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HomeMy Public PortalAbout12-20-2005CC_2AGENDA STAFF REPORT DATE TO APPROVED BY PREPARED BY SUBJECT December 20, 2005 The Honorable Mayor and Membere/'~f~/d~,ty Counc, I N Ennque Martlnez, C~ty Manager///,,'*"//`/'- Paul Nguyen, Interim D~rector of Enwronmental Services Ehas Sa~kaly P E Capital Improvement Project Manager Quarterly Project Change Order Report August 1,2005 through October 31,2005 Recommendation: Staff recommends that the C~ty Council receive and file the quarterly contract change order report for the penod of August 1, 2005 through October 31, 2005 Background: On February 18, 1992, the City Councd adopted Ordinance No 1373 adding Secbon 6-3 15 to the C~ty of Lynwood Mumc~pal Code pertaining to contract change orders The Code Secbon was subsequently rewsed by the C~ty Council on September 1994 (Ordinance No 1392) to increase the number of reports per year to four Article F of sa~d section specifies that the C~ty Manager shall, not less offen than every three months, report to the C~ty Council through a special report on mod~flcabons and change orders which were ~ssued for capital ~mprovement projects ~mplemented w~th~n that penod On September 20, 2005 the C~ty Council received and filed staff's report on all change orders approved for the period from May 1, 2005 through July 31, 2005 The report for the period for August 1, 2005 through October 31, 2005 is now due Discussion & Analysis: Staff has reviewed all Capital Improvement Projects and has identified one (1) contract change order that was ~ssued dunng the penod from AL ust 1, 2uub AGENDA ITEI~ J \PUBWORKS\wordfiles\COUNC1L\Cou05057CCOltem doc / ~ through October 31, 2005 Th~s contract change order was ~ssued for the Lynwood Semor Citizen Center, Improvement Project (see Attachment A) Fiscal Impact: The project budget ~s adequate to cover the contract change order of $ 3,075 Coordinated With F~nance Department C~ty Attorney's Office J \PUBWORKS\wordfiles~COUNC1L\Cou05057CCOItem doc "~- ORD'": C~CONTRACT CHANGE ~ CI'TY OF LYNWOOD DEPARTMENT OF PUBLIC WORKS Date Job T~tle, 09.~G~5 2005 Order No 1 Job No LYNWOOD SSNIOR CITIZEN CENTER PAGE t OF 1 05-5297 Plan Reference item Reference The changes or ~nterpretat~ons described and noted here~n are hereby authonzed The mgned ong~nal of th~s order ~s on file at the Office of the C~ty Engineer Show as separate numbered paragraphs (1) Reason for change, (2) Descnpt]on of change, (3) Change ~n contract cost, (4) ~ctenmon of contract, ~f warranted (5) New contract total in~udmg all change orders !. TO PROVIDE PROTECTION FOR STORM DRAIN PIP~.~.~HAT~.~%,~ ARE CROSSINGpERTPLE CONCRETE FOOTING OF T-~ BUILDING USING STE~IPE A~TD TRIM STRUCTURAL ENGINEER'S ~CO~94ENDATION. PLACE SCHEDULE 40 STEEL PIPE SLEEVE ~/~D T~IM FOB. STORM DBA-IN AT CROSSINGS OF FOOTING ~ND PER ENGINEER'S DIRECTION. 3. STEEL SLEEVES @ L.S. PRICE: $3,075.00 4. TWO (2) WORKING DAYS. 5. ORIGIN.~_L CONTRACT THIS CONTBACT CHANGE ORDER $2,173,000.00 $3,075.00 TOTAL '~N~W CON.'I~.~ACT: $2,17~,075.00 (Use Reverse Side for Sketch) , ,~.__ Approved ~.__ \ Cont ra~to-r ~; ' \ Agenl / ', _: ~ VtA~FACSIMI~E AND- FIRST CLASS M A H · ~: · · _ - Mt~ 'ElJa~ Smkaly C 1 P. Manager _ · :-' 1133~ l~s Road -~ _~- ~_;_ ·Tel. (.310) 603-6220 x 305 ~ - ~- Pax; (310) 63~93 WAMG MILESTONE CON~TRUCTIO ti, lng. Genetat Buil~llng and Engmeenng Collsltucbon State L~er~e No 544479 EXTREMELY URGENT (2"d NotiCe) - Pagel of 4- ADD STEEL H~E ~LEEVESWFTH TRIM STEEL FOR STORM DRA1N SpER-SK-3 Per ycmr 5'tmctaral Engm~r's instruction we hereby ~b~t o~ ~t bm~ to pm~de ~d m~l ~le 40 s~l p~ s~ ~ ~c r~d ~s~el f~ sm~ ~ at ~ (4) ~ns sho~ on ~e~r SK-3 ~ed ~(c ~ ~d~ ~ ~'~WAfflNG Y~R ~STRUCTION ,FOR ~tS ~ROPOSAL ~E~E-CAN POUR CONCRE~ ad&fio~ ~,'PL~ ~ha~ver t~ad lime, tq ~e[ye a direction ~m tho Ci~ As ~o~ ~w. PILE NO' LYNWOOD 18 16 Seplem~r 2005, 1'15 p m, - Pag~ 2 of 4 - With t~se costs w~ hereby submi/om- cost proposal as be2o~- glnc~ w~ ar~ curr~m~y worku~ on fins achwty, please co. act our or,ce, call m~ at my ceIl~]ar phov. e 626-665- S878 or s~mpl¥ meet me at the jobstte should you need ally farther di~cu~loR for tins Proposal Rs=quest. Yov, r Resw-~fiflly, P ct Manager WAnG Iff~,~$'TONE CONSTRUCTION, IN¢ (dba: W'MC, l~c ) l~nclos~nes AGENDA STAFF REPORT DATE TO APPROVED BY PREPARED BY December 20, 2005 The Honorable Mayor and Members/))f,.~h~ City Councd N Ennque Martmez, C~ty Manager//cd;//./. ,'11 Paul Nguyen, Interim D~rector of Enwronmental Services M~guel Alvarez, C~wl Eng~neenng Associate SUBJECT MULTI-WAY STOP AT SANBORN AVENUE AND PINE STREET Recommendation Staff recommends that the C~ty Councd adopt the attached resolution enbtled "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD APPROVING THE DESIGNATION OF THE INTERSECTION OF SANBORN AVENUE AND PINE STREET AS A MULTI-WAY STOP INTERSECTION" Background: Staff has received numerous requests to ~nstall a mulb-way stop s~gn at the ~ntersecbon at Sanborn Avenue and P~ne Street w~th the objecbve to ~mprove the traffic safety around Washington School At the present bme, th~s ~ntersecbon has a marked crosswalk both across Pine Street and Sanborn Avenue Th~s ~ntersecbon ~s controlled w~th ex~sbng stop s~gns on Pine Street both for the northbound and southbound traffic The following factual data pertains to the ~ntersecbon of P~ne Street and Sanborn Avenue Accidents None were reported in last twelve (12) months Roadway w~dths Pine Street Sanborn Avenue 35 feet 35 feet V~s~bdKy Pine Street N/B good S/B good Sanborn Avenue W/B good E/B good Unusual Cond~bons None Cou05095StopSignSanborn&Pme AGENDA ITEM Type of Intersection Four-way ~ntersectton and tmmed~ately located ~n front of Washington Elementary School Campus Type of Street Speed L~m~t P~ne Street Sanborn Avenue P~ne Street Sanborn Avenue Local Street Local Street 25 mph pnma facle 25 mph pnma fac~e Discussion and Analysis: Staff has reviewed pertinent data relative to th~s ~ntersecbon Because of the ex~sbng marked crosswalk on Sanborn Avenue and Pine Street, the immed~ate proximity to the school campus, the h~gh volume of vehicles and pedestnans dunng the peak- hours, and the overwhelming pubhc concern, staff beheves that the ~nstallabon of a mulb-way stop s~gn at sa~d ~ntersect~on ~s jusbflable Th~s wdl more effectively assign r~ght-of~way and ~mprove traffic safety Th~s determination to install the multi-way stop s~gn ~s ~n hne w~th the Traffic Eng~neenng Pracbces for Smaller Mun~c~pahbes due to the unusual cond~bon of the ~ntersecbon being ~n front the school On December 1, 2005, the Traffic and Parking Commission rewewed relevant ~nformabon and concurred w~th staff's recommendabon to designate sa~d ~ntersect~on as a mulb-way stop ~ntersecbon Fiscal Impact. The ~nstallat~on cost of stop s~gns ~s estimated at $300 Th~s cost ~s budgeted ~n the Street Maintenance D~ws~on budget Coordinated W~th C~ty Attorney's off~ce and F~nance Department RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD APPROVING THE DESIGNATION OF THE INTERSECTION OF SANBORN AVENUE AND PINE STREET AS A MULTI-WAY STOP INTERSECTION WHEREAS, staff received numerous requests to designate the ~ntersecbon of Sanborn Avenue and P~ne Street as a mulb-way stop mtersecbon, and WHEREAS, staff rewewed the relevant ~nformabon and found that sa~d des~gnabon ~s jusbflable for special conditions, and WHEREAS, the Traffic and Parking Commtsslon reviewed the relevant information and concurred w~th staff's recommendation to designate said ~ntersecbon as a mulb-way ~ntersecbon NOW, THEREFORE, BE IT RESOLVED by the C~ty Council of the C~ty of Lynwood as follows Section 1 That the ~ntersecbon of Sanborn Avenue and P~ne Street be designated as a multi-way stop ~ntersecbon Secbon 2 That the City Traffic Engineer ~s authorized to erect the necessary s~gns for sa~d mtersecbon Section 3 This resolubon shall take effect immediately upon its adopbon PASSED, APPROVED and ADOPTED th~s ,2005 day of Lebc~a Vasquez, Mayor City of Lynwood ATTEST Andrea L Hooper, City Clerk C~ty of Lynwood APPROVED AS TO FORM C~ty Attorney City of Lynwood APPROVED AS TO CONTENT N Ennque Mad~nez Interim C~ty Manager Paul Nguyen, Interim D~rector Enwronmental Services WJIham C Pagget, P E Interim C~ty Engineer STATE OF CALIFORNIA ) )§ COUNTY OF LOS ANGELES I, the undersigned, City Clerk of the C~ty of Lynwood, do hereby certify that the above and foregoing resolution and duly adopted by the C~ty Councd of sa~d C~ty at a regular meeting thereof held ~n the C~ty Hall of the C~ty on the __ day of ,2005, and passed by the following vote AYES NOES ABSENT C~ty Clerk, C~ty of Lynwood STATE OF CALIFORNIA ) )§ COUNTY OF LOS ANGELES ) I, the undersigned, C~ty Clerk of the C~ty of Lynwood, and Clerk of the C~ty Council of sa~d C~ty, do hereby certify that the above and foregoing ~s a full, true and correct copy of Resolution No on file ~n my office and that sa~d resolution was adopted on the date and by the vote there~n stated Dated th~s day of ., 2005 C~ty Clerk, C~ty of Lynwood AGENDA STAFF REPORT DATE TO APPROVED BY PREPARED BY December 20, 2005 The Honorable Mayor and Member~c)o.~q.,c]C~ty Council N Ennque Martlnez, C~ty Manager//,~-,///,- Paul Nguyen, Intenm Director Enwronmental Services M~guel Alvarez, C~wl Eng~neenng Associate SUBJECT MULTI-WAY STOP AT AGNES AVENUE AND ERNESTINE AVENUE Recommendation: Staff recommends that the C~ty Council adopt the attached resolubon enbfled "A RESQLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD APPROVING THE DESIGNATION OF THE INTERSECTIQN OF AGNES AVENUE AND ERNESTINE AVENUE AS A MULTI-WAY STOP INTERSECTION" Background: Staff has received requests from local residents to ~nstall a mulb-way stop s~gn at the ~ntersecbon at Agnes Avenue and Ernesbne Avenue w~th the objecbve to ~mprove the traffic safety around Rosa Parks Elementary School At the present bme, th~s ~ntersecbon has a marked crosswalk and ~s controlled w~th an ex~sbng stop sign on Ernesbne Avenue for the southbound traffic The following factual data pertains to the ~ntersecbon of Agnes Avenue and Ernesbne Avenue Accidents None were reported ~n last twelve (12) months Roadway w~dths Agnes Avenue Ernesbne Avenue 35 feet 30 feet V~s~bd~ty Agnes Avenue W/B good EIB good Ernesbne Avenue S/B good Unusual Cond~bons None Cou05095StopS~gnAgnes&Ernest~ne AGENDA ITEM Type of Intersecbon Three-way ~ntersecbon and ~mmed~ately located in front of Rosa Parks Elementary School Campus Type of Street Speed L~mlt Agnes Avenue Ernesbne Avenue Agnes Avenue Ernestlne Avenue Local Street Local Street 25 mph pnma fac~e 25 mph pnma fac~e Discussion and Analysis: Staff has rewewed pertinent data relabve to th~s mtersecbon Because of the extsttng marked crosswalk on Agnes Avenue, the ~mmedlate proximity to the school campus, the high volume of vehicles and pedestrians during the peak-hours, and the overwhelming pubhc concern, staff beheves that the Installabon of a mulb-way stop s~gn at sa~d ~ntersecbon Is jusbflable Th~s wdl more effecbvely assign right-of-way and ~mprove traffic safety Th~s determ~nabon to ~nstall the multi-way stop s~gn ~s ~n hne w~th the Traffm Engmeenng Pracbces for Smaller Mun~c~pahbes due to the unusual cond~hon of the ~ntersect~on being ~n front the school On December 1, 2005, the Traffic and Parking Commission rewewed the relevant ~nformabon and concurred w~th staff's recommendabon to designate sa~d ~ntersecbon as a mulb-way stop ~ntersecbon Fiscal Impact: The installation cost of stop signs is estimated at $300 This cost ~s budgeted in the Street Maintenance D~ws~on budget Coordinated W~th C~ty Attorney's off~ce and F~nance Department Cou05095StopSig nAgnes&Ernest~ne RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD APPROVING THE DESIGNATION OF THE INTERSECTION OF AGNES AVENUE AND ERNESTINE AVENUE AS A MULTI-WAY STOP INTERSECTION WHEREAS, staff has received requests from local residents to designate the ~ntersechon of Agnes Avenue and Ernesbne Avenue as a multi-way stop ~ntersecbon, and WHEREAS, staff rewewed the relevant ~nformabon and found that sa~d designation was jushflable for special cond~bons, and WHEREAS, the Traffic and Parking Commission rewewed the relevant information and concurred with staff's recommendation to designate said ~ntersecbon as a mulb-way ~ntersecbon NOW, THEREFORE, BE IT RESOLVED by the C~ty Councd of the City of Lynwood as follows Secbon 1 That the mtersecbon of Agnes Avenue and Ernestlne Avenue be designated as a mulb-way stop Intersecbon Sechon 2 That the C~ty Traffic Engineer ~s authonzed to erect the necessary signs for sa~d mtersecbon adoption Secbon 3 Th~s resolubon shall take effect ~mmed~ately upon ~ts PASSED, APPROVED and ADOPTED th~s ,2OO5 day of Lebc~a Vasquez, Mayor City of Lynwood ATTEST Andrea L Hooper, C~ty C~erk City of Lynwood APPROVED AS TO FORM C~ty Attorney City of Lynwood APPROVED AS TO CONTENT N Ennque Mart~nez Interim City Manager Paul Nguyen, Interim D~rector of Enwronmental Services William C Pagget, P E Interim City Engineer STATE OF CALIFORNIA ) )§ COUNTY OF LOS ANGELES I, the undersigned, C~ty Clerk of the City of Lynwood, do hereby certify that the above and foregoing resolution and duly adopted by the City Council of sa~d C~ty at a regular meeting thereof held in the City Hall of the City on the __ day of ,2005, and passed by the following vote AYES NOES ABSENT City Clerk, City of Lynwood STATE OF CALIFORNIA ) )§ COUNTY OF LOS ANGELES ) I, the undersigned, C~ty Clerk of the C~ty of Lynwood, and Clerk of the C~ty Councd of said City, do hereby certify that the above and foregoing is a full, true and correct copy of Resolution No on file ~n my off~ce and that said resolution was adopted on the date and by the vote there~n stated Dated th~s day of ,2005 C~ty Clerk, C~ty of Lynwood AGENDA STAFF REPORT DATE TO APPROVED BY PREPARED BY SUBJECT December 20, 2005 The Honorable Mayor and Members of th,~ C.~j~y..~ouncd N Ennque Mart~nez, Execubve D~rector///c///- Paul Nguyen, Interim Director of Enwronmental Services (~t./ Josef Kekula, Interim Pubhc Works/Eng~neenng Manager~ Landscaped Median Islands on Santa Fe Avenue Project Approval and Funds Re-appropnabon Recommendation: Staff recommends that the C~ty Councd adopt the attached resolubon enbtled '% RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD APPROVING THE CONSTRUCTION OF LANDSCAPED MEDIAN ISLANDS ON SANTA FE AVENUE BETWEEN '110TM STREET AND LOS FLQRES BOULEVARD AND AUTHORIZING THE NECESSARY FUNDS SWAP FOR THIS PROJECT" Background: The landscaped median ~slands on Santa Fe Avenue between Mart~n Luther K~ng Boulevard and 110th Street were constructed ~n the 1990's These ~slands served the purpose of channehz~ng traffic on th~s street whde ~mprowng the aesthebcs of th~s area of the C~ty where ~ndustnal businesses abut res~denbal homes The C~ty has received requests to complete the construction of landscaped median ~slands on Santa Fe Avenue between 110th Street and Los Flores Boulevard The project cost has been esbmated at $92,000 Discussion & Analysis: Staff has ~denbfled $90,777 of AB 2928 (Propos~bon 42) Transportahon funds that can be used for street ~mprovements required as part of the c~ty street maintenance efforts However, because AB 2928 funds are restricted and may only be used for street maintenance purposes, the construcbon of median ~slands on Santa Fe Avenue ~s not an ehg~ble use of th~s funding source However, th~s work would be ehg~ble as part of the street ~mprovement project, Project 5-5299, ~ncluded ~n the CIP Program for FY 2005-06 and funded wi[h LUA bond proceeds Staff recommends that the re-appropnabon of funds bet~ veen A~:~A' and LUA bond proceeds take place Th~s w~ll enable the landscaped median ~slands to be constructed w~th LUA funds The project design ~s projected to start ~n March and completed by June of 2006 The construcbon of the project ~s projected to start ~n September of 2006 Fiscal Impact: By re-appropriating $92,000 of LUA funds from the Street Improvement Project to the Landscaped Median Islands Project, and by appropnabng $90,777 of AB 2928 to the Street Improvement Project, ~ts budget will be reduced by $1,223 Coordinated W~th F~nance Department, City Clerk's Off~ce, C~ty Attorney's off~ce, and C~ty Manager's off~ce RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD APPROVING THE CONSTRUCTION OF LANDSCAPED MEDIAN ISLANDS ON SANTA FE AVENUE BETWEEN 110TM STREET AND LOS FLORES BOULEVARD AND AUTHORIZING NECESSARY FUNDS SWAP FOR THIS PROJECT WHEREAS, the C~ty Councd desires to construct landscape median ~slands on Santa Fe Avenue between 110th Street and Los Flores Boulevard, and WHEREAS, Staff has ~dent~fled $90,777 of AB 2928 funds that can be used for street ~mprovements required as part of the C~ty street maintenance efforts, and WHEREAS, the Street Improvement Project, Project No 5-5299, funded w~th LUA funds ~s ehg~ble for sa~d funds, and WHEREAS, by swapping LUA funds for AB 2928 funds from the Street Improvement Project, LUA funds wdl be avadable for the Landscaped Median Islands on Santa Fe Avenue project, and WHEREAS, the project cost estimate ~s $92,000, and NOW, THEREFORE, the C~ty Councd of the C~ty of Lynwood does hereby find, proclaim, order and resolve as follows Section 1 That the C~ty Council approves the Santa Fe Avenue Landscape Median Island Project Section 2 That the City Council approve the re-designation of $92,000 of LUA funds from ;~he Street Improvement Project, Project No 5-5299, to the Landscaped Median Islands on Santa Fe Avenue Project Section 3. That the City Councd approve the appropr~abon of $90,777 of AB 2928 to the Street Improvement Project, Project No 5-5299 Section 4 Th~s resolubon shall take effect ~mmed~ately upon ~ts adoption PASSED, APPROVED and ADOPTED th~s 20th day of December, 2005 Lebcla Vasquez, Mayor C~ty of Lynwood ATTEST Andrea L Hooper, C~ty Clerk C~ty of Lynwood APPROVED AS TO FORM C~ty Attorney ,C~ty of Lynwood N Ennque Mart~nez C~ty Manager APPROVED AS TO CONTENT Paul Nguyen Interim D~rector of Environmental Services STATE OF CALIFORNIA ) ) SS COUNTY OF LOS ANGELES ) I, the undersigned, Secretary of the Lynwood Ubhty Authonty, do hereby cerbfy that the above and foregoing resolution was duly adopted by the Lynwood Utd~ty Authonty of the C~ty of Lynwood at a regular meeting held ~n the City Hall of said City on the day of AYES: NOES: ABSTAIN: ABSENT: STATE OF CALIFORNIA ) ) SS COUNTY OF LOS ANGELES ) ,2005, and passed by the following vote C~ty Clerk, C~ty of Lynwood I, the undersigned Secretary of the Lynwood Ubl~ty Authonty, and Clerk of the C~ty Council of sa~d C~ty, do hereby certify that the above and foregoing ~s a full, true and correct copy of Resolution No. on file ~n my office and that sa~d resolubon was adopted on the date and by the vote there~n stated Dated thts day of ., 2005 C~ty Clerk, C~ty of Lynwood AGENDA STAFF REPORT DATE TO APPROVED BY PREPARED BY SUBJECT December 20, 2005 Honorable Mayor & C~ty Council Me~3)b,,~,s,~ N Ennque Mart~nez, Ci~f~vlanager//,,,c'y/~ J,m G,ven, D,rector of R~c'~~mun,ty Serv,ces STATUS UPDATE TA(SK fORCE FOR IMPROVING THE QUALITY OF LIFE IN L N'~OOD Recommendation: Staff recommends that the C~ty Councd receive and file th~s ~nformabon ~tem Background: In July 2005, a gang task force was formed Th~s ~s a joint effort between the C~ty of Lynwood and the Lynwood Un~fled School D~stnct The purpose of the task force ~s to create community support and participation ~n cnme prevention The membership ~ncludes representation from clergy, PTA, Neighborhood Watch, c~bzens, law enforcement, and regional elected officials offices (U S Congress, the State Assembly, and State Senate ) Discussion & Analysis: At the October 5th meebng, the Task Force by consensus changed ~ts name to the Task Force for Improwng the Quality of L~fe in Lynwood The name change ~s reflecbve of the ~dea that the task force ~s doing more than just looking at the eradication of gangs, but more interested ~n ~ssues to ~mprove the quahty of hfe ~n Lynwood by educabng parents, c~bzens, teachers and students The Task Force by consensus dec~ded to narrow the scope of ~ts focus to three (3) areas of attenbon 1) Parent Educabon 2) After-school Programs/In-School Learning and 3) Neighborhood Watch Expansion/Recruitment The Task Force meets every other Wednesday at 4 30 p m ~ns~de Bateman Hall Several meebngs of the Task Force were held between the months of June through September 2005 As a result of those meet,ngs, the Task Force has dec~ded to host commumty ~nformabon forums at each school s~te w~th~n the Lynwood Un~fied School D~stnct The forums are conducted on an ongoing bas~s The Task Force hosted Two (2) community forums ~n 2005 Currently a calendar of the scheduled forums for the 2006 calendar year ~s being planned Fiscal Impact: Commumty Forums B~-weekly Task Force Meebngs Total $2,600 $1,050 $3,65O (Funding ~s avadable w~th~n the 2005/2006 Recreabon & Community Services Department ) adopted fiscal budget for the AGENDA ITeM Coordinated With: C~ty Manager's Office C~ty Attorney F~nance Department Task Force Members Attachments Meebng Dates for the Task Force Recreatn/memos to CM/Task Force update 2 November 30, 2005 December 14, 2005 December 28, 2005 January 11, 2006 January 25, 2006 February 8, 2006 February 22, 2006 March 8, 2006 March 22,2006 April 5, 2006 April 19, 2006 May 3, 2006 May 17, 2006 May 31, 2006 June 14, 2006 June 28, 2006 July 26, 2006 August 9, 2006 August 23,2006 September 6, 2006 September 20, 2006 (CANCELED) 'CANCELED)_ Task Fome Meeting Schedule 05/06 Bateman Hall ~ 4:30 p.m October 4, 2006 October 18, 2006 November 15, 2006 November 29, 2006 December 13, 2006 December 27, 2006 AGENDA STAFF REPORT DATE: TO: APPROVED BY: PREPARED BY: SUBJECT: December 20, 2005 Honorable Mayor & C,ty Counc,I Me~b..~.~,._ -- c~ U Enr,que Martlnez, C,ty Manager///Z./~-////- Mananna A Marysheva, Assistant C~ty Manager- Fman Christy Valencia, Deputy D~rector of Finance Peter Han, Informahon Systems Manager Status Report on Addressing the Pnor Years' Audit F~ndmgs Recommendation: 1) Staff respectfully recommends that the Mayor and members of the Lynwood C~ty Councd review and file the status report on addressing the prior years' audit findings 2) Staff further recommends that the C~ty Councd adopt the attached resolutions enbtled a) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD AUTHORIZING STAFF TO SEND OUT A REQUEST FOR PROPOSALS FOR A FINANCIAL MANAGEMENT SYSTEM / ENTERPRISE RESOURCE PLANNING SOLUTION b) A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD DESIGNATING BY TITLE AND NAME THOSE OFFICIALS WHO ARE AUTHORIZED TO SIGN INSTRUMENTS OF PAYMENT Background: In October 2005, staff reported to the C~ty Council the correcbve acbon plans implemented by departments m response to the audit findings issued by the City's independent auditor, Moss, Levy & Hartzhe~m, during the audit of F~scal Years (FY) 2002-2003 and 2003-2004 The audit firm issued forty-five reportable conditions relating to the audit of the financial statements and internal controls in FY 2002-2003, and thirty reportable conditions in FY 2003-2004 As of today, five outstanding audit findings remain un-addressed These include a) Having only one endorsement signature on the City's (as well as Lynwood Redevelopment Agency's and Lynwood Information Inc 's) checks, instead of the two s~gnatures required by the auditors b) No separabon between the rece~wng department and the purchasing department c) Lack of written rece~wng reports on all ~tems received by the departments d) Deb~t memos not prepared for the returned goods e) Access to the Lynwood Redevelopment Agency financial cashiers reI°rds A~:~t~.s['I~M/~ Status of Addressing Audit F~nd~ngs Page 2 Discussion & Analysis: The outstanding audit findings hsted above can be grouped into four d~stmct categones, related to 1) The ~mplementabon of a new Financial System 2) The development of an Internal Audit/Control Team 3) The development of a centrahzed Purchasing Function 4) The change ~n the C~ty Council Pohcy concermng the authonzabon of checks ~ssued by the C~ty and ~ts component umts Please refer to Attachment A-1 for the summary of all findings grouped by the recommendation area, and Attachment A-2 for a comprehensive hst~ng of al findings w~th the status F~nanc~al System Implementahon The ~mplementabon of a new F~nanc~al System wdl not only address ex~st~ng audit findings but wdl also avoid the occurrence of future findings Staff ~s currently researching F~nanc~al Management Packages or Enterprise Resource Planning Apphcabons that would enhance internal controls, ~n addition to ~mprowng the effecbveness and efficiency of the budget and financial transactions A Request for Proposals (RFP) for a F~nanc~al Management System / Enterprise Resource Planning Solubon has been developed to procure, ~mplement and m~grate the ex~sbng financial data to a modern financial management system Once approved by the C~ty Councd, the RFP wdl be maded to the following vendors, and any other company that may request a copy SAP America Inc., Irv~ne Regional Office 18101 Von Karman Ave, Suite 900 Irv~ne, CA 92612 AMS State & Local Solutions 4050 Legato Road Falrfax, VA 22033 PeopleSoft 4460 Hacienda Drive Pleasanton, Cahforma 94588-8618 J.D. Edwards One Technology Way Denver, CO 80237 Lawson Software 380 St Peter Street St Paul, MN 55102 MUNIS, Inc. 370 US Route 1 Falmouth, ME 04105 Eden Systems, Inc. 507 industry Drive Seattle, WA 98188 HTE, Inc 1000 Bus~ness Center Drive Lake Mary, FL 32746 SunGard Bi-Tech Inc 890 Fortress Street Ch~co, CA 95973 Incode/Tyler 5808 4th Street Lubbock, TX 79416 Status of Addressing Audit Findings Page 3 SUNGARD Pentamabon Inc. 225 Marketplace Bethlehem, PA 18018 Springbrook Software 808 McGhnchey Dr L~vermore, CA 94450 An RFP nobce wdl also be pubhshed ~n the "Lynwood Press" newspaper and be posted on the C~ty's webs~te A copy of the RFP ~s ~ncluded as Attachment B A committee of staff members, from various departments, wdl evaluate the proposals based on the vendor's experience, quahflcat~ons, cost effecbveness and methodology ~n ~mplemenbng and m~grat~ng to the new system The following ~s the timeline to ~ssue the RFP and select the new Financ~al Management System / Enterprise Resource Planning Software Item Councd Approval to ~ssue RFP RFP Pubhshed (webs~te)/sent out RFP Pubhshed (newspaper) Proposals Due Interviews with Finalist(s) Proposals Evaluated by Staff, vendor setectlon made C~ty Manager's Recommendabons to C~ty Councd and City Council approval of contract Contract execution / work starts Date Dec20,2005 Dec 22,2005 Dec 29,2005 Jan 26,2006 Feb 2-6,2006 Feb 7,2006 Feb 21, 2006 Feb 27, 2006 Development of Internal Audit / Control and Centralized Purchas~n,q The Department of F~nance and Adm~mstrabon has retained a consultant to develop recommendations on the establishment of the Internal Audit/Control Team and a centralized Purchasing Function The creation of these two functions wdi focus on the strengthening of internal financial controls and comphance with generally accepted pracbces and recommendations from the Government F~nance Officers Assoc~ahon (GFOA) The consultant's recommendabons will be presented to the C~ty Council during the FY 2005-06 Mid-Year budget review process Two S~,qnatures on Checks One of the GFOA Recommended Pracbces ~s to require two s~gnatures on checks over a specified amount It ~s also recommended that s~gnature cards be updated routinely and/or upon staffing changes Moreover, an ~nformal survey of other c~tles (Lakewood, Norwalk, Downey, Carson, Cerntos, Paramount and Bellflower) has revealed that ~n all cases, at least two s~gnatures are required for all checks Staff concurs with the auditor's recommendabon that two signatures be placed on every, check ~ssued by the C~ty or ~ts component umts A resolution has been drafted, for the C~ty Councd's review and approval, to change the C~ty Councd pohcy to require two signatures on all checks (including the City's, Lynwood Redevelopment Agency's and Lynwood Informabon Inc 's) It ~s recommended that all checks require s~gnatures from any two of the following designated part~es Mayor, City Treasurer, City Manager, Assistant C~ty Treasurer, or Assistant C~ty Manager-F~nance Status of Addressing Audit F~nd~ngs Page 4 Fiscal Impact: There ~s no ~mmed~ate financial ~mpact from the acbons recommended ~n th~s report However, there w~ll be a need for a substanbal financial investment into the new financial system, the ~nternal audit team and centrahzed purchasing umt The exact costs are not yet avadable, and wdl be presented to the C~ty Councd later on, when decisions on these investments are sought On the other hand, ~t ~s ~mportant to point out that the C~ty's financial and legal exposure due to the unaddressed audit findings ~s great and must be addressed Attachments A-1 - L~st~ng of the Prior Years' Audit F~ndmgs, Grouped by the Recommendabon Area A-2 - L~sbng of the Prior Years' Audit F~nd~ngs, w~th the Status B - Request For Proposals For A F~nanc~al Management System / Enterprise Resource Planmng Solution RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD AUTHORIZING STAFF TO SEND OUT A REQUEST FOR PROPOSALS FOR A FINANCIAL MANAGEMENT SYSTEM / ENTERPRISE RESOURCE PLANNING SOLUTION WHEREAS, the C~ty of Lynwood's current Financial Management System was custom programmed approximately fifteen years ago ~n a programming language that ~s no longer used, and WHEREAS, the current system has many hm~tabons, especially w~th regards to ~ts ~nternal controls and aud~bng capabd~bes, and WHEREAS, the past two audits of the C~ty and ~ts component un,ts have resulted ~n un-addressed findings due to an unrehable financial system currently m place, and WHEREAS, to address audit findings and enhance ~nternal controls, a new, effecbve F~nanc~al Management / Enterpnse Resource Planmng System must be put ~n place, NOW, THEREFORE, the C~ty Council of the C~ty of Lynwood does hereby find, order, and resolve as follows Section 1 That staff be authonzed and directed to send out a Request for Proposals for a F~nanc~al Management System / Enterpnse Resource Planmng solubon Section 2 Th~s resolubon shall become effecbve ~mmed~ately upon ~ts adoption PASSED, APPROVED and ADOPTED th~s day of ,2005 ATTEST Lebc~a Vasquez, Mayor Qty of Lynwood Andrea L Hooper, C~ty Clerk APPROVED AS TO FORM N Ennque Mart~nez, City Manager APPROVED AS TO CONTENT J Arnoldo Beltran Mananna A Marysheva City Attorney Assistant Qty Manager - Finance RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LYNWOOD DESIGNATING BY TITLE AND NAME THOSE OFFICIALS WHO ARE AUTHORIZED TO SIGN INSTRUMENTS OF PAYMENT WHEREAS, subsection 2-23 1 of Secbon 2-23 of Chapter 2 of the Lynwood Mumc~pal Code authorizes the C~ty Councd to designate, by resolution, officers of the C~ty to s~gn ~nstruments of payment of the C~ty and to execute ~nstruments of payment w~th a facs~mde s~gnature ~n heu of a manual s~gnature, and NOW, THEREFORE, the C~ty Councd of the C~ty of Lynwood does hereby find, determine, and resolve as follows Section 1. All ~nstruments of payment of the C~ty and ~ts component umts must have two s~gnatures, w~th at least one of the s~gnatures being handwntten (manual) Section 2. Any two of the following officers of the C~ty are designated by btle to s~gn ~nstruments of payment w~th a handwritten (manual) s~gnature or a facs~mde s~gnature 1 Mayor 2 C~ty Treasurer 3 C~ty Manager 4 Assistant C~tyTreasurer 5 Assistant C~ty Manager- F~nance Section 3 That the City Treasurer is directed to provide certified copies of this resolution to all financial insbtubons used as depositories for City funds, and to process further documentabon, including, but not hmlted to, providing signature exemplars of the officers specified m Sechon 2 above, required by those financial msbtubons for the purpose of implementing this resolution Section 4. That th~s resolubon shall take effect ~mmed~ately upon ~ts adopbon PASSED, APPROVED and ADOPTED th~s day of ,2005 ATTEST Lebc~a Vasquez, Mayor C~ty of Lynwood Andrea L Hooper, C~ty Clerk N Ennque Marbnez, C~ty Manager APPROVED AS TO FORM APPROVED AS TO CONTENT J Arnoldo Beltran Mananna A Marysheva C~ty Attorney Assistant C~ty Manager - F~nance Attachment A-1 Listing of the Prior Years' Audit F~ndings, Grouped by the Recommendation Area Z ~w 0 0 ~c ..{5 2I= _ °~,§ c~ 0 c ,mm> o o Attachment A-2 Listing of the Prior Years' Audit Findings, with the Status 0 0 0 ~E® oZ ~ × ~ o ,~ E ~ ~ 0 ~E ~ (..~ cn Attachment B Request For Proposals For A Financial Management System / Enterprise Resource Planning Solution City of Lynwood Request For Proposals For A Financial Management System / Enterprise Resource Planning Solution Date of Issue: Pre-Selection Conference: Date Proposals Due: Date of Contract Approval: Contract Execution / Work Begins December 22, 2005 January 9, 2006 January 26, 2006 February 21, 2006 February 27, 2006 Table of Contents INTRODUCTION ................................... 4 PREPARATION AN D SUBMISSION OF PROPOSALS ........................ 5 SUBMISSION OF PROPOSAL ........................................... 5 PROPOSAL REVIEW AND SCHEDULE .................................... 5 VENDOR INQUIRIES ......................................... 5 COST OF PREPARATION OF PROPOSAL ............................... 6 NOTIFICATION OF WITHDRS, WAL OF PROPOSAL ...................... 6 CONTRACTUAL OBLIGATIONS .................................... 6 RIGHTS TO PERTINENT MATERIALS ................................. 7 RIGHT OF CITY OF LYNWOOD TO REJECT PROPOSALS ..................... 7 EVALUATIONS .................................................. 7 EXCEPTIONS TO THE RFP .................................................. 7 INTERPRETATIONS AND ADDENDA ............................... 8 ORAL PRESENTATION ............................... 8 DEMONSTRATION .......................................... 8 PROPOSAL RESPONSE FORMAT .................... CONFIDENTIALITY OF DOCUMENTS ............... DISCRIMINATION AND AFFIRMATIVE ACTION ......................... 9 ANY REASONABLE SOLUTION ......................................... 9 TECHNOLOGY REQI01REMENTS ................................... 10 OPERATING SYSTEM ............................................. 10 THE DATABASE ENGINE ......................................... 10 PROGRAMMING LANGUAGE REQUIREMENTS .................................. 10 END-USER ACCESS TOOLS ............................... 10 GENERAL INSTRUCTIONS ........................................ 11 Request For Proposals for F~nanc~al Management System / ERP- Page 2 GENERAL APPLICATION FEATURES ....................................... 11 I~SER 1NTERFA CE 11 REPORTI~rG 12 GEYERAL WEB FEATURES 13 TECfINOLOG Y 14 SPECIFIC APPLICATION FEATURES ........................... 14 GEYERAL LEDGER 14 BUDGETIYG 18 P ROd~C I'A CCOUN I lNG 20 PURCHASING 22 CONTtL4 CT ~¢IANA GE I/lENT 24 BID & QUOTE MA3,'AGE~iE~X~T 25 1~ VENTORY COS'TROL 27 A CCOU3,'TS PA YABLE 32 FIXED ASSETS 36 ACCOUNTS RECEIVABLE 37 CA~H1ERI:~'G 41 UTIL1TYBILLIYG 43 SPECIAL ASSESSMENTS 50 A PPLICA YT TtL4 CKiS'G 52 HUMAN RESOURCES 53 PA YROLL 56 POSITION BUDGETING / CONTROL 64 PARCEL MANAGER 65 PER,~IT$ & INSPECTIONS 66 CITIZEN Rb~QUEST 70 CODE £NP ORCb~Mb. NI 72 LICENglYG 73 PRODUCT SUPPORT ............................... 75 Appendix A (Network Infrastructure) 77 Appendix B (Software rand Hardware L~st) 78 Appendix C (C~ty Orgamzanonal Chart) 79 Request For Proposals for F~nanclal Management System / ERP- Page 3 Introduction The City of Lynwood invites your company to submit a written proposal to ~mplement a comprehensive, fully integrated financial system with the following components · General Ledger · Budgeting · Project Accounting · Purchasing · Contract Management · Bid and Quote Management · Inventory Control · Accounts Payable · Fixed Assets · Accounts Receivable · Cashiering · Utlhty Billing · Special Assessments · Apphcant Tracking · Human Resources · Payroll · Position Budgeting/Control · Parcel Manager · Permits & Inspections · C~tlzen Request · Code Enforcement · Licensing · Integrated Report Writer, Tools It is the City's preference that one company provide a comprehensive, allqnclus~ve proposal covering all of the above system components However, proposals for specific components will also be considered, and several separate contracts may be issued ff deemed beneficial by the City All proposals should clearly demonstrate how the specific requirements of the City of Lynwood will be addressed The general rules for preparing the proposals are discussed in the following section This written Request For Proposal (RFP) states the scope of the City of Lynwood's requirements and specifies the general rules for preparing the proposal The City of Lynwood's hardware and software configuration is defined herein (Appendix A, B), if addmonal hardware, system software, and/or third party software ts required to run your application software as proposed, your response must separately identify both the product and the added cost per system or per user A Pre-Select~on Conference will be held on the 9th of January, 2006 at 10am in the City Hall conference room It will be a session to answer any questions you may have regarding the RFP Please RSVP with Peter Man to come in orjoln in on a conference call Request For Proposals for F~nanclal Management System / ERP - Page 4 Preparation and Submission of Proposals The submitted proposal must follow the rules and the format estabhshed w~thm this RFP Adherence to these rules will ensure a fair and objective analysis of all proposals All responses must be on this form or its copy Additional pages may be attached as necessary Failure to comply with any portion of this request may result in rejection of a proposal Submission of Proposals Please prepare and submit an original plus (5) copies of the proposal Completed proposals should be sealed and clearly marked "RFP for Fmancml Management System / Enterprise Resource Planning Software" and be submitted no later than January 26, 2006 by 5pm to City of Lynwood C~ty Clerks Office 11330 Bulhs Road Lynwood, Cahforma 90262 Proposals received after the above date and time will be considered late and will not be accepted Any late proposals will be returned unopened to the vendor Responses will be evaluated objectively based on the vendor's responses to the RFP Proposal Review and Award Schedule RFP published and distributed Webslte / hard copies - Newspapers 2 Pre-selection Conference 3 Deadllneto submit proposals 4 Fmahst lnterwews 5 Proposals evaluated by staff; vendor selection 6 City Manager submits recommendations, Council approval of contract 7 Contract executed/work begins Dec 22,2005 Dec 29,2005 Jan 09,2006 Jan 26, 2006 Feb 2-6,2006 Feb 07,2006 Feb 21,2006 Feb 27,2006 Vendor Inquiries The Finance and Administration Department of the City of Lynwood has prepared this RFP and has designated Peter Han, Information Systems Manager to oversee the project Please direct quesnons or comments concerning either the administrative or techmcal requirements of this RFP to Mr Ham as follows Request For Proposals for Financial Management System / ERP - Page 5 Peter Han, Information Systems Manager City of Lynwood 11330 Bulhs Road Lynwood, CA 90262 Phone (310) 603-0220 x294 Fax (310) 886-0428 phan~lynwood ca us To ensure a timely response, ~t ~s preferred that questions be cmallcd to the ProJect Manager Cost of Preparation of Proposal Thc C~ty of Lynwood will not pay costs incurred in the proposal preparation including the costs for pnntmg, demonstration, negotiation process, etc All costs for the preparation of the proposal sha~l be borne by the proposing vendor Notification of Withdrawal of Proposal Proposals may be modified or withdrawn by an authorized representative of the vendor through a formal written notice prior to the final due date and time specified for proposal subm~ssion Submitted proposals will become the property of thc C~ty of Lynwood after the proposal submission deadline Contractual Obligations The successful vendor will be required to enter into a written agreement with the City of Lynwood in which the vendor will undertake certain obhgatlons These obligations include, but arc not limited to, the following lndemmficatton and Insurance - Thc successful vendor shall indemnify and hold the City of Lynwood and its officers, agents, employees and assigns, harmless from any liability imposed for injury whether arising before or after completion of work hereunder, or in any manner directly or indirectly caused, occasioned or contrthutcd to, or claimed to be caused, occasioned or contributed to, in whole or in part, by reason of any act or omission, including smct habihty or negligence of vendor, or of anyone acting under vendor's direction or control or on its behalf, in connection with or incident to, or arising out of the perfoimance of this contract The successful vendor shall maintain and shall rcqmrc all of its subcontractors to maintain general aggregate insurance with limits of not less than $1,000,000 per accident Co,tv - All costs am to be stated in exact amounts All costs must be detailed specifically in the vendor cost summary section of the proposal, no additional charges (e g for sales tax, transportation, container packing, installation, training, out-of-pocket expenses, crc ) wdl he allowed unless so specffied in the proposal Select,on - The vendor selection will be made by the selection Committee, and is subject to approval by thc City Manager and thc C~ty Council Request For Proposals for Financial Management System / ERP - Page 6 Rights to Pertinent Materials All responses, mqumcs, and correspondence relating to this RFP and all reports, chaffs, displays, schedules, exhibits, and other documentation produced by the vendor that are submitted as part of the proposal shall, upon receipt, become the property of the City of Lynwood In ad&tton, this proposal may only be reproduced by the vendor for purposes of bid preparation It may not be copied, sold, or otherwise distributed to any individual, city, or business, unless prior written permission is obtaincd from the City of Lynwood Right of City of Lynwoo, d to Reject Proposals The City of Lynwood reserves the right to reject any and all proposals or any part of any proposals, to waive minor defects or tcchmcalmes, or to solicit new proposals on the same project or on a modified project which may include portions of the originally proposed project as thc City of Lynwood may dccm necessary In its best interest Evaluations The Selection Committee will base its evaluation of the proposals on the criteria that ~nclude, but are not limited to, the following Adherence to thc specified format, Completeness of the proposal, Acceptable, verifiable references, Level of service and support, Experience and technical expertise of staff, Design, capability, functionahty of system and application software, Current availability and ability to demonstrate desired appbcat~ons, Level of integration between apphca~ions, Ease of integration with existing systems and processes, Overall cost and cost justification, Feasibility of soft~vare implementation schedule and convemlon plans, Quality and availability of user training, Quahty and extent of documentation available Exceptions to the RFP Thc format of the RFP must be followed and all requested information must be submitted as indicated, ho~vever, the City of Lynwood is receptive to any additional suggestions pertaining to phasing and scheduling of application development, equipment installation and software implementation, additional related capabilities, and any alternative methods of obtaining any portion of the system rcqmrements Any exceptions to the RFP terms and cond~tions must be included in writing in the proposal Request For Proposals for Financial Management System / ERP - Page 7 Interpretations and Addenda No mterpretatmn made to any respondent as to the meaning of t'ae RFP shall be bmdmg on City of Lynwood unlcss repeated in writing and d~smbuted as an addendum by City of Lynwood Interpretations and/or clarification shall be requested in writing from Peter Han Oral Presentation Vendors may be required to make an omi prcscntatlon ofthmr proposal to thc City of Lynwood dunng the RFP evaluatmn period Such a presentation will prowde an opportunity for vendors to clarify their proposals to ensure thorough and mutual understanding Demonstration The City of Lynwood reserves the right to require a demonstration of the proposed software prior to the selection of a vendor The City of Lynwood and vendor wall schedule a mutually agreed upon date and location for thc demonstration Proposal Response Format In order to facd~tatc thc analysis of responses to this RFP, vcndors arc rcqulred to prepare their proposal in accordance wlch the mstmctmns outhncd tn this section Each vendor is reqmred to submit the proposal documents in response to the RFP for all parts in a scaled envelope Vendors whose proposals deviate from these instructions may be considered nonrcsponsivc and may be dlsquahfied at the discretion of the City of Lynwood Proposals should bc prepared as simply as possible and provldc a straightforward, concise description of thc vendor's capabd~tms to satisfy the rcqmrements of the RFP Expensive bindings, color displays, promotional material, etc, are not ncccssary or desired EMPHASIS SHOULD BE CONCENTRATED ON ACCURACY, COMPLETENESS, AND CLARITY OF CONTENT The proposal should be organized into the following major parts Executtve Summary-A brief and non-technical narrative not to exceed (5) pages, describing the proposed solution Understanding o/'Project Goal~ - Proposals should indicate the Proposer's understanding of the project goals and expectations Company Backgtound- Information regarding the vendor's stabd~ty, length of time in business, past history, future plans, company size, organization Proposed Project Team, Quail/cation& Experience, - Key quahficatlons, rcsumes, and experlcncc for your personnel Request For Proposals for Financial Management System / ERP - Page 8 Schedule - Description of implementation plan, approach to data conversion, tralmng, and proposed project schedule Chent Red~krences - Provide at least five references for prior clients with systems similar in nature, size or complexity to that described in this RFP The City of Lynwood is also interested in any statable professional references from within the industry who might vouch for your particular approach Information must contain contact, title, and software and hardware specifics Responae~ to Functional Requwement~ - Responses to the requirements listed in this RFP must be provided Notes of explanation or clarification must be included with specific reference to the item in question Hardware and Syatem Software Requ.'ement~ - Describe detailed specifications and options for platforms and hardware supported Cost Ouotat~om' - All costs must be ~tcmlzcd and included in th~s section The vendor's cost quotations must include all costs including but not limited to license fees, modifications, training, travel & per diem, installation, documcntanon, taxes, discounts, etc Confidentiality of Documents All responses to thc RFP submitted by vendors shall be deemed public documents at the time opened by the City of Lynwood The RFP is intended to be worded in a manner so as not to ellmt proprietary information as to the computer software Ifproprmtary information ~s submitted as part of the proposal, such information is to bc labeled proprietary and be accompanied with a request that the information is to be returned by thc City of Lynwood to thc subm~ttcr Any proposal that ts submitted with a blanket statement or limitation that would prohibit or hmlt such public inspection shall be considered non-responsive and shall be rejected Discrimination and Affirmative Action The City of Lynwood has an affirmative action program Any vendor will be rcqmred to include the following statement in any contract with City of Lynwood "Contractor shall not discriminate in the employment of persons engaged in thc performance of this Agreement on account of race, color, national origin, ancestry, rchgion, sec, marital status, physical handicap, or medical condmon, in vlolanon of any federal or state law Contractor shall comply with all requirements of the City of Lynwood pertaining to affirmative action with regard to employment whde th~s Agreement ~s in effect" Any Reasonable Solution Although this document requests stone specific technology and product function, vendors are encouraged to submit any product solution that con forms to its substance Any reasonable proposal will be entertained that does not depart from thc substance of this document in any major way Request For Proposals for Financial Management System / ERP - Page 9 Technology Requirements The required underlying tcchnology will place specific emphas~s on the operating cnvlronment, data storagc and retrieval, and the programming enmronment All components of thc underlying technology shall be combined w~th thc intent to form a powerful dcvclopmcnt and deployment platform ~n true 'leadlng edge' Them shall be no s~gmficant concentration of 3GL coding such as COBOL, C or other slmdar programming languages Operating System Thc City of Lynwood would prefer to implement Unix, or Windows Server as the opcrating system of choice for the proposed new system The solution chosen wall be required to show capability to provide Open Systems - Conform to established standards, can run on multiple vendor platforms (HP, Compaq Dell, etc ), can coexist across thc brcadth of cntcrpnse platforms, can be configured to accept a w~dc range of thu'd-party devices, Chent/Server - bmlt-m networking support as well as Microsoft DOS and Wlndows-bascd computers running standalone or in LANs, 32~64-Blt Technology All apphcatlons must be 32 or 64-blt to take advantage of that environment's speed and performance as well as new and more modern technology, The Database Engine The agency chooses to use a relational database such as Microsoft SQL Server or Oracle as the database Databases that have a dependence on older, 'flatfile' structures of any k~nd wlll not be considered Programming Language Requirements The programlmng language must be specifically designed to produce applications for a relational database engine There ~hall be no dependence on 3rd generatton languages such a~ COBOL or other similar languages. The programming language should provide support for a Microsoft Windows-based GUI and preference will be shown for solutions with a full-feanlred, obJect-oriented development environment supporting Windows 2000, and Windows XP A dependence on interim techniques or graphical 'look-ahkes' such as 'screen scraping', or otherwise GU1 'pretenders' will not be considered as an acceptable solution to satisfy this RFP End-user Access Tools The City of Lynwood requires end-user access tools, which allow thc extension of apphcatlons w~thout reqmrlng programmer assistance Report Writer - To prowde the creation of ad hoc reports using a familiar user interface to access relational database data Graphical Query Tool - A graphical reporting and query tool that allows access to the database using famdiar Microsoft Windows graphical user interface Request For Proposals for Financial Management System / ERP - Page 10 Open Database Connect~wty (ODBC) Comphant Tools - ODBC comphant tools that can be used to access the database including such products as Microsoft Access, Excel, and word processors (Word, ctc ) General Instructions Vendors must respond to ALL of the following detailed specifications by filling in a 'Y' in thc 'Availability' column to indicate the specific avallabdlty of the feature, or 'N' to indicate tts absence from the current release of the product being proposed If the feature can be supphed vla~ a modification, please indicate the cost of that modification in thc "Cost to Modify" column If them is insufficient information to supply a cost, or there are quahficatlons to any response, indicate so ~n the 'Comment' column Any notes should be contained in an addendum following this section and should each reference thc specific line number to which they refer W~thout exception, ttems with any response other than a "Y" or "N" will be consJdemd to be an General Application Features REQ # System Descrtption Avail- Cost to Comments ablh~y Modify I USER [NTERF~4CE User Interlace Utlhzcs Folder structure thmihar to Microsoft W~ndows I I Explorer User Interface Ability to include or exclude any or all module/forms from user 1 2 defined menu I 3 User Interface Apphcanon Supports mulnple user defined menu structures User Interface Apphcatlon supports modular and task wews In task view, user I 4 can define step by step procedures for all processes User Interface Abdlty to create short cut ~cons which hnk to any vendor or 1 5 third party apphcanon I 6 User interface User can define lnd~wdual system colors to display I 7 User Interface QBE allows user to run queries agmnst all fields throughout apphcat~on User interlace QBE supports multiple query operators 18 Wddcard, equal to, not equal to, greater than, less than, etc User Interface Apphcanon enables user to browse query to view and access I 9 records User Interface In addition to the many fields supplied, apphcanon supports I I User Dcfincd Fields User Interface Apphcanon supports routing of ~nformauon wa MAPI I 1 comphant cmad apphcanons Request For Proposals for Financial Management System / ERP - Page I1 REQ # System Description Avail- Cost to Comments abd~ty Modify User Intcrfacc All forms support the abd~ty to attach documents such as images, 3rd party apphcat~on documents, and mulmnedla These I attachments can restde on a local drlvc, or embedded In the database User Interface Apphcatlon supplies a notes lcaturc that allows user to type 1 unlmutcd alnounts of text, contmnmg unhm~ted font attributes IE, font type, size, color, bold, ~tahc, crc Uscr lntcrface Apphcat~on generates comprehensive reports, utd~zmg QBE I front end to select rcport criteria User Interface Apphcatton has prcdcfined reports based on general bcst I practices throughout the apphcatlo~l User Interface Application allows user to create ct~stom reports, and save them I in a template format for recurring uSeS User Interface Application supports exporting ol all reports to 3rd party I apphcatlons and multiple file formats User Interface Application offers mulnple levels of help in both menu and 1 I form areas These levcls range from rollover state, field level, to ~n-depth subjcct, keyword ~ndexed help User Interface All relatcd topics, forms and reports are grouped in modules I 1 avallablc on the mmn menu All modulcs contmn forms with tnformatmn grouped m related tabs Uscr Interface All functlonabty can be accessed via mouse or keyboard Text I 2 must be keyed in wa keyboard 2 REPOR TING Reporting Pnnt a hstlng of the base wages and federal tax amounts 2 deducted for employees Reporting Print a hstmg of thc base wages and state tax amounts deductcd 2 2: for employees Reporting Print a hstlng of thc base wages and local tax amounts deducted 2 3 for employccs Reporting Pnnt a bsnng of FICA base wages, deducnons, benefits, and 2 4 contributions for employees Reporting Print a listing of employees' wages, dcducnons, and benefits 2 subject to Mcd~care regulanons Rcporilng Print a hsnng of employees' wages, deductions, and benefits 2 subject to thc pension plan Reporting Pnnt a listing of employees' base wages, deductions, and 2; benefits to meet Workers' Compensation rcqmrements Reporting Print a hstlng of employees' base wages, deductions, and 2 benefits to meet unemployment rcpomng requirements Reporting Pnnt a report of benefits and deductmns for employees For 2 each plan, thc report lists employee totals and p/an totals for thc figures and time ranges you specify Request For Proposals for Financial Management System / ERP - Page 12 REQ # System Description Avail- Cost to Comments abd~ty Modify Reporting Print a 941 report of base wages and deductions for federal 21 taxes, FICA, and Medmare Reporting Pnnt a report of employees' gross wages and dcductmns for 2 1 mandatory ~tcnls such as workers' compensation and pension plans Rcpomng Pnnt a hst~ng of types of leave and the balances for employees 2 1 Opnonal pnnt leave habd~ty Reporting Print a report m a calendar format of employee leave taken to 2 I analyze when leave has been taken User-defined permd to generate report ~ Reporting Print a comprehensive report of employee h~story, opnonally including compensanon h~story, check h~story, leave plan 2 I h~story, bcncfiffdcductmn h~story, and earnings broken out by hour class, hour type, or dady activity Reporting Print employee ttmcsheets for a pay period that has not yet been 2 I opened 2 1 Repornng Print employee mmhng labels on label stock Rcpornng Pnnt a hsnng of the next scheduled wage tncreases for employees The hstmg tncludes each employee's current grade 2 1 step, monthly salary, and hourly rate, and thc values for the next increase Reporting Prowdc comphance wtth all state reporting needs as defined by 2 I the state Reporting Print aW2 forms and optional create a file to the IRS via 21 magnettc tape Repornng Print 1099R forms and optionally generate a file for 2 2 transmission to the IRS wa magnetic tape 3 GENERAL WEB FEATURES Web Features Allow employees and m,magcrs to rewew the following 3 2 Web Features o Pe~ sonal ~nformanon 3 3 Web Features o Dependents Web Features o Issued paychecks including dclad pay stub 34 information 3 5 Web Features o Emergency contacts 3 6 Web Features o Tax reformation 3 7 Web Features o Duect Dcpostts 3 8 Web Features o Benefits and deductions 3 91 Web Features o Leave usage and balance 3 I Web Features o Assets ~ssucd to employee 3 I Web Features o Performance tcwcws 3 1 Web Features o Actions taken Request For Proposals for Financial Management System / ERP - Page 13 REQ # System Description Avail- Cost to Comments ability Modify 3 I Web Features o Job h~stm~ 3 I Web Features o Educanon 3 I Web Features o Training 3 Web Features o L~ccnses obtained 3 Web Features o Skdl sel 4 TECHNOLOGY Technology Capable ofrunmng application m the following O/S, Windows 4 95, W~ndows 98, Windows NT, Windows 2000, and Windows XP Technology Apphcat~on is true 32-blt, oblect-onented by design Tlus 42 assures compatibility with other apphcatlons and easy maintenance upgrades based on Business Oblcct technologms Techuology Main application resides on a central server, while end users have local installation (Cbcnt\Server Architecture) Data 43 requests are passed from chent and server manipulates appropriate data to pass back to client's local machine Technology System must provide update tools to maintain software and data 44 schema updates Abdlty to download update irom vendor ftp Technology Abd~ty to define System Preferences to users or groups for 45 Technology Apphcat~on supports and utilizes the following mainstream 4 6 re/atmnal database% Informvc, Oracle, MS SQL Server 47 Technology Apphcatlon supports all NT logln security options 48 Technology Multiple layers of security, system, default, group, user Technology System contmns tightly integrated security allowing system data fields and reports Security permlss~ons enable groups or 49 individual users to access Modules, Forms, Attachments and Reports Specific permlssmns enable users to view, add, delete or modify data, etc Technology System provides electronic workflow capabditms w~th emad 4 1 routing capabilities Must allow for approvals, returns and Specific Application Features Avail- Cost to Comments GENERAL LEDGER ability Modify General Allow for the estabhshment of multiple accounting year 5 1 Ledger defimt~ons Abdity to modl/y dcfimtlon from year to year 5 2 General Allow for the following user defined accounting periods Request For Proposals for Financial Management System / ERP - Page 14 Avail- Cost to Comments GENERAL LEDGER ability Modify Ledger lengths M (Monthly) Sets up monthly accounting permds The system uses th~s mformatmn to automatically generate regular accounnng periods for the year once you define your opcnmg period Y (Same length) Each period has the same number of days The systc[~ uqes th~s mformauon to generate default starting and opcmng dates for each accounting period after you define the first regular accounting period No (Irregular) Pertods have varying lengths You must enter all periods maoually, w~th no help fi'om the system General Allows the user to specify the type of period opcmng, 5 3 Ledger closing, or accounting General Allow up to ten accounting levels to be defioed to construct 5 4 Ledger thc chart of accounts Must include thc abd~ty to define segment names, length and separators General Maximum number of characters in the account structure 5 5 Ledger must allow for 44 alphanumeric characters General Ability to define different accounting structure for each of Ledger the following account types 5 6 Expenditure Revenue Balance Sheet General Allow for tho definition of fund category and type 5 7 Ledger General Abxhty to define ledger roles that can apply to one or more Ledger account types (expenditure, revenue, and~or balance sheet 5 8 accounts) and to a range of accounts within those account 'g, pes General Ability to automate ledger account creation by making 5 9 Ledger cop~es of existing accounts under a new account level For example, you can add a new department for every fund General Abd~ty to copy entire set of accounts from one fund to 5 10 Ledger another General Abd~ty to add and update expenditure, revenue, and balance 5 11 Ledger sheet accounts General Abd~ty to create ahas for ledger accounts Codes can be 5 12 Ledger substituted for an account number during data entry Mu~t be able to be defined for a specific user or group of users 5 13 General Ability to create ahas for ledger account mask When code ~s Request For Proposals for Financial Management System / ERP - Page 15 Avad- Cost to Comments GENERAL LEDGER abthty Modify Ledger used in data entry, the code will translate to the mask asking the user to fill ~n the holes to complete the ledger account Must be able to be defined for a specffic user or group of General Abd~ty to specify active and m-active status of an account 5 14 Ledger which prevents posting to an account while mmntammg thc ability to wcw thc accounts ~n reports General Abd~ty to specify whether an account should be budgeted 5 15 Ledger General Ability to specify whether a project account ~s required when 5 16 Ledger posting to an account General Ablhty to view by account, total deb~t, credit, budget, budget Ledger adju..tmcnt, encumbrance, expenditure, and revenue amounts 5 17 w~th drill-down capabflmes to view dcb~t and credit amounts that have not posted to the account This feature must be allowed by period and year General Abthty to view and filter transactional documents posted to 5 18 Ledger an account w~th drill down capabilities to wew thc cnnre source document General Ability to wew budget prcparanon data from the current and Ledger past budgets W~th drill down capabdltles to wew ~tem~zc 5 19 anticipated expenditures and revenues w~th~n account budgets General Prowdc for the onhne input of journal cntrms w~th real-time 5 20 Ledger account verification and balancing General Allow for inqmry or lookup on accounts by account number, 5 21 Ledger abbrewatcd account number, account name or any port~on of the defioed account General Ablhty to automatically reverse journal entry posnngs 5 22 Ledger w~thout re-entry General Ablhty to ~mport journal cnmcs from external source 5 23 Ledger General Abd~ty to .nport cash extract files from cash register system 5 24 Ledger Gcncral Allow for postings to be checked agmnst current available 5 25 Ledger budget verifying encumbrances, pre-encumbrances, and un- posted documents General Ability to spemfy whether to allow account transacnons to Ledger exceed budgeted amounts Must be able to choose not to allow any budget overruns, allow overruns but w~th a 5 26 warmng, or allow overruns w~th no warning Th~s feature must be set globally with ovemdes g~vcn to authorized Genera[ Ability, w~th authority, to post to prior and future periods 5 27 Ledger and years Request For Proposals for Financial Management System / ERP - Page 16 Avail- Cost to Comments GENERAL LEDGER ability Modify General Check for errors m transactions ~n preparation for posting 5 28 Ledger the entries To be posted, each journal document must have been included m an error-free c&t list General Abthty to create templates tor recurring enUics Enmes can Ledger be automatmally created ffotn templates on a periodic or 5 29 * non-periodic bas~s with start and end dates Must be able to modify entry once entry ts created General Abdity to enter funding grant or project nuinbcr separate 5 30 Ledger from the ledger account Must be able to track grant/project ~ outside of the accounting code structure 7 General Allow for the curry of unlinuted text note for journal entry 5 31 Ledger General Ability to set user defined approval proccss that must be 5 32 Ledger followed before authority to post entry is given Must be able to define allowed accounts to be used General Mmntaln current and poor ycal history of journal entries 5 33 Ledger with inquiry and drdl down capablhnes to originating document Gcneral Allow secure users to open, close, and reopen accounnng 5 34 Ledger periods Closing pcrlod prevents financial transacnons from bmng posted to the accounting period General Allows postings to multiple closing period so that 5 35 Ledger adlustments can be made without alfecting fiscal calendar balances General Systcin can post closing adjustments at any point during the 5 36 Ledger closing period General Automatic process to copy chart of accounts for the new 5 37 Ledger year based on the current year's chart of accounts General System generates year-end closing entries Must be able to '~ 5 38 Ledger mn process unhmited number of times General System must automatically carry forward all balance sheet 5 39 Ledger account balances to the new year General Systems must create opening budgetary and appropriation 5 40 Ledger entries Must be able to run process unhm~ted times General Open year-end encumbranccs can be handled in the Ledger following ways all encumbrances are not carried for,,vard, all encumbrances are camed forward or selected 5 41 encumbrances arc carried forward Encumbrances camed forward must bc automatically budgeted for in new budget year General Print a comprehensive report of transactions for a specffied - Ledger year and periods Optionally include account history, budget 5 42 preparation data, account activity, and transactional detail a~ well as the vendors, vendor numbers, invoice, and purchase order numbcr for the transactions Request For Proposals for Financial Management System / ERP - Page 17 Avail- Cost to Comments GENERAL LEDGER ability Modify General Print a hst~ng of thc agency's ledger accounts, w~th thc fiscal Ledger year, account type and number, and title Ad-hoc capabilities 5 43 to set account groupings and totals by any pan of the account structure Fdtermg capabilities to report on selected accoonts General Print a bstlng of general journal documents that have not yet 5 44 Ledger been posted--including recurnng documents that have been copied and account budget adjustments General Pnnt a s~mmary and detail o! balance sheet account acUwty 5 45 Ledger through a given period based on posted deb~ts and credits General Print summary reformation--including expenditures, Ledger eocumbrances, balances, and percentages of budgets used-- for expenditure accounts Must also be able to print report for account dctad transactions Capabilities to set account 5 46 groupings and totals by any part of thc account structure Filtering option by fund type or group, mdlwdual fund or range of funds, accounts, COSt centers, a user-defined range of accounts, or all accounts General Pnnt a revenue status rcpori for revenue accounts, including Ledger thc total budgeted amount, revenues, balances, and the percentage of revenues received Must also be able to prrat report for detail transacnons as well as by object 5 47 Capabdmes to set account groupings and totals by any pan of the account structure Fdtenng option by fund type or group, ind~wdual fund or range of funds, accounts, cost centers, a user-defiued range of accounts, or all accounts General System can matntam report templates An order to produce Ledger GAAP reports and Federal, State or other funding agency reports Reports generated from templates can be produced 5 48 on-hne and in hard copy as well as integrated to word processor and spreadsheet appbcattons Graphical, charts and drdl-down capabilities 6 BUDGETING Budgcnng System mmntams a minunum of SlX budget versions and 6 1 through security can restrict access to thc various versions, accounts, user groups, and mdw~dual user BudgeUng The Budget module ~s fully integrated with thc general ledger For example, when new account numbers are entered 6 2 ~n the General Ledger, they arc available unmedmtely in the budget preparation Input screen 6 3 Budgcnng System creates muln-ycar budgets Budgeting When enti~es that would take an account over budget are entered, the system allows the optmn to be able to choose 6 4 not to allow any budget overruns, allow overruns but with a warning, or allow overruns w~th no warning This option must be able to be set globally, by a user group, and at the Request For Proposals for Financial Management System / ERP - Page 18 Avail- Cost to Comments GENERAL LEDGER abilily. Modify individual user level Budgeting System allows for unl mited 'What- F' scenar os to be 65 performed per budget level within spreadsheet bke worksheet Budgeting System lnmts access to specific accounts or ranges of 66 accounts Abdlty to usc account masks to ~dentlfy range Budgeting System provides tile following budget worksheet informatioo all prior and current year actual, all prior and 67 current year budget, all prior and current year encumbrances and all prior and 'current year projected spending System provides budget worksheets In user-defined format Budgeting System can apply a percentage, amount and user-defined 68 formula to increase or decrease budgeted figure, either on a lille-item basis or for account raoges Budgeting Abd~ty to crcate detad documents to budgeted figures Detad 69 allows for ~tcmized bne items w~th unlimited text per line item justifying thc budget amount Budgeung System can distribute budget annually, selm-annually, quarterly, monthly, bi-monthly or custom date D~strlbutlon 610 can be performed on an individual account or group of accounts Budgeting System can allocate budgeted amount to distributed periods by user-defined amouot or percent, equally, or last and prior 611 year actual with thc abdlty to estimate for incomplete periods by actual or budgeted amounts Budgct~ng System tracks budget ameodment detail including, but not hm~tcd to, date of change and user making change, type of 612 change Amendment must be kept separate from the original budget Budgeting Pe~ form unlimited "what-il" analysis for personnel budget 613 projections and negotiatmns Budgeting Abdity to add new positions or enter changes to emstlng 614 ones for usc in projecting future budgets Budgeting Enter adjustments to hour tTpes, benefits, or salary/wage 615 rates for use ~n projecting budget figures Estimate by perccntage or fixed amount 616 Budgeting Tables for anticipated salary and wage increases Budgeting Ability to transfer personal budget to multiple budget 617 versions Budgeting Print a worksheet based on a budget scenario for 6 18 departmental budget rewcws Budgeting Print a report of wages and benefits, including benefit/deduction plan category breakdowns, for each 619 posmon m a budget scenario Must be able to set date range up to one or two years past thc start date Request For Proposals for Financial Management System / ERP - Page 19 Avail- Cost to GENERAL LEDGER ability Modify Comments Budgeting Print a detaded report of positions and the budgeted amounts for each pay period m which that posltlon pamc~pates, for a 6 20 scenario and fiscal year Must be able to set date range up to one or two yca~s past the start date Budgenng Ability to transfer project/grant budgets to budget versions 621 you specify Budgeting Carry forward unused project budgets from the current year to the next and create manual records for manual carry 6 22 for~vards Optionally, create General Ledger budgct adjustmem documems ', Budgeting System prowdes user-defined ad hoc repomng capabdmes Abdlty to report on the following budget lnformat~on all prior and current year actual, all prior and current year 6 23 budget, all prior and current year encumbrances and all prior and current year projected spending System provides account selection and rollup in ~nult~plc, user-defined formats Budgellng Ablhty to create budget documents used ~n the creation ol the budget book lnclu&ng, non financial, statistical 6 24 information Ability to present information ~n graphical format 7 PROJECT,4 CCOUNT1NG Project Project Accounting system ~ntcgrates to the General Ledger, 7 1 Accounting Budgeting Accounts Payable, Purchasing, Accounts Receivablc, and Payroll modules at a mtmnmm Project System atlows for a master project, used to group and budget Accounting expenses at a higher level than the project For example, 7 2 maintaining and budgeting cost in one project and spreading these costs to multiple other projects ProJect Records project activity over multiple ycars 7 3 Accounting Project Allows user to define the method for budget carry forwards Accounting Thc carry forward process moves the available project 7 4 budget from one fiscal year to the next Abdity to not carry forward, manually carry forward, or automatic carry forward to next year ProJect Abd~ty to budget and post labor and benefit expenses to Accounting accounts not as~ociated w~th specific projects, and then use 7 5 charge-backs to charge the labor, benefits, and opnonally overhead to project-related accounts Project System supports project budgets at the project, phase, task or 7 6 Accounting sub-task level and automatically rolls up budget amounts Project Abihty to automatically create bdbngs for internal or 7 7 Accounting external funding sourccs Integration with Accounts Receivable Module Request For Proposals for Financial Management System / ERP - Page 20 Avail- Cost to Comments GENERAL LEDGER ablliW Modify Project System accumulates project actual and budgeted balances 78 Accounting Project System allows projects to maintain budgets, balances, Accounting redirect overhead and transactions at the following hierarchical levels 79 Expenditures Funding Sources Phase Source Task Type Sub-Task ProJect Create ProJect AccounUng number and number mask 7 10 Accounting shortcuts--mncmomc codes that you can substitute for PA numbers during data entry Project Ability to associate a fully quahfied account number, or a Accounting pomon of an account number to a project string When the 7 11 project string is used in a financial transaction, the associated GL account will automatically be entered and missing pieces arc filled ~n at data entry ProJect Ability to make adjustments to a project, without adjusting 7 12 Accounting thc General Ledger balances Project Prevents postings to project ledgers without a corresponding 7 13 Accounting posting to a General Ledger account Project Performs budget checking on the project level Allows the Accounting following options when over budget 7 14 Warning, allowing for ovemde Warning, disallow override No warning, allowing for ovemde Project Abdlty to track the following project and activity dates Accounting Actual Start 715 Actual End ProJected Start Projected End Project Ablhty to classify project actlvmes by user-define category 7 16 Accounting codes, used to group act~wtms expenses from one or multiple projects ProJect Ability to classify project activities by location 717 Accounting Project Abdlty to classify project and actlwtles by admimstenng 7 18 Accounting department/proJect manager ProJect Associates multiple lund~ng sources with projects and track 7 19 Accounting the application of funding to actual expenditures Request For Pre ~osals for Financial Management System / ERP - Page 21 Avail- Cost to Comments GENERAL LEDGER ability Moddy Project Associates freeform text with a project (c g, narrative 7 20 Accounting description and justlficatmn of thc project) Project Associates multiple funding sources with multiple phases 7 21 Accounnng w~thln projects Project Indicate which expenses can be charged to the funding 7 22 Accounting source Must be able to allocate by priority and percent Project Makes overhead/redirect cost allocations to projects, 7 23 Accounting including the use of multtple overhead rotes ~ Project Drills down from project account postings to transaction Accounting detads Payroll, Purchasing, Accounts Payable and General 7 24 Ledger transactions are fully vmwable 8 PURCHASING Purchasing System is mtegrated with the project 8 1 management/accounting module Project account can bc entered m the line Item, which wdl update project costs Purchasing System ~s ~ntegrated w~th general ledger module System 8 2 wdl automattcally update ledger account balance upon entry Purchasing System ~s ~ntegrated w~th fixed asset module User can 8 3 ~dennfy a hnc item as a fixed assets and the system wdl automatically create a fixed assets record Purchasing System wdl allow requisitions to be generated from user- 8 4 defined templates 8 5 Purchasing Must allow for pm-encumbrances Purchasing System allows user defined line item types For example, 8 6 goods, services, freight, taxes etc Purchasing System allows for Units of Measure, Units, Price and 8 7 automatically creates extension anaounts Pumhaslng Allow for distribution of bne ~tem amounts to be allocated to 8 8 multiple ledger accounts and projects by fixed dollar amounts or percentages Purchastng System allows duphcat~on of the previous hne item account 8 9 allocatton without re-entry by user Purchasing For taxable hne ~tems user can enter rather a tax code (to apply a single tax) or a tax group (to apply mulnple 8 10 taxes) to detenmne the tax calculation and account distribution Purchasing Ablhty to enter at thc dctad line item unhm~ted note 8 11 describing the ~tem being requested Purchasing Reqmsltlons can bc required to go through departmental 8 12 revmw before purchase orders are created All approval actmns that have been taken on the reqmsmon, including Request For Proposals for Financial Management System / ERP - Page 22 Avail- Cost to Comments GENERAL LEDGER ability Modify any comments that thc approvers entered are &splay online Purchasing Each line ~tCln for a rcqmsitlon can have a different vcndor 8 13 assigned Purchasing Ability to filter and group requlsit~ons by user-defined cntcna when generating purchasing orders Purchase Order 8 14 documents must be created automancalIy System must allow reversal of purchase order creation Purchasing Requisition documents must bc retained in a history file w~th the option ofretalmng cancelled documents Cancelled 8 15 documents are those that have bccn rejected during the approval process Purchasing Ability to issue a PO number for use later on a purchase 8 16 order The prc-issued PO number can be assigned when creating thc pumhase order document Purchasing Ablhty to creatc templates for recurring purchase orders Purchase ordcrs can be automatically crcated from templates 8 17 on a periodic or non-penodm basis with start and end dates Must be able to modify purchase order once entry is created Purchasing System allow for user defined purchase order numbering Number may have prefix of two characters and SlX character 8 18 number The user will enter the first two characters and the syqtem will auto-number the remaining six characters Purchasing System allows creation ofblankct purchase orders 8 19 identifying expiration date and dollar hm~ts Purchasing System allows the user to choose whether thc purchase order 8 20 should encumber funds Purchasing Systcm allows user defined hnc item types For example, 8 21 goods, serwces, freight, taxes etc Purchasing System allows for Units of Measure, Units, Price and 8 22 automatically creates extension amounts Purchasing Allow for distrlbunon of hne ~tem amounts to be allocated to 8 23 multiple ledger accounts and projects by fixcd dollar amounts or percentages Purchasing System allows duplication of the previous line item account 8 24 allocation wahout re-entry by user Purchasing For taxable line items user can enter eahcr a tax code (to apply a single tax) or a tax group (to apply multiple 8 25 taxes) to determine thc tax calculation and account distribution Abihty to track and report use tax payable Purchasing Ablhty to enter at the detail linc item unhmlted note 8 26 describing the ~tcm being requested Purchasing System allows user-defined text blocks that can be printed 8 27 on the purchase order 8 28 Purchasing Ability to enter purchasing ~nstructions 8 29 Purchasing System allows for change orders to be generated against Request For Proposals for Financial Management System / ERP - Page 23 Avad- Cost to Comments GENERAL LEDGER ability Modify purchase order Change order must allow for the £ollowlng a Change la quantity and price b Change ~n accounnng entries and allocations c Line ~tcms to be closed d Line ~tems to be added Purchasing System wall allow open purchase orders to lapse, reversing 8 30 encumbrance m the General Ledger Purchasing System will allow the appropriations that have encumbered 8 31 to carry lorward to the new year Capab~hty of generating the budgeted amount m thc new year Recclwng System wall allow for online receiving docuincnts to be 8 32 generated Must allow for partial and rejected deliveries 9 CONTRA CT MANA CEMENT Contract Stainless integration with the following modules Management o General Ledger o Project/Grant Accounting 9 1 o Purchasing o Accounts Payable o Bid &Quote Management o Payroll Contract Supports thc concept of master/sub relationships for 9 2 Management Contracts Contract Seamless ~ntegranon w~th a MAPI comphant email 9 3 Management apphcatton Contract Prowdes onhne workflow dcfinmon with emad not~fications Management for 94 o Original Contracts o Change Orders Contract Approval process supports user defined checklists 95 Management Contract Supports retalnage definition, including block structures 96 Management wflh multiple percentage rates Contract Automatically calculates retmnage amount as part of the AP 97 Management Invoice entry Contract Tracks numerous dates including Management o Bid Opening Date 98 o Contract Award Date o Start Date o Contract Exp~ration Date o Last Change Order Date Contract Vahdates thc following any time a Contract ~s referenced Management o Contract Number 99 o Contract Status o Contract vahd dates o Contract vendor authorization (c~ther prime or Request For Pro ~osals for Flnanctal Management System / ERP - Page 24 Avail- Cost to Comments GENERAL LEDGER abdlty Modify sub) o Contract remalningbalance Contract Supporls an unhm~ted number of Purchase Orders per 9 10 Management Contract Cootract Tracks the following Contract Statistics Management o Number of Change Orders to Date 911 o Number of Purchase Orders to Date o Number of AP lnvmces to Date Contract Supports multi-year Contracts 9 12 Management ~ Contract Provides support for both Prime Contractors and their sub- 9 13 Management contractors Contract Tracks all act~mty assocmted to a Contract, including user 9 14 Management notes and lnflcstones Contract Allows an unhmltcd number of electronic attachments to be 9 15 Management linked to a Contract Contract Supports captunng aod momtorlng insurance rcqmrements 916 Management Contract Allows hnMng of Journal Entries to a specific Contract 917 Management Contract Provides automatic updates to the vendor file al[owmg the 918 Management capture of Contract Information by vendor Contract Prowdcs automatic updates to any Grant or Capital Project 9 19 Management that references a Contract, ~nclud~ng keeping a master hst of all Contracts associated to the Grant or ProJect Contract Provide end users with a wsual representation (via an 920 Management orgamzatlon map) of what areas are impacted by the Contract Contract Seamless ~ntegratlon w~th Map ObJect files for graphical 921 Managenlent presentations Contract Prowdes the following standard reports Management o Contract Overview o Contract L~st~ng 922 o Contracts Expiring o Summary of Contract Awards o Master Contract Infornlatlon o Insurance Renewals Reqmrcd 10 BID & QUOTE MANAGEMENT B~d & Quote Seamleqs ~ntegrat~on with thc Purchasing module 10 I Management Bid & Quote Supports the concept of B~ddcr Only entlt~es 102 Management 103 B~d & Quote Supports the automatic crcanon of a Vendor upon award to a Request For Proposals for Financial Management System / ERP - Page 25 Avad- Cost to Comments GENER/IL LEDGER abdlty Modff.v Management B~ddcr Only entity Bid & Quote Provides the ablhty for users to define B~d/Quote types 10 4 Management Bid & Quote Allows users to specify what ~nformatlon is required by 10 5 Management Bid/Quote type B~d & Quote Provides automatic extraction of user request lnformatmn 10 6 Management into a Btd or Quote document B~d & Quote Supports multiple requests gmng onto one B~d or Quote 10 7 Ma, nagement document ~ Bid & Quote Supports awarding the Bid or Quote tn ~ts enttrety or on a 10 8 Managcmcnt hne by line bas~s Bid & Quote Supports milestone dcfimtion and tracking 10 9 Management Bid & Quote Provides the abd~ty to streamhne the workflow tot items 10 10 Management such as Informal Quotes Bid & Quote Supports clcctromc attachments for each Bid or Quote, 10 11 Managcment ~ncludlng sprcadshccts, photos, scanned images, and miscellaneous user notcs Bid & Quote Seamless mtegrauon with a MAP1 comphant emad package 10 12 Management Bid & Quote Supports vcndorPmddcr notd'icatmn ¥~a cmad when bids or 10 13 Management quotes arc avmlablc Bid &Quotc Supports hnktng vendors/bidders to user defined commodity i0 14 Management codes B~d & Quote Automatic selection of possible bidders based on user 10 15 Management dcfincd commodity codes B~d &Quotc Supports uscr rules such as hawng thc system "auto-award" 10 16 Management based upon the lowest received bid or quotc B~d & Quote Provides automatic updates of user requests upon Bid m 10 17 Management Quote Award Btd& Quote Captures the following B~d & Quote stattstlcs Management o Number of Responses Sohcltcd 10 18 o Number of Rcsponses Received o Number of Responses Meeting Spec~ficanons o Other Bid & Quote Supports an unlumted number of custom fields 10 19 Management Bid &Quotc Allows for submission of Alternate Bid Items 10 20 Management Btd& Quote Prowdes a "qmck entD~ area" for processing of hard copy 10 21 Management bid results Bid & Quote Provides thc following standard reports 10 22 Management o Bid Overmew o B~ds Outstanding Request For Proposals for F~nanc~al Management System / ERP - Page 26 Avail- Cost to GENERAL LEDGER ability Modify Comments o B~ds Due o Summary of Bids Awarded o Bid Mdcstonc Recap o Master Bid L~st Bid & Quote Abd~ty to download a hard copy of the B~d or Quote Form 10 23 Managcmcnt Web Features B~d & Quote Supports d~rect data entry of B~d or Quote results over thc 1024 Management- lntemet with automatic submission ofthc rcsponses entered Web Features B~d & Quote Prowde the abd~ty to post bid results on the agency's Web 10 25 Management page Web Features 11 IN1/ENTOR Y CONTROL Invcntory Systcm is tntcgrated to purchasing module 11 I Control Inventory System is intcgratcd to gcncral lcdgcr module I I 2 Control Inventory System is ~ntegratcd to project accounnng module 11 3 Control Inventory Allows for multiple warehouses to be maintained 1 I 4 Control Inventory Abd~ty to charge for restocking and overhead based on 1 I 5 Control percentage or amount Can be designated at the warchouse, I warehouse item, or item lcvcl Inventory Specify thc approval workflow to use for reqmsmons Control created through the auto-reorder process for restocking 11 6 the warehouse This workflow can be designated at the warehonse, warehouse item, or item level Inventory Define as many as slx levels to use for dcfimng a location Control w~thm a warehouse Then use thc levels to define specific locations for stonng items for example, (1) Braiding, (2) I1 7 Floor, (3)Room, (4)Row, (5)Shelf, and (6)B~n You can also define default levels for rece~ving items ~nto the warehouse Inventory Abd~ty to assign stocking items to warehouses and Iocanons 11 8 Control Inventory Abdlty to query for items within warchouse I 1 9 Control Inventory Ability to drill down to warehouse ~tcm information 11 10 Control d~splaying detad ~tem mlbrmation and warchouse functions Inventory Specify the quanmy at which thc warehouse should reorder 1 I 1 I Control the ~tem and the t~me of year to usc thc rcorder point Inventory Ability to specify the bill-to and shlp-to addrcsscs to use for 11 12 Control reqms~tlons created through thc auto-reorder process Request For Pro ~osals for Financial Management System / ERP - Page 27 Avail- Cost to Comments GENERAL LEDGER ability Modify Inventory Abdlty to enter the default account numbers and general Control ledger posting routines used for warehouse transactions 11 13 This may be defaulted based on the warehouse, warehouse ~tcm or item level Inventory System allows for both stocking and non-stocking ~tems to 11 14 Control be created Inventory Allows for multiple items to be associated into a kit ~tem 11 15 Control Inventory Allows loc an item to be placed ~s ~nactlve 11 16 Control inventory Allows for both short and long descriptions to be defined on 1 l 17 Control thc Item Inventory Ab~hty to define issuing and ordering umt of measure to be 11 18 Control defined with conversion factor Conversion factor allows for 12 each may bc converted to I box Inventory Flag item to ~ssuc and order in whole units 11 19 Control Inventory ltem lorm displays quanmy on hand, quantity ordered not l I 20 Control yet received ~n both issuing and ordcnng umt of measure Inventory Item form d~splays retml cost, average cost, last price, and I 1 21 Control last vendor price Inventory System allows for ~tems to be earned at LIFO, FIFO, and 11 22 Control average cost methods Inventory System allows for items to be charged at LIFO, FIFO, 11 2 Control average, and rctad cost Inventory System allows for ~tem class, Hazmat code, cormnodlty 11 24 Control code, and UPC symbol to be associated to item Inventory System allows for auto-reordering of item with the abdlty to I 1 25 Control specify to reorder at the warehouse item level or to look at all quantities in all warehouses Inventory Ability to flag item to auto-reorder based on reorder points 11 26 Control defined lnveotory EOQ Reorder Variance Control Enter the percentage of order units over or under the ] vendor% economic order quantity (EOQ) to allow for 11 27 reordering items using a ~nulnple of the vendor's EOQ If the quantity to reorder falls within the variance, the order amount will bc Increased to a multiple of the vendor's EOQ The EOQ ~s the number of urals that must bc ordered to receive a vendor d~scount Inventory Abdlty to create a list vendors flora whom the Item can be Control ordered and enter order detad, including the vendor's part I1 28 number for the item, the price, Icad time, and &scount quantity One vendor must be designated thc preferred Request For Proposals for Financial Management System / ERP - Page 28 Avad- Cost to Comments GENERAL LEDGER ablhty Modlf.v vendor Inventory Abdlty to create a list of ~tem manufacturers including part 11 29 Control number Inventory Ablhty to create a list of every piece of equipment that uses I I 30 Control the item Inventory Abd~ty to vmw information for the warehouses m which 11 31 Control the ~tem is stored, including quantities on order, on hand, and at specffic and nonspecffic locations Inventory For item k~ts, hst all of the ~tems used to make up thc k~t Control- r~ts are used to group items, which makes it eas~cr to enter 11 32 thc order on a reqms~t~on Wheo the user requests a k~t, all items within the kit are plckcd and dchvcrcd to thc rcquestor Inventory Abthty to create a hst ~tems that may bc used as 11 33 Control replacements for the current item Inventory Spcclfy the quantity at which the warehouse should reorder 11 34 Control the ~tem and the t~me of year to which the reorder pmnt apphcs Inventory Item form hsts all open purchase orders outstanding for the Control item Thc display ~ncludes the purchase order number, date, 11 35 and quantltmS ordered, received and rejected Abdlty to drill down to the source purchase order document Inventory Ability to wew the item history to view departmental Control receiving and rcturns, warehouse receiving and returns, and 11 36 transiers, count adjustments, and valuation adjustments for an item Ablhty to drill down to source documents Inventory Ablhty to view picture of item 11 37 Control Inventory System allows receiving Inventory items against open Control purchase ordcrs Once itcms arc rccmvcd, they can be 11 38 included on vendor invoices Ablhty to perform part~al receipts and reject quantmes received Inventory System allows returmng items from the warehouse to the 11 39 Control vendor after the ~tems have been received and the vendor ~nvmce has been posted Inventory System allows adjustments to correct errors on warehouse 11 40 Control return documents that have been posted inventory System allows dcpartmcntal receiving form to acknowledge Control the department's mce~pt of ~tems requested from inventory 11 41 Packing hst automatically creates departmental receiving document Inventory System allows adjustments to correct a departmental 11 42 Control receiving document afmr the depamnent has been bdled for the ~tems 11 43 lnventmy System allows deparimcntal returns to return ~tems from Request For Proposals for Financial Management System / ERP - Page 29 Avad- Cost to Comments GENERAL LEDGER ablhty Modify Control a department to thc warehouse Inventory System allows adjustments to correct a return document after 11 44 Control thc departmental return has been posted Inventory System automancally creates internal inventory requests Control (IRs) from approved departmental reqms~tlons A processing 1 I 45 report hsts the new IRs and any errors that were encountered as they were generated Inventory System allows for over thc counter requests to be processed 11 41 Control Inventory- System provides thc ablhty to back order ttems including 11 47 Control automattc release of back orders upon processing of the recetpt Inventory System allows parnal orders to be processed when inventory 11 48 Control levels falls to completely fill the departmental request Inventory System generates p~ck t~ckets, allows for exceptions, and 11 49 Control exception reporting Inventory System pnnts a worksheet of ~tcms to pack for dehvery to Control departments Worksheets are based on ~nventory requests that have been ~ncluded ~n pink rickets The worksheet hsts 11 50 the ~nventory request, the reqmsmon, ff any, whether backorders and partml orders were allowed, the quannty requested, and the quanmy filled for each department Inventory System pnnts packing hsts of ~tems included in a shipment 1 I 51 Control to a department The packing hst ~s based on ptck t~ckets that have been ~ncluded m a packing hst worksheet Inventory The packing hst process prints one packing hst for each Control comb~naUon of department and sh~p-to address and a 11 52 packing hst report The report hsts ~tems for which no packing bst printed and any notifications for backorders and cancellattons Inventory System allows bflhng of inventory tssued to departments 11 53 Control inventory System allows for adjustments to correct bflhng amounts and 11 5~ Control account d~stnbut~ons for bd hngs that have been posted to thc General Ledger Inventory System allows for physmal counts to be performed and I1 55 Control automancally corrects ~nventory adjustments perlbrmcd dunng counts Inventory System prevents ~tems from being ~ssued that arc locked ~n 1 l 56 Control Iocanons being processed ~n the physical count Inventory System allows ~tem to be included ~n departmental requests 11 57 Control even though stems are locked in the physical count process Inventory System allows inventory adjustments to tncreasc or decrease 1i 58 Control the quanmy on hand for an item The adjustment also updates the value of inventory and, for an ~ncrease, the Request For Proposals for Financial Management System / ERP - Page 30 Avad- Cost to Comments GENERAL LEDGER abdJty Modtfy item's average cost Inventory System allows valuatmn adjustments to increase or decrease Control thc value of an ttem in inventory by a percentage of the 11 59 current value Thc adjustment updates ~nventory accounts and thc item's average cost Inventory System allows for transfcl of stock between warehouses 11 6(] Control Inventory ' Warehouse master reporl prints a comprehensive report of Control warehouse information Ability to select warehouses based on the warehouse code, descnpnon, manager, or contact lnforlnat~on, ~tem codes and descr~pUons, or quantltms of ltellqS on hand, on order, requested, or rcqmsmoncd 1161 The report includes subsections for Items stored m the warehouse, Item reorder points, warehouse locations, and account numbers specified for the warehouse Inventory Inventory valu,mon report hsts items and their total value by 11 62 Control warehouse Inventory On order report lists purchase order number, quantity 11 63 Control received, quantity ordered, and optionally, prints purchase order details Inventory Stock valuation report hsts all the values of the items 11 64 Control currently ~n stock, grouped by inventory account number Inventory Usage report prints the total quantity issued for an item over 11 65 Control 4 possible defined date ranges Inventory Customer requests report lists of all currently pcndlng 11 66 Control customer requests Optionally, pnnt request detail ~nformat~on Inventory Print a hstmg of items, optionally grouping the items by Control warehouse The report hsts the item code, item descnpUon, 11 67 quanttty on hand, average cost, and last umt cost for each item loventory Abd~ty to pnnt a report of item attributes, including Control subsections for extended information about thc item Extended mformat~on may be defined by user during report generation Extended information includes vendors, 11 68 manufactures, equipment, warehouses, k~ts, replacements, reorder points, on order purchase orders, warchousc and departmental receiving, warehouse and departmental returns, inventory and valuation adjustments Inventory Departmental Catalog report hst all ~tems, warehouse, 11 69 Control quantities on hand, and estimated ~tcm cost Inventory Hazardous material listing prints all items categorized by 11 70 Control their Hazardous Material Code 11 71 Inventory Commod~W code hst~ng report hsts the ~tems for a particular Request For Proposals for Financial Management System / ERP - Page 31 Avail- Cost to Comments GENERAL LEDGER abdlty Modify Control commodity code Inventory Abd~ty to print warehouse item bin labels Optmnally print 11 72 Control bar codes 12 ACCOUNTS PA YABLE Accounts System ~s ~ntegratcd w~th thc purchasing module Linc ~tcms 12 I Payable from purchase order arc brought m the vendor invoice document without re-entry Accounts System ~s integrated w~th thc project Payable management/accounting module Projcct~ccount can bc 12 2 entered m the ~nvolce line ~tem, whmh wdl update project accounts Accounts System ~s integrated with general ledger module System 12 3 Payable will automatically update ledger accounts upon entry Accounts System Is integrated w~th fixed asset module User can 12 4 Payable identify an invoice hne item as a fixed assets and the system will automatically create a fixed assets record Accounts Maintains mulnple locations and remit to addreqses for each 12 5 Payable vendor Accounts Maintains an onhne audit trad for changes to the vendor 12 6 Payable master file Accounts Adds, changes or deletes vendor master file records--for 12 7 Payable users w~th authorized security Accounts Prowde the ability to store and maintain general text 12 8 Payable ~nformat~on on vendors that do not fit into the standard file formats Provide tbr unhm~ted hnes of text storage Accounts System can dlstmgmsh 1099's by vendor or transaction type 12 9 Payable Accounts Modifies 1099 amounts after payment ~s made 12 10 Payable Accounts Vendor can be placed on active, reactive (prevents lnvomcb Payable or paymcnts to be made), or hold status (allows mvotccs to 12 1 be entered but places payments on hold) Hold status can bc mdefimte or user-defined date Accounts Vendor can be ~dent~fied as sole-proprmtor allowing for both 12 12 Payable business aod proprietor's name to be entered Accounts Maxnnum check and Invoice amount This feature will 12 13 Payable d~sallow an invoice or check greater than thc maximum to be entered Accounts System allows for user-dcfincd payment terms and the 12 14 Payable ability to assign default terms to vendor account Accounts Ablhty to create a vendor profile by sclecung categories to 12 15 Payable which thc vendor belongs for example, Small Business, Locally Owned, or Minority-Owned Request For Proposals for Financial Management System / ERP - Page 32 Avail- Cost to Comments GENERAL LEDGER abdlty Modify Accounts System can accumulate year-to-date, by fiscal year and 12 16 Payable calcndar year, figures for purchases by vendor, paymcnts to vendor and payments by contract Accounts Systcul can be queried by any criteria, such as ~nvolcc, Payable purchase order number, contract number, commodity codc, 12 17 vendor name, warrant/check #, budgetary hne item, date prod and dollar amount Accounts Ability to merge vendor mformat~on and transactions to 12 18 Payable another vendor Accounts System will disallow duplicate vendors from being entered 12 19 Payable Accounts System wdl malntmn vendor commodity codes 12 20 Payable Accounts System will maintain vendor item catalog 12 21 Payable Accounts System will malntmn all purchase orders generated lor Payable vcndors with drill down capablhues to purchase order 12 22 document and the cross referenced invoice document Must bc ablc to filter history to list only items specified ~n the search Accounts System will mamtmn all lnvmces entered for vendors with Payable drill down capabdmes to lnVOlCC document and the cross 12 23 referenced payment document Must be able to filter history to bst only ~tems specified in the search Accounts System will maintain all mvmces unpaid for vendors with Payable drill down capabilities to ~nvmce document and the cross 12 24 referenced purchase order document Must be able to filter history to list only ~tems specfficd in the search Accounts System wdl mmntaln credit card purchases to view checks 12 25 Payable paid to credit card msucrs for ~nvoicc ltcms purchased from vendors via credit card Accounts System can bypass purchase order process and create a 12 21 Payable Invoice Accounts Allow the abd~ty to automancally match invoices to open or Payable partially closed purchase orders Purchase information 12 2' should automatically be brought into the invoice detail, mlmmlzmg user input Accounts Prowdc for fall encumbrance accounting including Payable hqmdat~on on payment and partial hqmdatlon on partial 12 28 payments Prevent the poss~bd~ty of hqmdat~ng more than the original budget encumbrance Accounts System allows user to mark thc invoice line item if the Payable extension amount represents a partial payment of 12 29 the purchased item Only the mvmced amount of the encumbrance is liquidated 12 30 Accounts Automatically updates budget ledgers amounts and warns Request For Proposals for Financial Management System / ERP - Page 33 Avail- Cost to GENER/tL LEDGER abdlty Modify Comments Payable uscr if invoiced amount causes a budget overrun When entries that would take an account over budget are entered, the system allows thc option to be able to choose not to allow any budget overruns, allow overruns but with a warning, or allow overruns with no warning This option most be able to bc set globally, by a user group, and at the individual user level Accounts Prowde for the ability for selected users to ovcmde thc 12 31 Payable general ledger posting date of an invoice to post on a prior date, period or fiscal year Accounts System prowdes an onhne duplicate invoice check alert 12 32 Payable Accounts Cross relerences a purchase order and invoice for the same 12 33 Payable transacnon Abday to view purchase order document from invoice document Accounts System will allow only purchase order ~tems that have bccn Payable recmved to bc ~nvmccd This is system driven and knows 12 34 which purchase items have been received and automatically brought into the invoice record without re-entry by user Accounts System will warn user if~nvo~ce line item amount is greater 12 35 Payable than purchase order hne item amount The Purchase Ordefflnvo~ce percentage variance must be user-defined Accounts System allows user to enter a control amount that is checked 12 36 Payable agmnst the total detail line item amounts Accounts System allows user defined line item types For example, 12 37 Payable goods, services, freight, taxes etc Accounts System allows loc Units of Measure, Units, Pncc and 12 3l Payable automancally creates extension amounts Accounts Allow for dlstnbunon of ~nvmce bne ~tem amounts to bc 12 39 Payable allocated to multiple ledger accounts and projects by fixed dollar amounts or percentages Accounts System alIows duphcat~on of the previous line item account 12 40 Payable allocation w.hout re-entry by user Accounts Invoice can be required to go through departmental review Payable before payment of invoice All approval actions that have 12 41 been taken on the invoice, including any comments that thc approvcrs entered are d~splay onbne Accounts System displays a sununary of all ledger account act~mty for 12 42 Payable thc invoice, indicating whether any expenditure accounts arc over budget Accounts For taxable hne .ems user can enter either a tax code Payable (to apply a single tax) or a tax group (to apply mulnple 12 43 taxes) to dctemune the tax calculation and account d~stnbunon Accounts Consohdatcs (or choose not to consohdate) multiple invoices 12 44 Payable loc the same vendor on one check, and itemize the invoices Request For Proposals for Financial Management System / ERP - Page 34 Avail- Cost to Comments GENERAL LEDGER ablhty Modify on thc remittance advice System also allows for an ovemde m m-der to produce multiple checks if desired at the mvome level Accounts Allow thc abihty to hold or freeze payment of an mvmce Payable This should bca ',ccurcd transaction with ovemde 12 45 capability Accounts System allow~ check to be printed for individual invoice that 12 46 Payable can be generated from the invoice screen by-pass?g a formal check run Accounts System allows thc entry of multiple invoices for the same Payable vendor on one form without entry of each ~nd~v~dual invoice For each invoice, you enter only tile invoice oumber, invoice 12 47 date, ~nvmce amount, and the project and ledgeI accotmt number to which the amount should be distributed Ablhty to reverse batch, which wdl delete the individual invoices created Accounts Ablhty to create credit memos 12 41 Payable Accounts Ablhty to create templates lor recurring invoices Invoices Payable can bc automatically created from templates on a periodic or 12 49 non-periodic basis with start and end dates Must bc able to modify ~nvolce once entry is created Accounts Prowde the abd~ty to generate checks on laser printer by 12 50 Payable pnnt~ng an entire check format, ~ncludmg MICR bne signature, and logo on blank check stock Accounts Payment can bc made by check, EFT, Wire and Credit Card 12 51 Payable Accounts Ability to define invoices to include in thc check run by due Payable date, vendor name, vendor number, vendor type, credit 12 52 card, payment type, invoice number, invoice date Feature to include or exclude certain vendors and invoices Accounts System computes the number of checks written per check Payable run, and report on-hne, the number of checks/warrants ran 12 53 Ablhty to reverse, modify and re-run the process multiple times before actual posting of the cash disbursements Accounts System can generate voucher and voucher llStlng User 12 54 Payable defines tn which order checks, vouchers and listings are to be ran and if they are required Accounts System will create export file for electronically transferring 12 55 Payable vendor payments to the bank, pnnting a report of vendors and payment amounts Accounts Create ao export file for electronically notifying thc bank of 12 56 Payable checks the agency has issued Accounts System will allow both manually clcanng checks and 12 57 Payable automatm clearing of checks from file prowded by thc bank Request For Proposals for Financial Management System / ERP ~ Page 35 As all- Cost to GENERAL LEDGER ablhty Modify Comments Ablhty to revcrsc clcar Accounts System will allow lor voided of checks with user defined Payable reason code Vmdmg of check wall automancally reopen 1258 mvmce for payment and reverse accountmg if desired Abd~ty to reverse vmd 13 FIXED ASSETS 13 1 F~xcd Assets System complies with GASB 34 requirements Fixed Assets Accounts Payable module can automatically create fixed 132 asset data when fixed asset transaction cmcna arc met F~xed Assets Purchasing module can automatically create fixed asset data 13 3 when fixed asset transaction criteria are met Fixed Assets The fixed asset module must be integrated with the GL in 13 4 order to provide timely and accurate asset accounting data Fixed Assets Ability to flag assets to post deprec~ation, cap~tahzatmn, 13 5 disposals, and transfers to General Ledger module 13 6 Fixed Assets Ablbty to set an asset status of active, pending or retired Fixed Assets Identify the fund type and act~wty m which the asset belongs 13 7 to Fixed Assets Abd~ to assign an asset class, type, condlnon, and property 13 8 group to the asset Fixed Assets Abd~ty to assign the following property type to the asset Fixed Asset -Regular assets, to be processed normally 13 9 Contmulng Property -Property that exists for mvcntory purposes only These assets typically have no value, but have a tag or other ~dennfymg information Other - Intangible assets that should be presented separately on the balance sheet Fixed Assets System mamtams the asset current and prior location, 13 10 responsible department and person, and In usc person Fixed Assets System maintains service ln~mmatlon lor asset, ~ncludlng, 13 11 service, warranty, and appraisal data 13 12 Fixed Assets Systcmmaintains lnsur,mcc data Fixed Assets System maintains information about improvements to an 13 13 asset This type of improvement does not affect an asset's value, so no accountmg ~s performed Fixed Assets System mamtains cost, useful hie, convention, method, 13 14 salvage, accumulated depreciation, and basis for deprecmtlon calculation 13 15 Fixed Assets Deprec~ation history is calculated and maintained with user Request For Proposals for Financial Management System / ERP - Page 36 Avad- Cost to Comments GENERAL LEDGER abih~ Modify option of whether to update ledger accounts Fixed Assets System allows depreciation methods to be changed for an 13 1 ~ asset to depreciate the assets for the balance of thc asset's useful hfe 13 I ? Fixed Assets System allows the useful hfe of an asset to change Fixed Assets System allows some assets to be designated as non- 13 18 deprecmble (1 e, land) Fixed Assets ANhty to modify depreciation calculation before updating 13 19 Ledger amounts Fixed Assets System must allow for Yaluat~on adjustments to cost basis I3 2£ and keep h~story of adjustments Fixed Assets Ability to perform transfers and d~sposals System must 13 21 create and post journal enmes including gains/losses 14 ACCOUNTS RECEIVABLE Accounts System ~s integrated with the project Receivable management/accounting module Project account can be 14 I entered m the mvmce hne item, wNch wdl update project Accounts ProJect Accounting module wdl automatmally generate 14 2 Receivable invoice for bflhng external funding source Accounts System is integrated with general ledger module System 14 3 Receivable wdl automatically update ledger accounts upon entry Accounts System is ~ntcgratcd to cash register module 14 4 Receivable Accounts Ablhty to ~mport external mvmces from third-party 14 5 Receivable applications Accounts System allows for cash-based accounting or accrual 14 6 Receivable accounting for ~ts recmvablc accounts Accounts Customer number may be auto-assigned, user-defined or 14 7 Receivable combination of both Accounts User-defined customer types can be entered from table 14 8 Receivable driven drop list Accounts Abdlty to restrict user's to specffic customer types 14 9 Receivable Accounts Change the status of thc customer's account from active to 14 1, Receivable ulactlve, or mcc versa An lnactlve status prevents thc customer from participating In any transactions Accounls ANhty to maintain the amount of cash that the customer has 14 11 Receivable on accounl as a result of payments in excess of invoices Accounts Ability to enter a sort code on customer account for use in 14 12 Receivable sorting customer malhngs Accounts Set up periodically billings and ~dentlfy thc duration of thc 14 13 Receivable bllhngs on customer accounts Request For Proposals for Financml Management System / ERP - Page 37 Avail- Cost to Comments GENERAL LEDGER ability Modl[v Accounts Set up contact information for lnd~wdual responsible to 14 14 Rccctvable answer bdhng lnqmres Accounts Select thc appropriate order for applying payments against Receivable the customer's open items 14 15 F~rst In, First Out (FIFO) Last In, First Out (LIFO) Accounts Allows customer account to be on a balancc forward bas~s 14 16 Receivable Accounts Abdlty to flag customer to receive late notice 14 17 Receivable Accounts Abih~y to flag customer to be penahzcd 14 18 Receivable Accounts Ablhty to flag customer to pay peualtms first dunng cash 14 19 Receivable application Accounts Specify the basis for calculating tile customcr's invoice due Receivable date ]4 20 F~rst day of the next month Last day of the current month Net terms Spcclfic day Accounts Specify default terms at the customer level or bdhng 14 21 Receivable categories level Accounts Specify default bill to and ship to addresses at customer 14 22 Receivable level Allow for override at bdhng Accounts Specify altcrnate bdhng address which may be used at 14 23 Receivable invoice, notice or statement printing Accounts Each customer may bc defined to post on account amounts 14 24 Receivable to user-defined ledger accounts Accounts Customer account maintains last billed, statement and paid 14 25 Receivable dates/amounts Accounts Ab~hty to enter number of days between statement printing ' 14 26 Receivable on customer account Accounts Ability to enter number of copies to print for invoices and 14 27 Receivable statements Accounts System must provide for customer contact h~story to bc 14 28 Receivable maintmned w~th customer fiIe Accounts Allows user to view transaction history for the customer, 14 29 Rccmvable including invoices, penalty lnvomes, reccipts, debit and credit memos, and memos that have been added to history Accounts Ability to drdl down and filter transaction hmtory to source 14 313 Receivable document Request For Pro *osals for Financial Management System / ERP - Page 38 Avail- Cost to GENERAL LEDGER ability Modify Comments Accounts Allows user to VlCW a hstmg of the customer's open items Receivable from the customer form The display lists each invoice, 14 31 mvome date and due date, category description, and amount rcmaimng to be paid Must be able to drdl tn tn source document Accounts Associate a credit rating to custolner account 14 32 Receivable Accounts Ability to flag customer as in collccnons 14 33 Receivable Accounts Customcr form hsts any credit-related transaction with Receivable reason codes associated with the cubtonlcr's Accounts 14 34 Receivable transactions These include receipt adjustments, debit and credit memos, and voided lnvomcs Accounts Maintains and displays number of late nonccs, 14 35 Receivable dehnqucncles, and penalucs Accounts Abdity to enter mult~ple~bdhng and shipping addresses for 14 36 Receivable the customer Accounts System must maintain user-defincd bllhng categoncs used 14 37 Receivable for bdhng Accounts Ability to enter the begmmng and ending datc of the period 14 38 Receivable during Much the billing category will be active Accounts Ablhty to mark bdhng category as ~nact~ve 14 39 Receivable Accounts User-defined priority for applying thc customer's payments 14 40 Receivable to the bdhng category Th~s priority will automate cash apphcanons Accounts Abdity to associate user-defined tax tables to bdhng 14 4 Receivable category Accounts Abdtty to assocmte use~-dcfincd terms code to billing 14 42 Rccmvable category to calculate d~scounts and due datcs Accounts Ablhty to flag billing category to bill frc~ght I4 43 Receivable Accounts Ablhty to flag bdhng category to discount tax bascd on 14 44 Rcccivable terms code used Accounts Ability to flag bdhng category to d~scount freight bascd on 14 45 Receivable terms code used Accounts Bdhng intervals can be a~soc~ated w~th bllhng category for Receivable recurring bdhngs Must be able to define number of days or 1446 months for recurring bdhngs Also, estabhsh start and end dates at customer lcvel for recurring bdl Accounts System allows as many as 15 data fields for use in collecnng Reccivable bdhng ~nformanon The data fields can be used for 14 47 mfonnanonal purposes (to pnnt billing-related information on an mvmcc, for example) or to set up rate calculations for thc bllhng category Request For Proposals for Financial Management System / ERP - Page 39 Avad- Cost 1o Comments GENERAL LEDGER ablhty Modify Accounts Abdtty to dcfinc default revenue, penalty, ~nterest~ frmght, 1448 Receivable and discount accounts Must be able allocate to mulnple ledger account,, on a pcrcentage basis Accounts System allows the use of Bdhng Rates to set up thc rote Receivable structures used to calculate bllbng and penalty amounts on customcr invoices The rate structure defines a set of bdhng 14 49 or penalty rates that are apphed for a bllbng category Each rate structure wdl calculate either bdhng rates 0ncIudlng freight, ffapphcable) or penalty rates 0ncludlng interest, if apphcable) Accounts Bdhng ratcs can be created based on uscr dcfined formulas Receivable ut~hz~ng varmble data fields that can be defined as static 14 50 (does not vm~ from b~lhng to bdhng) or variable (updated manually on cach ~nvo~ce) Accounts User-defined notes can bc pnnted on invoices 14 51 Rccc~vable Accounts Mulnple invoice print formats may be used during ~nvoice 14 52 Receivable prmt~ng Accounts Ablhly to reprint invoice 14 53 Receivable Accounts Abd~ty to enter invoice w~thout posting or pnnt~ng untd 14 54 Rccmvable invoice Is complete Accounts Abd~ty to auto-generate recurring ~nvolces 14 55 Receivable Accounts Ab~hty to auto-gcncratc penalties and interest 14 56 Rccclvable Accounts System allows for tnvo~cc adjustments (cre&t/dcb~t memos) 14 57 Receivable Accounts System allows for pnnt~ng of late not~ccs 14 58 Rece~vablc Accounts System allows tot pnnnng of statements 14 59 Receivable Accounts Cash receipting allows for automanc apphcatmn of receipt to 14 60 Receivable open ~tcms bases on user-defined rules Accounts Cash rccmptlng allows for customer credit (on account) 14 61 Receivable amounts to be apphed Accounts Cash recc~pnng allows entry of' tender type and check 14 62 Receivable number Accounts Ability to enter unhm~tcd memo text dunng cash receipting 14 63 Receivable Accounts Ab~h~y to correct crcors ~n cash receipts that have been 14 64 Rccmvable posted, opnonally entenng memos and reason code for correction Accounts Pnnt a hsttng of the agency's customers, including name, 14 65 Receivable address, and phone number User may define which · Request For Proposals for Financial Management System / ERP - Page 40 Avail- Cost to Comments GENERAL LEDGER ability Modify Recmvable customers to print and sorting Accounts Print a report oftransactiou detail for selected customers 14 66 Receivable Accounts Print a llst of customers' open-items, including thc 14 67 Receivable transaction date, due date, billed amount, amount prod, and balance due Accounts Print a report of customers' open ~tems, including transaction 14 68 Recmvable detad, broken out by aging group Optionally print a summary of open Ltems w~th no detad Accounts Pnnt a report of customers' invoice h~story as of a specified 14 69 Receivable date, broken out by aging group Optionally print a summary of thc invoices w~th no transaction detail Accounts Print an Invoice Register to use in reconcd~anon, optionally 14 70 RecmYab[c deleting the register items Accounts Print a report to rcwcw customer billings for bflhng 14 71 Rcccivablc categories Accounts P~mt a Penalty Register for use m reconciliation, optionally 14 72 Receivable deleting the register ~tems Accounts Pnnt a Cash Receipt Regmtcr to use in reconciliation, 14 73 Receivable optionally dclctmg thc register items Accounts Abdity for custm~aer to make payments vm credit card 14 74 Receivable- Web Features Accounts Ability to wcw transaction history and drill-down to detail 14 75 Rccmvablc- documents Web Features Accounts Ablhty to view customer reformation 14 76 Receivable- Web Features Accounts Ablbty to view bsnng of open ~nvolces currently due 14 77 Receivable- Web Features 1 $ CASHIERING Cashmrmg Each Cashier log in with a user name and password Access 15 I must be limited to specific cash recelpUng tasks Casluenng Allow the current date to dctault in when opening a new 15 2 day's work 15 3 Cashiering Allow a default float by cashier to be estabhshed Cashlenng Allow for thc user dcfimtion of an unlimited number of 15 4 transaction types and tender types Cashicnng Provide a qmck entry screen for cntcrlng transactions using 15 5 button~ ~nstead of codes 15 6 Cashiering Prowde abd~ty to track tender exchanges 0 e from cash to Request For Proposals for Financial Management System / ERP - Page 41 Avad- Cost to Comments GENERAL LEDGER abd~ty Modify check and mcc versa) Cashmrlng Ability to define and track transaction sources (1 c walk ~n, 15 7 mad, phone, etc ) Cashiering Allow for on-hne mqmry access to and vahdat~on of 15 8 customer account mformat~on lrom other modules Cashmrlng Allows thc user to search for thc customer account by 15 9 customer number, mvmce number, last name or Uslug barcode scan on a remittance document Cashiering Abd~ty to apply cash to general ledger and project accounts 15 10 without an ~nvo~ceTor mtscellaneous recetpts Cashmnng Abdlty to enter a transacnon Much automatically distributes the amount received to the appropriate general ledger and 15 11 project accounts based on predefined percentages or enter thc general ledger account dmtrlbut~on manually 15 12 Cashmnng Vahdate general ledger and project accounts at time ol entry 15 13 Cashiering Allow cash recetptlng at multiple cashier locanons Cash~enng Abdlty to have a cashiering workstanon that could 15 14 accomphsh thc cash rece~pnng functions and also act as a standard workstatmn with access to other apphcat~ons Cashiering System must provtdc for a payment to be apphed to multiple 15 15 mvolees Cash~enng System shall default to the payment amount to balance 15 16 owing, but allow edit of payment d~strlbutlon 15 17 Cashlcnng Abdlty to accept and process part~al payments Cashmrlng System must provide for payment using multiple tender 15 18 types 15 19 Cashiering Abthty to open a cash drawer based on the type of tender Cashmnng Abd~ty to show cashier exact change rcqmrcd on cash 15 20 transactions Cashlenng Prints an optional detailed receipt for each payment 15 21 processing transaction Cashlenng Provide the ablhty to enter comments assocmted with a 1522 recetpt Cashtermg System must provtde for the printing ofrecetpts at the 15 23 register Cashlerlng System must allow inqmry of cash receipts by date range, 15 24 receipt number, tender type, tender amount, and other text related to the rccmpt Cashmnng Abdlty to repnnt any receipt (past or present) w~th 15 25 appropriate security Cashlenng Abthty to "pending post" to all modules customer accounts 15 26 during the day Prowdc ability to permanently post customer account Information at the end of the day 15 27 Cashiering Provide cash count tool for balancing cash at end of day Request For Proposals for Financial Management System / ERP - Page 42 Avail- Cost to Comments GENERAL LEDGER ability Modify Cashiering Provide hstlng of all checks aud credit card payments for 15 28 balancing at end of day Cashiering Allow for over/short to be posted to specified general ledger 15 29 account number at end of day Cashtermg Generates a deposit slip lot each bank account at thc end of 15 30 the day Cashiering Allow for end of day processing at any t~me and imtiate 15 31 lollowing day's business Cashiering Allow for more than one payment file to be open at a 15 32 cashiering station at a ume Cashiering Allow for locking a payment file with security to prevent a 15 33 cashier from opening a locked payment file Cash~enng Allow a user wtth adequate security to wew the status of all 15 34 payment files and open any payment file 15 35 Cashiering Abd~ty to void a transaction, controlled by security Cashiering Ablhty to corcect tender, controlled by security, with or 15 36 w~thout votd~ng the transaction Cashiering Allow for multiple users to access a single payment file 15 37 System must track transactions in the payment file by user Cashiering Directly interface with bar code scanners, credit card 15 38 readers, cash drawers, and receipt printers Cashiering Allows scanning of a barcode on a remittance document 15 39 Automatically display the customer account mformat~on Cashiering Provide ability to have two cash drawers attached to a single 15 40 workstation Cashiering Allow the cashiering workstation to continue to process payments when the network connection has been lost 15 4l Cashiering station must synch ooce network connection is reestabhshed 16 UTILITY BILLING Utility Bflbng Integrate v, ah parcel manager to vahdate parcels, addresses, 16 1 owners and zoning Uuhty Bllhng Integrate with MapObjccts to d~splay on a map the data 16 2 stored in the Permits & In~pcctions module Utd~ty Bdhng Integrate w~th General Loser and Accounts Payable for 16 3 posting of balls, receipts, adjustments and refunds 16 4 Utihty Bdbng Integrate with cashiering for receipts Utd~ty Bflhng On line vabdatlon and edmng of customers, addresses, 16 5 service locations, meters 16 6 Ut~hty Bflhng Allow for user-defined account number structure 16 7 Utility Billing Ability to define account templates for use when creating Request For Proposals for Financial Management System / ERP - Page 43 Avail- Cost to GENERAL LEDGER ability Modify Comments new accounts Account template should del,mit an accoum type, service types, fees and deposits on thc new account Utility Bdhng Ability to use an existing account as a template when 168 creating a new account to copy 169 Utihty Billing Support an unbmitcd number of bflhng cycles 1610 Unhty Billing Support an unhmlted number of routes for various service types (refuse collection, meter reading, crc ) 1611 Utility Bflhng Support an unhmxtcd number of accpunts 1612 Utility Billing Support user-defined account status codes 1613 Utility Bdhng Abd~ty to provide for user defined customer and account classification codes 0 c, residential, commercml, etc ) 1614 Utility Bdhng Abd~ty to record setup and close dates for an account 1615 Utility Billing Abd~ty to record unlimited notes for an account 1616 Utility Billing Abd~ty to have an unbm~tcd number of service locations on an account 16 17 Utility Bfihng Provide for bflhng an unhmlted number of services (metered or non-metered) per service location 16 18 Utility Billing Ability to associate multiple customers with a s~nglc account Utility Bdhng Ability to scnd bill to one customer on the account and late 16 19 noUccs and shut off notices to a different customer on the account Utility Billing Abd~ty to view the outstanding total balance on an account 16 20 as well as the balance broken down by service type, current balance and prewous balance 16 21 Uttbty Billing Ablhty to account for an unhmlted number of security deposits per account 16 22 Unhty Bfihng Ability to calculate deposit interest using sm~ple or compound interest calculation 16 23 Uuhty Billing Ability to automatically refund deposits and to either print refund checks or apply deposit against account 16 24 Unhty Billing Abdity to define an unlimited number of user-defined and ~. maintmncd rate tables for each service 16 25 Unhty Bfihng Ablhty to dcfinc an effective date for rate tables Utlhty Bdhng Abd~ty to define service rates that are based on flat fees, 16 26 consumption based, consumption based with demand, per unit charge, perccntagc bascd or uscr-dcfincd formula Uuhty Billing Ablhty to base charges for non-metered services such as 16 27 sewer on water consumption from customer's water consumption The system must provide the ablhty to base sewer charges that arc dependent on water consumption or Request For Proposals for Financial Management System / ERP - Page 44 As'ad- Cost to GENER.4L LEDGER ability Modify Comments wrater averages Utility Bdhng Abihty to define d~strlbut]on of fees to multiple general 16 28 ledger accounts based on user-defined account type, fee category, service type, jurisdiction and reason code Utihty Bilhng Ability to define through table entry, an unhm~tcd nmnber of 16 29 service types and add, change and delete scrv1ce types as required Utd~ty Bllbng Ability to record contact information for custoiner including 16 30 spouse name, contact numbers, license and SSN and auto- ~ pay account data 16 31 Utility Bllhng Abihty to identify customer as "cash-only" and have the user alerted when entenng a receipt for the customer Utility Bdhng Abibty to track information through system by customer Must be able to view all accounts that customer has had, 1632 current status of accounts and outstanding balance and have abd~ty to drdl down to account detad 16 33 Unhty Bdhng Ability to display muluple years of transacnon history for thc customer 16 34 Utihty Bdhng Ablhty to view all service or&rs associated with a serwce customer 16 35 Utlllty Bdbng AbIhty to record unhm~ted notes for a customer 16 36 Utlhty Bilhng Abd~ty to Identify mulnplc meters at a servtce location 16 37 Utihty Billing Abihty to describe the Iocanon of the meter at a scrwcc Iocatmn 16 38 Unllty Bilhng Ability to assocmte a service Iocanon with a parcel number Utihty Billing Ability to idennfy thc Jurisdiction ~n which the service 16 39 Iocatmn is located for bflhng purposes (1 e vary rates based on jurisd~ctton) 16 40 Utihty Bilhng Abd~ty to identify thc number of dwelhng units at a service location Utd~ty Bdhng Ability to track information through system by location Must be able to view all accounts at that locanon, current 1641 status of accounts and outstanding balance~ and have ability to drdl down to account detad 16 42 Utihty Billing Abihty to vmw a h~story of all meters that have been installed at the service location 16 43 Utihty Bilhng Abdlty to view all service orders associated with a service Iocanon 16 44 Utihty Billing Abihty to maintain an unlimited number of meters 16 45 Utlhty Bllhng Abihty to maintain meter atmbute data ~ncludlng meter number, s~ze, brand, meter use, servme type, condmon, Request For Proposals for Financial Management System / ERP - Page 45 Avail- Cost to Comments GENERAL LEDGER ability Modify location (mcludmg x y coordinates), last instal[ date, last shutoff date 16 46 Utlbty Billing Ablbty to record unlimited notes for a meter 16 47 Unhty Bdhng Ability to define read types Unhty Bdhng Actual reading and consumptmn for each meter will be 16 48 determined by the number of d~als to be read for that meter and should support a minimum of rune dig~ts 16 49 Utility Billing Ability to define through tablc entry, read types and measurement units for a meter 16 50 Unhty Bdhng Abd~ty to support compound meters 16 51 Unhty Bdhng Ability to store meter data for touch and ra&o reads 0 e transponder number, ra&o id, radio type, register ~d) 16 52 Unhty Billing Support user-defined forinats for upload and download of data to hand-held mctcr readmg system 16 53 Unbty Bdhng Ablhty to record unlumted notes w~th a meter reading 16 54 Utility Bdhng Abthty to estimate meter reads based on user-defined h~story preference 16 55 Unhty Bdhng Abfltty to identify reads that were esumated versus actual readmgs 16 56 Unhty Bdhng Abd~ty for system to automancally Identify roll-over rea&ngs based on meter setup 16 57 Unhty Billing Ability to automatically ~dentify rollovers on meter readings Utdlty Bdhng Flexible high/low feature that allows the user to set range of parameters This h~gh/low would be both on the ~nformation 16 58 sent to the automated meter reading system before readings, and on the edits performed in the unhty bdhng system after the readings uploaded hum hand~helds or if readings are manually entered tutu the system Utility Bdhng Produces a consumption edit register prmr to pnntmg bdls, 16 59 screening for user-defined variables such as h~gh/Iow consumption, no current reading, zero consumption, etc 16 60 Utility Billing Ability to enter stop and start dates for individual fees on an account 16 61 Utility Billing Abdlty to charge for fiat rate billings or one time special charges Utility Bllhng Provide for consumption groups of serv~cc~ for billing 16 62 (water and sewer) A single account with multiple meters can combine consumpnon for bdhng purposed 16 63 Utd~ty Bdhng Abd~ty to print user defined message on bills 16 64 Utd~ty Bdhng Abd~ty to produce statements for customers w~th mulnple Request For Proposals for Financial Management System / ERP - Page 46 Avail- Cost to Comments GENERAL LEDGER ability Modify utility accouters 16 65 Utdlty Billing Ability to automatically add late penalties to dehnqucnt accounts according to rate structure Utlhty Bdhng Ability to produce dehnquent bills for customers that have 16 66 already received a final bill but continue to roarer,un all unpmd balance 16 67 Utd~ty Billing Abd~ty to prorate bills for new accounts and closed accounts 16 68 Utility Bdhng Calculates final bills during any cycle, based on the internal system issuance of a turn-off service order 16 69 Utlhty Bdhng Ability to automatically apply deposits to a final bill 16 70 Utd~ty Billing Ability to bill by cycle and produce corcespondmg bllhng registers and journal entries 16 71 Utility Billing Ability to sort bdls by z~p plus four to take advantages of available postage discount 16 72 Utility Bllhng Ablhty to export bills to a file for 3ra party pnntmg 16 73 Utlhty Bflhng Prowde for address cer{lficatlon to maximize postage discount 16 74 Utlhty Bdhng Ability to view and repnnt a past bill at any time 16 75 Utlhty Bdhng Ablbty to calculate and bill on budget payment basis 16 76 Utlhty Bdhng Ablhty to place an account on hold, resulting in the account not being billed until taken offhold 16 7'7 Utd~ty Bdhng Ability to generate a pre-bdhng report to view billing amounts before actually bdhng accounts 16 78 Utd~ty Bllhng Abdity to accept full, over, partml and pre-payments 16 79 Utility Billing Ablhty to distribute partial payments based on user-defined preference (due date, service type and percentage) 16 80 Utdlty Bllhng Prowslon for data entry correction of any distribution rotors Utility Bllhng Provide for auto-pay option for customers to pay from customer's bank account An ACH file should be created by 16 gl the system, with submission on magnetic media to the appropriate bank for processing Utility Bdhng Ability to print a report hstmg each customer that uses auto- pay The hstmg should include each UB account for which 16 82 auto-pay is used, as well as the routing number, bank account number, bank account type, prenote date, and auto- pay hm~t 16 83 Utility Bdlmg Ability to scan payment mformatmn directly into the system using a bar code scanncr 16 84 Utility Billing Ability to support payment arrangements for customers to schedule payments fro' outstanding balances Request For Proposals for Financial Management System / ERP - Page 47 Avail- Cost to Comments GENERAL LEDGER ability Modify Utlhty Bdhng Ability to generate a report of all customer~ with payment 16 85 arrangements showing scheduled due dates, amounts duc and amounts paid 16 86 Utdtty Bllhng Abd~ty to generate hens against an account based on user- defined criteria 16 87 Utlhty Bllhng Abd~ty to generate hen hstlngs, newspaper notices and release of lien notices Utd~ly Bilhng Ablhty to define up to 9 notices (late, past due, shut off, ctc) 16 88 with minimum amount% days past due and u~er-defincd filters 16 89 Utility Billing Ablhty to automancally create late notices and automatically record event against account 16 9C Utlhty Billing Allow lor user-defined service order number structure Utlhty BIlhng Ability to define through table entry, an unhm~ted number of 16 91 service order types and add, change and delete service order types as reqmred 16 92 Utdlty Bdhng Ability to define a workflow for each scrwcc order type with automatic emall nonficatlon to responsible departments l 6 93 Utd~ty Bflhng Abdlty to use a wizard to step through required actions on a service order Utdlty Bdhng Abd~ty to automatically update customer, location, meter ad 16 94 account ~nformatmn upon completion of sermce order actions Utlhty Bdhng I Ability to display a history of all service orders rcIated to a service location, meter, customer or account The status of 1695 each service order should bc displayed Service orders should prowde drill-down funct~onah~ for details of actual service order 16 9~ Utlhty Bdhng Ability to print a service order form and a hst of service orders based on user-defined selection cnterm 16 97 Utlhty Billing Abd~ty to display transaction history including bills, receipts, adjustments and refunds for an account 16 98 Utlhty Billing Ablhty to filter history by date, transacnon type, transaction number, amount 16 99 Utility Billing Ablhty to change sort order oftransactmn h~story 16 I£ Utlhty Bdhng Ability to display dctads of transaction and drill down to transaction Utlhty Bllhng Abd~ty to automatically track an unhm~tcd number of user- 16 113 defined events on an account (l c late notices, shut offs, NSF checks) 16 113 Utlhty Bllhng Prowde for d~splaymg and/or printing any customer account Request For Proposals for Financial Management System / ERP - Page 48 Avad- Cost to Comments GENERAL LEDGER ablhty Modify h~story upon request 16 10 Utlhty Bdhng Abd~ty to graphically dtsplay consumption history for an 16 10 Utility Bdhng Abdlty to display average consumptmn by month lot an 16 I 0 Uuhty Bllbng Abdlty to support 4 uscr-dcfined aging categories 16 10 Utflfly Bdhng Ablhty to d~splay outstanding balance by fee broken into aging categories 16 10 Utthty Bdhng Abd~ty generate an aging report fnr a single account or muluple account using a user-specified cut-off date Utlhty Bllhng End user reporting tools must be available to create reports 16 l 0 using data from any of the fields wltb~n the Uuhty Bdhng module 16 l0 Utility Bllbng Abdlty to print add~ess labels for scrwcc locations and/or Utdlty Bflhng Abd~ty to generate a hst of accounts based on user-defined 16 11 selecnon cntcna Report must optionally include transacnon history for a defined cut-offdatc Utd~ty Bfihng Abfl.y to generate a ilst of customers and their account reformation based on user-defined selection criteria Report 16 ll must optmnally include transacnon history for a defined cut- off date Unhty Bllhng Abd~ty to generate a trial balance and an aged mai balance 16 11 report that dmplays balances duc by account as ora uscr- spectfied cutoffdate Allow thc report to be displayed m !6 I l Unhty Bdhng Ability to generate a consumption report that shows top consumption users Utlhty Bdhng Ability to generate a meter hstmg report that includes meter 16 11 attributes and opnonally tncludes reading history for a user- specified cut-off date 16 11 Utlhty Bllhng Ability to generate a route hsung report that hsts ail service Utility Billing Abdlty to generate an analysis rcport with uscr-dcfincd 16 11 parameters The report should allow the user to report on revenue or consumption with the flexlbdlty of defining 16 11 Utd~ty Bfibng Abdlty d~splay account ~nfonnatton via web application 16 11 Uuhty Bdhng Abdfly to pay outstanding balances via web application 16 11 Unhty Bdhng Ability to vmw account transaction h~story wa web apphcat~oo Request For Proposals for Financial Management System / ERP - Page 49 Avail- Cost to Comments GENERAL LEDGER abdlty Modify 16 12 Utlhty Bdhng Ablhty to wew consumption history m graphical fomlat wa web apphcatlon 17 SPECIAL ASSESSMENTS Special Integrate w~th parcel managcr to vahdate parcels, addresses, 17 I Assessments owners and zomng Special Integrate with MapObjects to display on a map the data 17 2 Assessments stored In the Special Assessments module Special Inte~-ate with General Legcr and Accounts Payable for ; ~ 17 3 Assessments posting of balls, receipts, adjustments and refunds Special Integrate w~th Utd~ty Bdhng to support lien mallagement for 17 4 Assessments dehnquent utility bills Special Integrate w~th cashienng for rccclpts 17 5 Assessments Special Ablhty to support amortized, perpetual and onemme 17 6 Asscssmcnts assessment types Special Abd~ty to define an unhm~tcd number of assessment 17 7 Assessments categories for grouping assessment d~smcts Special Abd~ty to calculatc asscssments based on a user-defined 17 8 Assessments formula, amortization schedule or flat fee Special Abd~ty to track amounts bdled, amount paid, outstanding 17 9 Assessments balance and transactmn history lor an assessment Special Abd~ty to ~dentify multiple customers associated with an 17 10 Assessments assessment Special Ability to define an unlnmted numbcr of uscr-dcfincd fields 17 I Assessments associated with an assessment district Special Abdlty to define an unhmitcd number of user-defined fields 17 12 Assessments assocmted w~th an assessmcnt Special Ability to define an unhm~ted number of uscr-dcfincd fields 17 13 Assessments associated with a customer 17 14 Special Ab~htytodcfine distnbution of fees to multtple general Assessments ledger accounts 17 15 Special Abflitytodlsplay transaction hlstorylncludmgbdls, Assessments rccc~pts, adjustments and refunds 17 16 Special Ability to filter h~story by date, transaction type, transaction Assessments number, amount 17 17 Special Abdltytochangesortordcroftransactmnh~story Asscssnlcnts 17 18 Specml Abflltytod~splaydctmlsoftransactmnanddrdldownto Assessments tmnsactmn Special Ablhty to merge assessments when pamels are merged 17 19 Assessments Request For Proposals for Financial Management System / ERP - Page 50 Avad- Cost to Comments GENERAL LEDGER ability Modtfy Special Abdtty to spht assessments when parcels are spht 17 20 Assessments Special Abd~ty to defer an assessment on a parcel 17 21 Assessments Special Ability to generate notices based on user-defined criteria 17 22 Assessments Special Abihty to track assessment through system by customer Assessments Must be able to vmw all assessments that customer has, 17 23 current status and outstanding balances, and have ability to drdl down to assessment detail Special Ability to define an unhmited number of bdhng cycles 17 24 Assessments Special Ablhty to generate a prc-bllhng report that shows amounts 17 25 Assessments that will be billed during the next billing cycle Special Ability to support m~tallmcnt billings where the assessment 17 26 Assessments may be billed in ~nstallmcnts Special Ability to export bills to a 3rd party system for bdlmg and 17 27 Assessments collection Special Ability to m~port receipt information from a 3rd party system 1728 Assessments Special Ahtbty to bill multiple assessments for a single parcel on a 17 29 Assessments single ball 17 30 Special Ability to view and reprint a past ball at any nme Assessments 1731 Special Ablhty to scan payment mfmxnatlon directly into the system Assessments using a bar code scanner 1732 Special Abdtty to accept full, over, partial and pre-payments Assessments Special Prowde for auto-pay option for customers to pay lkom Assessments customer's bank account An ACH file should be created by 17 33 the system, with submission on magnetic media to the appropriate bank for processing Special Ab~hty to cancel an assessment w~th a reason for the 17 3, Assessments cancellation 1735 Special Abdity to automancally add late pcnaltms to dehnquent Assessments accounts according to rate structure Special Ability to generate late notices for delinquent accounts 17 31 Assessments Special Abd~ty to support level payments for amortized fccs 17 37 Assessments Special Abd~ty to support simple ~nterest payments for amomzed 17 31 Assessments fees 17 39 Special Ability to prorate interest charges ou amortized fees Request For Proposals for Financial Management System / ERP - Page 51 Avad- Cost to GENERAL LEDGER ability Modify Comments Assessments Specml Abdity to apply rebates to an assessment 17 40 Assessments Special End user repomng tools must be avadable to create reports 17 41 Assessments usmg data from any of the fields wlth~n the Special Assessment module Special Ability to generate a district hsting rcpori to display 17 42 Assessments assessment details for the assessment district Special Abd~ty to generate an assessment bst~ng report bascd on 1743 Assessments user-defined select~on criteria to display assessment amounts and optionally display transaction histm'y Special Abd~ty to generate a customer hsnng report based on user- 17 44 Assessments defined select, on criteria to display assessment amounts by customer Special Abdlty to generate an assessment category report to d~splay 1745 Assessments assessment d~stnct ~nformat~on grouped by category Special Ablhty to generate a dcbnqucncy report to d~splay a hst of 17 46 Assessments customers that are delinquent ~n paying their assessments Special Ability to generate a bdhng report to d~splay billed amounts 17 4' Assessments ~n detail or summary view for a specified date range Special Ablhty to generate a trial balance and an agcd trial balance Assessments report that d~splays balances due by customer as of a user- 1748 spccffied cutoff date Allow the report to be displayed in summary or detail view Special Abd~ty to generate a payoffrcport to display all assessments 17 49 Assessments that have been paid off durmg a user-specified tnne frame Special Ablhty to ~mport an assessment district from a third party 17 50 Assessments source Spcclal Ab~hty to spatially define an assessment district from a 17 51 Assessments parcel map Special Abd~ty to view assessment data for a sclcctcd parcel wa the 17 52 Asscssments web apphcat~on Special Ability to make payments towards outstanding bills via the 17 53 Assessments web apphcatmn 18 APPLICANT TRICKING Apphcant User definable Job Announcements based upon Position 181 Tracking Descriptions Apphcant Supports thc usc of Hurdles dunng the apphcatlon process 182 Tracking Apphcant Supports user definable Preference Points 183 Tracking 18 4 Applicant Tracks and reports on recruitment source and type Request For Proposals for Financial Management System / ERP - Page 52 Avail- Cost to Comments GENERAL LEDGER ability Moddy Trackmg Applicant Supports at least 20 user definable Announcement formats 185 Tracking Apphcant Provides standard response letters lbr acceptance, rejection, 18 6 Tracking and oflcr Apphcant Allows apphcants to indicate general or specific interest 187 Tracking even if there are no current job openings Apphcant Supports We~b entry of job apphcatlons ~ 188 Tracking Apphcant Automatic nonces can be sent to candidates that have 189 Tracking expressed previous interest in a posmon Apphcant User definable recrmtment numbers 1810 Tracking Apphcant Provides a standard Adverse Impact Report I811 Tracking Apphcant Captures apphcant data ~ncluding education, degrees, and 1812 Tracking general credentials Apphcant Supports work preference tracking and reporting 1813 Tracking Applicant Allows entry and tracking of applicant test results 1814 Tracking Apphcant Abdlty to create a number of recruitment applicant reports 1815 Tracking and create chgibdity hsts 19 HUMAN RESOURCES Human Ablhty to define what employee data can be wewed from the 191 Resources Payroll module, the HR module, or both Human System must prowdc audit trail of changes made to Resources employee filc including, when the change was made, who 192 was responsible for making the change, type of change made, records old and new values changed Human Ablhty to define whether the employee data can be updated 193 Resources from the Payroll module, thc HR module, or both Human Ablhty to restrict access to wew and update employee data 194 Resources at thc user level Human Ab~l~ to restrict update access to certain fields on a screen 195 Resources at the user level Human System must allow specifying which home departments, 196 Resources positions, and employees a user wdl be allowed to enter and view information Human Ability to attach unhm*ted documents to employee records 197 Resources including, Scanned nnages, pictures, and documents from Request For Pro }osals for Financial Management System / ERP - Page 53 Avail- Cost to GENERAL LEDGER ability Modt[v Comments Rcsourccs third party (MS Word, Excel, etc ) Human Ablhty to attach unbmlted notes to employee records 19 8 Resources Human Unhmltcd current and former employee addresses 19 9 Resources mformatmn Human Unhm~ted and detmlcd dependent ~nformanon for each Resources employee ~ncludmg, Address, phone, relationship, b~rth date, 19 1{2 social security, detad benefits and deduction pamc~pant information, a, nd COBRA part~c~patmn codes and dates Human Employee acnons, such as probation, grievances, 19 11 Resources term~nattons, d~smpbnary actions Human Dctadcd and unhm~tcd emergency contacts ~nclud~ng Resources cffecttvc date, address, mulnple contact phone numbers, 19 12 relationship, active and primary contact designation, unlimited comments Human Detailed OSHA incident tracking and reporting of OSHA 19 13 Resources 300 and 301 forms Human Employee medical profile lnformatmn 19 14 Resources Human I-9 documents 19 15 Resources Human Employee rcwcw ~nformanon, ~nclud~ng dates of past and 19 16 Resources future rewcws Human I Leaves of absence 19 17 Resources Human Employee educational background 19 18 Resources Human Employee references 19 19 Resources Human Employee skills and proficiency 19 2~ Resources Human Employee hcenses 19 21 Resources Human Employee awards 19 22 Resources Human L~st of agency assets prowdcd to employee 19 23 Resources Human Employee affihatlons 19 24 Resources Human Training reqmred for a specific poseidon 19 25 Resources ltuman Medical screemngs rcqmrcd for a specific poSltlOn 19 26 Resources 19 27 Human Abd~ty to process changes ~n employment status, such as Request For Pro ,osals for Financial Management System / ERP - Page 54 Avail- Cost to GENERAL LEDGER ab;hty Modify Comments Resources transfers, promotions, reclasslficanon, separanons, and ternlmat~ons, using an enter-edit-post cycle Human Abd~ty to use effective-dating ~n the employment status 19 28 Resources change process lluman Ab~hty to mmnta~n employees' benefiffdeduct~on plans Resources Each pos~t~on must allow for a det~ault set of 19 29 bcncfiffdcduction plans, which will be hsted ~n thc employee form area for the appointment You can add or delete plans or open the employee's copy of the plan to customize ~t Human System must allow for control check for ehglbthty for a 19 30 Resources benefit/deductton Human Abd~ty to track and repor~ on FMLA leave 19 31 Resources Human Abd~ty to pnnt a report of thc total cost of employee Resources compcnsanon Thc report must break out the cost of compensation for the employee's salary and prelmums, benefits, and leave over thc t~mc range you specify For 19 32 salary and premiums, ~t hsts thc hours and amounts For benefits, ~t hsts the amounts and calculates the benefits as a percentage of total salary For leave, ~t lists the hours and amounts and calculates the actual hours worked Human Abd~ty to produce EEO4 reporting 19 33 Resources Human Abd~ty to generate VETS 100 report 19 34 Resources Human Employee Verification Servtce (EVS) Report It ~s submmed Resources to SSA to match your record of employee names and Social 19 35 Security numbers witb SSA's records Must be able to produce a paper report, and optionally, a magnetic output file m the EVS format Employee Provides user definable Course numbers 19 36 Trmmng Employee Captures Course mformat~on ~ncludmg but not hm~tcd to 19 37 Trmnmg Type, Level, Cost per student and Target Audmnce Employee User definable Certification tracking and award 1938 Training Employee Prowdcs Course contact mformat~on 19 39 Trmmng Employee Controls Course Management using Prerequisite Courses, 19 40 Trmmng Rcqmred materials and Reqmred Instructor Certification Enlployee Supports user definable Course Objectives 1941 Trmmng 19 42 Employee Allows users to hnk Performance Rcwcws to reqmred Request For Proposals for Financial Management System / ERP - Page 55 Avad- Cost to GENERAL LEDGER ability Modify Comments Training Courses/Classes Employee Mmntatns a comprehensive list of Course History w~th drdl 19 43 Traimng down optlous to the detads Employee Provides user dcfinable Class numbers 1944 Trmmng Employee User definable and system controllable class sizes 19 45 Trmmng Employee Tracks class statistics including Overall Rating, # of ~ 19 4~ Trmmng Students enrolled, Average Grade, and Pcrccntagc of ~ Students passing Employee Automated class enrollment via the WEB 19 47 Trmnmg Employee Electromc nonficat~on of enrollment confirmation 19 48 Trmmng Employee User definable workflow for class authorization 1949 Tratmng Employee Matntmns a comprehensive list of Class H~story w~th drill 19 5C Tratmng down options to the details Employee Supports recording and tracking of class evaluations 1951 Traimng Employee Maintains an Instructor file onhnc 19 52 Training Employee Instructor file includes certifications, Course Ehgtbd~ty, and 19 53 Training prcmous classes taught Employee Provides user definable locations 19 54 Training Employee Locatton dcfimtmn includes Facility Hours, Avadable 19 55 Training Equipment, Facility limits based on class configuration Employce Maintains a comprehensive list of Class Hi,tory at the 19 56 Training location Employee Supports Students both internal and external to the agency 19 57 Training Employee Full support for Student enrollment oo the Web 19 58 Trmmng Employce Web based inquiry on Class, Course, or Student 19 59 Training Employee Integration wnh thc Human Resource module 19 6~ Trmmng 2O PA YROLL Request For Proposals for Financial Management System / ERP - Page 56 Avad- Cost to GENERAL LEDGER ability Modify Comments Payroll Full support for exception-based processing for unlumted 20 I employees Payroll Ablhty to define whether employee data tabs can bc viewed 20 2 from thc Payroll module, the HR module, or both Payroll Allow multiple agenctes to operale under different payroll 20 3 parameters and policies 20 4 Payroll Full integration with human resources module 20 5 Payroll Full integration with general ledger module 20 6 Payroll Full integration w~th project accounting module 20 7 Payroll Full integration with accounts payable module Payroll Abihty to define security for aCtlvlty (time) entry to allow 20 8 specific users (managers) to enter payroll activity for specific employees or positions Payroll Full support for pOSltlOn control, poslt~on appointment, and 20 9 posiUon budgeting 20 1(~ Payroll Unlimited number of employees, agencies and salary groups Payroll Allow employee to hold several positions for multiple 20 11 agencies 20 12 Payroll Allow employees to share specific positions 0ob sharing) 20 13 Payroll Abdity to maintain a hst of avadable posiUons 20 1~1 Payroll AbdIty to maintain a list of FTE% (Full Time Eqalvalenc~es) Payroll Abihty to maintain a list of FTE's to not cxcccd 100% per 20 15 defined position 20 1 ~ Payroll Abdity to maintain p,rrt-timc positions Payroll Abd~ty to defimtmn expiration dates lbr positions beyond 20 17 which an employee wdl not be pard 20 18 Payroll Full support for rctroacUvc pay processing Payroll Abfli~ to create user-defined labor d~str~but~on of earnings, 20 19 benefits and deductions Payroll Full support for user-defined, multi-level employee number 20 20 for~nat Payroll Ability to handle savings bond deductions m multiple 20 21 deoommauons 20 22 Payroll Ability to handle employee draws Payroll Ablhty to define a cafeterm-style benefit plan in which a 20 2~ fixcd amount is apphcd to individual benefits according to cmployce's designation Payroll Abd~ty to proccss COBRA payments for the in~urmg of 20 24 formcr cmployees and their families Must provide accounts rcccIvablc for hcalth insurance premiums Payroll Ability to populate employee benefit/deduction plans by 20 25 choosing a pre-defined plan set Request For Proposals for Financial Management System / ERP - Page 57 Avail- Cost to Comments GENERAL LEDGER abd~ty Modify 20 26i Payroll Abd~ty to define FLSA coding and calculatmn 20 2~ Payroll Ab~hty to calculate FLSA overtime on recent history Payroll Ab~hty to review full employee history at any nme and user- 20 28 defined period 20 29 Payroll o Hours and earmngs 20 30 Payroll o Leave changes and balance~ 20 31 Payroll o Benefits and deductions 20 32 Payroll o Checks and direct deposit 20 33 Payroll o Poslnons and salaries Payroll Abdlty to define configurable pay periods based on period 20 34 start, end and check date Payroll Processing of multiple pay periods and payrolls at the same 20 35 time 20 36 Payroll System must allow for special payroll periods to bc defined Payroll Abihty to set pay permd status including, open, unopened, 20 37 locked, complete Payroll Salary and hourly rates can be based on grade/step tables or 20 38 set ~ndividually for specffic employees Payroll Abd~ty to utilize pay grade and salary tables to generate and 20 39 report future pay increases Payroll System allows ability to set up sh~ft calendars, which describe the standard number of hours worked every day by an employee on a particular sh~ft Sh~ft calendars are used to 20 40 automatically generate hoors dunng batch processing (where applicable), and can be used ~n Fmr Labor Standards Act (FLSA) calculations Payroll Full support for future year s budget project ons, including 20 41 analysis/projection for specffic employees or salary groups Must integrate with budgenng module Payroll Full support for 'what if salary projections based on pre- existing salary tables and forecaster input Must he able to 20 42 enter adjustments to hour types, benefits, or salary/wage rates for use ~n projecting budget figures Payroll Ab~bty to setup and process payroll for multiple sub- 20 43 agencies Payroll Abdity to process payroll ~¥om mulnplc employers to a 20 44 single employee Payroll Employees from multiple agcncms may be processed 20 45 simultaneously 20 4 Payroll Capability to void payroll processing 20 47 Payroll Capablhty to rerun prewous payroll processes Payroll Abd~ty to generate multiple checks to an employee to ~solate 20 4~ certain canungs types Request For Proposals for Financial Management System / ERP - Page 58 Avail- Cost to Comments GENERAL LEDGER abthty Modify Payroll System allows for special notes to be entered during check 20 4~ prints Payroll Ablbty to configure d~rcct deposit processing by thc 20 5( following criteria 20 51 Payroll o Flat amounts 20 5.~ Payroll o Percentages 20 52 Payroll o Combinations of flat amounts and perccntagcs 20 54 ,- Payroll Multiple d~rect deposits per check 5 Payroll D~fferent direct deposits for each check processing period 20 55 (Is~ check of month vs 2nd check of month vs Spccml paylolls, etc ) Payroll Prowde abdlty to print checks on a laser printer in house 20 5~ with MICR capability 20 55 Payroll Full support for check reconcihat~on 20 5~ Payroll Full support for vmd~ng check and rcissucs 20 5t~ Payroll Full support for positive pay Benefits and Abdlty to define additional Federal withholding amounts on 20 6( Deductions a pay period basis Bcncfits and Abdlty to define additional Federal withholding c~ther by a 20 61 Deductions flat dollar amount or as a percentage of the FWT wage base Benefits and CapablllW to deal with tax calculations for 20 62 Deductions Bcncfits and c) Federal 20 6 Deductions Benefits and c~ State 20 6~ Deducnons Benefitsand o Local 20 65 Deductions Benefits and Abdity to manage unhmitcd deferred compensation plans 20 6~ Deductions Bcncfits and Unlimited number of defined deduction plans 20 67 Deducnons Benefits ~nd Unhmlted number of benefit/deduction plans 20 6~ Deductions Benefits and Calculanon of deductions and benefit amounts can be 20 6t~ Deductions detenmned based on Bcncfits and o Flat dollar amount 20 7( Deductions Benefits and o Percentage of gross wages 20 '71 Deductions Benefits and o Pcrccntage of salary 20 T; Deducnons Request For Proposals for Financial Management System / ERP - Page 59 Avatl- Cost to Comments GENERAL LEDGER abdtty Modtfy Benefits and o Percentage of net 20 73 Deductions Benefits and o Based on benefit/deduction rate table 20 74 Deductions Benefits and o Specialized formula based calculation 20 75 Deductions routines Benefits and Abdity to maintain a maxunu~n benefit/deduction for plan Deductions category level (in the case of mulnplc 401K plans for a 20 76 s~ngle employee) and a max~mmn benefit/deduction for each ; employee plan (for each 401K the employee has) Benefits and o Defined at the overall plan level 20 77 Deducnons Benefits and o Defined at the Pay period 20 78 Deductions minnnum/maxlmum Benefits and Ability to manage EIC (Earned Income Credit) 20 79 Deductions Benefits and Abdity to define annual benefit limits w~th uneven amounts 20 8C Deductions (two payments of unequal amounts in a given month) Benefits and Abd~ty to setup user-defined titles, codes, and classifications 20 81 Deductions for all plans Benefits and Capabdity to set start/stop dates for bcncfits/dcducnons at 20 82 Deductions both, the plan level (agency-wide) or employee level Benefits and Capabd~ty to malntmn benefits/deductions with payments 20 83 Deductloms made by Benefits and o Employee 20 8,~ Deducnons Benefits and o E~nployer 20 85 Deductions Benefits and o Employer contribution (employer 20 8, Deductions contributes a pornon of the employee hablbty) Benefits and o Combinations of above 20 8'7 Deductions Benefits and Ability to define unlnmted number of voluntary dcducnons 20 8 Deductions per employee Benefits and Capability to specify the frequency of deductions or benefits 20 8' Deducnons ~n a variety of methods including Beoefits and o Pay period (1'~, 2nd, 3rd, 4th) 20 9~ Dcductmns Benefits and o Every other pay period 20 91 Deductmns Benefits and o Odd and even pay period 20 92 Deductmns 20 93 Benefits and o Monthly Request For Proposals for Financial Management System / ERP - Page 60 Avail- Cost to Comments GENERAL LEDGER ability Modify Dcductlons Benefits and o Quarterly 20 94 Dcducnons Benefits and o Annually 20 95 Deductions Benefits and o Custom frequency 20 96 Deductions Benefits and Abd~ty to specify start/stop dates for both benefit and 20 97 Deductions deduction plans Benefits and Ablhty to handle multiple 401K plans 20 9~ Deductious Benefits and Capability o£ mmntammg supplementary data items such as 20 99 Deductions Benefits and o Life insurance information plan 20 10 Deductions Benefits and o Beneficiaries 20 10 Deducnons Benefits and o Relationship to insured 20 l0 Deducnons Benefits and c~ Benefit amounts 20 10 Deductions Benefits and o Plan group number 20 10 Deductions Benefits and o Plan employee number 20 10 Deductions Benefits and o Minimum o£ 15 user-defined items 20 10 Deducnons 20 10 Leave Plans ANhty to support an unhmltcd number ct leave plans Leave Plans Abdny for a leave plan to establish a minimum amount of 20 10 leave taken at one time Leave Plans Ablhty lot leave plan to establish mlmmum increment 20 i0 amounts to be taken (in multiples of 4 hours, e g ) Leave Plans Ability for leave plan to restrict leave usage during initial 20 1 I probation period (accrued leave for initial defined period of rune but not USE the accrued leave, e g ) Leave Plans Ability to configure thc warning received when the 20 11 maximum hmlt of accrual is reached, including 20 11 Leave Plans o issue warning of hmtt but continue accrual 20 11 Leave Plans o issue wamtng of hmlt and stop accrual Leave Plans Ablhty to issue a warmng of a leave hmlt and add ~verflow 20 11 into another accrual category (e g when s~ck leave reaches its maximum put excess into vacation) 20 11 Leave Plans Ability to pay off accrued hours at any percentage ~base Request For Proposals for Financial Management System / ERP - Page 61 Avail- Cost to Comments GENERAL LEDGER abdlty Modify salary 20 11 Lcave Plans Abd~ty for accrued hours to have carryovers Leave Plans Abd~ty for lost hours due to maximum accruals to be prod 20 11 offat a percentage of base salary Leave Plans Ablhty to define leave donations that allow an employcc to 20 11 "donate" leave to another employee Leave Plans Ablhty to define flextble leave plan accruals that calculate 20 1 I longevity in 20 12 Leave Plans o Hours 20 12 Leave Plans o Days 20 12 Leave Plans o Months 20 12 Leave Plans o Years 20 12 Leave Plans Abd~ty to define leave plan maximums 20 12 Leave Plans Ability to define leave plan minimums Leave Plans Ability to generate hablhty reporting for unused leave 20 12 accrual 20 12 Leave Plans Capab~hty to pay-off accrued leave 20 12 Leave Plans Capabd~ty to pay-off accrued leave Hour Types Abd~ty to define unhmltcd hour types for the following 20 12 types of pay 20 13 Hour Types o Regular Pays the employee at hcr rcgular salary or hourly rate 20 13 Hour Types o Overtime Pays multiple overtimes Hour Types o FLSA Tuggers a rate recalculatmn for 20 13 any hours worked during an FLSA cycle that require FLSA overtime pay Hour Types o Bank Calculates comp t~mc earned Th~s hour type adds entered hours to thc 20 13 employee's plan balance in thc leave category assoctated with the hour type, multiplying the hours by the mult~pher that you specify No dollars are calculated Hour Types o Absent Calculatesleave without pay, also used for default dmly shift activity al'the 20 13 employee works a non-shtft day ~nstead Th~s hour type reduces the employcc's __ salary by a percentage of the hours absent Hour Types o Leave Pays the cmployee, and updates 20 13 leave balances for vacatmn, s~ck leave, _ comp time, and other types of leave plan 20 13 Hour Types o Shift Dffi'crcntlal Pays the employee extra earnings for working second or third Hour Types o Miscellaneous Pay Awards m~scellaneous 20 13 pay for example, court pay or out-of- pocket expenses Request For Proposals for Financial Management System / ERP - Page 62 Avail- Cost to GENERAL LEDGER ability Modify Comments Hour Types o Non-Cash Enters an item such as a car 20 13 allowance or other taxable benefit, which does not add to pay but can affect taxes Hour Typcs o Leave Payoff Pays offrcmainlng leave when an appointment is terminated The 20 13 hour type rcduces the designated leave plans' balances to zero, paying the employee for the unused leave according to rules set out ~n the leave plans Hour Types o Lcave Carryover Triggers a leave carryover for an employee Thc hour type 20 14 reduces the leave balance to the carryover amount that the leave plan specifies, paying the employee thc percentage of the cxccss that the plan specifies 20 14 Hour Types Provide for the following when defimng hour types 20 14 Hour Types © Effective start and end dates 20 14 Hour Types o Mmmmm and mammum hours that can be worked 20 14 Hour Types o Flat amount 20 14 Hour Types o Perccntage of salary/wage amount 20 14 Hour Types o Rate table, user-defined formula, or special routine Hour Types Ability to define an unlimited number of premium pays Must be able to define pay period, annual, and hf¢ limits, 20 14 clfectlve dates, flat amount, percentage ofwagc base, or calculate based on rate table Hour Types Abdlty to process premium pays on a one-time, recurring or 20 14 irregular basis 20 14 Hour Types Abd~ty to group hour types (hour classification) Time Keeping Provide ablhty for dcccntrahzed or centrahzed departmental 20 15 time data entry with vahdatlon Time Keeping Abd~ty to enter project and full integration with project 20 15 accounting module to track payroll and benefit cost Time Keeping Provide abd~ty to support time to be charged back by a 20 15 project Time Keeping Provide for user-defined approval levels with electromc 20 15 approval System must allow for approvals by two or more supervisors and alternate approvers 20 15 Tm~e Keeping Allow lor time to be entered dally, weekly, pay period Time Keeping Tm~e entry form must display calendar and dcfault shift 20 15 hours during time entry 20 15 Time Keepmg Allows for future time to be entered Time Kccping : Allows approved users to preview system calculations for 20 15 I earnings, bencfits, deducnons, leave accruals Also allows I ovcmde of system calculanons Request For Proposals for Financial Management System / ERP - Page 63 Avail- Cost to Co~nments GENERAL LEDGER ability Modify T~me Keeping Abd~ty to enter employee tlmc ~n hot,rs/minutes or fractmnal 20 15 hours format Time Keeping Provide for labor expense d~stnbutmn (earnings, benefits, 20 15 and deductions) and reporting into pre-defined G/L account numbcr(s) 20 1~ Tm~e Kccpmg Prowde vahd rune entry data to payroll processing 20 1~ T~me Keeping Abdlty to ~mport from third party apphcat~ons 21 POSITION BUDGETING / CONTROL Pos~t~on System must be posmon based Must allow for pos~tions to 21 I Control be created and allow the appointment of positions to employee Posmon Ability to wcw hst ol cmployees appointed to poslt~ons 21 2 Control including employee status and appointment date Poslnon Ablhty to enter positron Job and class~ficatmn data Control including, EEO4 codcs, dcfault and ehg~ble 21 3 benefit/deductmn and leave plan sets, step grade, shift, pay cycle and increase schedule Positron Abd~ty to enter supervisor ~nfo~matlon 21 4 Control Pos~t~on System must allow user to enter a percentage to indicate the Control percentage of full-time that the posmon will be considered 21 5 For example, ifa slmdar pos~t~on is considered full-tm~c at 2,000 hours per year, then a position with 1,500 hours would have an FTE of 75 percent Pos~t~on System must allow an employee to hold muhlple positions 21 6 Control and FTE percentages Posttlon Prowdc for multiple groupings of posltlons to accommodate 21 7 Control bargmmng umts and other administrative classfficatlon groups Position Abd~ty to designate salary and hourly pos~t~ons 21 8 Control Posttlon Abd~ty to designate position to allow over-time 21 9 Control Position Abdtty to designate effective start and end dates of positrons 21 10 Control Pos~t~on Abdtty to freeze a pos~t~on preventing appointment to an 21 11 Control employee Posmon Ab~hty to view poSltlOn and compensation history 21 12 Control Pos~t~on Abd~ty to enter medical scrcemngs and training needs for a 21 13 Control particular posmon These reqmrements must default to employee once appointed Request For Proposals for Ftnancial Management System / ERP - Page 64 Avail- Cost to GENERAL LEDGER ablhty Modify Comments 22 PARCEL MANAGER Parcel Ability to integrate with all other land based modules for 22 I Manager vahdatlon and inqmry purposes Parcel Ability to operate as a stand alone module 22 2 Manager Parcel Ablhty to define an unlimited number of user-defined codes 22 3 Manager for coded fields Parcel Allow for lnqmry of parcels on the following or portion of Manager the following parccl nu~nber, addresses, owners, zomng, 22 4 assessments, covenants, encroachments, surveys, easements, buddings, businesses or any combination of the above Pamel Allow for a user-defined parcel number structure 22 5 Manager Parcel Allow for a parcel number of morc than 25 alpha-numeric 22 6 Manager characters Parcel Abd~ty to track thc following parcel attributes subd~vision, 22 7 Manager tract, block, lot number, township, range, section, quarter, map reference and legal description Parcel Ablhty to track parcel atmbutes for a parcel bciore thc 22 8 Manager assessor's parcel number has been assigned Parcel Ablhty to track pment/chdd relationships for parcels 22 9 Manager Parcel Abd~ty to display scanned images such as blueprmt~, zoning 22 10 Manager maps, etc associated with the parcel Parcel Allow for an unhm~ted number of user defined ficlds for 22 11 Manager add~t~onaldata Allowforlnqmryofparcclsbyuscrdcfined field values Parcel Maintain information on right-of-ways and rcnmlndcrs 22 12 Manager Parcel Ability to ldcnnfy an unhnntcd number of addresses 22 13 Manager associatcdwithaparccl Parcel Abd~ty to set security so only certain users have access to 22 14 Manager create and edit addresses Parcel Abd~ty to integrate with CASS certification software ad 22 15 Manager store cemficat~on mfomaanon with each address Pamel Ability to maintain addresses tn a single apphcat~on and 22 16 Manager have changes propagate to all other modules Parcel Abd~ty to ~dentlfy an unhmlted number of owners associated 22 17 Manager with a parcel Parcel Ability to store basic owner mlbnnanon including phone/Pax 22 18 Manager numbers, SSN, reading address (which may be different from parcel address) and owner type 22 19 Parcel Mmntaln ownership history for a parcel including start and Request For Proposals for Financial Management System / ERP - Page 65 Avad- Cost to Comments GENERAL LEDGER abihty Modify Manager end dates Parcel Abd~ty to identify an unlimited number of zomng types 22 2( Manager associated with a parcel Parcel Ability to maintain unhm~ted assessment history including 22 21 Manager dates and descriptions Parcel Ability to record easements associated w~th a parcel 22 25 Manager Parcel Ability to track easement attributes including easement type, 22 2 Manager dimensions and ownership Parcel Ability to ~dentlfy an unhmited number of encroachments 22 2z Manager associated w~tb a parcel Parcel Ablhty to ~dennfy an unhm~ted number of covenants 22 25 Manager associated wflh a parcel Parcel Abihty to ~dentffy an unhmltcd number of surveys 22 26 Manager associated with a parcel Parcel Ability to track survey information including surve~ dates, 22 27 Manager benchmark, coordinate system, and surveyor mformat~on Parcel Ablhty to associate multiple buildings with a pamel 22 28 Manager Parcel Ab~hty to maintain braiding atmbutcs including addresses, 22 29 Manager owners, owner lustory, constmcnon type, setbacks and user defined fields Parcel Abd~ty to associate multiple businesses with a parce~l 22 30 Manager Parcel Abd~ty to mmntain business attributes including license 2231 Manager number, contact information, addresses, owners, owner h~story, insurance and user defined fields Parcel Ab~hty to integrate parcel data w~th MapObjects to d~splay 22 3~ Manager parcel map shape Parcel Abdlty to display an unlimited number of map layers ~n 22 33 Manager MapObjccts display Pamel Abd~ty to select parcel~ from thc map using a variety of 22 34 Manager selection methods (single parcel, parcels wltlun a selection area, parcels w~thln a buffer zone) Parcel Abd~ty to export parcel and/or owner address data to a mall 22 35 Manager merge document Parcel Abdlty to import parcel data from an external soume on a 22 3{ Manager periodic basis to update parcel ~nformatmn Parcel Abthw to conduct parcel inquiry via web application 22 35 Manager 23 PERMITS & INSPECTIONS Permits & Integrate with parcel manager to vahdatc parcels, addresses, 23 I Inspections owners and zoning Request For Proposals for Financial Management System / ERP - Page 66 Avail- Cost to Comments GENERAL LEDGER ability Modify Permtts& Integrate w~th MapObjects to d~splay on a map the data 23 2 Inspections stored m the Permits & lnspecBons module Permits & Integrate w~th General Lcgcr and Accounts Payable for 23 3 Inspections posting of permit fees, receipts and refunds Penmts & Ability to use accrual or cash basis for permit fees 23 4 Inspections Permits & Integrate with cashicnng for receipts 23 5 Inspections Permits & Allow for user-dcfincd permit number structure ~ 23 6 Inspections Permits & On line vahdation and editing of owner names, addresses, 23 7 Inspections parcels, customers, hcenses, lnsurancc Permits & Ablhty to record an owner, applicant and lender on a permit 23 8 Inspections Penmts & Ablhty to estabhsh master/sub pcrnut relationships either at 23 9 Inspections time of apphcat~on or at any time in thc permit process Pernuts & Ability to drdl down to sub-permits associated with a master 23 10 Inspections permit Permits & Abihty to group penmts together into projects either at 23 1 Inspections apphcanon or at any t~me in the pemut process Permits & Ability to track permit status including dates that the status 23 12 Inspections changed Permits & Abdlty to calculate a permit expiration date by permit type 23 13 Inspections Permits & Ability to automancally update cxplranon date upon 23 14 lnspecnons inspection completion Permits & Ablhty to track thc number ot days that a permit has been ~n 23 15 Inspections process, from apphcanon to completion Permits & Abd~ty to associate an unhmited number of contractors w;th 23 16 Inspections a permit Allow prime contractor to be identified Permits & Ablbty to associate an unlimited number of architects and 23 17 Inspections engineers w;th a permit Permits & Validate business license, contractor's license and ~nsurancc 23 18 Inspections reformation for contractors, arch~tects and cnglnecrs as they are associated with a permit Permits & Ablhty to associate an unhmitcd number of parcels with a 23 19 lnspecnons permit Permits & Ability to automatically update parcel attributes after a final 2320 Inspecnons lnspccnon or when Certificate of Occupancy is lssucd Permits & Ability to record unhmltcd conditions of approval for a 23 21 Inspections pcrmlt Allow conditions to be added as pre-defined blocks of text or typed manually Permits & Ability to calculate valuation using occupancy group, 23 22 Inspections construction type, rate code and square footage Request For Proposals for Financial Management System / ERP - Page 67 Avad- Cost to GENERAL LEDGER ablhty Modify Comments Permits & Ability to override calculated valuation 23 23 Inspections Penmts & Ability to accept unlimited pubhc comments associated with 23 24 Inspections a permit apphcatmn mcht&ng date and name Pcrmlts & Ability to define through table entry, an unhm~ted number of 23 25 Inspections permit types and add, change and delete permit types as reqmred Permits & Ablhty to define a workfiow for cach pcmnt type 23 26 inspections ~ Permits & Ablhty to define default actmns including plan reviews and 23 27 lnspecuons inspections that must be completed for each pemut type Permits & Ability to identify detailed checkhst items for each defined 23 28 Inspections action Permits & Ablhty to override default actions on an individual permit 23 29 Inspections Permits & Ablhty to schedule and assign all permit actions and 23 313 Inspections mspecnons Permits & Ability to maintain rcvicw and inspection histm'y 23 31 Inspections Permits & Ability to define an unhm~ted number of user defined fields 23 32 Inspections Permits & Ability to associate user defined fields with specific permit 23 33 Inspections types and ~ndlcate required fields by pemut type Permits & Ability to define an unlimited number of fee calculations 23 34 Inspections w~thout custom programming Pcrmlts & Abihty to calculate fees based on attributes of the permit, 23 35 Inspections parcel, customer or user-defined fields Pem~lts & Abihty to define an effective date to permit lee calculanons 23 36 Inspections Pernuts & Abihty to associate fees with specific pcrmit types 23 37 Inspections Permits & Ablhty to ovcrndc calculated fcc values with appropriate 23 38 Inspections security Permits & Ablhty to add ad-hoc fees to a permit at any time 23 39 Inspections Permits & Abdlty to post pemut fees to the general ledger 23 40 Inspections Permits & Allow distribution of approval to multiple review levels 23 41 Inspections simultaneously Permits & Abdity to send automatic cmall notifications to approval 23 42 Inspections levels during permit processing Pernuts & Abd~ty to "re-route" pernm to appropriate departments so 23 43 Inspections that rcwslons created by one department can bc rcvmwed by other departments Request For Pro ;osals for Financial Management System / ERP - Page 68 Avail- Cost to Comments GENERAL LEDGER abdlty Modify Permits & Abdlty to use an existing permit as a template for creating 23 44 Inspections slnular permits Permits & Ablhty to generate inspection schedule workload reports by 23 45 Inspectmns date and inspector Permits & Allow for field data entry wa laptop computer 23 46 Inspections Permits & Allow for field data entry via cellular phone 23 47 Inspections Permits & Ablhty to track permit activity in terms oftota_l elapsed nme, 23 48 Inspections nme spent by each review level, and time spent on each activity Permits & Ability to stop/start thc clock when permit process is not 23 49 Inspections controlled by thc agency Penmts & Allow for cash receipting of all permit fees "over the 23 5C Inspccnons counter" Permits & Ability to accept partial payments 23 51 Inspections Permits & Ability to accept over payments 23 52 Inspections Permits & Ablhty to automatically trigger a refund check in Accounts 23 53 Inspections Payable Permits & Ability to display all transactmn history for a permit 23 54 Inspections customer Permits & I Ability to view the status of the permit to determine where it 23 55 Inspections [ is in the approval process Pernuts & Ability to add addmonal review actions and inspections to a 23 56 Inspections permit Pernuts & Ability to automatically assign an inspection to an inspector 23 57 Inspections based on 23 58 Permit type 23 59 Inspection type 23 6¢ Location 23 61 Inspection History I 23 62 Combination of the above Permits & Prowde a s~nglc screen data entry point for scheduling 23 63 Inspections lnspecnons Permits & Allow ~nspcctmns to be scheduled fbr a specffic time ol day 23 64 Inspections Permits & Provide up to four shortcut buttons for scheduhng inspection 23 65 Inspections start and end dates/rimes Permits & Abdlty to track who requested the Inspecnon, wheu the 23 66 lnspccnons ~nspecUon was requested and a contact phone number 23 67 Permits & Provide a single screen data entry point for recording Request For Pro *osals for Financial Management System / ERP - Page 69 Avail- Cost to Comments GENERAL LEDGER ability Modify Inspections inspection results Penmts & Ability to record an unhmlted number of user comments 23 68 Inspect~ons as~ociatcd with thc permit process including date/time and user Permits & Abd~ty to record unhnuted commcnts associated w~th each 23 69 Inspecnons re¥1ew action or mspectmn including date/trane and user Permits & Abd~ty to query and wew permit attributes, status, action 23 70 Inspectmns results and lee payment status through web browser Permits & Ability to pay permit fees through the web using integrated 23 71 Inspections credit card authorization Pcrmlts & Ability to csnmate permit fees via thc web lor uscr defined 23 72 Inspccnons permit types Pernuts & Abdlty to apply for permits via the web 23 73 Inspections Penmts & Abdlty to schedule Inspections and cancel scheduled 23 74 Inspections inspections via the web Permits & Prowde automatic emad notification to web customer for 23 75 Inspecnons account sctup and modlficanons, lnspecnon scheduhng and permit apphcanons 24 CITIZEN REQUEST Cmzen Ability to receive requests wa e-mad, web, IVR (Intcractlvc 24 I Request Voice Response) and direct contact Citizen Automatically numbers each request in user-defined number 24 2 Request format Cmzen ANhty for user to compare an ~ncommg request to othcrs 24 3 Request already in the database by geographic area, type code, ~ requester, or date Cltizcn Ablhty to accommodates numerous requestors, location 24 4 Request addresses (e g, who called, where problem ~s, etc ), or locatmn descriptions for each request Citizen Ability to track events associated with a request and abdlty 24 5 Request to access event history Clnzcn Prowde ~nqmry capability regarding request status by 24 6 Request requestor name, reference number, phone number, request type, locaUon, history Citizen Ablhty to define an unhmited number ofrcqucst categories 24 7 Request and request types to select from when entering a request Cmzen ANhty to assign a default responsible department and 24 8 Rcquest workfiow process based on the request type Citizen Abd~ty to automatically notify thc rcspons~ble department 24 9 Request via cmall thai a request has been entered C~tlzen Abd~ty to re-assign a request to a different department with 24 10 Request automatic emad notification Request For Proposals for Financial Management System / ERP - Page 70 Avail- Cost to Comments GENERAL LEDGER ability Modify Clttzcn Ablhty to associate an uohmttcd number of uscr-dcfincd 24 11 Request fieldswitheachtypeofrequesttocaptureaddltionaldata specific to thc request type C~tlzen Abfl~l~ to associate an unbm~ted number of standard forms, 24 12 Request letters and links with each request type C~tlzen Ability to prioritize requests using user-defined priorities 24 13 Request C~tlzen Ability to mmntmn the status of a request 24 14 Request ~ Citizen Abd~ty to mmntmn requestor information 24 15 Request Citizen Ablhty to associate an unlmntcd number ofrequestors to a 24 16 Request single request Citizen Ability to associate an unhnutcd number of locations with a 24 17 Request single request Citizen Ability to estabhsh futura actions and reminders associated 24 18 Request with requests Citizen Ability to track unhmltcd request comments by date and user 24 19 Request Cmzen Abd~ty to store attachments to the request (c g, photos, 24 20 Request correspondence, emafl, etc ) Citizen Allow for pnnting of reports in summary, staust~cal, or 2421 Request detailed format Citizen Ability to wew audit log of request, events, acnvitles, dates, 24 22 Request and status Cmzen Provide integration with Parcel Manager for vahdation of 24 23 Request addresses, owners and zoning Cmzcn Ability to graphically display location of request using 24 24 Request MapObjects Clnzen Provide integranon with the Utility Bflhng module for 2425 Request creanon of utility service orders and account lnqmry Cmzen Provide for integration with the Permits & Inspections 2426 Request Module for remew and creation of estimates and permits ClUzen Prowdc for integration with the L~censlng module for 2427 Request creation of hcense actiwty and account ~nqmry Cmzcn Provide for integration with thc GBA Work Master 2428 Request appbcatlon lbr creation of requests and subsequent work orders Citizen Abihty to enter a request via web apphcation 24 29 Request Clnzen Ability to check the status ora request via a web apphcat~on 24 30 Request 24 31 Citizen Ablhty to receive requests wa c-mall, web, IVR (Interactive Request For Proposals for Financial Management System / ERP - Page 71 Avail- Cost to GENERAL LEDGER ablhty Modify Comments Request Vmcc Response) and direct contact C~tlzen Autom,mcally numbers cdch request in user-defined number 24 32 Request format Citizen Abd~ty for user to compare an incoming request to others 24 33 Request already m the database by geographic area, type code, requester, or date 25 CODE ENFORCEMENT Code Integrate with parcel manager to vahdate parcels, addresses, 25 I Enforcement owners and zoning Code Integrate w~th MapObjects to display on a map the code 25 2 Enforcement enforcement data Code Integrate w~th General Legcr and Accounts Payable for 25 3 Enforcement posting of fees/fines and receipts Code Integrate w~th cashiering for receipts 25 4 Enforcement Code Allow for user-defined case number structure based on case 25 5 Enforcement type Code On line vahdanon and edmng ol owner names, addrc%es, Enforcement parcels, customers, hcenses, insurance 25 6 Code Abd~ty to define through table entry, an unhmitcd number of 25 7 Enforcement code enforcement case and wolanon types and add, change and delete types as required Code 25 8 Enforcement Ability to associate mulnple violations with a single case Code Ability to track case status including dates that the status 25 9 Enforcement changed Code Ability to track the number of days that a case has been in 25 10 Enforcement process, from tint,anon to completion Code Ability to associate an unhmltcd number of parcels with a 25 11 Enforcement case Code Ablhty to store multiple digital images and electronic files 25 12 Enforcement with a specific case Code Abdlty to record unhm~ted date/time stamped comments 25 13 Enforcement related to the case Code Ability to define a workflow for each case type to route the 25 lz Enforcement case for rewew Code Abd~ty to send automatic cmad notifications to review levels 25 15 Enforcement during processing Code Ablhty to use an existing case as a template for creating 25 l{ Enforcement similar case records Request For Proposals for Financial Management System / ERP - Page 72 Avml- Cost to Comments GENERAL LEDGER ability Modify Code Abd~ty to define default actmns mcludtng mspcctmns that 25 17 Enforcement must bc completed for each ca~c type Code Ability to idennfy detailed checkhst items for each defined 25 18 Enforcement action Code Ab~hty to override default actions on an md~wdual case 25 19 Enforcement Code Abd~ty to schedule and assign all acnons and inspections 25 20 Enforcement Code Abdlly to print a hstlng of scheduled inspecnons by date and 25 21 Enforcement inspector Code Ability to mmntam rewew and inspection history 25 22 Enforcement Code 25 23 Enforcement Ablhty to define default fines associated wtth a case type Code 25 24 Enforcement Ability to override default fees/fines on an individual case Code Ablhty to generate code enforcement notices Including 2525 Enlorccmcnt not~ce of violation, not~ce of abatement and notice of hearing Code Ablhty to query cases by case type, location, status, history 25 21 Enforcement or any combination Code 25 27 Enforcement Abdlty to vmw a list of all cases and permits at a selected location Code 25 28 Enforcement Ability to dtsplay locatmns of cages on a parcel map Code End user reporting tools must bc available to create reports 25 29 Enforcement using data from any of thc fields within the Code Enforcement module Code Ability to print a hstmg of cases based on user-defined 25 30 Enforcement sclecnon criteria Code Ability to print a smyanary report of processing time for 25 31 Enforcement cases based on user-defined selection criteria Code Abthty to print a summary report of fees/fines assessed on 25 32 Enforcement cases based on user-defined selection criteria 26 LICENSING Licensing Integrate w~th parcel manager to vahdate parcels, addresses, 26 1 owners and zoning Licensing Integrate with General Ledger f~rr posting financial 262 transactions 26 3 L~censmg Integrate with cashiering module for accepting payments 26 4 Licensing Ablhty to issue hcense to a business or an ind~wdual Request For Proposals for Financial Management System / ERP - Page 73 Avad- Cost to Comments GENERAL LEDGER ability Modify 26 5 Licensing Utilize SIC and NAiCS to define class/type of busllless 26 6 Licensing Ablhty to identify parent company for a business 26 7 Lmens~ng Abd~ty to define an unlimited number of bus~ness categories Licensing Abd~ty to ~dentlfy the status of a business/individual with 26 8 user-defined status codes 26 9 Licensing Abdlty to assign multiple hcenses to a buslncss/~ndlwdual Licensing Abd~ty to assocmte multiple addresses witb a 26 lC business/individual Licensing Abd~ty to assocmte multiple contacts with a 26 11 busmess/mdlwdual L~censmg [ Ability to associate an unlimited number of user-defined 26 12 fields with a business/md~wdual Licensing Abd~ty to track multiple types of insurance associated with a 26 13 busmesshndividual Licensing Abd~ty to track an audit log of all changes made to a 26 1~I busmesshndlvldual Licensing Abdlty Io track all transaction history (bills, payments, 26 15 penalties, etc) associated with a buslncsshndlvidual Licensing Permit capture of mformaoon on hazardous materials by 26 11~ location Licensing Ablhty to track business history including ownership 26 15 changes, address changes, payment history, etc Licensing Abd~ty to define through table entry, business license types 26 1 and add, change and delete license types as required Licensing Abdlly to set default due dates, expiration dates, and penalty 26 19 dates, through table entry, for all hcense types Licensing Abd~ty to track act~wties associated with each bcense type, 26 2~ such as appbcatlon, renewal, lnspecnon, etc Licensing Ablhty to generate activity for a single buslness/md~vidual 26 21 or in a batch process Licensing Ability ~o calculate mulnple fees associated w~th a hcense 26 25 type and activity including penalties Licensing Ablhty to vary license fees by license type and business 26 22 category 26 2a L~cens~ng Ablhty to prorate hcense fees L~ccnsmg Ability to associate standard letters and forms with license 26 25 type activities Licensing Ability to define an expiration date as e~ther a fixed date or a 26 26 specific time interval by hcense typc 2627 Licensing Abd~ty to schedule and log results of mulnplc lnspectloos Request For Proposals for Financial Management System / ERP - Page 74 Avail- Cost to GENERAL LEDGER ability Modify Comments per applicant Promde capability to log type of mspccnon, results, date, time, inspector, and comments 26 28 Licensing Ablhly to track taxes including, but not hmited to, sales taxes, transient occupancy tax, etc L~censlng Ablhty to accommodate approvals from various departments 26 29 including the date of the approval, thc person who approved it, and comments 26 30 Dcens~ng Abd~ty to print L~cense lorm 26 31 L~cens~ng Abd~ty to repr?t a hccnsc on demand _. 26 32 Llccnslng Abdlty to print barcodes on letters and forms Licensing Abdlty to submit apphcatlon, renewal or returns via web 26 33 application Licensing Abdlty to inquire on hcense apphcanon status wa web 26 34 appllcanon Licensing Ability to pay hccnse fees with a credit card via web 26 35 apphcanon Product Support This section describes the features and services required as part of the financial manageraent solution · All support techmclans will be skilled in all areas of the proposed database · All support techmclans will be skilled in all areas of the proposed operating environment · All support tcchmclans will be skilled in all areas of the proposed applications · There will be a toll-free telephone support service available 8AM to 5PM local tune, five days a week · The selected vendor will utlhzc an automated support tracking system which monitors and tracks each incoming support call recording such things as date, time, person calling, resolution and notes related to the incident · The proposed apphcatmns will be fully documented including acccptable user grades, operational guides and operator aids · Samples of documentation and user guides are to bc included as part of any sublmtted proposal Request For Proposals for Financial Management System / ERP - Page 75 · Remote On-hne support 'dial~re' to the agency's computer system will be prowded · Ongoing annual support program will be made available providing for software updates, telephone support at a mmnnum The vendor will supply an additional range of services including ~mplementatlon assistance, consulting, training, trmmng seminars, refresher courses, custom programming, system design and other services as required Request For Proposals for Financial Management System / ERP - Page 76 Appendix A Request For Proposals for Financial Management System / ERP - Page 77 Appendix B CURRENT HARDWARE AND SOFTWARE APPLICATIONS INFRASTRUCTURE Computerized Systems City of Lynwood , st,ng :)epartments Isystems ~/endor Comments IRedevelopment / Pubhc Works 31S ESR[ Arc V~ew Awaiting layer of geocoded city aerial SAD Microstabon J+ Permit System none :~mldmg and Safety Development IDIS Federal HUD System Commumty 2020 / mternet F~nance And Admm~strabon Bull Escala PII 266MHz 256 viodules include Payroll, Water Finance Server ram, UNIX OS, Umverse ~lhng, Purchasing, A/P, G/L, Database, programmed ~n !and Budgeting PIK W~n2000, W~n XP/Microsoft Desktop Computers Office 2000/XP 135 users Bus~ness License HDL Inc Wrus Protecbon Symantec Enterprise Ed Version 7 W~re hne Telephone PacBelI Systems W~reless Communication &T&T, Nextel 21ty W~de Systems Novell 4 12 on HP Ma~n OS for file / Netserver LH3, PIll 500Mhz )nnter shanng 512MB Ram Lotus Notes on W~ndows 135 users E-Mad 2000 P4 2 4Ghz 1GB ram Sonic Wall Pro/flrewall/ F~rewall content flltenng MS Terminal Server P4 Terminal Services user connection hcense 2Ghz Internet and web ISP Pacific Bell F-1 connection and Web hosbng ~erv~ces Imaging System Laser F~che of P4 Server Dur L~cense prowdes for 5 w~th 200GB storage ;oncurrent users It ~s ~nstalled )n approx 10 PCs Request For Proposals for F~nanc~al Management System / ERP - Page 78 Appendix C Ltl Z Request For Proposals for Ftnanctal Management System / ERP - Page 79 AGENDA STAFF REPORT DATE TO APPROVED BY PREPARED BY SUBJECT December 20, 2005 Honorable Mayor & CIt~Councll M~ N Enr,que M art,nez, C~ ~¢~n~'~'/// J~m G~ven, D~rector of F~on & Community Serwces \1 Chamber of Commerce Update -November 2005 Recommendation: Staff recommends that the C~ty Councd receive and file th~s ~nformat~on ~tem Background: At the regularly scheduled meebng of Tuesday, July 5, 2005 the Agency approved a s~x (6) month extension to the ex~stmg agreement w~th the Lynwood Chamber of Commeme, and requested monthly reports Discussion & Analysis: Attached for your review please hnd a chronological report outhmng achv~t~es undertaken by the Lynwood Chamber of Commerce dunng the month of November 2005 H~ghhghts relative to addressing the IRS requirements ~nclude the following · Tax form #941 for 3/30/04 was completed and submitted to the IRS Tax form #941 for 6/30/04 was completed and submitted to the IRS · Tax form #990 for 2002 was completed and submitted to the IRS · Tax form #990 for 2003 was completed and submitted to the IRS · Preparation of FY 2004/2005 forms was ~mbated · Monthly payment of penalbes to the IRS was made as scheduled Fiscal Impact: Ong~nal Amount Payments made to date Less Lat~no Chamber Support Balance due $26,376 $13,860 + $8,922 = $22,782 $ 1,939 $ 1,655 Coordinated W~th: Lynwood Chamber of Commeme C~ty Manager's Office C~ty Attorney's Office Ftnance Department AGENDA ITE~ LYNWOOD CHAMBER OF COMMERCE TO: JIM GIVEN, DIRECTOR OF RECREATION & COMMUNITY SERVICES FROM' MARK FLORES, EXECUTIVE DIRECTOR SUBJECT: MONTHLY REPORT NOVEMBER 2005 DATE: 12/12/2005 Please accept this correspondence as the monthly report of act~v~bes of the Lynwood Chamber of Commerce Add~bonally, we have included specific iRS and past employee repayment ~ssue updates You will be pleased to know that the bmel~ne originally presented to council for the complebon of past due IRS forms has been fast tracked and our bmehne will have us be ~n comphance w~th the IRS much sooner We estimate that, barring ~nterruphon of funding by the C~ty of Lynwood, we will be in compliance with the IRS by the end of January/ beg~nmng February 2006 This is approximately four months sooner than ong~nally proposed Attached to th~s memo you writ find (1) a Listing of November's major acbwhes for the Chamber of Commerce (2) a copy of the monthly, past-employee repayment and (3) the schedule of IRS forms completion submitted to and approved by the IRS i~ackground Every tax year from 1997 to 2004 (with the exception of 2001) administrators of the Chamber of Commerce at the hme failed to submit reqmred federal tax forms for the Lynwood Chamber of Commerce As a result, the Internal Revenue Service (IRS) has fined the Chamber $3,000 to $6,000 for every one of those years An approximate total of $23,000 (plus compounding interest during current negot~ahons) ~s owed to the IRS Although an agreement was in place between the IRS, the Chamber of Commerce and ~ts tax attorney to submit back IRS forms on a mutually agreed upon schedule, the Revenue Officer m charge of the Chamber case ~ssued an unexpected, one-time levy on 9/1/05 With the help of Chamber tax attorney, Saavedra and Zufelt (Long Beach, CA) The IRS has agreed to accept intenm monthly payments and timely complebon of past due Tax Forms ~n lieu of any future lewes The Release of Levy not~ce has been submitted to the Lynwood Finance Department Payments of $600 per month to the IRS are on-going and upon completion of all back due forms, the Chamber of Commerce wdl then be able to appeal the fines that are being pa~d and receive a full or parbal refund of all payments to the IRS The majority of the $600 per month payment to the IRS ~s being funded through a repayment to the Chamber ~n the amount of $587 per month from a former employee The small balance ~s being pa~d through member dues Again, ~t ~s a very t~me-consum~ng process as the previous adm~mstrat~on kept poor financial records Canceled checks and other necessary documents have to be reordered from Chamber banks and then th~s mformabon ~s turned over to our accountant who then prepares the necessary tax forms Th~s comes at a substantial cost to the Chamber of Commerce it ~s ~mportant to articulate the fact that the Qty/LRA contnbubon to the Chamber's income stream ~s crucial and ~f ~t were d~sconbnued or interrupted, ~t would present potenbally d~re circumstances for the orgamzabon November 2005 IRS Compliance Actiwtles · Tax Forms 941 for 3/31/04 and 6/30/04 were completed and filed · Preparabon of FY 04/05 forms m~bated · Tax Forms 990 for 2002 and 2003 were completed and filed Past Employee Repayment · Monthly payment of $587 was received for the month of November and forwarded to IRS to be used to pay penalbes as agreed Please call me w~th any quesbons Thank you for your t~me LYcnWOOd Lynwood Chamber of Commerce Major Activities/Events November 2005 November 1 · Gateway ChamberAIhance Meeting · Read-A-Thon @ Hosler M~ddle School November 2 · Execubve Board Meebng · Huntington Park Chamber of Commerce- RE Grow Your Bumness Seminar · Mayor Rodnguez- RE student sponsorships November 3 · State Board of Equahzabon Business Fast November 4 · Clark & Associates-RE IRS Forms preparabon · LUSD- RE 4th Annual Literacy Fmr November 7 · General Board Meeting November 8 · General Membership Meeting November 9 · K~ntera Seminar- RE Using Technology to Empower Commun~hes · Task Force Meebng- RE Community Forum at F~rebaugh H~gh School November 10 · Regional Bus~ness Assistance Network Meehng · H~span~c Events Market~ng Meebng- RE Christmas Street Fmr · Community Forum at F)rebaugh H~gh School November 11 · Veteran's Day Hohday November 14 · Leg~slabve Committee Meebng November 15 · ST Franc~s Wound Care Center Grand Opening November 16 · Task Force Meebng · Member s~te visits November 17 · Bus~ness Round Table Meeting · State Board of Equahzabon Tax Seminar · Board Committee Meeting November 18 · H~spamc Events Markebng Meebng- RE Christmas Street Fair Fundraiser November 21 · Department of Health and Human Services- RE Nabonal Health and Nutnt~on Exammabon Survey Open House November 22 · Clark & Associates-RE IRS Forms preparation November 23 · Hometown Buffet- RE Katnna Rehef Fundra~ser November 24 & 24 · Thanksgiving Hohday November 28 · Budget Committee Meeting November 29 · "6 at 6" new member onentabon November 30 · Member site v~s~ts Task Force meebng- RE Will Rogers Commumty Forum Please Note Add~bonal November 2005 activities included · Community and member daily walk-in assistance (Approx 33) · community & member callqn assistance (95 mformabon assistance calls) · referrals (21 member referrals for month) · member mailings · SCORE and Small Bus~ness Development Center workshop attendance by our members wdh fees covered by the Chamber of Commerce · Member drop-In office seT¥~ces (copying, fax~ng, emafl )