendor will negotiate a final contract incorporating pertinent portions of the Vendor’s response to the RFP, a comprehensive list of all deliverables and services to be performed by the Vendor, applicable Vendor documentation, product literature, and pricing information.
2 No PRE-PROPOSAL CONFERENCE
There will not be a pre-proposal conference.
3 QUESTIONS REGARDING THE RFP
Any questions, interpretations, or clarifications, either administrative or technical, about this RFP must be requested in writing prior to the date indicated in Section 2 – Schedule of Events. All pertinent questions will be answered in writing and conveyed to all proposers as addenda to this RFP. Oral statements concerning the meaning or intent of the contents of this RFP by any person are unauthorized and invalid. All questions either technical, commercial, or contractual in nature shall be directed to: Elizabeth Grace, Purchasing Manager, at egrace@ or fax number 951-461-6430. Questions must be submitted by April 15, 2009.
4 ERRORS AND OMISSIONS
If a proposer discovers any ambiguity, conflict, discrepancy, omission or other error in the RFP or any of its attachments, he/she shall immediately notify the City of such error in writing and request modification or clarification of the document. Modifications will be made by addenda. Clarifications will be given by written notice to all parties who have been furnished with or who have requested an RFP, without divulging the source of the request.
If a proposer fails to notify the City prior to the date fixed for submission of proposals of an error in the RFP known to him/her, or an error that reasonably should have been known to him/her, he/she shall bid at his/her own risk, and if he/she is awarded the contract, he/she shall not be entitled to additional compensation or time by reason of the error or its later correction.
5 ADDENDA
The City may modify this RFP, any of its key action dates, or any of its attachments, prior to the proposal submittal date. Addenda will be numbered consecutively as a suffix to the RFP reference number. It is the proposer’s responsibility to ensure they have incorporated all addenda. Failure to acknowledge and incorporate addenda will not relieve the proposer of the responsibility to meet all terms and conditions of the RFP and any subsequent addenda.
6 SUBMISSION OF PROPOSAL
Proposals will be accepted on or before the date and time indicated in Section 2 – Schedule of Events, and in accordance with Section 10 – Proposal Format and Delivery.
7 ALTERNATIVE PROPOSALS
Alternate proposals that contain a material change, improve the functionality, and reduce costs, via value engineering or other changed requirements, will be considered. At no time will more than two (2) proposals be considered from a proposer.
8 PROPOSER’S COST
Costs for developing proposals are entirely the responsibility of the proposer and shall not be chargeable to the City.
9 EXCEPTIONS
If a proposer takes exception to any part of these specifications as written, or as amended by any addenda subsequently issued, or to the Consultant Agreement Sample attached as Appendix A (“Agreement”), the exceptions must be itemized in the proposal. Said exceptions must be submitted with the proposal. Failure to do so will be construed as acceptance of all items of the specification and the Agreement.
10 DELIVERY OF PROPOSALS
Proposals submitted by mail should be post-marked sufficiently in advance of the proposal due date to ensure delivery to the City Clerk prior to the specified due date. The City assumes no responsibility for delay in delivery of the proposal by U.S. Mail or any other service. LATE PROPOSALS WILL NOT BE ACCEPTED.
11 PROPOSALS BECOME THE PROPERTY OF THE CITY
Proposals become the property of City and information contained therein shall become public property subject to disclosure laws after Notice of Intent to Award. The City reserves the right to make use of any information or ideas contained in the proposal.
12 CONFIDENTIAL MATERIAL
Proposer must notify the City in advance of any proprietary or confidential material contained in the proposal and provide justification for not making such material public. The City shall have sole discretion to disclose or not disclose such material subject to any protective order which proposer may obtain. (See RFP section 10.7.)
13 REJECTION OF PROPOSALS
The City may reject any or all proposals and may waive any immaterial deviation in a proposal. The City's waiver of an immaterial defect shall in no way modify the RFP documents or excuse the proposer from full compliance with the specifications if he/she is awarded the contract. Proposals referring to terms and conditions other than the City’s terms and conditions may be rejected as being non-responsive.
The City may conduct investigations as it deems necessary to determine the ability of the proposer to perform the work, and the proposer shall furnish to the City any and all information and data requested by the City for this purpose. The City reserves the right to reject any proposal if the evidence submitted by, or investigation of, such proposer fails to satisfy the City that such proposer is properly qualified to carry out the obligations of the contract and to complete the work specified.
14 CANCELLATION
This solicitation does not obligate the City to enter into an agreement with any proposer. The City retains the right to cancel this RFP at any time, at its discretion, for reasons including, but not limited to, the project being canceled, the City loses the required funding, or if it is deemed in the best interest of the City. No obligation, either expressed or implied, exists on the part of the City to make an award or to pay any cost incurred in the preparation or submission of a proposal.
15 INSURANCE REQUIREMENTS
The City requires a certificate of insurance prior to commencement of any work. An underwriter’s endorsement is also required with additional insured verbiage and the surety must be an admitted surety in the State of California. The insurance required is indicated below:
a) Commercial General Liability (“CGL”): Insurance written on an occurrence basis to protect proposer and the City against liability or claims of liability which may arise out of this order in the amount of one million dollars ($1,000,000) per occurrence and subject to an annual aggregate of one million dollars ($1,000,000). There shall be no endorsement or modification of the CGL limiting the scope of coverage for either insured vs. insured claims or contractual liability. All defense costs shall be outside the limits of the policy.
b) Vehicle Liability Insurance: Proposer shall also procure and shall maintain during the term of this order vehicle liability insurance in an amount not less than one million dollars ($1,000,000) for injuries, including accidental death, to any one person, and subject to the same minimum for each person, in an amount not less than one million dollars ($1,000,000) for each accident, and property damage insurance in an amount of not less than one million dollars ($1,000,000).
c) Workers’ Compensation Insurance: For all of proposer’s employees who are subject to this order, and to the extent required by applicable state or federal law, proposer shall keep in full force and effect a Workers' Compensation policy. That policy shall provide a minimum of one million dollars ($1,000,000) of employers' liability coverage, and proposer shall provide an endorsement that the insurer waives the right of subrogation against the City and its respective elected officials, officers, employees, agents and representatives. In the event a claim under the provisions of the California Workers' Compensation Act is filed against the City by a bona fide employee of proposer participating under this Agreement, proposer agrees to defend and indemnify the City from such claim.
16 LOCAL BUSINESS PREFERENCE
17 DISPUTES/PROTESTS
The City encourages proposers to resolve issues regarding the project requirements or the procurement process through written correspondence and discussions during the period in which clarifying addenda may be issued. The City wishes to foster cooperative relationships and to reach a fair agreement in a timely manner.
Proposers filing a protest must do so within five (5) calendar days after Notice of Intent to Award. The protesting proposer shall submit a full and complete written statement detailing the facts in support of the protest. Protests must be sent by certified or registered mail or delivered in person to the Purchasing Manager, or his or her designee. The City will provide a decision on the matter. The decision must be in writing and sent by certified or registered mail, faxed, or delivered in person to the protesting proposer. The decision of the City is final.
Interpretation of the wording of this document shall be the responsibility of the City and that interpretation shall be final.
18 AWARD OF CONTRACT
Award, if any, will be to the proposer whose proposal best complies with all of the requirements of the RFP documents and any addenda. Evaluation methodology and basis for the award are described in Section 5. 5 -- Evaluation of Proposals.
19 TERM OF CONTRACT
The period of services shall be approximately September 1, 2009 and continue through January 2011.
20 CONTRACT DOCUMENTS
In the event of a conflict between documents, the following order of precedence shall apply:
1. City of Murrieta Consultant Agreement
2. City of Murrieta Request for Proposal
3. Proposer's Response
21 EXECUTION OF THE CONTRACT
The Agreement shall be signed by the proposer and returned, along with the required attachments, to the City within ten (10) working days of receipt of the Consultant Agreement. The period for execution may be changed by mutual agreement of the parties. Agreements are not effective until approved by the appropriate City official(s). Any work performed prior to receipt of a fully executed agreement shall be at proposer's own risk.
22 FAILURE TO EXECUTE THE AGREEMENT
Failure to execute the Agreement within the timeframe identified above shall be sufficient cause for voiding the award. Failure to comply with other requirements within the set time shall constitute failure to execute the Agreement. If the successful proposer refuses or fails to execute the Agreement, the City may award the contract to the next qualified highest ranked proposer.
23 NON-ENDORSEMENT
If a proposal is accepted, the proposer shall not issue any news releases or other statements pertaining to the award or servicing of the contract which state or imply the City’s endorsement of proposer’s services.
24 SAFETY MEASURES AND REQUIREMENTS
All work performed under this contract will be performed in such a manner as to provide maximum safety to the public and employees, and, where applicable, will comply with all safety provisions and regulations. The proposer is responsible for abiding by all of the California Division of Occupational Safety and Health (“CAL/OSHA”) requirements.
25 PERFORMANCE STANDARDS
Performance of work and acceptability of equipment or materials supplied pursuant to any contract or award shall be to the satisfaction of the City.
26 LOST AND DAMAGED SHIPMENTS (F.O.B. DESTINATION)
Risk of loss or damage to items prior to the time of their receipt and acceptance by the City is upon the proposer. The City has no obligation to accept damaged shipments and reserves the right to return, at the proposer’s expense, damaged merchandise even though the damage was not apparent or discovered until after receipt of the items.
27 CONFLICT OF INTEREST
The City requires a Statement of Economic Interests (Form 700) to be filed by any firm who is involved in the making, or participation in the making, of decisions which may foreseeably have a material effect on any City financial interest [reference Government Code § 82019].
The City reserves the right to prohibit participation by the proposer in submitting a proposal for or providing services, goods or supplies, or any other related action, which is required, suggested or otherwise deemed appropriate in the end product of this contract.
28 BUSINESS LICENSE
Proposer must obtain a business license from the City pursuant to Chapter 5.04 of Title 5 of the Murrieta Municipal Code prior to execution of the Agreement. The cost of a business license is $75.00 if firm’s total gross revenue is less than $500,000.00 plus $10.00 for a vehicle tag if vendor is advertising on the vehicle that is coming to Murrieta. If gross revenue is more than $500,000 see following link for incremental business license fees.
29 PERFORMANCE MONITORING
The City will periodically evaluate Vendors’ performance to ensure satisfactory delivery of services required. The Vendor will submit to the City a project staff organizational chart, which includes the names and resumes of employees in key positions who will work on this contract. All employees in key positions must be approved by the City.
If any key personnel furnished by the Vendor for this project in accordance with the key personnel provisions of this section should be unable to continue in the performance of assigned duties for reasons due to death, disability or termination, the Vendor shall promptly notify the City explaining the circumstances. Changes in assignment of key personnel due to commitments not related to this contract are prohibited without prior City approval.
On request by the City, the Vendor shall furnish to the City within seven (7) working days the name of the person substituting for the individual unable to continue, together with any information the City may require to judge the experience and competence of the substitute person. Upon approval by the City, such substitute person shall be assigned to this project. If the City rejects the substitute, the Vendor shall have seven (7) days thereafter to submit a second substitute person. Such process shall be repeated for a reasonable period until a proposed replacement has been approved by the City.
In the event that, in the opinion of the City, the performance of personnel of the Vendor assigned to this contract is at an unacceptable level, such personnel shall cease to be assigned to this contract and shall return to the Vendor, and the Vendor shall furnish to the City the name of a substitute person or persons in accordance with the previous paragraph. Absence of acceptable key personnel for the work shall constitute an event of default.
Schedule of Events
Advertisement March 12, 2009
Release of Request for Proposal April 1, 2009
Last Day for Submission of Questions April 15, 2009 at 5:00 pm
City Response to Questions, emailed as an Addendum April 22, 2009
Submit Notice of Intent to Propose April 27, 2009
Deadline for Receipt of Proposals May 7, 2009 at 2:00 pm
Initial Evaluation (including reference checks*) May 8–21, 2009
Notification to Short-Listed Firms May 25, 2009
Vendor Demonstrations June 8–12, 2009
Site Visits To be determined
Notice of Intent to Award June 23, 2009
Agreement Negotiation June 29 – July 17, 2009
Staff Report August 4, 2009
Council Meeting Agenda August 18, 2009
*Reference checks may continue throughout the selection process.
NOTE: The City may adjust the dates subsequent to receipt of proposals without further notice.
City’s Organization chart
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Background
1 THE COMMUNITY
The City of Murrieta (“City”), is located in southwest Riverside County, was incorporated under the general laws of the State of California on July 1, 1991 and currently supports a population of over 100,000 residents. While offering affordable housing and high quality schools, the City represents a blend of dynamic growth amid the traditional values of a historic rural community dating back to the 1890's. Every resident and employee of the City has the opportunity to be an integral part in shaping the Murrieta of today, and, more importantly, the Murrieta of tomorrow.
2 FISCAL INFORMATION
The project has been approved by the Murrieta City Council. The budget is one million dollars (“$1,000,000). This amount includes monies for backfill of key positions and additional hardware that may be needed.
As of April 1, 2009, the sales tax rate is 8.75%. Only hardware and software items are subject to the tax; the services are not. It should be noted that software is taxable, unless delivered electronically.
3 LINKS TO OTHER INFORMATION
Home page
Finance Department
Comprehensive Annual Financial Report (CAFR 2007-08)
Annual Operating Budget 08/09
Business License
Murrieta Municipal Code
4 CURRENT VOLUMES
Purchase orders per year 1,500
Accounts payable checks 7,509
Active vendor records (paid within the last 18 months) 1,445
Business license volume 4,549
Fixed assets 2,304
Open capital projects 88
Full time employees 332
Part time employees 46
MOU's 7
Payroll checks per year 1,000
Payroll direct deposits per year 16,500
Payroll deduction codes 72
Payroll earnings codes 189
Payroll rate classes 630
Permit volume 1,672
Personnel actions per year 4,000
Time sheets per year 10,000
W-2's 450
5 CURRENT SYSTEMS AND STRATEGIC DIRECTION
The City’s current Financial Management system is FundWare by Kintera, which was implemented when the city first incorporated in 1991. In addition to the current financial system, the City operates several applications in various departments that are not fully integrated with the current financial system:
Financials: GL, PO, AP, AR Kintera Fundware
Payroll Kintera Fundware
Timekeeping Twenty Pines
Benefits Administration PeopleTrack
Budget Development Questica
Permitting GovPartner
Business License HdL
Cashiering many
Parking and Recreation CLASS
Geographic Information System ESRI
Document Imaging/Management Questus
Invoice scanning Liberty IMS LibertyNet
Scheduling Fire and Police Staff TeleStaff
Pavement Management MicroPaver
Work Orders Track It
Community Work Orders Request Partner
At this time, the City expects that some applications (CLASS, HdL, possibly GovPartners and others) will remain in place due to the depth of functionality provided and will be interfaced with the new financial system; however, if an RFP vendor can offer similar functionality, replacement will be considered.
6 CURRENT NETWORK ENVIRONMENT
All networking gear is manufactured by Cisco. Our current network is configured using 2811 and 2821 routers and various switches ranging from 3560s to 6513 switches. Please review the diagram for illustration purposes.
7 SECURITY
We are currently using Microsoft Forefront for our Malware and Anti-Virus scanner. We have the majority of our users set up as “normal users” with bare minimum rights to their workstations.
8 CURRENT HARDWARE
The majority of servers are manufactured by Hewlett Packard. The City uses DL 140, 360, 380, and 585 rack mount servers. The City has recently purchased a cClass 7000 Blade enclosure and an EVA 4400 storage area network device.
The City reserves the right to direct bid and award any non-proprietary equipment recommended by the Vendor.
9 DESKTOPS
All desktops are manufactured by Dell. The most common desktops are the Dell Optiplex 620’s and 755’s. Memory ranges from 1GB to 2GB on each system. Operating system is Windows XP SP2.
10 STRATEGIC PLAN AND IT TECHNOLOGY INIATIVES
The City is in the process of moving from traditional servers to virtual servers. The City is using VMware 3.5 ESX virtualization software to facilitate our strategic technology plan.
Evaluation of Proposals
1 Evaluation Overview
Proposals will be reviewed and evaluated by an evaluation committee comprised of City personnel. The award will be made in the best interest of the City.
The City will choose an enterprise wide system that most closely meets the requirements as defined within this RFP and that provides an open system architecture that permits interfacing to external best-of-breed systems.
The City’s project team and its consultant, AEF Systems Consulting, Inc., will evaluate the proposals. AEF Systems Consulting has been engaged by the City to assist with the selection process based on their unbiased software selection methodology and expertise. The evaluators will consider how well the proposed solution meets the City’s requirements as described in the RFP. It is important that the responses be clear and complete to ensure that the evaluators can adequately understand all aspects of the proposal.
All proposals will be reviewed to verify that the proposer has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the terms and conditions of the Agreement, will be eliminated from further consideration.
2 Evaluation Factors
Evaluation and award will be based on factors that are not limited to acquisition cost. Proposals that meet minimum requirements will be evaluated on the following evaluation factors. These evaluation factors below are not presented in any particular order of importance, and may be further refined as cost-benefit-risk tradeoffs and other issues emerge during the evaluation process.
1. Clarity of the Proposal:
a. How clearly and completely does the proposal delineate the following?
• The system to be implemented—technical architecture and functional characteristics
• The implementation process
• The cost
• Qualifications and reference projects
b. Are the various sections of the proposal consistent with each other?
2. System to be Implemented:
a. How well will the system support the business functions that are in scope? (Note: Proposals will be considered even if some business functions are addressed as manual procedures, workarounds, etc. Cost-benefit tradeoffs will be considered in evaluating proposals.)
b. How well will the system fit into the City’s network, infrastructure, and skill set?
c. Will the system be easy to learn and use?
d. Will the system be a burden to support and maintain after it is implemented?
e. How much value will the City receive in relation to the cost?
3. Underlying Software Product:
a. How well-established is the software product in municipal government, especially California municipalities processing payroll for police officers and firefighters?
b. Does another municipality currently use the software product in a way that Murrieta would emulate? If so, how similar is that municipality’s system to what is proposed for Murrieta?
c. How well has the software product’s upgrade and new-release process been managed?
d. Has the proposed version been proven in previous implementations?
e. How soon will the proposed version become obsolete (no longer supported by the vendor)?
4. Underlying Hardware Platform:
a. Will the proposed ERP system be able to function within a virtualized environment?
b. Will the Vendor specify a traditional and virtualization system hardware platform for the ERP system?
c. Will the City’s Information Systems department and the Vendor each have a clear and appropriate role during the platform implementation process?
d. Are the disk space specifications sufficient?
5. Implementation Process:
a. Is the proposed implementation process complete, efficient, and geared to the City’s needs?
b. How much adaptation and customization will be needed to go from the basic out-of-the-box software product to the delivered system? What is the risk that the rolled-out system will be less functional, reliable, supportable, or user-friendly than what is initially envisioned and mocked up?
c. What is the projected burden on City staff during the implementation process?
6. Vendor Qualifications:
a. How qualified and stable are the firms that will provide the software products and implementation services? What is their track record for similar projects?
b. Regarding the specific individuals who will perform the implementation services, how much experience do they have implementing this software product for the proposed functionality?
c. Will the implementation Vendor be able to deploy sufficient resources to keep the project on schedule and deal with unexpected challenges?
3 Proposal Evaluation Process
All proposals shall be reviewed to verify that the proposer has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the terms and conditions of the Agreement, will be eliminated from further consideration.
The City will evaluate proposals using the following process:
Proposals will be evaluated based on the evaluation factors set forth in Section 5.2 – Evaluation Factors, above. The strongest proposals will be short-listed for further evaluation. After a proposal has been eliminated from the short-list, it is no longer considered in further evaluation steps. However, no proposal is irrevocably eliminated from the RFP process until contract negotiations are completed.
The City may opt to make some preliminary reference checks to further narrow the short-list at this point in the evaluation process.
Short-listed proposers will be invited for interviews and software demonstrations. Prior to these sessions, the City will communicate to each short-listed vendor (a) topics to be elaborated or clarified in the interviews or demonstrations, and (b) usage scenarios for the demonstrations. Proposers may be asked to allow the City to interview the proposed project manager and key project team members to assess their depth of knowledge and working style.
The City may opt to eliminate proposers from the short-list based on the interviews, demonstrations, and other information.
The City will conduct reference checks, site visits, and other information-gathering activities to further evaluate proposals remaining on the short-list, and may again opt to eliminate some proposers from the short-list.
The City may opt to request the remaining short-listed proposer(s) to provide additional information or demonstrations.
The City will select a finalist for contract negotiations.
4 Usage Scenarios
The City desires to vividly contrast the subtle differences in functionality and ease-of-use among the software products proposed to assess their potential impact on business-process efficiency. For that purpose, the City will develop usage scenarios. Each usage scenario will outline a hypothetical sequence of events and transactions, for example:
• Create a requisition with attachments.
• Respond to a situation where a budget transfer is needed to fund the requisition.
• Route the requisition through an approval path based on the organization chart and dollar-limit authority.
• Split and combine several requisitions into several purchase orders.
• Search for a particular requisition or purchase order and check its status.
• Receive a partial delivery of the items that were ordered
• Pay the vendor for the partially filled purchase order.
Short-listed proposers will be asked to demonstrate their software’s way of handling each usage scenario. For example, in a purchasing scenario, proposers would demonstrate how encumbrances are handled, automatic routing through a workflow, data-entry screens and features, data validation, duplicate checking, etc.
The City will develop the usage scenarios after reading the proposals, in order to target the software demonstrations to the aspects of functionality that most need further examination. The City will email usage scenarios to short-listed proposers approximately two weeks in advance of the software demonstrations.
5 City’s Right to Investigate Proposals
The City reserves the right to verify the information contained in proposals, including references, resumes, etc. The City reserves the right to investigate and research proposals, including facts and opinions that could be helpful in evaluating the capabilities of firms, individuals, products, or technologies, even those not specifically mentioned in the proposal. The City may gather a wide range of information to evaluate proposer products, services, support, customer satisfaction, etc. The City may gather this information through telephone calls, site visits, interviews, physical inspections, demonstrations, software trials, web searches, public record searches, private document reviews, attendance at conferences, correspondence, etc.
6 Proposer’s Oral Representations During Interviews and Demonstrations
During the implementation of the system, the City will be relying on the Vendor’s oral statements about project status, issues, etc. The City desires to begin that kind of reliable communication process during the RFP process. Therefore, the City will take notes of each short-listed proposer’s oral representations during interviews and demonstrations. These notes will be fed back to the respective proposers for validation, and some of this material may be incorporated into the contract.
In case of inconsistencies between the validated oral representations and the written proposal, the City reserves the right to select whatever it deems more favorable.
7 Contract Award and Execution
The City reserves the right to make an award without further discussion of the proposal submitted. The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay contract award and/or not to make a contract award.
Scope of Work
System to be Implemented
The Vendor will fully deliver and implement a new Enterprise Resource Planning System for the City of Murrieta. The Vendor will implement the system by adapting a commercial off-the-shelf (COTS) software product. The implemented system will fully support all functionality in scope, including:
a. Business functionality in Appendix B, except as specifically excluded or limited in the proposal or as waived by the City
(Note: Because COTS software products have thousands of functions and features, it would be an overwhelming exercise for the City to catalog these and for proposers to certify their products against that catalog. Therefore, Appendix B focuses on the more challenging or exacting features of the implemented system. It is not intended as a complete specification of the system to be implemented.)
b. Functionality typically included in municipal government implementations of the COTS software product proposed, except as specifically excluded or limited in the proposal or as waived by the City
c. All other desirable functions and features of the COTS software product proposed, except as specifically excluded or limited in the proposal or as waived by the City
The Vendor will bear primary responsibility for system performance, quality, and functionality.
The Vendor will interface the system to other systems as described in Appendix C. (The specific data to be interfaced will be refined in further discussions, based on the most practical, cost-effective approach for the particular software product proposed.)
The Vendor will ensure that the system performs acceptably for the user load planned, with the following initial estimates:
Estimated users - HR/payroll/timekeeping 8
Estimated users-finance 20
a. Generating journal entries and financial statements 15-55 users
b. Administering the citywide budget 4 users
c. Departmental budget users 55 users
d. Requisitioning materials and purchased services (including approvers) 62users
e. Issuing purchase orders (including draws on blanket orders) 3users
f. Requesting non-PO checks (“unencumbered claims”) 8 users
g. Processing payables and issuing payments 4 users
h. Administering fixed assets 2 users
i. Requesting personnel actions (departmental personnel users) users
j. Administering personnel structure and processing personnel actions 3 users
k. Updating employee data (includes supervisors citywide) 3 users
l. Entering one’s own timesheet 400 users
m. Departmental timekeepers users
n. Processing payroll 3 users
o. Generating bills and receivables 10 users
p. Cashiering and processing payments received 10 users
q. Running canned reports 55 users
r. Generating new reports 20 users
s. System administration and support 2 users
Implementation Phases
The Vendor will implement the system in phases, with each phase consisting of a defined set of business functions to be rolled out to users.
Each phase will include the following scope:
a. Installation of the hardware and software components needed (if not already installed in previous phases)
b. System Design
c. Data Conversion and Database Initialization—see below
d. Development and Testing (including any customization)—see the “Software Versions and Change Control” section below
e. User Training—see below
f. Cutover to Actual Business Use—discontinuing the use of the old system for the functions in this phase, then extracting data from the old system and converting it into the system database, then using the system to process subsequent transactions
g. Post-Cutover Evaluation and Acceptance
The City, at its sole option and discretion, may require the Vendor to begin work on a later phase even though deficiencies from a previous phase have not been resolved, or, on the other hand, may require the Vendor to remediate some or all deficiencies in one phase before working on subsequent phases.
Hardware and Software Components
The Vendor will recommend the technical architecture and specifications for the hardware and software components of the system.
The Vendor will furnish all software components and licenses needed for the system, excluding: (a) commonplace workstation software such as Microsoft Office, Adobe Acrobat, etc., and (b) commonplace network components not specific to the system. The City will procure hardware components.
The Vendor will assist the City in procuring, receiving, installing, testing, configuring, and integrating any third-party components needed for the system.
The Vendor will set up the technical environments for the implementation process, including:
a. Development environment(s)
b. Test environment(s)
c. Training environment(s)
d. Production environment(s)
The Vendor will keep records of installation and configuration activities and provide these to the City as requested.
The Vendor will certify that the technical environments are properly set up and are ready for further work on the project.
The Vendor will enable the City to review the technical installation and configuration to verify that it is consistent with specifications and plans.
The City and Vendor will agree on roles and responsibilities for administering and maintaining the technical environments, based on the Vendor’s proposal and as finalized in contract negotiations.
All components of the technical environments will become City property except as explicitly excluded in the Vendor’s proposal and as finalized in contract negotiations.
Software Versions and Change Control
The Vendor will provide and administer a controlled process to release versions of the system from one technical environment to another to ensure that the implementation process is efficient and well-coordinated. Any significant changes to the software’s configuration settings, stored procedures, interfaces, or custom code lines will constitute a new version of the system, even if the underlying COTS product is not changed. System-administration actions, system restarts, data updates or refreshes, and changes to users’ profiles will not constitute a new version.
The Vendor will keep records of the release history and provide these to the City as requested.
When a new version of the system is released for the City to exercise and assess, the Vendor will notify the City and provide a written description of what was changed, the reason for the change, and the expected impact on business functions. The Vendor will also include a recommended procedure for the City to verify that the changes are satisfactory.
The Vendor will set up a mechanism for maintaining an online “Issues List” describing (a) technical and functional deficiencies found in the system, (b) the Vendor’s stated plan for remediating each deficiency, (c) past attempts at remediation, and (d) current status. The Vendor will provide the City with the means to update the Issues List.
The Vendor will resolve issues in a timely manner so that steady, efficient, timely progress is made toward the implementation of the fully functional system.
At the City’s sole option and discretion, a version of the system may be released into a production environment even though it contains deficiencies. The Vendor will remediate these deficiencies in subsequent versions of the system.
At its sole option and discretion, the City may choose to withhold or withdraw part or all of a production environment from actual business use, or, on the other hand, may authorize only a subset of users to use the system functions for actual business transactions.
Data Conversion and Database Initialization
The City’s desired scope for data conversion includes:
a. Master files (employees, fixed assets, vendors, customers, job classes, etc.)
b. All current-year transactions
• Current fiscal year (July 1 to June 30)
• Current calendar year (January 1 to December 31) when relevant, for example, payroll data and 1099 data
c. Open items from previous years
d. Budgets being developed for future years
The Vendor will develop a process for (a) extracting and converting data from the City’s current systems, and (b) initializing the system database prior to cutover or as part of the cutover process (see item 6.f of Section 6 – Scope of Work). This process will include both Vendor and City activities and responsibilities for:
a. Identifying what data is to be populated in the system database prior to cutover or during the cutover process
b. Identifying the sources and destinations of that data
c. Assessing and cleansing the source data
d. Documenting and agreeing upon coding schemes, algorithms, business rules, exception-handling procedures, default values, etc.
e. Extracting the source data, transforming it into the converted data, and loading this into the system database
f. Validating that data, and identifying any inconsistencies or gaps within it
g. Repairing significant inconsistencies or gaps
h. Recording metadata stemming from data conversion and database initialization
The Vendor will coordinate all personnel, including City staff, who are participating in that process.
User Training
The Vendor will provide user training to all major users including system administrators (Item 4 above, can be used as an initial estimate of the number of users to be trained). The Vendor will ensure that users have sufficient training to enable the City to use the system for its intended business functions and to support the system.
The City prefers conventional classroom training delivered by on-site instructors. A train-the-trainer approach is not considered desirable at this time.
The Vendor will provide user manuals and training materials. These should be provided in electronic form. The City will print and distribute paper copies if needed.
Project Management
The Vendor will bear primary responsibility for managing the project and coordinating project activities. The Vendor will coordinate all work on the project, including City tasks where appropriate. The Vendor will be the focal point for marshaling and coordinating subcontractors and vendor support resources, and the Vendor will fill any voids in service.
The Vendor will bear overall responsibility for the quality of deliverables.
The Vendor will provide personnel who are fully qualified and experienced for the tasks assigned.
The Vendor will designate a “Vendor’s Project Manager” as the primary focal point for the project, with full authority to supervise project personnel, update workplans, assign project resources, represent project status, and present deliverables.
The Vendor will provide the City with a detailed project workplan, and update this plan weekly, indicating the changes from the previous week’s workplan.
The Vendor will track actual work activities and task performance.
The Vendor will identify and track issues.
The Vendor will advise the City’s project manager (“City’s Project Manager”) of project status, issues, and problems in a timely, accurate, truthful, comprehensive manner, including issues pertaining to the Vendor’s internal activities on the project. The Vendor will provide the City with detailed information to enable the City to monitor and assess the project’s progress and prospects, including, but not limited to, the following:
a. Weekly status memos to the City’s Project Manager, which will include:
• Activities taking place during the week just ended
• Accomplishments and tasks completed during the week just ended
• Accomplishments and tasks expected for week ahead
• Updated project workplan indicating the changes from the previous week’s workplan
• Status of issues, indicating the changes from the previous week’s issue status
b. Status meetings will be held when requested by the City or the Vendor; this may include review of Issues List status.
The Vendor will ensure that the project, once started, remains on schedule. Issues that may impact schedule will be brought to the City’s Project Manager attention.
Post-Implementation Services
The Vendor (or Software Manufacturer) will maintain the newly implemented system application software during a maintenance period of at least five (5) years following the acceptance of the first implementation phase.
The Vendor (or Software Manufacturer) will update tax tables, algorithms, and similar calculations during the maintenance period.
The Vendor (or Software Manufacturer) will troubleshoot and warranty the system during the maintenance period.
The Vendor (or Software Manufacturer) will update technical documentation to reflect software changes during the maintenance period.
The Vendor (or Software Manufacturer) will assist the City in addressing performance issues during the maintenance period.
The Vendor (or Software Manufacturer) will assist the City in installing and testing patches and upgrades during the maintenance period.
Deliverables
The City desires deliverables such as those described below, but proposers may propose a different approach so long as it clearly provides an equivalent level of project quality, visibility, accountability, and risk to the City. Deliverables will be based on the Vendor’s proposal and finalized in contract negotiations.
2 Deliverables for Project Initiation
The following deliverables would be submitted early in the project.
1. (document deliverable) Project Workplan—indicating major tasks, resources assigned, deliverables, and timetable
2. (document deliverable) Technical Documentation for the COTS Software Product—including data dictionary and entity-relationship diagram sufficient to support system administration, troubleshooting, report writing, and data interpretation
3. (document deliverable) Hardware Specification—to enable the City to procure the hardware and infrastructure needed for the entire project; this would be a refinement of the hardware that was laid out in the proposal
4. (document deliverable) Technical Change-Control Plan for the Project—including procedures for regulating the release of the system versions (see item 17 above), and backup/recovery procedures
5. (software deliverable with an accompanying document deliverable) Installation of COTS Software on City servers (and on workstations if applicable), accompanied by a Software Installation Report—certifying that the requisite COTS software components have been successfully installed and are ready for configuration, describing the test procedures and results that show proper installation, and identifying any further COTS software that needs to be installed to complete the project
6. (document deliverable) User Manual(s)
3 Deliverables Repeated for Each Major Phase of the Implementation
The following deliverables would be submitted for each major phase of the implementation, covering the functional scope for that phase.
7. (on-site sessions) Project-Team Training—hands-on sessions for City project-team members who will exercise and assess the Test Versions of the System
8. (document deliverable) Interface Specifications—for the interfaces to be implemented during that phase
9. (document deliverable) Data Conversion and Database Initialization Plan—see item 25 above
10. (software deliverables) Series of Test Versions of the System—for the City to exercise and assess prior to releasing into production
11. (on-site sessions with an accompanying document deliverable) System-Administrator Training along with Documentation of System-Administration Procedures
12. (document deliverable) User-Training Curriculum—including detailed agendas for training sessions (broken down by half-days)
13. (document deliverable) Training Enrollment Schedule—indicating the specific individuals who will be instructors and trainees for each session, and the time and location of each session
14. (on-site sessions) User Training
15. (software deliverable) Production Version of the System—to be put into actual business use
16. (document deliverable) Database Guide for Report Writing—pointing out the database tables and fields which contain the data relevant for report writing, along with any additional information needed to interpret that data
4 Deliverables to Close the Project
The following deliverables would be submitted near the end of the implementation project.
17. (software deliverable) Fully Implemented Production System—ready for Final System Acceptance (see page 31)
18. (document deliverable) Maintenance and Support Procedures
Submittal and Review of Document Deliverables
The following procedure will be carried out for each document deliverable.
1. The Vendor will notify the City’s Project Manager (or designee) by email as to when to expect to receive a deliverable so that the City can set aside enough time to adequately review the deliverable.
2. The Vendor will submit to the City’s Project Manager (or designee) an electronic file of the draft deliverable, conveyed either via email or a CD or DVD. The disk face or email subject line must indicate the specific deliverable, version number, and submittal date. The electronic file should be easily printable from most City workstations, with each page containing a footer indicating the specific deliverable, version number, submittal date, and page number.
3. The City will distribute the draft deliverable to reviewers whom the City deems appropriate.
4. The reviewers will submit comments (in writing and/or orally) to the City’s Project Manager (or designee).
5. The City will consolidate reviewer comments into a single list of questions or issues pertaining to the draft deliverable and convey this to the Vendor, within a reasonable time period, typically five (5) business days after the deliverable was received, although more time may be appropriate for large, complex deliverables.
6. The Vendor will revise the deliverable as appropriate and submit the next draft to the City. Further drafts may be required if identified deficiencies are not acceptably resolved in the second draft.
7. When the City deems that the deliverable is acceptable, the City’s Project Manager will notify the Vendor via email that the deliverable has been accepted.
Final System Acceptance
The City will issue a notice of final system acceptance when all of the following criteria have been met:
Final System Acceptance Criterion 1: System components, functionality, and interfaces are fully implemented and have been operating in a stable manner with performance levels typical of this software for a period of sixty (60) consecutive calendar days.
Final System Acceptance Criterion 2: All system deficiencies on the Issues List have been resolved or closed.
Final System Acceptance Criterion 3: Maintenance and support procedures, roles, and resources are functioning properly.
Final System Acceptance Criterion 4: All document deliverables have been accepted.
City Responsibilities and Resources
City Responsibilities
The City will designate a project manager to act as a focal point to coordinate and facilitate interaction between the City and the Vendor. Duties will include:
a. Conveying City communications to the Vendor
b. Receiving Vendor communications to the City
c. Making City personnel and resources available for project activities
d. Coordinating the review of deliverables, the testing of software versions, rollouts to users, etc.
e. Coordinating this project with other projects in the City
f. Providing data samples and available reference material
The City will designate a Project Steering Committee consisting of representatives of user and stakeholder groups who will occasionally review project progress and assist in making major business decisions.
The City will resolve any differences in viewpoint among the various City personnel involved in the project.
The City will assist the Vendor in understanding the City’s environment and requirements and will assist in gathering readily available information. However, City personnel will not perform detailed analyses or prepare Vendor deliverables except as explicitly specified.
The City will provide the Vendor with a small work area in City facilities consisting of approximately three (3) desks and workstations with network connections for use on activities directly related to this project.
The City will provide Vendor personnel with parking.
The City will complete reference checks for Vendor personnel in a timely manner. Background checks for project personnel may be required due to the sensitive nature inherent in any government financial and human-resource system.
The City will procure third-party off-the-shelf hardware and software components for the system that the Vendor specifies in the proposal or in subsequent negotiations of the system technical architecture.
The City will review deliverables and other work products in a timely, conscientious manner.
The City will provide user workstations and network compatible with the Vendor’s recommended technical architecture.
City Resources
The City will provide limited staff resources to participate in the project. The following schedule of resource availability is a rough preliminary estimate. This will be revised after reviewing proposals and after subsequent discussions with proposers.
|Role |Source |Time Needed |
|City’s Project Manager |Finance |Near-full-time during the whole project, 18 months |
|General accounting supervisor |Finance |Half-time for 3 to 6 months |
|Accounts payable supervisor |Finance |Half-time for 3 to 6 months |
|Accounts receivable supervisor |Finance |Half-time for 3 to 6 months |
|Budgeting supervisor |Finance |Half-time for 3 to 6 months |
|Purchasing manager |Finance |Half-time for 3 to 6 months |
|Human Resources manager |Human Resources |Half-time for 3 to 6 months |
|Payroll supervisor |Finance |Half time for 6 to 9 months |
|Expert users |User departments |10 to 20 hours per month for 3 to 6 months for each|
| | |expert user—see paragraph that follows this table |
|Technical support lead |Info. Technology |Half-time during the whole project, 18 months |
|Reports lead |To be determined |Half-time for 3 to 6 months |
Expert users can have various duties—participating in meetings, researching details, reviewing documents, testing the system, etc. During a few critical points during the implementation, some of the expert users may need to devote several full days to business-process design sessions, system configuration reviews, acceptance testing, and training.
Progress Payments
The City will make progress payments to the Vendor based on a schedule to be finalized during contract negotiations. The payment schedule will be based on the following principles:
Progress payments will be based on a sequence of “Payment Milestones.” Each Payment Milestone will specify discrete accomplishments in the implementation process, such as particular deliverables accepted or outcomes achieved, not merely activities performed or effort expended.
Approximately ten to twenty (10–20) Payment Milestones will be defined.
Major Payment Milestones will mark the end of a major implementation phase when all deliverables for that implementation phase have been accepted and the production system is fully operational for all functions and features in that phase’s scope.
The City may require the Vendor to complete all criteria for an earlier Payment Milestone before being paid for a later Payment Milestone. (Also see scope-of-work item 7 of Section 6 – Scope of Work.)
The project’s value to the City will not be realized until the system is fully operational so that it integrates business functions, allows the City to retire the predecessor systems, and lets users focus on business issues rather than technical difficulties. Therefore, twenty-five percent (25%) of the total project cost will be paid at Final System Acceptance (see Final System Acceptance on page 31 of this RFP), leaving most of the other Payment Milestones with relatively modest dollar amounts.
Because of the large payment scheduled for Final System Acceptance, the City will not withhold a retention percentage from progress payments.
Proposal Content
The proposal must describe all proposed products, services, activities, and implementation details necessary to carry out the scope of work in this RFP.
Each proposal must be divided into sections as described below. Tabs should be used to separate the sections. The sections must be identified using the scheme shown below (Section A, B, C, etc.). Proposers must fit their information into this scheme. Proposers are requested not to add other sections such as executive summaries. Material not placed in the appropriate sections indicated below might not be considered.
Proposers are advised to keep in mind the evaluation factors that the City will use to evaluate the proposals—see Section 5.2 -- Evaluation Factors
1 Cover Letter
The cover letter must include:
• The name, address, telephone number, and email address of the proposed prime Vendor
• The proposed prime Vendor’s headquarters office address
• The name and address of the person or persons who will be authorized to represent the proposer for all matters relating to the proposal
• The name and address of the person or persons who are authorized to bind the proposed prime Vendor to all commitments made in the proposal.
• A brief summary of the proposer’s qualifications
• A statement of the proposer’s willingness to enter into a contract under the terms and conditions prescribed by the City of Murrieta Consultant Agreement
• The original, ink signatures of the person(s) authorized to bind the proposed prime Vendor to all commitments made in the proposal
Please see Section 10.7 -- Disposition of Proposals and Disclosure of Information for additional text that could be included in the proposal cover letter.
2 Table of Contents
Please include page numbers—see Section 10.7 -- Page Numbering.
3 System Functionality
This section of the proposal must describe the proposed system’s functionality for the business functions itemized in Appendix B. The following tabular format (available as a Microsoft Word table in Attachment 1) must be included so that the City’s evaluation team can fully compare all proposals against the key functions.
|Item in Appendix B |Is this in scope? (Use the codes shown |What software product or module will support this |
| |below; add comments if needed.) |function? |
| | | |
| | | |
| | | |
1 Full functionality with very little configuration effort. The key function will be fully implemented within the scope of the baseline cost proposal. The COTS software fully supports this key function “right out of the box” with very little configuration effort.
2 Full functionality with configuration effort, but no customization. The key function will be fully implemented within the scope of the baseline cost proposal. The COTS software supports this key function but considerable effort will be needed to configure the software.
3 Full functionality with customization. This key function will be fully implemented within the scope of the baseline cost proposal. This will involve some additional programming, or modification of the COTS software.
4 Partial functionality. This key function will be partially implemented within the scope of the baseline cost proposal. (Please describe the functionality to be implemented.)
X Out of scope. This key function will not be implemented within the scope of the baseline cost proposal.
F Out of scope, but future release. This key function will not be implemented before final system acceptance, but will be available in a future release of the COTS software product. Provide expected release date.
This section of the proposal may also discuss other aspects of system functionality, the software’s ease of use, etc.
Proposals must clearly distinguish between features and functions that are fully covered within baseline cost proposal versus options or alternatives that would entail additional costs.
4 Technical Architecture
This section of the proposal must describe the technical environments to be implemented and their overall technical architecture. In addition, this section must itemize the major off-the-shelf hardware and software components that will comprise the proposed system, with the following information for each item:
• Name of the hardware or software product
• Description
• Manufacturer
• Model number or version number
• Date this model or version was first released
• Is the latest released version being proposed?
• Expected date of the next major release
• Frequency of minor releases (patches, etc.) over the last two (2) years
• Frequency of major releases (upgrades, etc.) over the last two (2) years
• Comments regarding features, reliability, scalability, support, integration, etc.—please see evaluation factor 3 of Section 5.2 – Evaluation Factors
The proposal’s Proposed Cost section must clearly map to this section.
This section must also indicate the hardware and software the City will need to provide for user workstation and network components of the system.
5 Software Licensing Terms
This section of the proposal must contain any specific license requirements or other software ownership terms included in the proposal.
This section may also discuss how the software license’s constrains system usage, how usage costs can be controlled within the framework of the software license, future upgrade costs, etc.
6 Implementation Phases
This section of the proposal must describe the major implementation phases:
• The sequence of implementation phases
• The technical components and modules to be installed, configured, and rolled out in each phase
• The functionality to be rolled out in each phase
• The timing of each phase
Please refer to the “Implementation Phases” section of the scope of work, items 5-6 of Section 6 – Scope of Work.
7 Implementation of the Technical Environments
This section of the proposal must describe the Vendor services and approach to be taken to deliver, install, configure, integrate, test, administer, and change-control the technical environments.
Please clearly indicate:
• The gap between the COTS software product’s out-of-the-box functioning and the fully implemented functionality of the system
• The work that will be needed to adapt and customize the software so as to bridge the above gap
• How the technical environments will be administered and maintained during the implementation project
• Approach to technical performance, including stress testing, tuning, and diagnostics
• Proposed deliverables relevant to this work—see section Section 0 of this RFP
Proposals must clearly distinguish between services that are fully covered within baseline cost proposal versus options or alternatives that would entail additional costs.
8 Data Conversion and Database Initialization
This section of the proposal must describe the Vendor services and approach to be taken to convert data and initialize the database. Please refer to the “Data Conversion and Database Initialization” section of the scope of work, items 24-26 of Section 6 – Scope of Work.
9 User Training
This section of the proposal must describe the Vendor services and approach to be taken to convert data and initialize the database. Please refer to the “User Training” section of the scope of work, items 27-29 of Section 6 – Scope of Work.
10 Project Schedule
This section of the proposal must indicate:
• An overview of the project schedule, shown as a high-level Gantt chart with no more than 200 activities, using September 1, 2009 as a hypothetical start date (the actual start date may be different)
• The burden on City staff and other City resources during implementation
• Contingency plans to deal with unexpected occurrences
• Resources and mechanisms for keeping the schedule from slipping after the project starts
11 Post-Implementation Services
This section of the proposal must describe the following:
• System-performance levels that the Vendor (or Software Manufacturer) will warranty during the maintenance period (see the “Post-Implementation Services” portion of the “Scope of Work” section of this RFP, items 39-44 of Section 6 – Scope of Work)
• Warranty, maintenance, and support services the Vendor or Software Manufacturer will provide after the system has been implemented and during the maintenance period that are covered in the annual maintenance cost proposed
• Service-response time for the above post-implementation services
• Estimate of the City staff workload for post-implementation system administration, operation, and maintenance-related tasks
• Frequency of major upgrades planned and policy for supporting older versions of the software
This section may also describe other post-implementation services that can be provided at an additional cost that the City should consider. These must be clearly distinguished from the services covered in the annual maintenance cost proposed.
12 Project Organization Chart
This section of the proposal must contain an organization chart showing the roles and chain of command among the key project team members. The organization chart must also show the chain of command from the Vendor’s Project Manager to the prime Vendor’s chief executive.
13 Resumes of Key Personnel
This section of the proposal must provide information about the individuals who will perform the key implementation services, including subVendor personnel. Resumes must include:
• Individual’s name
• Company affiliation, and whether this affiliation is as an employee or a subcontractor
• Education—institution, degree earned, major, year degree was awarded
• Brief employment history
• Detailed description of work experience in similar projects, cross-referencing the projects identified in the Reference Projects section of the proposal
• Experience with the particular software product(s) proposed for City
• Proposed role in this project (identify one individual as Vendor’s Project Manager—see item 33 of Section 6 – Scope of Work
14 Reference Projects
This section of the proposal must describe at least three (3) reference projects which:
• Are similar in nature, size, and scope to the project proposed
• Resulted in an implemented system
At least one reference project must be an implementation of the proposed software product for a California municipality where the software is used to process payroll for police officers or firefighters. (See Evaluation Factor 3.a of Section 5.2 – Evaluation Factors.)
Additional reference projects should be included as needed to address Evaluation Factor 6.b of Section 5.2 – Evaluation Factors.
The proposal must provide the following information for each reference project:
• Name of the agency, entity, or organization using the system
• Software products implemented, including version numbers
• Business functions implemented
• Number of users using the system
• Project cost
• Project start date
• Project’s current status
• Number of months from project start to substantial completion
• Similarities and differences between this reference project and the proposed system for the City
• Names of key individuals who provided the implementation services and a description of their role and involvement in the project, including dates they were actively working on the project
• Name of a person the City can contact for verification and evaluation, along with that person’s title, address, telephone number, and email address
• That person’s role in the implementation project
• That person’s role in the system after it was put into actual business use
Note that the City may contact various individuals to verify and evaluate reference projects.
15 Software Track Record
This section must list all customers who have implemented or attempted to implement the proposed software product during the last two (2) years. The proposal must provide the following information for each of these projects:
• Name of the agency, entity, or organization that implemented or attempted to implement the software
• Brief description of the project scope
• Project start date
• Current status of the implementation project
• Version of the software product that this organization is currently using
Note that the City may contact various individuals to verify and evaluate the software track record.
16 VENDOR Qualifications
This section of the proposal must describe the proposing firm’s qualifications, financial stability, resource depth, and reputation.
This section must also describe the qualifications, financial stability, resource depth, and reputation of (a) firms proposed as major subVendors for this project and (b) manufacturer of the COTS software product proposed for this project.
17 Disclosure of Pending and Recent Disputes
This section of the proposal must provide a complete disclosure of any civil litigation, arbitration, or proceeding to which the proposer or any subVendor is a party and which is pending or was concluded within one year from this RFP’s issue date.
Note: The City may require short-listed proposers to update this section of their proposals.
18 Deviations from the RFP
This section of the proposal must itemize and explain any discrepancies or differences between the requirements in this RFP and what is being proposed. Also, this section of the proposal must indicate any exceptions the proposer takes to the Consultant Agreement Sample contract language presented in Appendix A of this RFP. Any and all exceptions to the RFP must be listed on an item-by-item basis with a reference to the specific part of the RFP. If the proposer takes no exceptions, the proposal must expressly state that no exceptions are taken to the RFP.
19 Proposed Cost
This section of the proposal must contain cost worksheets submitted as (a) a Microsoft Excel file, and (b) a print image of the Microsoft Excel file submitted. (Microsoft Excel sometimes prints differently than it displays on the screen, so please make sure the print image shows all the cost information on the spreadsheet.)
The cost worksheets must be developed using the Microsoft Excel cost worksheet file that is Attachment 2 to this RFP. Proposers may add rows and columns to the worksheet as needed to most clearly communicate the proposed cost and enable the City to easily compare costs among different proposals. Appendix D contains a print image of the Microsoft Excel cost worksheet template.
In addition to the cost worksheets, this section of the proposal may include supplementary discussion and information regarding cost.
The “Total Fixed Cost” must be proposed as a definite, single figure, in dollars, for all proposed Vendor services, deliverables, and materials, including labor, equipment, shipping, discounts, taxes, 8.75% sales/use tax, expenses, travel, profit, overhead, Vendor business licenses, and all other cost factors.
Proposers may wish to consult with their tax advisors to identify which items in their proposals are subject to sales or use tax. It is possible that software delivered via download is not subject to tax, while software delivered via physical media is taxable.
The “Off-the-Shelf Price Worksheet” must indicate the fixed cost of hardware and software and any additional annual costs to maintain or service them. Off-the-shelf equipment costs must combine taxes, shipping, discounts, profit, etc. into a consolidated price per item.
The “Services Cost Worksheet” must indicate the hours budgeted for key and other personnel for each major task or deliverable, multiplied by the hourly rate per employee. Salaries, profit, benefits, overhead, expenses, travel, etc. must be combined into a consolidated hourly rate for each employee. Do not use “blended” hourly rates for employees with dissimilar billing rates, experience levels, or pay grades.
If a proposal contains alternatives, options, or extras that would result in different costs, the proposal must indicate (a) a baseline cost proposal, and (b) cost-benefit factors that would raise or lower costs from the baseline cost, with specific figures showing cost differences from the baseline.
The cost proposal should include a proposed schedule for progress payments with defined Payment Milestones (see Section 8 – Progress Payments).
20 Additional Information the Proposer Wishes to Present
Any other information the proposer believes is helpful for understanding and evaluating the proposal, which would not belong in another section, may be presented in this section.
Proposal Format and Delivery
1 Brevity and Economy
Proposals should be concisely focused on the specific products, services, and resources proposed for this project and should omit general promotional material. Expensive bindings, graphics, and materials are not desirable. Emphasis should be on completeness and clarity of content.
2 Page Numbering
Proposal pages must be numbered in a continuous sequence, beginning with the first page of section A of the proposal (the proposal’s cover letter), and continuing without restarting through section O.
Material in sections P, Q, and any appendices may be excluded from this page-numbering convention.
3 Paper Copies
The proposer must submit seven (7) consecutively numbered paper copies of the proposal. Copy number 1 must contain original ink signatures on the Cover Letter, and be marked “Master Copy.” The other copies of the proposal (numbered 2 through 7) must contain either original ink signatures or photocopies of the signatures.
If the proposal contains material that the proposer wishes to remove from the public record, an additional (eighth) copy must also be submitted, as explained in Section 10.7 -- Disposition of Proposals and Disclosure of Information.
Each page, excluding charts and drawings, must be printed on 8½ x 11 paper. Double-sided documents are encouraged. Booklet printing (saddle-stitched double-sided 11 x 17 paper) is acceptable.
4 Electronic Copy
The proposer must also submit an electronic copy of the proposal on either CD-ROM or DVD disk. The City prefers Microsoft Word or Adobe Acrobat (PDF) files for general documents. The cost worksheet must be submitted as a Microsoft Excel file.
The electronic copy must be identical to the paper copy in both content and layout, but signatures may be omitted from the electronic copy.
5 Packaging of Proposal
The proposal must be enclosed in one or more sealed envelopes or boxes, plainly marked in the upper left-hand corner with the name and address of the proposer and indicating the contents as a “Proposal for City of Murrieta Enterprise Resource Planning System.”
6 Delivery of Proposals to the City
Proposals must be delivered in person, by U.S. Postal Service, or by a courier service (such as Federal Express, UPS, etc.), and received at the place and time specified on the Cover Page of this RFP. Early responses are acceptable; proposals will not be opened until after the submittal deadline.
Proposals received after the specified date and time will be deemed non-responsive and returned to the proposer unopened. The City will not be responsible for any errors or omissions in the proposals or for any delay in delivery.
Proposals will not be accepted by fax or electronic mail.
7 Disposition of Proposals and Disclosure of Information
All proposals submitted in response to this RFP will become the property of the City of Murrieta and may be a matter of public record subject to the State of California Public Records Act (California Government Code Section 6250 et seq.).
Proposals made in response to this RFP may contain technical, financial, or other data whose public disclosures could cause substantial injury to the proposer’s competitive position or constitute a trade secret. To protect such data from disclosure, the proposer should specifically identify the pages of the proposal that contain confidential information by properly marking the applicable pages and inserting the following notice in the Cover Letter of the proposal. Failure to include such a statement may constitute a waiver of a proposer’s right to exemption from disclosure.
“NOTICE: The data on the pages of this proposal identified by an asterisk (*) or marked along the margin with a vertical line, contain information which are trade secrets and/or whose disclosure would cause substantial injury to the proposer’s competitive position. The proposer requests that such data be used only for the evaluation of its proposal, but understands and acknowledges that disclosure will be limitedmay be necessary to the extent that the City determines is required under federal, state, and local law. City shall not be liable for, and the proposer shall defend (with attorneys approved by City), indemnify, and hold harmless City and its officers, agents, employees and volunteers (collectively "City Parties"), against any and all claims, demands, liability, judgments, awards, fines, losses, damages, expenses, charges or costs of any kind or character, including attorneys' fees and court costs (“Claims"), which arise out of or are in any way connected to City’s refusal to disclose copyrighted material, trade secrets, or other proprietary information to any person making a request therefore at proposer’s request. The proposer will indemnify the City and its officers, employees, and agents, and hold them harmless from any claim or liability and will defend any action brought against them for their refusal to disclose copyrighted material, trade secrets, or other proprietary information to any person making a request therefor. The pProposer agrees to assume and pay for all costs incurred by the City, including attorneys’ fees awarded by the court, if the proposer requests the City to resist disclosure of material provided to the City by the proposer, provided the City determines the said materials are exempt under federal, state, and local law.”
In proposals containing proprietary information, proprietary paragraphs and/or other data should be clearly marked as noted above. The Proposer must include one additional unbound copy of the proposal with the confidential material totally blacked out or removed from the text so that one copy is available as public material. In accordance with Public Records Act, this information may, upon request, be released to the public.
The City assumes no responsibility for disclosure or use of unmarked data for any purpose. In the event properly marked data are requested, the Proposer will be advised of the request and may expeditiously submit to the City a detailed statement indicating the reasons it has for believing that the information is exempt from disclosure under federal, state, and local law. This statement will be used by the City in making its determination as to whether or not disclosure is proper under federal, state, and local law. The City will exercise care in applying this confidentiality standard but will not be held liable for any damage or injury that may result from any disclosure that may occur.
1 Appendix A. City of Murrieta Consultant Agreement SAMPLE
AGREEMENT BETWEEN THE CITY OF MURRIETA
AND
[NAME OF COMPANY]]
This Agreement (“Agreement”), made this [__] day of [_______], 200[__], by and between the CITY OF MURRIETA, a Municipal Corporation, duly organized and existing under and by virtue of the laws of the State of California ("CITY"), and [NAME OF COMPANY], a California [legal entity] ("CONSULTANT") with reference to the following facts which are acknowledged by each party as true and correct:
2 RECITALS
A. CITY is a general law city, formed and existing pursuant to the provisions of the California Government Code.
B. CITY is authorized to enter into consultant agreements under the provisions of California Government Code section 53060.
C. CITY is desirous of [goals].
D. CONSULTANT has special knowledge, experience and facilities for accomplishing [accomplishing goals]. [NOTE: Verify Consultant authorized under Government Code section 53060.]
E. CITY now desires to retain CONSULTANT to accomplish [goals/purpose of retention], and CONSULTANT is willing to be so retained pursuant to the terms and conditions of this Agreement.
3 AGREEMENT
NOW, THEREFORE, it is agreed by and between the parties as follows:
4 OPERATIVE PROVISIONS
1. RESPONSIBILITIES OF CONSULTANT
1.1 CONSULTANT shall undertake, during the 200[__]–[__] fiscal year, to carry on the scope of services as listed in the attached Scope of Services (refer to Exhibit “A”), which is attached to and made a part of this Agreement. These services include [general description]. To the extent the provisions of Exhibit “A” are ambiguous in relation to the provisions of this Agreement, inconsistent with the provisions of this Agreement, or expand upon the provisions of this Agreement, the provisions of this Agreement shall take precedence and the provisions of Exhibit “A” shall not apply. These duties may be adjusted from time to time as agreed upon in writing by CONSULTANT and CITY. Any additional services authorized by CITY shall be subject to all terms and conditions of this Agreement, except as modified in writing in accordance with Section 24.
1.2 Representations. CONSULTANT will perform the services set out in this Agreement, as contemplated herein, in an efficient, timely, and professional manner, and in accordance with generally accepted standards for performing similar services. It is understood that CITY, in entering into this Agreement, is relying on CONSULTANT’s representations for quality and professional work performed in a timely manner, and CONSULTANT shall perform in accordance with those representations and standards.
The [Executive Director] of CONSULTANT shall prepare and submit to the Assistant City Manager a monthly written report specifying the activities of CONSULTANT pursuant to this Agreement. The report shall be prepared in a format acceptable to the City of Murrieta and submitted to the CITY by the second Friday of each month.
2. ADMINISTRATION OF AGREEMENT
2.1 CITY appoints its City Manager, or his designee, to administer CITY’s rights under this Agreement, and to review the work performed by CONSULTANT pursuant to the scope of services.
2.2 CONSULTANT shall keep the City Manager, CITY’s representative, or his designee or designees, fully informed as to the progress of the work and shall submit to CITY such oral and written reports as CITY may specify.
2.3 This Agreement shall be administered on behalf of the parties hereto, and any notice desired or required to be sent to a party hereunder shall be addressed, as follows:
For CITY: City Manager
Address: City of Murrieta
1 Town Square
24601 Jefferson Avenue
Murrieta, CA 92562
Phone: (951) 461-6065
Facsimile: (951) __________________
For CONSULTANT: _____________________________
_____________________________
CONSULTANT: _____________________________
Address: _____________________________
_____________________________
Phone: (____) ___________________
Facsimile: (____) ___________________
3. TERM
3.1 This Agreement shall be [_________________________].
3.2 Time is of the essence for this Agreement and each provision of this Agreement, unless otherwise specified in this Agreement.
4. PAYMENT TO CONSULTANT
4.1 Consideration. In consideration of the services to be performed by CONSULTANT for the CITY as set forth in Section 1, the CITY agrees to pay CONSULTANT the sum of [___________ ($______)]. This shall be considered a payment for services rendered from [________].
If CITY desires any additional services (“Additional Services”), CONSULTANT may, upon written request by the CITY, furnish a proposal including an itemized statement of the estimated cost of the Additional Services thereof, and the CITY may modify or alter the proposal, or may reject the proposal in its entirety, at its sole discretion, or may direct the submission of a new proposal which may be accepted, altered or rejected. Upon the written approval of any Additional Services including costs by CONSULTANT and CITY, CONSULTANT shall perform the Additional Services and CITY will pay to CONSULTANT the cost of the Additional Services as agreed in writing. All money due for Additional Services shall be supported by a detailed statement of CONSULTANT showing the basis of said claims, and certified by proper officers of CONSULTANT.
4.2 Payments. Payment of CONSULTANT’s fee shall be made in accordance with CITY’s normal schedule for issuance of checks. CONSULTANT agrees and acknowledges that it is CONSULTANT’s sole responsibility to report as income all compensation received from CITY, and to make the requisite tax filings and payments to the appropriate federal, state and local tax authorities.
5. STATUS OF CONSULTANT
5.1 Independent Contractor. It is understood and agreed that CITY is interested only in the results obtained from service hereunder and that CONSULTANT shall perform as an independent contractor with sole control of the manner and means of performing the services required under this Agreement. CONSULTANT shall complete this Agreement according to its own methods of work which shall be in the exclusive charge and control of CONSULTANT and which shall not be subject to control or supervision by the CITY, except as to the results of the work. CONSULTANT is, for all purposes arising out of this Agreement, an independent contractor, and neither CONSULTANT nor its employees, agents, or representatives shall be deemed an employee of the CITY for any purpose.
5.2 Employee Benefits. CONSULTANT shall be responsible for all salaries, payments, insurance and benefits for all of its officers, agents, representatives and employees in performing services pursuant to this Agreement. It is expressly understood and agreed that CONSULTANT and its employees, agents, and representatives shall in no event be entitled to any CITY benefits to which CITY employees are entitled, including, but not limited to, overtime, retirement benefits, insurance, vacation, worker's compensation, sick or injury leave or other benefits.
5.3 Workers' Compensation Insurance. CONSULTANT agrees to procure and maintain in full force and effect Workers' Compensation Insurance covering its employees and agents while these persons are participating in the activities hereunder, as provided in Section 6.1.2 of this Agreement.
6. INSURANCE
CONSULTANT shall not begin the services under this Agreement until it has: (a) obtained, and upon the CITY's request, provided to the CITY, insurance certificates reflecting evidence of all insurance required in this Section 6; however, CITY reserves the right to request, and CONSULTANT shall submit, copies of any policy upon reasonable request by CITY; (b) obtained CITY approval of each company or companies as required by Section 6; and (c) confirmed that all policies contain the specific provisions required in Section 6.
6.1 Types of Insurance. At all times during the term of this Agreement, CONSULTANT shall maintain insurance coverage as follows:
6.1.1 Commercial General Liability. Commercial General Liability (CGL) Insurance written on an occurrence basis to protect CONSULTANT and CITY against liability or claims of liability which may arise out of this Agreement in the amount of One Million Dollars ($1,000,000) per occurrence and subject to an annual aggregate of One Million Dollars ($1,000,000). There shall be no endorsement or modification of the CGL limiting the scope of coverage for either insured vs. insured claims or contractual liability. All defense costs shall be outside the limits of the policy.
6.1.2 Workers' Compensation. For all of CONSULTANT’s employees who are subject to this Agreement and to the extent required by applicable state or federal law, CONSULTANT shall keep in full force and effect a Workers' Compensation policy. That policy shall provide a minimum of One Million Dollars ($1,000,000) of employers' liability coverage, and CONSULTANT shall provide an endorsement that the insurer waives the right of subrogation against the CITY and its respective elected officials, officers, employees, agents and representatives. In the event a claim under the provisions of the California Workers' Compensation Act is filed against CITY by a bona fide employee of CONSULTANT participating under this Agreement, CONSULTANT agrees to defend and indemnify the CITY from such claim.
3. Professional Liability. For all of CONSULTANT’s employees who are subject to this Agreement, CONSULTANT shall keep in full force and effect Professional Liability coverage for professional liability with a limit of One Million Dollars ($1,000,000) per claim and One Million Dollars ($1,000,000) annual aggregate. CONSULTANT shall ensure both that: (1) the policy retroactive date is on or before the date of commencement of services under this Agreement; and (2) the policy will be maintained in force for a period of four years after termination of this Agreement or substantial completion of services under this Agreement, whichever occurs last. CONSULTANT agrees that for the time period defined above, there will be no changes or endorsements to the policy that increase the CITY's exposure to loss. All defense costs shall be outside the limits of the policy.
6.2 Insurer Requirements. All insurance required by express provision of this Agreement shall be carried only by responsible insurance companies that are rated “A-” and “V” or better by the A.M. Best Key Rating Guide, and are licensed to do business in the State of California. CITY will accept insurance provided by non-admitted “surplus lines” carriers only if the carrier is authorized to do business in the State of California.
6.3 Deductibles. All deductibles on any policy shall be the responsibility of CONSULTANT and shall be disclosed to CITY at the time the evidence of insurance is provided.
6 Specific Provisions Required. Each policy required under this Section 6 shall expressly provide, and an endorsement shall be submitted to CITY, that: (a) the City of Murrieta and its respective officers and employees are additional insureds under the policy; (b) the policies are primary and non-contributory to any insurance that may be carried by CITY; and (c) CITY is entitled to thirty (30) days’ prior written notice (10 days for cancellation due to non-payment of premium) of cancellation, material reduction, or non-renewal of the policy or policies.
6.5 Indemnity Not Limited by Insurance. CONSULTANT’s liabilities, including, but not limited to, CONSULTANT’s indemnity obligations under this Agreement, shall not be deemed limited in any way to the insurance coverage required herein. Maintenance of specified insurance coverage is a material element of this Agreement, and CONSULTANT’s failure to maintain or renew coverage or to provide evidence of renewal during the term of this Agreement may be treated as a material breach of contract by CITY.
7. AUDIT AND INSPECTION OF RECORDS
At any time during CONSULTANT’s normal business hours and as often as CITY may deem necessary, and upon reasonable notice, CONSULTANT shall make available to CITY, or any of its duly authorized representatives, for examination, audit, excerpt, copying or transcribing, all data, records, investigation reports and all other materials respecting matters covered by this Agreement. CONSULTANT will permit CITY to audit and to make audits of all invoices, materials, payrolls, records of personnel and other data related to all matters covered by this Agreement. All material referenced in this Section, including all pertinent cost accounting, financial records, and proprietary data, must be kept and maintained by CONSULTANT for a period of at least four (4) years, or for the period required by law, whichever is greater, after completion of CONSULTANT’s performance hereunder, unless CITY’s written permission is given to dispose of same prior to that time.
8. CONFIDENTIALITY AND USE OF INFORMATION
8.1 Except as otherwise provided by law, all reports, communications, documents and information obtained or prepared by CONSULTANT respecting matters covered by this Agreement shall not be published without prior written consent of City Manager or his designees, nor shall CONSULTANT issue any news releases or publish information relating to its services hereunder without the prior written consent of the City Manager. CONSULTANT shall hold in trust for the CITY, and shall not disclose to any person, any confidential information. Confidential information is information which is related to the CITY's research, development, trade secrets and business affairs, but does not include information which is generally known or easily ascertainable by nonparties through available public documentation.
8.2 CONSULTANT shall advise CITY of any and all materials used, or recommended for use, by CONSULTANT to achieve the project goals that are subject to any copyright restrictions or requirements. In the event CONSULTANT shall fail to so advise CITY and, as a result of the use of any programs or materials developed by CONSULTANT under this Agreement, CITY should be found in violation of any copyright restrictions or requirements, CONSULTANT agrees to indemnify and hold harmless CITY against any action or claim brought by the copyright holder.
8.3 Ownership of Records. All records created by the CONSULTANT shall become the property of the CITY and shall be subject to state law and CITY policies governing privacy and access to files. The CITY shall have access to and the right to examine all books, documents, papers and records of the CONSULTANT involving transactions and work related to this Agreement. The CONSULTANT shall retain all copies of records for a period of five (5) years from the date of final payment.
9. NOTICE
All notices or demands to be given under this Agreement by either party to the other shall be in writing and given either by: (a) personal service, (b) by U.S. Mail, mailed either by certified mail, return receipt requested, with postage prepaid and addressed to the party to whom the notice is directed, or (c) via facsimile transmission (with proof of confirmation by sender). Service shall be considered given when received if personally served or, if mailed, two days after deposit in the United States Mail by certified mail, return receipt requested. The address to which notices or demands may be given by either party may be changed by written notice given in accordance with the notice provisions of this section. At the date of this Agreement, the addresses of the parties are as set forth in Section 2 above.
10. TERMINATION FOR CAUSE
10.1 CITY may terminate this Agreement upon giving of written notice of intention to terminate for cause. Cause shall include: (a) a material violation of any of the covenants, agreements, or stipulations of this Agreement by CONSULTANT, (b) CONSULTANT, through any cause, failing to fulfill in a timely and proper manner its obligations under this Agreement, (c) any act by CONSULTANT exposing CITY to liability to others for personal injury or property damage, or (d) if CONSULTANT is adjudged bankrupt, CONSULTANT makes a general assignment for the benefit of creditors, or a receiver is appointed on account of CONSULTANT’s insolvency. Written notice by CITY of termination for cause shall contain the reasons for such intention to terminate and shall specify the effective date thereof. Unless prior to the effective date of the termination for cause the condition or violation shall cease, or satisfactory arrangements for the correction thereof be made, this Agreement shall cease and terminate on the effective date specified in the written notice by CITY.
10.2 In the event of such termination, CONSULTANT shall be paid the reasonable value of satisfactory services rendered up to the date of receipt of the notice of termination in accordance with this Agreement, less any payments theretofore made, as determined by CITY, not to exceed the amount payable herein, and CONSULTANT expressly waives any and all claims for damages or compensation arising under this Agreement in the event of such termination, except as set forth herein.
11. TERMINATION FOR CONVENIENCE OF CITY
11.1 CITY may terminate this Agreement at any time and for any reason by giving written notice to CONSULTANT of such termination, and specifying the effective date thereof, at least fifteen (15) days prior to the effective date.
11.2 If the Agreement is terminated as provided in this Section, CONSULTANT shall be entitled to receive compensation for any satisfactory work completed up to the receipt by CONSULTANT of notice of termination, less any payments theretofore made and not to exceed the amount payable herein, and for satisfactory work completed between the receipt of notice of termination and the effective date of termination pursuant to a specific request by CITY for the performance of such work.
12. PERFORMANCE AFTER TERMINATION
Upon termination of this Agreement as provided herein, CONSULTANT shall, within such reasonable time period as may be directed by City Manager, complete those items of work which are in various stages of completion and which City Manager determines are necessary to be completed by CONSULTANT to allow the project to be completed in a timely, logical, and orderly manner. Upon termination, all finished or unfinished documents, data, studies, surveys, drawings, models, photographs, reports, and other materials prepared by CONSULTANT shall be delivered to the City Manager, upon his request, as property of CITY.
13. DEFENSE AND INDEMNIFICATION
CITY shall not be liable for, and CONSULTANT shall defend (with attorneys approved by CITY), indemnify, and hold harmless CITY and its officers, agents, employees and volunteers (collectively "City Parties"), against any and all claims, deductibles, self-insured retentions, demands, liability, judgments, awards, fines, mechanics' liens or other liens, labor disputes, losses, damages, expenses, charges or costs of any kind or character, including attorneys' fees and court costs (“Claims"), which arise out of or are in any way connected to the work performed by CONSULTANT, and covered by this Agreement arising either directly or indirectly from any act, error, omission or negligence of CONSULTANT or its officers, employees, agents, contractors, licensees or servants. CONSULTANT shall have no obligation, however, to defend or indemnify City Parties from a Claim if it is determined by a court of competent jurisdiction that such Claim was caused by the sole negligence or willful misconduct of City Parties.
14. CONFLICT OF INTEREST
CONSULTANT shall be bound by the requirements of the FPPC (Fair Political Practice Commission) and state law with regard to disclosure of financial interests and prohibited conflicts of interest.
14.1 Prior to execution of this Agreement, CONSULTANT shall disclose in writing to CITY any and all compensation, actual or potential, which CONSULTANT may receive in any form from a party other than CITY as a result of performance of this Agreement by CONSULTANT. If CONSULTANT becomes aware of the potential for such compensation subsequent to the execution of this Agreement, CONSULTANT shall disclose such compensation within three (3) working days of becoming aware of the potential for such compensation.
14.2 Prior to or concurrent with making any recommendation of any products or service for purchase by the CITY, CONSULTANT shall disclose any financial interest that CONSULTANT may have in any manufacturer or provider of the recommended products or services. The term “financial interest” includes, but is not limited to, employment (current or prospective) or ownership interest of any kind and degree.
14.3 CONSULTANT shall not conduct business for third parties which may be in conflict with CONSULTANT’s responsibilities under this Agreement. CONSULTANT may not solicit any business during the term of this Agreement which conflicts with its responsibilities under this Agreement. CONSULTANT shall provide no services for any private client within the corporate boundaries or sphere of influence of CITY during the period of this Agreement which may constitute a conflict of interest.
15. ASSIGNMENT
No portion of this Agreement or any of the work to be performed hereunder may be assigned or delegated (including hiring and retaining use of any other person or entity for any purpose, except for those certain subconsultants specifically included in the attached “Scope of Services”) by CONSULTANT without the express written consent of CITY, nor may any interest in this Agreement be transferred (whether by assignment or novation) by CONSULTANT without the express written consent of CITY, and without such consent all services hereunder are to be performed by CONSULTANT, its officers, agents and employees. However, claims for money due or to become due to CONSULTANT from CITY under this Agreement may be assigned to a bank, trust company, or other financial institution without such approval. Notice of such assignment or transfer shall be furnished promptly to CITY. Any assignment requiring approval may not be further assigned without CITY approval.
16. SURVIVAL
CONSULTANT’s representations, insurance and indemnity obligations, and performance obligations post-termination shall survive termination of this Agreement.
17. COMPLIANCE WITH APPLICABLE LAWS
CONSULTANT agrees to comply with all federal, state and local laws, rules, regulations and ordinances that are now or may in the future become applicable to CONSULTANT, CONSULTANT’s business, equipment and personnel engaged in activities covered by this Agreement or arising out of the performance of such activities.
18. PERMITS/LICENSES
CONSULTANT and all of CONSULTANT’s employees or agents shall secure and maintain in force such permits and licenses as are required by law in connection with the furnishing of services pursuant to this Agreement.
19. NONDISCRIMINATION IN EMPLOYMENT
CONSULTANT agrees that it will not engage in unlawful discrimination in employment and shall comply with all applicable laws and regulations of CITY and/or all other relevant government agencies, including, but not limited to, the California Department of Fair Employment and Housing and the Federal Equal Employment Opportunity Commission. Also, CONSULTANT certifies and agrees that all persons employed by CONSULTANT, its affiliates, subsidiaries and related entities, if any, will be treated equally by CONSULTANT, without unlawful discrimination based upon creed, sex, race, national origin, or any other classification prohibited by state or federal law. If CITY finds that any of the provisions of this Section have been violated, such violation shall constitute a material breach of this Agreement, upon which CITY may determine to cancel, terminate, or suspend this Agreement. While CITY reserves the right to determine independently that the anti-discrimination provisions of the Agreement have been violated, in addition, a determination by the California Fair Employment Practices Commission or California Department of Fair Employment and Housing, or successor agency, or the Federal Equal Employment Opportunity Commission, or successor agency, that CONSULTANT has violated state or federal anti-discrimination laws relative to this Agreement shall constitute a finding by CITY that CONSULTANT has violated the anti-discrimination provisions of this Agreement.
20. NON-WAIVER
The failure of CITY or CONSULTANT to seek redress for violation of, or to insist upon, the strict performance of any term or condition of this Agreement shall not be deemed a waiver by that party of such term or condition, or prevent a subsequent similar act from again constituting a violation of such term or condition. Payment to CONSULTANT of compensation under this Agreement shall not be deemed to waive CITY’s rights or CONSULTANT’s rights contained in this Agreement.
21. SEVERABILITY
If any term, condition or provision of this Agreement is held by a court of competent jurisdiction to be unenforceable, invalid, or void, the remaining provisions will nevertheless continue in full force and effect and shall not be affected, impaired or invalidated in any way.
22. DISPUTES
In the event that any action is brought by either party to construe this Agreement or enforce any of its terms, the prevailing party shall be entitled to recover its reasonable attorneys’ fees and costs incurred, whether or not the matter proceeds to judgment.
23. REMEDIES
The rights and remedies of the CITY provided in this Agreement are not intended to be exclusive, and are in addition to any other rights and remedies permitted by law.
24. ENTIRE AGREEMENT/AMENDMENT
This Agreement and any exhibits attached hereto constitute the entire agreement between the parties and supersede any prior or contemporaneous understanding or agreement with respect to the services contemplated, and may be amended only by a written amendment executed by both parties to the Agreement.
25. GOVERNING LAW/VENUE
The terms and conditions of this Agreement shall be governed by the laws of the State of California. Any action or proceeding brought by any party against any other party arising out of or related to this Agreement shall be brought exclusively in Riverside County.
26. BINDING AGREEMENT
This Agreement is intended to be binding on the parties and their respective successors and assigns.
27. NUMBER
The plural shall include the singular, and the singular shall include the plural and neuter wherever the context so indicates or requires.
28. WARRANTY OF AUTHORITY
Each of the parties signing this Agreement warrants to the other that it has the full authority of the entity on behalf of which its signature is made.
29. COUNTERPARTS
This Agreement may be executed in counterparts, all of which taken together will be considered one original document
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
CITY OF MURRIETA [NAME OF CONSULTANT]
_____________________________ ___________________________
Richard H. Gibbs, Mayor [Name]
___________________________
[Title]
Attest:
_____________________________
A. Kay Vinson, City Clerk
Approved as to Form:
_____________________________
Leslie E. Devaney, City Attorney
1 Appendix B. Business Functions
USER INTERFACE
1. Accessing the system from any networked workstation running Windows XP or Windows Vista operating system
2. Shortcuts to frequently used screens, operations, account strings, etc., with different shortcuts for different types of users
3. Viewing only the fields that are relevant to a particular task and user
4. Using pick lists and searches
a. Showing several attributes for each item on the list
← Example 1—in a list of vendors, showing each vendor’s number, name, and address
← Example 2—in a list of accounts, showing each account’s code, description, and budget balance
b. Filtering the list based on user-selected criteria
c. Listing only items that are valid or authorized, so that, after the user chooses one, it will pass data validation
5. Having some fields pre-populated with default values
6. Entering a transaction for a future effective date
a. Entering a future transaction to an account that is not yet active
7. Ensuring that only valid data is entered
a. Allowing only valid values for a field
b. Allowing only valid combinations between fields—for example: a particular program may be valid for only one particular department; particular accounts may be valid only for particular types of transactions, etc.
c. Restricting certain users to certain account objects, funds, etc.
d. Preventing a transaction from being entered when the transaction date is before the effective date for an account, organization, project, etc., or after the inactive date for an account, organization, project, etc.
e. Validating data right at the point where data is entered into the system
8. Detecting potential duplicate journal entries, invoices, requisitions, vendors, customers, etc.
9. Saving a partially completed form (such as a requisition) before submitting it for further processing, so that it can be retrieved, edited, and submitted at a later time
10. Correcting previously posted transactions, generating adjusting entries with cross-references between original and correcting transactions
11. Viewing complete information about a project, work order, employee, vendor, etc., including current status, balances, history, etc.
12. Customizing screens to hide unused objects
13. Online help
a. Context-sensitive help for fields or blocks on a screen
b. Tool-tips (also called cursor-hovers and mouse-overs) for fields and icons on a screen
14. Microsoft Excel interface
a. Downloading data into a spreadsheet
b. Uploading data from a spreadsheet into a journal entry, purchase order, budget, etc.
15. Accessing timekeeping via telephone keypads (future implementation)
16. Accessing some system functions via the Internet, with appropriate security (future implementation)
Attached Files
17. Attaching files (.doc, .jpg, .pdf, etc.) to a purchase order, payment, receivable, work order, master-file record, etc.
Workflow
18. Workflows for the following business processes:
a. Budget development
b. Budget transfers
c. Purchasing—submitting and approving requisitions; soliciting bids; issuing purchase orders; authorizing and making payments
d. Paying invoices for non-purchase-order items
e. Personnel actions
f. Employee-performance appraisals
g. Leave-of-absence requests
h. Submitting and approving timesheets
i. FMLA processing—letters sent, medical certification of the illness, expiration dates, etc.
j. Tuition reimbursements
k. Work order request, approval, assignment, completion, and closure
l. Building permits
19. Workflow administration to set up queues, routing, business rules, etc.
Data Analysis and Reporting
20. Running standard (“canned”) reports
21. Adding, deleting, and modifying standard reports
22. Creating ad-hoc reports and running ad-hoc queries (with user-selected data fields, values, date ranges, etc.)
23. Using an Excel spreadsheet (with the Microsoft Query add-in feature) to query data, and subsequently re-running the query to update (refresh) the spreadsheet (also see item # 14)
Access Control
24. Limiting users to authorized functions, screens, data, funds, and accounts
25. Restricting users to view only transactions for their own department
26. Preventing users from charging purchases and labor time to inappropriate accounts
27. Restricting what functions can be accessed from outside the City’s physical network (if Internet access is implemented in the future)
External Electronic Interchange
28. Electronically sending and receiving business-to-business transaction documents, such as purchase orders and invoices, with external parties who are set up to do this
Chart of Accounts
29. Employing a chart of accounts that identifies:
a. Fund
b. Organization: departments, with some departments divided into divisions
c. Object: breakdown of expenses, assets, etc. into categories such as salaries, benefits, office supplies, etc.
d. Program, with some programs divided into activities
e. Project, with some projects divided into phases, sub-projects, tasks, or milestones
General Ledger
30. Setting up fiscal years (July 1 to June 30) and accounting periods (13 or more periods)
31. Making journal entries
a. One-time
b. Recurring
c. Statistical
32. Setting up a template for a frequently used journal entry that spreads an amount among multiple accounts, so that when the template is called up and an amount entered, the template spreads that amount among the accounts
33. Automatically reversing journal entries for accruals
34. Cross-referencing correcting journal entries with the previous entries that are being corrected, with the cross-reference data available in report-writing
35. Rolling up accounting data from lower levels in a parent-child tree to higher levels, and drilling down from higher to lower levels
36. Distinguishing the transaction date (when money actually changed hands, a purchase order was issued, etc.) from the posting date (when system processed the data)
37. Apportioning transactions among multiple funds, based on formulas or business rules
38. Cost accounting
a. Distributing purchases, payments, and labor costs to organizations, programs, activities, and projects
b. Apportioning “general” time (timesheet hours that are not charged to a particular project or work order) among multiple programs, based on the programs’ funding percentages for that position
Fund, Grant, and Project Accounting
39. Fund accounting
40. Project accounting
a. Project budgeting and allocation when a project is funded from multiple funds
i. Budgeting by tasks or milestone payments
ii. Applying formulas or algorithms for apportioning project costs to funds, so that accurate project/fund balances can be maintained
b. Tracking project status
c. Tracking deposits due, activities, costs, fees, payments (or receipts), and balances for projects that are to be paid:
i. By external parties to the City (also see item 88)
ii. By the City to external parties
d. Multi-year projects
41. Grant accounting
a. Tracking the grant-funding process: grant money budgeted, awarded, spent on reimbursable costs, matched with matching funds, claimed (reimbursement requests), and received, across multiple years
b. Track reimbursable costs
c. Applying a single grant’s funds across multiple organizations, programs, and projects
d. Applying multiple grants to a fund, organization, program, or project
e. Appropriately charging employee benefit costs to the grant that is fully or partially funding the employee’s position
f. When an employee’s position is grant-funded, associating that position or employee with a “home program” so that when the grant fund is maxed out, any subsequent payroll cost is charged to the home program
g. Multi-year grants
Budgeting
42. Developing budgets on a two-year cycle
43. Calculating salary and benefit budgets based on human-resource and position-control data:
a. Authorized and funded positions, which may be limited to particular date ranges
b. Position grades, which may change on particular dates
c. Current pay of position incumbents
d. Projected future dates for transfers, promotions, vacancies, and hires
44. Supporting business rules about how to deal with delayed spending that crosses into the next fiscal year—for example, encumbered funds in open purchase orders are automatically carried over to the next fiscal year, but unencumbered money needs to be re-justified and re-budgeted
45. Supporting business rules about the process of budget transfers and adjustments during the current budget year (after the budget has been adopted)—for example, departments can transfer salary savings into contract labor, but other transfers within a department need City Manager approval, and interdepartmental transfers need City Council approval (see the “Workflow” section of this report)
46. Tracking changes from the original adopted budget to the current budget
47. Projecting the budget impact of a hypothetical change in compensation rates, etc. (“what-if” scenarios)
Purchasing
48. Maintaining a vendor master file
a. Subdividing a vendor into multiple branches or remittance addresses, so that when a vendor is selected for a purchase order, the branches are displayed and one is selected
b. Referencing a vendor by multiple doing-business-as (DBA) names and historical name changes
c. Setting up vendor payment methods including electronic payments
d. Checking for duplicate records in the vendor master file
e. Associating commodity codes to vendors to facilitate bid and RFP distribution
49. Vendor self-service for registering as a vendor in the City’s system, maintaining the vendor’s business information, viewing and responding to bid solicitations, etc.
50. Preparing and submitting requisitions
a. Searching and copying items from previous purchase orders
b. Selecting commodity codes for items requisitioned
c. Splitting charges among several organizations, programs, projects, tasks, or work orders
d. Preventing requisitions from being entered if:
i. There is insufficient money remaining in the budget line for each line item (budget amount minus amounts spent, encumbered, and pre-encumbered)
ii. The requestor is not authorized to charge against the account selected
iii. The commodity or fixed asset type is not consistent with the account selected
51. Routing requisitions through a workflow for multiple approval steps depending on the dollar-limit authority of approvers, the type of commodity, etc.
52. When a requisition is approved, pre-encumbering funds so that they are no longer available for any subsequent requisitions
a. If the requisition is later cancelled, reversing the pre-encumbrance so the funds become available again
b. If the dollar amount of the requisition is changed, correspondingly changing the pre-encumbrance
53. Inquiring into the status of a requisition, including approval status, purchasing status, and payable status
54. Querying the system to see prior orders, to aid in re-ordering
55. Flagging fixed assets so that they are automatically entered in the fixed-assets register when received
a. Indicating the fixed asset that is to be replaced by the requisitioned item, so that the new asset is linked to the asset it replaced and as a reminder to track the old asset’s disposition
56. Preparing and releasing purchase orders
a. Recombining requisitions into purchase orders with a “many-to-many relationship” between requisitions and purchase orders
b. Choosing between either:
i. Charging the whole purchase order to one chart-of-accounts value
ii. Charging each line item to a different chart-of-accounts value
c. Apportioning (distributing) sales and use tax to each line item
d. Splitting purchasing charges among several organizations, programs, projects, tasks, or work orders
i. For the whole purchase order
ii. For one line item on a purchase order
e. Setting up a purchase order to span multiple fiscal years for multi-year contracts
f. Adding state sales or use tax if applicable
57. Processing change orders, using the same procedures as new orders, including approvals and encumbrance
58. Encumbering funds when a purchase order is released, and adjusting or relieving encumbrances when the purchase order is closed or change orders are issued
59. Issuing blanket purchase orders to set up terms for future releases drawn against the blanket orders
a. Choosing whether to fully encumber a blanket order when it is issued (“up-front encumbrance”), versus to encumber releases when they are drawn against the blanket order (“as-you-go encumbrance”)
60. Tracking requirements for vendor insurance, performance bond, licenses, and certification that apply to a purchase order, and tracking vendor compliance with those requirements (tickler function)
61. Receiving purchased items into service, inventory, or fixed-assets register
a. Receiving a partial shipment, indicating backorders and/or order-quantity adjustments
62. At the end of the fiscal year, carrying outstanding encumbrances into the next fiscal year (after reviewing and closing purchase orders that are not to be rolled forward)—also see Functional need 44
63. Tracking purchases employees make using City credit cards, so that this information fits into the same framework as other purchases
a. Importing credit-card transaction data from the bank
Materials Inventory
64. Receiving items into inventory
65. Issuing stock to end-user departments
66. Controlling inventory at multiple locations, including a central warehouse, departmental storerooms, job sites, trucks, etc.
67. Performing physical inventory counts
68. Calculating the value of materials based on actual cost
69. Returning inventory to stock or transferring inventory between locations
70. Maintaining and communicating information about hazardous materials, recyclable materials, etc.
a. MSDS (material safety data sheets)
Accounts Payable and Disbursements
71. Issuing payments for items purchased via purchase order
a. Associating a payment with a purchase-order line
b. Avoiding redundant data entry for information that is already on the associated purchase order
c. Applying the discounts or payment terms on the purchase order
d. Accounting for deposits and holdbacks (retentions)
e. Splitting a payment among several purchase orders, work orders, projects, tasks, organizations, programs, or accounts (when the purchase order is general and the invoice shows finer detail about items delivered)
f. Paying state use tax when applicable
g. Recovering reimbursable costs—see item 88
72. Paying invoices for non-purchase-order items
a. Splitting charges among several funds, organizations, programs, projects, tasks, or work orders
b. Combining several invoices into one check
73. Ensuring against duplicate payments
a. Querying the system for ordering and payment histories to see who paid what to whom, when, for what
b. Warning for duplicate invoice numbers (but not preventing the user from paying when appropriate)
74. Preventing payments from exceeding budgeted funds
75. Making recurring payments
a. Using templates—see item 32
76. Making corrections after invoices have been posted
77. Scheduling daily check runs and issuing checks
a. Positive pay—sending the check data to the bank when the check is cut
b. Sending electronic payments (electronic fund transfers, wire transfers, e-checks, ACH, etc.)
78. Dealing with lost checks
a. Voiding
b. Reissuing
79. Importing check-clearing data from the bank
80. Reconciling bank statements
81. Tracing a purchasing or disbursement trail—starting from any point in the process, tracing backward to the initiation action (such as a requisition), and forward to checks and fixed-asset records
a. Viewing the status of all items in the purchasing process “pipeline”
82. Issuing 1099’s
83. Administering petty cash
Employee Travel Advances and Reimbursements
84. Administering employee expense accounts, advances, and reimbursements
a. Travel expenses
b. Tuition reimbursement
i. Deducting taxes for taxable tuition reimbursements—see # I.A.46
85. For travel expenses, showing an overall trip cost along with a detail breakdown:
a. By employee (traveler)
b. By expense category (lodging, airfare, conference fees, etc.)
c. By purchasing method (City credit card, employee reimbursement, purchase order, non-PO invoice, etc.)
Accounts Receivable
86. Entering receivables, deposits, payments, and credits
87. Setting up recurring receivables
88. Generating receivables based on recoverable (reimbursable) costs
a. Using projects and work orders to identify recoverable costs
b. Associating specific expenditures and labor charges with cost-recoverable projects and work orders
c. Tracing cost-recovery receivables to their source work orders, timesheets, purchases, etc.
d. Updating cost-recovery receivables when the source transactions are reversed, corrected, or changed
89. Generating and presenting invoices, statements, and remittance advice
a. Paper bill presentment
b. Electronic bill presentment
c. Fax bill presentment
90. Processing retroactive adjustments to receivables
91. Viewing or printing bills that have been previously sent
92. Setting up ticklers—for example, if a customer promises to pay in 10 days, setting up a tickler to remind a user to call the customer in 10 days to confirm that payment was sent
93. Issue delinquent billings for overdue invoices
94. Issue complete customer statements showing past-due invoices and related penalties, as well as payments received
Cash Receipts (Cashiering)
Recording cash receipts and applying cash )(Reta look at this. Is it necessary?)
2.
a. Handling credit-card payments
i. Over-the-counter
ii. Web/online
b. Splitting a cash receipt among multiple tender types (cash, credit card, etc.)
c. Splitting a cash receipt among several receivables
d. Searching for the proper receivable(s) for cash application when cash is received without a clear reference to one particular receivable
e. Reapplying misapplied cash receipts, with appropriate cross-referencing
3. Cash-register function (for Library)
a. Closing out cash drawers
4. Recording bank deposits
5. Issuing refunds and credits
6. Handling bad checks
Human Resources
7. Establishing and updating the basic personnel structure, made up of:
a. Bargaining units
b. Position grades within each bargaining unit
c. Steps within each position grade
d. Compensation rates (dollars per hour/week/month/year) for each step in each position grade
e. Positions, each position associated with:
i. A unique position number
ii. A position grade for some positions, or a compensation range if the position is not associated with a grade
iii. A funding source—one or more funds/programs; a position can be split among multiple programs
iv. An organization
v. The supervisor’s position (parent-child tree)
f. Regular employees assigned to positions, with each employee at a particular step for that position
i. An employee occupying multiple part-time positions at the same time
ii. An employee who is to be paid “out of class” (a different compensation rate than the position’s steps or range)
g. Special pay categories for certain licenses or training, applicable to certain positions and employees or bargaining units
8. Temporarily moving an employee to a different position in “acting” status, as opposed to the employee’s regular “assigned” position
a. Opting to fund an employee’s salary and benefits out of the acting position’s funding source, during the time period that the employee occupies the acting position
9. Changing rates on an across-the-board basis—for all, some, or one bargaining unit
10. Allowing exceptions to the compensation structure
11. Including volunteer positions, and individuals holding those positions, in the personnel structure (identified as volunteers, not employees)
12. Printing an organization chart showing the supervisory chain of command
13. Budgeting positions and controlling the filling of positions
a. Limiting hires and transfers to authorized, funded, open, unfrozen positions (based on the effective date of the hire or transfer)
b. Temporarily freezing a position so that if vacated, it cannot be filled for a definite or indefinite time period
14. Recruiting
a. Identifying positions to open a recruitment
b. Identifying the steps needed for a particular recruitment—tests, interviews, background checks, etc.
c. Applicant self-service
i. Submitting an application for employment
ii. Applying for an open recruitment
d. Searching the applicant database to identify applicants who meet the qualifications for a particular position
e. Scheduling applicant tests, interviews, background checks, etc.
f. Recording the results of applicant tests, interviews, background checks, etc.
g. Scoring and ranking applicants with respect to a particular recruitment
h. Sending letters to applicants, and tracking letters sent
15. Hiring
a. Re-hiring an individual, thus re-opening and updating his or her employee record without disassociating the employee’s previous historical data
16. Tracking equipment, keys, etc. issued to employees
a. Identifying specific fixed assets issued to employees
17. Tracking employees’ work schedules (shifts, days on and days off, scheduled overtime, light duty, etc.)
a. “4/10” shifts (four 10-hour workdays)
b. “3/12” shifts (three 12-hour workdays)
c. “9/80” shifts (80 hours in nine workdays over a two-week period)
d. 24-hour workday shifts
e. Other shifts
18. Processing leave-of-absence requests
a. Viewing the planned and actual dates for start-leave and return-to-work
19. Viewing consolidated day-to-day calendars showing special events, employees scheduled to be at work, employees scheduled to be off work, etc., with data displayed according to user-selected filters
20. Tracking external training and certifications, including:
a. Course and conference attendance
b. Exams, assessments, and certifications
c. Required (due dates) vs. actual training and re-certification
21. Performance evaluation
a. Tracking performance-evaluation due dates, submittals, and late or overdue evaluations—both current year and history
b. Sending ticklers to supervisors reminding them of performance-appraisal due dates approaching
i. Evaluating part-time staff after 1,000 hours, and triggering a pay raise if the evaluation meets criteria
c. Recording and viewing performance evaluations
d. Recording and viewing corrective-action records
22. Processing personnel actions such as promotions, transfers, etc.
23. Maintaining and viewing employee records that show:
a. Employment status (temporary, part-time, inactive, etc.)
b. Total time in active employment at the City (combining initial hire and re-hires)
c. History of hires, re-hires, long-term leaves, positions, and supervisors (including current)
d. Work restrictions due to health conditions
e. History of lost-time injuries
f. History of positions held
24. Employee self-service:
a. Viewing data (read-only)
i. Dates of hire, performance reviews, etc.
ii. W-4, W-2, and earnings statements (pay stubs)
iii. Leave accruals, uses, and balances
iv. Balances for Flexible Spending Account, Health Saving Account, and Deferred Compensation Account
b. Entering data
i. Address, phone, emergency contacts, etc.
ii. Benefits enrollment (also see # 43.a)
iii. Tuition reimbursement
c. Validating, reviewing/approving, and tagging data entered through employee self-service
25. FMLA tracking (see the “Workflow” section of this report)
26. Tracking compliance with various regulations such as EEO, OSHA, I-9, etc.
27. Tracking disciplinary actions, grievances, and employee claims
Timekeeping and Payroll
28. Employees entering their own timesheets, with supervisors approving timesheets electronically
a. Handwritten original signature if this is needed
29. Tracking work time and leave time on a daily basis
30. Distributing each day’s labor hours into specific programs, projects, tasks, activities, or work orders, and/or general time
31. Tagging labor hours applied to “rush” or “potential overtime” jobs, so that if overtime pay is incurred, it can be applied to the particular activity or incident that caused the overtime work (such as accident response, backfill, etc.)
32. Tagging overtime hours as paid overtime or comp time, with one overtime hour converting to “x” comp-time hours
a. Setting “x” with different values based on job class, time/day, and other parameters
33. Entering a comment tied to a particular time entry (such as the name of the person who is being backfilled)
34. Entering standby pay and holiday standby pay, when an employee is paid a certain daily rate for staying ready to be called into work if needed on that day
35. Entering leave hours for specific types of leave—vacation leave, sick leave, workers-comp leave, holiday, floating holiday, comp time, family leave, disciplinary leave, bereavement leave, jury duty, etc.
a. Requiring approvals for certain types of leave—for example, supervisors can approve vacation leave, but the Human Resources Department must approve workers-comp leave
36. For “exception timekeeping” employees, pre-populating the employee’s timesheet with the employee’s default work schedule, and then have the user enter “exceptions”; users would enter start and stop “clock” time only for overtime pay, shift differentials, and certain types of leave
37. For “positive timekeeping” employees, not pre-populating the timesheet
38. Validating timesheet entries
a. Validating that employees are authorized to charge time to specific activities, projects, tasks, and programs
b. Validating that leave balances can cover leave time charged
i. Both sick leave and vacation draw from an “annual leave” balance for some job classes (also see item 42.f)
c. Validating that leaves do not exceed policy limits (for example, x hours maximum for bereavement leave, y hours maximum for family sick leave, etc.)
39. Using timekeeping data for cost accounting and as a data feed and audit trail for cost-recovery billing and internal-services chargeback
40. Processing payroll in biweekly pay periods
41. Calculating gross pay
a. Paying for overtime hours in compliance with FLSA rules
b. Paying for overtime hours and holiday pay in accordance with the City’s MOU’s
i. Paying overtime for part-time workers who exceed 40 work hours in a calendar week
ii. Paying holiday pay for a portion of a shift—for example, a 12-hour shift that starts at 6 pm and ends at 6 am, with holiday pay applying only during the midnight to 6 am portion of the shift
42. Accruals and leave accounting
a. Accruing leave hours and other accrual-based benefits
b. Distinguishing between those work hours that accrue Cal-PERS retirement, versus those that are not “PERS-able”
c. Calculating leave balances
d. Setting up different accrual rates for each bargaining unit
e. Detailing leave accruals, uses, and balances on earnings statements (pay stubs)
f. Accruing “annual leave,” with sick leave and vacation leave both drawing from the annual-leave balance for some job classes (also see item 38.b)
43. Setting up deductions
a. Benefits enrollment
b. Payroll taxes (W-4’s)
c. Garnishments
d. Setting deduction amounts based on formulas that may involve a combination of a fixed dollar amount and a percentage of gross pay
e. Setting some deductions to be applied only for some bargaining units
f. Adding new deduction codes and de-activating obsolete ones
g. Setting some deductions and earnings to be applied on a basis other than every biweekly pay period—such as monthly, quarterly, semi-monthly, and fixed-number-of-pay-periods
h. Ensuring that employer and employee contributions do not exceed the established maximums, based on annual federal limits as well as business rules, for:
i. Flexible spending accounts
ii. Health spending accounts
iii. VEBA accounts
iv. Deferred compensation accounts
44. Calculating net pay
45. Calculating third-party payments based on deductions and employer contributions
46. Administering taxable benefits (such as auto allowance) added to a paycheck but not subject to withholding (imputed income)
47. Direct deposits
48. Transmitting third-party payments to Cal-PERS, benefits providers, taxing authorities, garnishments, etc., and the corresponding filings
a. Paper checks
b. Paper filings
c. Electronic payments and wire transfers
d. Electronic (paperless) filings
49. Issuing special paychecks at separation, including payout for unused leave, pension vesting settlement, etc.
50. Retroactive processing
a. Processing retroactive changes to pay rates, reclassifications, deductions, etc.
b. Processing retroactive changes to timesheet entries
c. Updating federal and state payroll filings when retroactive changes are processed
51. Labor-cost accounting
a. Using timesheet detail as a basis for charging labor to funds, organizations, programs, projects, etc.
b. Distributing labor costs among several funds, organizations, programs, projects, etc.
52. Alerting management when non-PERS employees (who do not accrue Cal-PERS benefits) are nearing the maximum number of annual hours per year for non-PERS employees
53. Issuing W-2’s
Benefits Administration
54. Administering benefits
55. Setting up different benefits for each bargaining unit
56. Benefit enrollment (see item 43.a)
57. Billing separated employees for their COBRA insurance premiums
Fixed Assets
58. Maintaining a fixed-assets register
a. Setting up a parent-child tree for fixed assets, such as:
i. Dividing buildings into floors, rooms, etc.
ii. Dividing an HVAC system into chiller units, pumps, etc.
iii. Dividing infrastructure assets into street segments, sections of pipe, etc.
59. Booking depreciation (straight-line method of depreciation)
a. Using a different capitalization threshold for different types of assets (autos, buildings, equipment, infrastructure elements, improvements to a natural object such as a river, etc.).
b. Expensing (not depreciating) assets with a value below the capitalization threshold
60. Complying with GASB 34 accounting rules for capital-project construction in progress
61. Assigning assets to specific departments, programs, projects, activities, etc., so that the various costs associated with those assets (including maintenance) are tracked and charged back
a. Assigning or issuing assets to specific people (as an option for certain types of assets such as laptops, etc.)
62. Tracking real-estate assets—acquisition and improvements
63. Disposing of assets
64. Tracking the complete history of an asset, from “cradle to grave”
a. Tracing a fixed asset back to the transactions by which it was acquired, such as purchase orders, capital-project charges, etc.
b. Linking a work order to an asset or a set of assets, and viewing the history of work orders that are associated with an asset
c. Tracking the cost of supplies associated with those assets, for example, toner for copiers, filters for HVAC air handlers, etc.
65. Planning for equipment replacement
a. Associating a new asset with an existing asset that the new item is replacing
Internal Services and Work Orders--OPTIONAL
66. Using work orders to track internal-service activities
a. Requesting work
i. Online requests for the public to report potholes, etc.
b. Approving or authorizing work requested
c. Categorizing and prioritizing the work
d. Assigning chart-of-accounts values to a work order (fund, organization, program, project, object, etc.)
e. Splitting and combining work orders
f. Assigning a work order to a department, crew, or individual
g. Associating a work order to an asset or a set of assets
h. Scheduling the work
i. Associating timesheet entries, labor costs, purchasing transactions, and other costs to a work order
j. Completing the work order
k. Approving the work done and the associated charges
67. Using work orders as a basis for external cost recovery and internal service charges
68. Showing cost-center managers the work order, timesheet, and purchasing/payment details underlying the internal-service charges charged to their cost centers
Building, Planning, Redevelopment, and Public Works Permits—OPTIONAL
69. Establishing a customer request or permit application as a project
70. Estimating a project’s anticipated fees
71. Charging fees based on timesheet entries (for employee time charged to particular projects) and invoice entries (for contract service time charged to particular projects)
72. Tracking and generating statements for deposits, fees, refunds, adjustments, bonds, balances, etc., showing transaction history and status
73. Segregating deposits and changes by department (Planning, Building & Safety, Public Works, Fire, etc.)
74. Identifying the variances between fee estimates and actual charges, and recording the reason for variances
75. Receiving cash and issuing refunds (see “Cash Receipts” above)
2 Appendix C. Interfaces
INTERFACES TO INTERNAL SYSTEMS
1. ESRI geographic information system (location of fixed assets, building permits, public works permits, work orders, and other items to be determined)
2. HDL business licenses and public works permits (accounts receivable and cash receipts)
3. CLASS recreation enrollments and permits (accounts receivable and cash receipts)
4. TeleStaff (Fire and Police staff scheduling, to feed into timesheets)
5. GovPartner (building permits—if the system is not used for building permits)
6. City’s Website
7. City’s email system
8. Microsoft SharePoint Server (if needed)
Interfaces to External Systems
9. CalPERS
10. Other benefit carriers
11. Bank for checking-account transactions including direct deposits
12. Bank for credit-card purchases by City employees using City credit cards
13. Bank for credit-card sales to customers
3 4 Appendix D. Printed Image of Cost Worksheet Template
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