Request for Proposal Financial Software RFP 16-01 · Request for Proposal . Financial Software ....

THRHA RFP 16-01 Responses to this RFP are due by April 29, 2016

Request for Proposal Financial Software

RFP 16-01

The Tlingit-Haida Regional Housing Authority (THRHA) will receive written proposals from qualified firms for Financial Software. Indian/Native owned firms and Minority and Women owned firms (MBE/WBE) are encouraged to participate. Depending on the funding source, certain projects will be subject to preference in award of contracts to Indian owned organizations and economic enterprises per 24 CFR Part 1000.52. The Housing Authority will select qualified firms on a point system of specific evaluation factors which are outlined in the proposal packet. Interested firms must request a proposal packet which includes the evaluation criteria to be used in contract awards, the contract form, and other requirements. Proposal packets are available at no cost and can be requested by mail or email.

Irene Tupou, Finance Manager Tlingit Haida Regional Housing Authority

PO Box 32237 Juneau AK 99801 Email address: [email protected]

mailto:[email protected]


Request for Proposal Financial Software

RFP 16-01

Tlingit Haida Regional Housing Authority (THRHA) is requesting proposals for a replacement of Financial Management Software System. Currently THRHA is using Emphasys for general ledger, accounts payable, accounts receivable, and cash management. Payroll is using PDS Vista, third party software associated with Emphasys.

General Information THRHA is seeking financial software to provide support for multiple entities, grant accounting and construction projects. Proposers must strictly adhere to all the requirements of this Request for Proposal (RFP). Vendors will be required to submit proposals on the forms provided in Section 8 of this RFP and pricing amounts should include detail on all costs related to each module, software licensing, required hardware, conversion of existing date, installation, training, final implementation and annual costs. Vendors who choose to submit a joint RFP by combining various software packages must submit a single RFP detailing the responsible vendor for each module. THRHA will select the successful proposal based upon several evaluation factors: including features as outlined in RFP, effective integration of modules, company stability, conversion, training, and implementation plan, technical support and price. The selection of finalists and the final award will be decided based on the proposal submitted by a qualified vendor that best meets the needs of THRHA as determined by THRHA. Proposals received after the deadline will not be accepted. It is neither THRHA’s responsibility nor practice to acknowledge receipt of any proposal. It is the responder’s responsibility to assure that a proposal is received in a timely manner.


The successful Offeror must be an Equal Opportunity Employer. Indian/Native owned firms and Minority and Women owned firms (MBE/WBE) are encouraged to participate. Preference points will be given to Indian owned organizations and economic enterprises as described in Section 6. The successful applicant(s) shall possess sufficient resources to ensure that demands for THRHA’s financial software needs will be met. THRHA reserves the right to select one or more vendors and/or products.

Section 1 - Description of Entity THRHA was incorporated on April 7, 1973 as authorized by Alaska statute AS Sec. 18.55.996. THRHA was established to administer Low Income Mutual Help Homeownership and Low Rent Housing programs funded by the Department of Housing and Urban Development. The programs are governed by the terms set forth in the Annual Contribution Contracts entered into with HUD. These contracts were replaced on October 1, 1997, the effective date of the Native American Housing Assistance and Self-Determination Act of 1996 (NAHASDA). THRHA is currently named the Tribally Designated Housing Entity (TDHE) by the following Indian Housing Block Grant recipients: the Angoon Community Association, the Craig Tribal Association, the Yakutat Tlingit Tribe, the Organized Village of Kasaan, the Petersburg Indian Association, the Organized Village of Saxman, the Tlingit-Haida Central Council Indian Tribes of Alaska, the Douglas Indian Association, the Skagway Traditional Council, and the Wrangell Cooperative Association. THRHA is a 501(c)(3) nonprofit corporation . THRHA has an annual budget of approximately $18 million and is governed by a 5 member Board of Commissioners (BOC) appointed by the Central Council Tlingit Haida Indian Tribes of Alaska’s Executive Council. The BOC meets approximately 6 times per year. THRHA employs full time staff of approximately 39 and temporary staff of approximately 45. The administrative office of THRHA is located in Juneau Alaska. THRHA serves 12 tribal partners and has clients located in 15 communities throughout Southeast Alaska. THRHA’s mission is to connect southeast Alaskans with sustainable housing opportunities and innovative financial solutions. It accomplishes this goal through a variety of programs, financed primarily by state and federal funds. THRHA has created other companies/entities that are fully controlled by THRHA.

• Haa YaKaawu Financial Corporation (HYFC) was incorporated in the State of Alaska as a Nonprofit Corporation on November 18, 1996. The purpose of this organization is to promote and provide lending services for Southeast Alaska. The Board of Directors of HYFC is appointed by the BOC of THRHA and the two boards are identical.


• Yakutat Affordable Rentals, LLC (YAR) was recognized by the State of Alaska as a limited liability company on October 14, 1999. The purpose of this organization is to build and operate a low-income rental housing project in the City of Yakutat financed in part by federal tax credits. THRHA is the general partner of this organization. The limited partner is Wells Fargo Bank.

• Juneau Affordable Rentals, LLC (JAR) was recognized by the State of Alaska as a limited liability company on December 6, 1999. The purpose of this organization is to build and operate a low-income rental housing project in the City of Juneau financed in part by federal tax credits. THRHA is the general partner of this organization. The limited partner is Wells Fargo Bank.

• Juneau Affordable Rentals 2, LLC (JAR2) was recognized by the State of Alaska as a limited liability company on April 20, 2004. The purpose of this organization is to build and operate a low-income rental housing project in the City of Juneau financed in part by federal tax credits. THRHA is the general partner of this organization. The limited partner is Wells Fargo Bank.

• Ketchikan Affordable Rentals, LLC (KAR) was recognized by the State of Alaska as a limited liability company on February 2, 2006. The purpose of this organization is to build and operate a low-income rental housing project in the City of Ketchikan financed in part by federal tax credits. THRHA is the general partner of this organization. The limited partner is Wells Fargo Bank.

• C&C Custodial Inc. (C&C) is a cleaning business in Juneau, Alaska. The shares of the company were transferred to THRHA on March 21, 2010.

• More information can be found on the THRHA website at www.thrha.org.

Section 2 - Project Scope and Current Systems The RFP defines 11 (eleven) required modules and 7 (seven) required integrated systems.

General Financial Modules Integrated Third Party Modules General Ledger Payroll Accounts Payable PCard Expenditures (Wells Fargo CEO) Accounts Receivable Tenant Accounts Receivable (HDS) Grant Management Budgets Procurement Inventory and Fixed Assets (ITracker) Cash Management Loan Servicing (ABT)

Tenant Accounts Receivable (HDS) Job and Project Cost Work Orders (HDS)

PCard Expenditures (Wells Fargo CEO)


Human Resource Travel Expense Reporting PCard Expenditures (Wells Fargo CEO)

THRHA may award contracts for any one or more of these categories to a vendor, and reserves the right to award to more than one vendor. Current Software Products and Need for Data Conversion

Description

Current Software

Data Conversion Needs

General Ledger Emphasys G/L Chart of Accounts and YTD data Payroll PDS Employee Master file, YTD payroll

history Accounts Payable Emphasys Vendor Master file Accounts Receivable Emphasys AR Customer Master file Grant Management None Budgets None Procurement None Cash management Emphasys Job and Project Cost None

Desired Module Interface GL AP Payroll AR Budget Job & Project Job & Project Cost X X X X X Procurement X X X X Grant Management X X X X X X Work Order X X X X X X PCard Expenditures X X X X Payroll X X X X Travel Expense X X THRHA’s Current Annual Activity Level Item Activity Level Estimated number of General Ledger Accts 50,000 Estimated number of monthly AP transactions 1,000 Active Employees 50-75 Bank Accounts 25


Estimated number of monthly cash receipts 700 Estimated Users for Financial Modules 10 System and Network Requirements

The system should be capable of running either on Windows Server 2012 R2 and utilize a MS SQL 2012 database server. Client software must be able to run on Windows 7 & 10 x64 clients. The system must support a hierarchal security structure with internal security access controls to various modules. The system should be fully integrated with Microsoft Active Directory. Preference will be given to systems that are able to run as a whole system in a shared virtual environment using MS SQL and web browser technologies for reporting. Please explain additional hardware needs/differences if any with as much detail as possible, as part of the vendor response. System should allow backup software to back up the database while in use. Standard Windows network printers must be supported without requiring specialized drivers. Electronic Forms should be supported on copiers and printers using PCL language.

Section 3 - Project Timeline THRHA intends to complete the selection process using the following schedule. However, THRHA reserves the right to adjust schedule as necessary.

Release Request for Proposal March 1, 2016 Deadline for Submitting Questions to RFP March 31, 2016 Vendor Proposal Reponses Due April 29, 2016, 4:30pm AK

time Finalists/Vendor Short List April 15, 2016 Vendor Demonstrations Complete May 30, 2016 Vendor Reference Check Complete June 15, 2016 Final Selection July 1, 2016 Implementation and Training August 1, 2016 Production Go Live October 1, 2016


Section 4 – Vendor Instructions Submission Instructions: THRHA must receive responses to this RFP no later than the date specified in Section 3. Proposals received after the due date will not be accepted. No additional time will be granted to any vendor unless by addendum to this RFP. Vendors must submit one (1) electronic version of the Requirements section in MS Word format to the following address: Irene Tupou, Finance Manager

Tlingit Haida Regional Housing Authority PO Box 32237 Juneau AK 99801 PH 907-780-3163 Email address: [email protected] Proposal Response Format: The RFP response should adhere to the following format: Section Title Contents Section 1 Executive

Summary Overview Description of proposed solutions, vendor experience, contact information, and signed cover letter by official authorized to bind and valid for 180 days (1 page)

Section 2 Requirements Completed Requirements documents (Attachment A) in MS Word Format. The vendors should provide a ranking 1, 2, 3, 4, 0 or F as described in section 5. Vendors must also provide a short description of how each functional requirement can be supported with the software

Section 3 Pricing Estimates that include pricing for software, maintenance, and implementation services, which includes installation, configuration, training, and data conversion (list amount of data to be converted for each system) Use Vendor Bid Response from RFP Attachment B

Section 4 Implementation Methodology

A summary of implementation methodology that includes a detailed boilerplate implementation plan (limit 15 pages). Include a proposed plan for implementation of modules in a phased approach

Section 5 Support Strategy Description of strategy to support on-going training and usability of the system after initial implementation as well as remote support services available

Section 6 Other Information A. General Information and Overview (Attachment C ) B. Client Reference List (Attachment D) C. Copy of vendor contract to be used for software

license, services, and maintenance. D. Certification regarding Debarment, Suspension, and

Other Responsibility Matters (Attachment E)

mailto:[email protected]


Vendors that deviate from this format may be deemed unresponsive. Proposals should be prepared simply, providing a straightforward, concise, delineation of the capabilities necessary to satisfy the requirements of the RFP. Elaborate promotional materials should not be submitted at this time. Emphasis in the proposals should be completeness, clarity of contact and adherence to the presentation structure required by this RFP and not on volume. A complete proposal must also include in the Executive summary an official authorized signature to bind the proposer contractually and contain a statement that the proposal is valid for 180 days. An unsigned letter or one signed by an individual not authorized to bind the Offeror will be disqualified. Pre-Submittal Questions. Questions concerning this solicitation must be submitted in writing or email to: Irene Tupou at the addresses in Section 4 before March 31, 2016 @ 4:30pm AKSDT. Questions may be delivered, mailed or emailed. Answers will be sent via an addendum to all registered proposal document holders via email. Offerors are encouraged to contact the Finance Manager to register as a bid document holder to automatically receive addenda as they are issued. THRHA will not reimburse any expenses incurred by the responder including, but not limited to, expenses associated with the preparation and submission of the response and/or attendance at interviews. All proposals and accompanying documentation will become the property of THRHA. Rejection of Proposals. THRHA reserves the right to reject any or all proposals. To waive irregularities and informalities, to request additional information from all respondents, and further reserves the right to select the proposal which furthers the best interest of THRHA. Disclaimer. THRHA reserves the right to share, with an consultant of its choosing the RFP in order to secure an expert opinion. Non-Obligation. Receipt of proposals in response to this RFP does not obligate THRHA in any way. The right to accept or reject any proposal shall be exercised solely by THRHA. THRHA shall retain the right to abandon the proposal process at any time prior to the actual execution of a contract with a vendor, and THRHA shall bear no financial or responsibility in the event of such abandonment. References. Provide three recent (within five years) non-profit organizations, housing authorities, or other tribal organizations. If these clients are not available, other major clients may be submitted using Attachment D. THRHA may contact any other known clients, whether offered as references or otherwise, to obtain information that will assist THRHA in evaluating


this proposal. THRHA retains the right to use reference information to make selection decisions. Submittal of proposal is agreement that THRHA may contact and utilize such information.

Section 5 – Vendor and System Requirements

This section includes the vendor, technical, and functional requirements to be evaluated in this RFP. This requirements section will become Section 2 of your RPF response. This is not a comprehensive list of all of THRHA’s requirements, but includes key requirements that will be used to evaluate the RFP and will be included as part of the signed contracts. Response to each line item should be concise and straightforward. THRHA expects vendors to respond in a factual manner, clearly identifying software that is fully released, in testing, or slated for future release for each of the functional requirement. Vendors must provide a rating for every item. If the requirement does not pertain to the proposal being submitted, enter “N/A”. If a submitted RFP includes blank responses the document may be considered in violation and rejected. Use the following rating system to complete the RFP and evaluate the requirements and include a brief description of how the software supports the state requirement.

Rating Definition

4 Standard and available in current release. Software fully supports this requirement. No customization or modification is required

3 Meets requirement with minor configuration or modification. Vendor configuration is required, testing and production of modifications will be completed by implementation date. Show any costs for the modification

2 Available with 3rd party software application. Indicates name of application recommended and number of installs jointly completed.

1 Does not meet requirement and requires substantial system modification. Indicates timing required and estimated cost of modification.

0 Not available. Software will not meet requirement F Future Release. Requirement will be available in future

release. Indicate anticipated release month and year Requirements of all modules: See Section 8 Attachment A


Section 6 – Evaluation of Proposals

THRHA’s Finance Manager and a minimum of 3 additional employees will form the committee to review and score proposals. This committee may request a meeting with some qualified offerors prior to final selection. Proposals will be reviewed and evaluated in accordance with the following for each category of services listed in Attachment A. Evaluation Factors. Selection of finalists will be primarily evaluated according to the following criteria:

o Adherence to the requirements for RFP preparation by reviewing the quality, clarity, and completeness of the proposal.

o Ability to meet THRHA’s functional and technical requirements. o Software scalability, flexibility, and ease of use. o Compatibility and integration with existing hardware and software. o Vendor’s experience on similar projects. o Software demos. o Total cost of ownership

Criteria Points Given 1 Native Preference to Native Owned Business1 0 or 15 2 Software Quality and Features: Ability of the vendor to meet

Section 5 – Vendor and System Requirements. 0 to 25

3 Vendor’s Experience and Technical Support: Experience in successful software conversion, implementation and maintenance, as well as dedicated resources and technical support during and after implementation.

0 to 25

4 Cost: Amount of proposed cost of system, installation, conversion, training, licensing, and annual software maintenance.

0 to 30

5 MBE/WBE/2 0 or 2 6 Statement regarding Training and Employment of Native

Americans 0 or 3

Total possible points: 100

1 To be eligible for Native Preference points, bidders must submit evidence showing Indian Ownership to the Authority’s satisfaction. 2 Points for MBE/WBE cannot be combined with Native Preference points


Notification. Based on the evaluation of the RFP’s THRHA will select a short list and invite them to participate in a pre-demo meetings and software demos. The selected vendors will be notified in writing or emailed by the date in Section 3. Pre-Demo Meetings. Once the short list of vendors has been identified they will be invited to participate in a pre-demo meeting with the project team. The purpose of this meeting will be to allow the vendor time to acquire additional information about the scope of the project and review the Demo Script presented to the vendors. Customer references may be requested prior to the software demonstrations. Scripted Demos. The functional and technical product demos will be presented to THRHA by the top three to four short listed vendors according to a pre-defined script issued by THRHA. All vendors must follow this script during their demo process. The evaluation criteria for the demo process will include adherence to the script as well as the ability to successfully demonstrate the product’s ability to meet the functional and technical requirements. THRHA reserves the right to request additional information, interviews, follow-up demonstrations, or any other type of clarification of proposal information it deems necessary to evaluate the final vendors. Post-Demo Technical Evaluation. In addition to scripted functional demonstrations, THRHA may request extensive technical demo. This demo will be scheduled on an as needed basis for the short listed applications. Implementation Vendor Selection. Once THRHA has completed the selection of the software they will determine if a separate vendor selection project is necessary. THRHA reserves the right not to select the implementation partner that responds to the RFP or demonstrates the software on behalf of the vendor. Contract Award and Execution. THRHA reserves the right to make an award without further discussion of the proposal submitted. THRHA shall not be bound or in any way obligated until both parties have executed a vendor contract. THRHA also reserves the right to delay contract award and/or not to make a contract award. Turn-Key Project. THRHA is seeking a turn-key implementation of the software by this RFP. The vendor shall provide all labor, equipment materials, supplies, transportation and services necessary for, or reasonably incidental to, the complete performance of any agreement resulting from this RFP. Vendor must include in its price all design, engineering, system and application database development (including in-depth user interviews for user feature configurations), integration, delivery, installation, testing, training and warranty costs associated with all elements of the proposed system.


Section 7 – Terms and Conditions The following terms and conditions apply to this RFP and are not inclusive of all terms and conditions in the final contract. Business License. The successful vendor and all subcontractors must hold valid business and professional licenses and registrations that may be required by the State of Alaska . Workers’ Compensation. The vendor shall procure and maintain for the life of the Contract/Agreement Workers’ Compensation Insurance covering all employees with limits meeting all applicable state and federal laws. This coverage shall include Employer’s Liability with limits meeting all applicable state and federal laws. This coverage shall extend to any subcontractor that does not have their own Workers’ Compensation and Employer’s Liability Insurance. Required Insurance. Vendor shall procure and maintain for the duration of the agreement Commercial General Liability and Professional Liability insurance coverage with limits no less than $1,000,000 per claim. Proposals – Public Information. THRHA will attempt to protect legitimate trade secrets of the Vendor. Any proprietary information contained in the Vendor's proposal must be clearly designated and shall be labeled with the words "Proprietary Information". Marking the entire proposal or any one or more of the major sections as proprietary will neither be accepted nor honored. The Vendor should be aware that the THRHA is required by law to make certain records available for public inspection with certain exceptions. The Vendor, by submission of materials marked proprietary, acknowledges and agrees that THRHA will have no obligation or liability to the Vendor in the event that THRHA must disclose these materials. Copyright and Confidentiality. Selected vendor shall maintain strict privacy of all THRHA records, data and files (regardless of media), including any copyrighted material received from the THRHA. Prime Vendor. It is recognized that multiple Vendors may wish to combine their resources in responding to this Request for Proposal. A Proposal with such a combination is acceptable, provided that the complete Proposal contains all required information, and indicates which Vendor shall be responsible for each of the components that make up the complete system. In addition, one of the Vendors shall be designated as responsible for the complete definition, delivery, integration, implementation, and maintenance of the system, referred to as the prime vendor. Bidders must warrant to the THRHA that software specifications, capabilities, and performance characteristics are as stated in the proposal and accompanying documentation. Submission of a Proposal will represent your agreement to these conditions. Litigation/Jurisdiction/Venue. Should either party bring any legal or equitable action, the prevailing party in such action shall recover, in addition to all other relief, its reasonable attorney’s fees and court costs to be fixed by the court. Any and all such court action shall take place and be vested solely in the Superior Court of Alaska.


Payment. THRHA will pay invoices submitted by the selected vendor as progress is made on the implementation project and agreed upon service stipulated in the final agreement. Prior to payment, invoices will be reviewed to determine if billing is reflective of actual agreed upon project progression and performance. Upon acceptance of the billing by THRHA the payment will be processed and submitted to the vendor. Warranties. All warranties must be clear, concise and in writing. Warranties shall be specific as to what is and is not covered along with the exact term (in calendar days) of each covered item. Warranties shall cover all individual modules, supplied or created interfaces, and any ancillary product that is purchased from the awarded vendor. In addition, the awarded vendor will warrant and guarantee the seamless integration and interface of modules proposed herein. Bidders must warrant to THRHA that software specifications, capabilities, and performance characteristics are as stated in the proposal and accompanying documentation. Submission of a Proposal will represent your agreement to these conditions. Software Versions. THRHA will not accept Beta versions of the software. All applications are to have a referenceable install base and thorough testing.


Section 8 – Attachments

Attachment A – Completed Requirement List

Criterion – General Requirements Rating How is requirement accomplished Enterprise Fund Accounting that supports GAAP Integration Automation (Subsidiary Ledger to General Ledger) Ability to have Multiple Companies Open multiple windows to view subsidiary ledgers at the same time Employee Self Service for HR/ Payroll Document Mgmt. (Attach Scanned Documents) Online Help and Training Provide Technical Support Interface with 3rd party software for importing and exporting of data automatically Electronic Workflows (Approvals and track documents submitted ) Ability to customize user menus and screens Drilldown from reports, queries, or screens from summary to transactional detail Multiple users can work in same module simultaneously, as well as generate reports against the same data at the same time. Employees have access to print reports anytime (Dashboard) Provide procedures for after hour tasks including daily backup procedures


Criterion – Data Structure Rating How is requirement accomplished

Interface with similar data in other modules (see Desired Module Interface table on page 4)

Import and export data in ASCII and in formats compatible with Microsoft Office Preference for MS SQL, no proprietary databases Directly link to external documents such as spreadsheets. Criterion – Security Requirements Rating How is requirement accomplished Role based security where users can be assigned multiple roles Provide Transaction Logs for Recovery of Data or Files Automatic time out after user has not had any activity

Ability to lock entry screen after number of incorrect password attempts

Criterion – Auditing & Query Capabilities Rating How is requirement accomplished

View history of who has accessed, created, or modified each data entry item

Conduct searches at all levels of the account structure by fiscal year, month, calendar years, or any user defined date.

Perform keyword, wild card, and multiple field queries


Criterion – Structure Rating How is requirement accomplished

Account structure must comply with General Accounting Standards Board (GASB) standards

Ability to move from a G/L account to specific transactions (drill down capabilities)

Supports cash basis, accrual basis, yearend accrual basis or any combination thereof Ability to lock the previous year after year end closure Ability to lock fund to specific roles Ability to lock the previous month after month close to specific roles Ability to activate or inactivate segment(s) for specified date range

Automatically identify and warn users of online errors (acct code, budget, duplicate entry or dr/cr balance Ability to rollup accounts by range Identify errors before posting (Invalid accounts, budget or duplicate entry) Safeguards interfund accounts are always in balance

Set rules for GL account validations and no posting to invalid gl account string Ability to associate short cut codes to gl account string


Criterion - General Ledger (GL) Rating How is requirement accomplished Post from Subsidiary to General Ledger Descriptions flow thru GL from Subsidiary Ledger to General Ledger Identify account types Modify Description line after Journal Posted Provide automated Month End or Year End closing entries Allow corrections within batch before posting Post Re-occurring Journals and make adjustments during the year Automatic Reversals Journal Automated Entries for Indirect allocations Automated Interfund Posting Ability to use alpha and numerical in segments

Criterion - Reports Rating How is requirement accomplished Ability to provide real time reporting Customize Reports (User generate reports) Ability filter reports by segments Data rollups, from detail to summary or to other segments Print Report Parameters on Report Print page numbers on Report Ability to select printer from within software Ability to create reports to security levels of individuals (drill down levels) Display reports to screen


Criterion - Budgets Rating How is requirement accomplished Set budgets to track dept. , grant or other defined activity Ability to develop budget for grants with different fiscal years

Support multiple budget revisions, (original, amended, final ) adjust, and review past budgets

Ability to provide warning of expenditures, encumbrances based on user-defined criteria (i.e. 90% expended, match exhausted, etc.)

Ability to deny financial transaction if budget amount is not adequate to cover expense Ability to track expenses by category and/or budget

Ability to identify accounts with budget balances to be carried to next fiscal year Ability to adjust budgets for each grant/project Ability to track actual project costs and compare with budgeted project costs Ability to budget by position by interfacing with payroll Import original budget and modifications to budget Ability to directly link to spreadsheet Integrate to Payroll and HR modules to support salary and benefit budgeting Online view of reports


Criterion - Grants Rating How is requirement accomplished Ability to track Grant #, Grant Agency and Grantor Code Ability to track Report due dates, In-kind Transactions and Matching Funds Ability to identify direct and indirect costs for each grant Ability to manage multiple grants for single project Ability to re-open previously closed grants Ability to track: Grants in Process Report Due Dates Grant Proposal Sub-Recipient contracts Grant beginning and ending date In-kind transactions Application dates Matching Funds Ability to use more than one indirect cost allocation Ability to integrate with Accounts Receivable for Receipting Grants

Criterion – Job & Project Rating How is requirement accomplished Full integration with Payroll, Accounts Payable, Procurement, and Budgeting Separate Subsidiary Ledger that tracks cost by project/unit and/or task Ability to allocate expenses to multiple gl accounts by one assigned number Tracking & Reporting for multiyear projects & activity based grants Ability to view transactions over life of project Ability to allow encumbrance before contract is awarded


Allow user to define project number and integrate as part of the account number structure

Integration with the GL at the transaction level such that accounts in both modules remain in balance at all times

Criterion – Accounts Payable (AP) Rating How is requirement accomplished Full integration with General Ledger, Procurement, and Budget

Interface with 3rd party software for importing and exporting of data automatically Posting from multiple users at same time Ability to not post to invalid GL accounts Automatically generate unique AP batch numbers

Ability to post in summary with the ability to drill down to originating transaction Block duplicate Invoice processing with the ability to override Attach electronic copy of Invoice Recurring Payables (Monthly Utilities) Automatically generate IRS 1099 for vendors and E-file to IRS Setup 1099 codes at the time of Vendor Setup & at Transaction level Following items needed to setup vendor : Vendor Name Vendor Address Vendor Telephone Vendor Email Vendor Contact person Vendor bank accounts for EFT Vendor 1099 information


Identify vendors as MBE/WBE Last Payment date

Vendor types (contractors, attorneys, landlords, tenants, employees, program assistance recipients etc.)

User defined fields (track license/bond/insurance expiration dates) Default expense account on Vendor File Merge 2 vendors records if duplicate View payment history when Vendor calls (up to 1000 records) Provide multiple address for each vendor to mail payments to Allow one line item to be charged to multiple accounts Ability to enter credit memos and show how it is applied on remittance Provide running cost of line items to ensure matches invoice total

Provide warning if total amount of what is posting does not equal invoice amount Allow to select transactions to be paid from different bank accounts Setup allocation to split expenses between a pre-defined gl accounts Ability to do "wild card" searches on all data fields Ability to print list of vendors based on user defined formats Ability to run reports on inactive vendors for a specific period of time Purge vendors after period of inactivity if vendor balance is zero Multiple users able to view the same vendor at the same time Ability to print DBA name on check


Ability to print checks stubs with user-defined information (Descript, invoice#) Print check numbers on blank check stock Utilize Laser ( MICR) printer for checks Ability to print manual checks Ability to print E-Signatures on check Ability to create ACH file to transmit AP payments Print report of top vendors with mailing address and amounts Print report of open transactions

Ability to make adjustments to posted transactions in A/P and General Ledger Ability to view bills in progress or paid Track aging items

Criterion - Procurement Rating How is requirement accomplished Full integration with Accounts Payable, Budget, and Project Accounting Ability to attach electronic documents to purchase order Attach E-Signature on PO Electronic routing of purchase order for approval Setup controls for user purchasing Encumber funds against Budget and generate PO Perform budget checking during requisition Multiple GL Codes to 1 PO Blanket PO-multiple invoices to 1 PO Maintain Electronic copies of Contracts Seamless integration of expense accounts from General Ledger


Check for Duplicate Orders/Payments/Invoices Ability for users to perform online inquiry on status Ability to combine several requisitions into one purchase order Ability to notify Finance Dept. when there are open Requisitions/PO's Ability to electronically transmit purchase order to vendor

Ability to allow departments to view audit trail of requisitions, open PO and invoice payments

Ability to track and manage contracts from initiation to completion (progress of bids, track start date and end of project) Generate error message when account string is invalid

Multiple data retrieval by vendor name, invoice #, amount, PO #, or description line Ability to flag a fixed asset when purchase request is initiated

Create a "To Be Determined" vendor for purchase request when vendor has not been selected yet

Criterion – Accounts Receivable (AR) Rating How is requirement accomplished Full integration with General Ledger and Cash Management

Interface with 3rd party software for importing and exporting of data automatically Ability to drill down to originating transaction Automatic posting to general ledger accounts


Auto generate monthly invoices and/or Statements Ability to print statements for select customers View recent history when customer calls Ability to print or display open items/balances Ability to enter payments to multiple customers Auto assign unique invoice numbers Allow user defined aging categories Generate delinquency letters to customers Ability to produce refund check from AR to AP Ability to receive misc. cash for items not invoiced Allow for credit card payment Ability to create a charge at the time of payment received

Interface with 3rd party software for importing and exporting of data automatically Ability to upload tenant payments daily from 3rd party software Ability to select transactions to be batched separately Ability for users to drill down on: Invoices Credit Memos

Employees setup vendors on A/P system that is linked to A/R for advances (i.e. salary, travel, etc.) by posting in AR account

Employee repayments (payroll or personal checks) that are posted to AR

Setup Employee Receivables with deductions or payments recorded from payroll


Criterion – Cash Management Rating How is requirement accomplished

Full integration with General Ledger, Accounts Receivable, Payroll, and Accounts Payable Multiple Bank Accounts Record transfers between bank accounts Ability to import cleared checks from bank

Allow ability to mark cleared transactions by range or single transactions

Allow posting of interest, NFS, & service fees to GL during reconciliation of bank statements Allow association of replacement check number w/original check Identify types of checks issued (payroll or AP) Allocate interest using a user-defined formula Provide list of Outstanding Checks Allow drill down to originating transaction (deposit, A/P, etc.) Allow for restarting check printing process Ability to void or Void and reissue check Print report that identifies gaps in check sequence

Criterion - Payroll Rating How is requirement accomplished

Full integration with General Ledger, Cash Management, Budget, Human Resource and Project Accounting Automatically apply COLA adjustments Issue, track and deduct salary advances Automatically calculate FICA/Med 3rd Party Sick Pmts received


Set limits for Retirement and other deductions Use tasks/activities to track project costs Use tasks to determine Workers Comp insurance rates Assign default gl account code to expenses/liabilities Auto accrual leave by paid hours worked

Calculate multiple rules-based leave accruals based on length of service, employee group or other factor

Allocate costs through multiple account codes by either fixed amount or percentage Limit Leave and Carry forward Leave balance

Ability to generate 3rd party liability payments automatically to AP for payment Identify Active Employees that aren't receiving a paycheck Segregate Active & Inactive Employees (Pay and Reports) Ability to refund federal/state taxes and Social Security Taxes Allow for alternative hourly rates Ability to auto post payroll expenses in summary to GL Ability to reprint W2 as needed from multiple years Ability for short cut codes to link to full gl account strings for posting Adjustments (voids) are automatically posted to cash mgmt./general ledger Maintain or modify pay rules w/o vendor intervention Employee Leave Usage and Balance Report Employee Cost Report by Project/Grant


Ability to generate user reports w/o needing to know SQL Employee Self Service (Internet Access) Timesheet entry Pay history Print copy of W2 and Paychecks Leave available W4 Election Direct Deposit Allow for electronic approval of time Reporting requirements for Federal Tax


Attachment B – Vendor Bid Response (Pricing Sheet)

Software License

Installation, Conversion and

Training

Annual Maintenance/Tech

Support Modules Bid Price Bid Price Bid Price 1 General Ledger 2 Payroll 3 Accounts Payable 4 Accounts Receivable 5 Cash Management 6 Budgets 7 Grant Management 8 Job & Project Costs 9 Human Resource 10 Procurement 11 Travel Expense Rpting

Attachment C – General Information and Overview Company Name:

Address:

City:

State and Zip:

Contact Name: Telephone Number:

Email Address: Website Name and Address:

Number of Years in Business: Annual Sales (each year for the past three years)

Product Name: Version:


Attachment D – Client Reference List

Provide three user references that most closely reflect similar users to the THRHA’s scope of work within the past five years. References sites should be fully implemented and live on current version of software.

1.Name of Reference: Go Live Date:

Contact Name/Title: Telephone #:

Modules Installed: Other Comments: 2.Name of Reference: Go Live Date:


Modules Installed: Other Comments: 3. Name of Reference: Go Live Date:


Modules Installed: Other Comments:


Attachment E - Certification Regarding Debarment, Suspension, and Other Responsibility Matters

The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals:

a) Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded by any Federal, State, Local, Tribal department or agency;

b) Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, Tribal or local) transaction or contract under a public transaction; violation of Federal or State anti-trust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

c) Are not presently indicted for or otherwise criminally or civilly charged a governmental entity (Federal, State, Tribe or local) with commission of any of the offenses enumerated in paragraph (1) (b) of this certification; and

d) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, Tribal or local) terminated for cause or default.

I understand that a false statement on this certification may be grounds for rejection of this proposal or termination of the award. In addition, under 13 USC Sec. 1601, a false statement may result in a fine of up to $10,000 or imprisonment for up to 5 years or both.

Name & Title of Authorized Representative Date

Signature of Authorized Representative Date

I am unable to certify to the above statements. My explanation is attached.

Request for Proposal Financial Software RFP 16-01 · Request for Proposal . Financial Software ....

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