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Financial System Software/SaaS (RFP# 201920-02)

Request For Proposal (DLAE Funded)
Procurement
Project ID:  RFP# 201920-02
All dates & times in Pacific Time

Question & Answer

Questions and clarifications about the project

The question submission deadline has passed. No more questions can be submitted.

1. Users Jul 3 2019 at 2:18 PM

  • Company logo
    Anonymous Jul 3 2019 at 2:18 PM
    User information is private
    How many user licenses are required?
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    Jay Mason Jul 18 2019 at 9:58 PM
    Sacramento Area Council of Governments
    SACOG has about 60 employees but the number of user licenses will depend on the system. The needs are as follows: a. Total employee: 60 users to prepare and submit timesheets, if no web portal. b. Total license to access to data/records, run report and approve timesheets/requisitions: 24 users c. Total active/concurrent user (Finance/HR): 9

2. Open to Partial Scope  Jul 11 2019 at 3:07 PM

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    Anonymous Jul 11 2019 at 3:07 PM
    User information is private
    As a vendor who specializes in HR/Payroll only, we are curious as to whether SACOG would consider us for only the HR/Payroll portion of the RFP/Bid? Must we have a full ERP?
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    Jay Mason Jul 18 2019 at 9:58 PM
    Sacramento Area Council of Governments
    No, this RFP is for an accounting system.

3. Confirmation of Number of Employees Jul 11 2019 at 3:09 PM

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    Anonymous Jul 11 2019 at 3:09 PM
    User information is private
    Can you provide a firm count of the number of employees (Full and Part-time) at SACOG?
  • Company logo
    Jay Mason Jul 18 2019 at 9:58 PM
    Sacramento Area Council of Governments
    SACOG has about 60 employees but the number of user licenses will depend on the system. The needs are as follows: a. Total employee: 60 users to prepare and submit timesheets, if no web portal. b. Total license to access to data/records, run report and approve timesheets/requisitions: 24 users c. Total active/concurrent user (Finance/HR): 9

4. No subject Jul 16 2019 at 10:49 PM

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    Anonymous Jul 16 2019 at 10:49 PM
    User information is private
    How many staff are anticipated to use the solution’s Cash Receipts module?
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    Jay Mason Jul 18 2019 at 9:59 PM
    Sacramento Area Council of Governments
    Two.

5. No subject Jul 16 2019 at 10:49 PM

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    Anonymous Jul 16 2019 at 10:49 PM
    User information is private
    What Cash Receipts software does the Council currently use?
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    Jay Mason Jul 18 2019 at 9:59 PM
    Sacramento Area Council of Governments
    Deltek Ajera

6. No subject Jul 16 2019 at 10:50 PM

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    Anonymous Jul 16 2019 at 10:50 PM
    User information is private
    Which bank does the Council use for deposits, for the purpose of remotely depositing checks received through the Cash Receipts module?
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    Jay Mason Jul 18 2019 at 9:59 PM
    Sacramento Area Council of Governments
    Bank of the West.

7. No subject Jul 16 2019 at 10:50 PM

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    Anonymous Jul 16 2019 at 10:50 PM
    User information is private
    How many Council locations accept cash, check, and/or credit transactions? Please describe each location and include the number of payment stations and what types of payments are accepted there.
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    Jay Mason Jul 18 2019 at 9:59 PM
    Sacramento Area Council of Governments
    Majority of SACOG’s cash receipts are direct deposited into SACOG’s bank account via wire transfer or ACH. Miscellaneous cash receipts and checks/cash are processed at the main office (one location).

8. No subject Jul 16 2019 at 10:50 PM

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    Anonymous Jul 16 2019 at 10:50 PM
    User information is private
    Does the Council have current Cash Receipts peripheral hardware, such as receipt printers, cash drawers, or check scanners, that would ideally be used with the replacement solution? If so, could you provide the make and model of each existing peripheral?
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    Jay Mason Jul 18 2019 at 9:59 PM
    Sacramento Area Council of Governments
    No.

9. No subject Jul 16 2019 at 10:51 PM

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    Anonymous Jul 16 2019 at 10:51 PM
    User information is private
    Does the Council have an existing contract with a credit processor that the Cash Receipts solution should interface with?
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    Jay Mason Jul 18 2019 at 10:00 PM
    Sacramento Area Council of Governments
    No.

10. No subject Jul 16 2019 at 10:51 PM

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    Anonymous Jul 16 2019 at 10:51 PM
    User information is private
    Does the Council plan to absorb credit merchant processing fees, or charge them back to the customer as a Service or Convenience Fee?
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    Jay Mason Jul 18 2019 at 10:00 PM
    Sacramento Area Council of Governments
    N/A

11. No subject Jul 16 2019 at 10:51 PM

  • Company logo
    Anonymous Jul 16 2019 at 10:51 PM
    User information is private
    How many transactions are processed annually through the current Cash Receipts module?
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    Jay Mason Jul 18 2019 at 10:00 PM
    Sacramento Area Council of Governments
    Approximately 200.

12. No subject Jul 16 2019 at 10:51 PM

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    Anonymous Jul 16 2019 at 10:51 PM
    User information is private
    Are there any other Council applications that are not in scope for replacement, where an interface with the Cash Receipts module is desired? If so, could you provide a list of these applications?
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    Jay Mason Jul 18 2019 at 10:01 PM
    Sacramento Area Council of Governments
    No.

13. No subject Jul 23 2019 at 2:29 PM

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    Anonymous Jul 23 2019 at 2:29 PM
    User information is private
    Does SACOG require physical clocks for time entry? If so, how many and which model? For example, PIN entry, bar code swipe clocks, proximity clocks or biometric clocks?
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    Jay Mason Jul 30 2019 at 9:51 PM
    Sacramento Area Council of Governments
    No, we do not use a timeclock. Employees manually record hours through the time and attendance system.

14. software demonstration Jul 30 2019 at 9:39 PM

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    Jay Mason Jul 30 2019 at 9:39 PM
    Sacramento Area Council of Governments
    Is the oral interviews and live demonstrations set for August 12, 2019? What is the format and expectations of the demos? What is the amount of time and length set for the software demonstration?
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    Jay Mason Jul 30 2019 at 9:39 PM
    Sacramento Area Council of Governments
    No, we will select 3-5 proposers and schedule time with them for an oral interview and demo starting August 12, 2019. We plan to schedule at least half day to a day to get a good understanding of the system. It will be up to the proposers to show us the benefits of their system based on our needs.

15. Budget Jul 30 2019 at 9:39 PM

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    Jay Mason Jul 30 2019 at 9:39 PM
    Sacramento Area Council of Governments
    What is your budget? Can you share this information?
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    Jay Mason Jul 30 2019 at 9:40 PM
    Sacramento Area Council of Governments
    An estimated budget or "not to exceed" amount has not been declared for this project. Proposals will be evaluated based upon best value, per our Evaluation Criteria.

16. Pricing Jul 30 2019 at 9:41 PM

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    Jay Mason Jul 30 2019 at 9:41 PM
    Sacramento Area Council of Governments
    Do you want pricing for 3, 5 years, cloud access?
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    Jay Mason Jul 30 2019 at 9:43 PM
    Sacramento Area Council of Governments
    Cost Proposals should include annual rates/costs for a possible three (3) year total agreement. Pricing should include a breakdown for each module. We prefer a cloud-based solution, but are open to both onsite and cloud options.

17. No subject Jul 30 2019 at 9:43 PM

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    Jay Mason Jul 30 2019 at 9:43 PM
    Sacramento Area Council of Governments
    Explain why you got to this point? Have you looked at other software? What is the problem with the current system?
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    Jay Mason Jul 30 2019 at 9:44 PM
    Sacramento Area Council of Governments
    We currently use a Deltek system called Ajera. We've had the system for 4 years, & recently went to a cloud version. It was actually an upgrade from an old system we had for 15 years. We need a system to better track our grants and projects, better reporting, and more user friendly. Technology has changed and we need a system that allows us to be more efficient in our processes.

18. No subject Jul 30 2019 at 9:45 PM

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    Jay Mason Jul 30 2019 at 9:45 PM
    Sacramento Area Council of Governments
    What is your vision for the HR system?
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    Jay Mason Jul 30 2019 at 9:46 PM
    Sacramento Area Council of Governments
    We currently use a combination of systems for HR and payroll. At the moment, we do not have specifics & are very open to solutions.

19. No subject Jul 30 2019 at 9:46 PM

  • Company logo
    Jay Mason Jul 30 2019 at 9:46 PM
    Sacramento Area Council of Governments
    What are you currently using for reporting and what is your vision for reporting requirements? Are you looking at one system, two systems?
  • Company logo
    Jay Mason Jul 30 2019 at 9:46 PM
    Sacramento Area Council of Governments
    We currently use multiple systems, software, and Excel spreadsheets for reporting. We would like one system that can provide all the reporting requirements.

20. No subject Jul 30 2019 at 9:47 PM

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    Jay Mason Jul 30 2019 at 9:47 PM
    Sacramento Area Council of Governments
    Do you have a need to track expenses of any kind? Employee expenses?
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    Jay Mason Jul 30 2019 at 9:48 PM
    Sacramento Area Council of Governments
    Yes. We currently use the SAP Concur program to track employee expenses, but are interested in an integrated system.

21. No subject Jul 30 2019 at 9:49 PM

  • Company logo
    Jay Mason Jul 30 2019 at 9:49 PM
    Sacramento Area Council of Governments
    Can you tell me about your payroll requirements?
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    Jay Mason Jul 30 2019 at 9:49 PM
    Sacramento Area Council of Governments
    We have about 60 employees. We are a project-based organization and employee time is allocated to multiple projects. We pay employees monthly and have some hourly employees. We need time and attendance system to track employee’s time by project.

22. No subject Jul 30 2019 at 9:50 PM

  • Company logo
    Jay Mason Jul 30 2019 at 9:50 PM
    Sacramento Area Council of Governments
    How are you tracking employee timekeeping, electronic timeclock?
  • Company logo
    Jay Mason Jul 30 2019 at 9:51 PM
    Sacramento Area Council of Governments
    We do not use a timeclock. Employees manually record hours through the time and attendance system.

23. No subject Jul 30 2019 at 9:51 PM

  • Company logo
    Jay Mason Jul 30 2019 at 9:51 PM
    Sacramento Area Council of Governments
    How is your chart of account set up? Do you have multiple companies? What type of database?
  • Company logo
    Jay Mason Jul 30 2019 at 9:52 PM
    Sacramento Area Council of Governments
    The current database is SQL based system. We have multiple companies set up in different databases but would like to combine in one database.

24. No subject Jul 30 2019 at 9:52 PM

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    Jay Mason Jul 30 2019 at 9:52 PM
    Sacramento Area Council of Governments
    Are you using any Microsoft products?
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    Jay Mason Jul 30 2019 at 9:52 PM
    Sacramento Area Council of Governments
    We are an Office 365 environment.

25. No subject Jul 30 2019 at 9:53 PM

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    Jay Mason Jul 30 2019 at 9:53 PM
    Sacramento Area Council of Governments
    Is it possible to extend the deadline out one week?
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    Jay Mason Jul 30 2019 at 9:55 PM
    Sacramento Area Council of Governments
    Yes. Please be made aware that our new Proposal Submission Deadline is now Friday, August 16, 2019, 5:00pm. Our new Oral Interviews & Live Demonstrations (Demos) period now begins as early as Monday, August 26, 2019.

26. No subject Jul 30 2019 at 10:01 PM

  • Company logo
    Jay Mason Jul 30 2019 at 10:01 PM
    Sacramento Area Council of Governments
    What is the number of users in accounting, HR? How many need access to reporting, to process expenses, cloud access?
  • Company logo
    Jay Mason Jul 30 2019 at 10:02 PM
    Sacramento Area Council of Governments
    SACOG has about 60 employees but the number of user licenses will depend on the system. The needs are as follows: a. Total employee: 60 users to prepare and submit timesheets, if no web portal. b. Total license to access to data/records, run report and approve timesheets/requisitions: 24 users. c. Total active/concurrent users (Finance/HR): 9