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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

Introduction

The Sacramento Area Council of Governments (SACOG) is a voluntary association of governments. Member jurisdictions include: the County of Sacramento (including the cities of Citrus Heights, Elk Grove, Folsom, Galt, Isleton, Rancho Cordova and Sacramento); the County of Yolo (including the cities of Davis, West Sacramento, Winters, and Woodland); the County of Sutter (including the cities of Live Oak and Yuba City); the County of Yuba (including the cities of Marysville and Wheatland); Placer County (including the cities of Auburn, Colfax, Lincoln, Rocklin, Roseville and Town of Loomis) and El Dorado County (including the City of Placerville).

SACOG is the federally designated Metropolitan Planning Organization (MPO) for the Sacramento, Davis and Marysville/Yuba City urbanized areas. SACOG is also the State designated Regional Transportation Planning Agency (RTPA) for the counties of Sacramento, Yolo, Sutter and Yuba.

1. Summary

SACOG has issued this Request for Proposal (RFP) to solicit responses from qualified vendors (Proposers) offering proven, integrated solutions to replace the Agency’s current Financial System Software/SaaS (Deltek Ajera) specifically in the areas of Finance, Payroll, and HR. Refer to the Scope of Work for a list of required functional components and desired functional components of the Financial System. The Agency seeks a qualified Proposer who can demonstrate organizational, functional, and technical capabilities, as well as the experience, expertise, and qualifications necessary to provide and support a fully integrated and proven Financial System to include both implementation and ongoing maintenance and support.

Tutorials, trainings, and full implementation of the awarded Financial System Software/SaaS must be completed and fully functional no later than July 1, 2020.

2. Background

SACOG intends to replace it existing Financial System with a proven, commercial-off-the-shelf Financial System that is designed around best practices allowing the Agency to streamline and improve processes that result in timely, accurate, and easy-to-access information. The Proposer will be expected to provide best practices guidance, system configuration, testing and training to ensure a successful implementation in a timely and professional manner. More specifically, the new system should meet the following objectives:

  • Consolidate information, link processes and functions, and eliminate separate departmental spreadsheets in favor of a single system that integrates the Agency’s financial and non-financial applications through a common database,
  • Streamline business processes to take advantage of best practices through automation, integration, and works,
  • Provide a user-friendly and intuitive user interface to promote system use and productivity,
  • Eliminate the need for redundant data entry,
  • Eliminate the need for manual input when preparing the annual budget and financial statements,
  • Improve and/or provide necessary reports and reporting capabilities, and access to data through inquiry or drilldown capabilities,
  • Provide interface capabilities with third-party systems

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.

Cost Proposals should include annual rates/costs for a possible three (3) year total agreement.

Top candidates will be considered for the "Oral Interviews & Live Demonstrations (Demos)" in August 2019 round based on the overall completeness of their proposal, and, the comprehension of this Scope of Work.

3. Contact Information

All questions concerning this RFP must be submitted in via the Online Bidding Portal located at https://secure.procurenow.com/portal/sacog by the deadline set forth in the "Proposal Submission Date" section and may not be considered if not received by then.

Sacramento Area Council of Governments (SACOG) will respond to questions it considers appropriate and of interest to all Applicants, but reserves the right, in its discretion, not to respond to any question. Responses will be posted on the SACOG website at https://secure.procurenow.com/portal/sacog. Responses posted on the SACOG website become part of the RFP upon posting. SACOG reserves the right, in its discretion, to revise responses to questions after posting, by posting the modified response.

No oral response to any Applicant question by any SACOG employee or agent shall be binding on SACOG or in any way considered to be a commitment by SACOG.

The name, address, and contact information for the RFP Primary Contact are as follows:

Jay Mason
Procurement Officer
1415 L Street
Suite 300
Sacramento, CA 95814
Email: jmason@sacog.org
Phone: (916) 340-6223

Department:
Procurement

Department Head:
Jay Mason
Procurement Officer

4. Timeline

These dates are estimates only and SACOG reserves the right, in its sole discretion, to change this schedule. Notice of changes in a pre-proposal meeting date/time or location, the due date for Applicant questions, and the date for proposal submission will be posted and updated on SACOG's bidding portal at https://secure.procurenow.com/portal/sacog. The other dates/times listed may be changed without notice to prospective Applicants.

Release Project Date:
July 1, 2019
Pre-Proposal Meeting (Non-Mandatory):
July 24, 2019, 10:00am
Location: https://www.gotomeet.me/GoToMeetingSACOG1; You can also dial in using your phone. United States (Toll-free): 1 877 568 4106 United States : +1 (571) 317-3129 Access Code: 732-591-877
Question Submission Deadline:
July 26, 2019, 5:00pm
Question Response Deadline:
July 31, 2019, 5:00pm
Proposal Submission Deadline:
August 16, 2019, 11:59pm
Oral Interviews & Live Demonstrations (Demos):
August 26, 2019
Contract Execution Date (Tentative):
September 30, 2019