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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

Scope of Work

Below is a list of required and desired components of the Financial System and the desired functionalities of each components. The selected vendor or consulting team will be expected to perform all technical and other analyses necessary to complete the scope of work. The selected vendor will work with SACOG's Implementation Team to complete the Scope of Work.

Required and Desired Components of Scope of Work:

Required: General Ledger, Bank Reconciliation, Cash Receipts, Time & Attendance, Payroll, Accounts Receivable, Accounts Payable, Purchase Requisition and Purchase Order.

Desired: Budget and Reporting Modules, Project Management, Contract Management, Asset/Inventory Management, Document Management, Human Resources and Metadata Standards and Protocols for Financial Services.

1. General User Interface Requirements:

  1. Provides a browser-based user interface (Apple Safari, Google Chrome, Mozilla Firefox);
  2. List of required internet browser plug-ins (if applicable);
  3. Supports mobile technologies (e.g. smartphones, tablets);
  4. Indicate if mobile is supported through browser with native app or responsive design;
  5. Provides the ability to drill-down and drill-across from a transaction view to the supporting source data and documents;
  6. Provides fully integrated functionality such that data is entered only one-time and available throughout the system(s) and available in real time (single-points of data entry) to eliminate re-keying of information;
  7. Provides customizable, organized screen layouts for the end user;
  8. Provides search functions that reach across all applications and attachments;
  9. Datasets must be described with essential metadata to ensure discoverability.

2. Workflow:

  1. Provides integrated workflow management including generation, routing, notification, and approval of forms, reports, other documents, and processes (e.g. payable processing, purchase orders, GL transactions, HR transactions, payroll processing, budgeting, personnel action forms, etc.) for all modules;
  2. Provides the ability to establish multiple approval levels based on user-defined criteria (e.g. dollar amounts, types of items purchased, document types, etc.);
  3. Provides multiple attributes to define which users participate in which steps of the workflow processes (e.g. GL number segments, unique groupings, project/task codes, object/spend category codes, consideration of roles, etc.);
  4. Integrates with the email system to assist in the notification/request of approvals, rejections, corrections, and approval through/from email and mobile devices;
  5. Allows document attachment and allows attached documents to be available for review through all levels of approval for all core modules.

3. Content/Document Management:

  1. Supports multiple media formats (e.g. image, etc.) and file types (e.g. Excel, Word, PDF, etc.);
  2. Provides Optical Character Recognition (OCR);
  3. Provides the ability to support retention policies with respect to images, documents, and/or uploads managed by the system;
  4. Offers drill-down/drill across features for users to view documents associated with financial, payroll, and personnel transactions;
  5. Provides the ability to create, store, and retrieve electronic images or color carbon copies (e.g. purchase orders, payroll checks, accounts payable invoices, etc.) that are attached to the appropriate transaction record for all modules;
  6. Supports document scanning and attachment, and makes documents accessible throughout all modules (i.e. requisition, purchase order, packing slips, accounts payable, budget, on-boarding, leave, etc.);
  7. Supports ability to link to external documents provided by 3rd party Document Management System.

4. Reporting and Analysis:

  1. Provides the ability to access data across all modules for inquiry and reporting;
  2. Provides modeling tools to do ‘what if’ analysis and forecasting (i.e. analysis of revenue/expenditure trends and the ability to develop forecast projections);
  3. Processes transactions in real-time that are immediately available for inquiry and reporting;
  4. Allows users to drill down from reports and inquiries to source transactions;
  5. Provides full integration with MS Excel for all modules (e.g. worksheet export to Excel, data imported from Excel, etc.) and allows users to export reports to Excel that include formulas/formatting;
  6. Provides the ability to copy and customize standard reports;
  7. Provides the ability to create report notification groups and inform/alert groups a new report is available;
  8. Provides the ability to choose a format when exporting a report (e.g. Excel, Adobe, flat file, delimited, etc.);
  9. Provides the ability for a dashboard/scorecard to include, at a minimum, user defined metrics, key performance indicators (KPIs), reports, charts, etc.;
  10. Provides the ability for reporting to be based on user security setting;
  11. Provides the ability to save and “publish” ad hoc reports for use by others;
  12. Allows for multiple output options (e.g. display, print, PDF, CSV, XLSX, email, etc.);
  13. Provides the ability to automatically run and distribute scheduled reports to a group or individuals via email;
  14. Provides the ability to define report from/to dates across multiple fiscal years;
  15. Provides automated month-end reporting.

5. General Ledger (GL)/Accounting:

  1. Maintains accounts for transactions via elements such as fund, department, division, program, project, object or any other element needed to meet the needs of SACOG;
  2. Ensures all transactions post individually and/or in summary to the general ledger regardless of the transaction source ensuring each entry is balanced and auditable, and provides a message/warning if transactions are not balanced;
  3. Supports accrual and cash accounting methods;
  4. Creates appropriate entries needed at the end of the period (month or year) and for purposes of opening a new period (i.e. rolling forward account balances or reversing certain year end entries);
  5. Provides the ability to add notes/comments to transactions that post to the GL;
  6. Enforces rules for entry validation based on roles at departmental/user level to prevent incorrect account coding;
  7. Captures multiple dates (e.g. transactional, posting, data entry, etc.);
  8. Provides pooled cash accounting from multiple funds to a single bank account;
  9. Supports Government Accounting Standards Board (GASB) standards/principles;
  10. Provides an automated means to categorize and summarize transactional data in support of the Comprehensive Annual Financial Report (CAFR);
  11. Provides a report to assist Journal Entry approval/review and includes GL accounts and names, amounts, descriptions, etc.;
  12. Provides the ability to generate printed output of all financial/accounting reports (e.g. income statement, balance sheet, general ledger, revenue/expenditure comparison report etc.);
  13. Provides functionality for generation of quarterly and annual accounting reports required by State and Federal agencies.

6. Chart of Accounts (COA):

  1. Supports a flexible COA structure with room for growth within each field and expanded use of segments in the future (for this requirement, describe Proposer COA recommendations based on best practices);
  2. Provides ability to reclassify the COA as necessary in support of organizational changes without having to create an entirely new COA;
  3. Allows for object code category;
  4. Provides an option for re-organization to have data/history move (all data re-written to new account, electronic reference, crosswalk, etc.);
  5. Provides the ability to support reporting, analysis, and differing views or organizational performance related to all levels within the organization;
  6. Provides the ability to adapt the COA to support modern financial concepts such as workflow, reporting, security design, and internal controls.

7. Journal Processing

  1. Supports multiple journal processing capabilities including one-time, standing, automated recurring, allocations & distributions, automatic reversals (accruals), and corrections;
  2. Identifies the source of journals (e.g. budget, sub-system, import, etc.);
  3. Allows multiple periods to be open at the same time;
  4. Manages due to/due from transactions;
  5. Allows multiple options for creating a journal (e.g. onscreen, import from Excel, copy a prior journal, etc.);
  6. Provides multiple description fields for the Journal Entries (i.e. long, short, free form, etc.) and document attachment;
  7. Provides the ability to search for posted journals by date, accounting period, keyword, creator, etc.;
  8. Allows for posting back to previous periods;
  9. Provides the ability to save work in process and return to it at another date/time.

8. Budgeting:

  1. Provides the ability to report on justification comments by budget line item;
  2. Offers the ability to see budget-to-actuals in real-time with drill-down capabilities;
  3. Supports publication of the “annual budget document” via direct leveraging of system outputs/forms/reports;
  4. Supports the reporting of fully burdened hourly rates for all employees;
  5. Allows users to change key underlying assumptions to impact forecasts;
  6. Provides modeling for “what if” scenarios and forecasting tools for “10 Year Cash Flow Projections”;
  7. Triennial budgeting capabilities;
  8. Provides an automated electronic budget process with decentralized entry, workflow, and related notifications/alerts;
  9. Supports tracking budget revisions and mid-year amendments;
  10. Supports multiple biennial budget years for expenditures, revenue, and projections (e.g. two, four, six, eight, etc.);
  11. Tracks various budget versions (e.g. original, edited, admin review, council draft, department head, etc.), which includes the ability to see when and by whom changes were made;
  12. Projects fund balance details automatically (i.e. reflecting projected reserves, revenues, expenses and inter-fund transfers that would result in an ending fund balance);
  13. Provides the option to seed budgets zero-based, with historical data (e.g. last year’s actuals) or with increasing/decreasing factors down to the object level;
  14. Allows departmental entry (free-form) of justifications and background data related to requests; this information must stay with line item entries through budget level-up cycles;
  15. Processes mass changes to various accounts during budget process such as a reorganization;
  16. Offers the ability to control budget encumbrances or "roll-overs" at multiple levels;
  17. Offers the ability to add/delete/reallocate/shift positions and update proposed budgets in real-time;
  18. Provides the ability to allocate employee costs by various factors including percentage to multiple account strings, pay type with associated benefits, etc.;
  19. Provides position budgeting processes for updating the budget to reflect changes for such things as COLAs, adjustments to variable benefits, updates to fixed benefits, and other misc. personnel related rate adjustments;
  20. Provides status tracking relative to departmental budget approvals (minimum five levels of review);
  21. Provides an ability to apply “what if”/factor scenarios across funds, departments, programs, and/or objects as designated by staff;
  22. Offers the ability through security/rights to lock funds, departments, objects, and/or object categories from identified staff;
  23. Provides multi-year budgeting, object, justification, description, etc. fields for each budget year;
  24. Offers the ability to define a maximum budget amount per fund, department, division, object, and report against the defined maximum;
  25. Allows negative amounts to be entered with appropriate security;
  26. Provides the ability to generate labor projections based on factors including percent change in salary, benefits, pay codes, bargaining units, time periods, etc.;
  27. Provides automated notification when budget is close to being expended;
  28. Supports a cost allocation model, one that allocates internal services budgets to departments.

9. Bank Account Management and Bank Reconciliation:

  1. Provides the ability to manage and automate reconciling of multiple bank accounts (for this requirement, please describe any tools the Proposer utilizes to support cash management and bank reconciliation);
  2. Provides the ability to transfer funds between accounts.

10. Closing:

  1. Supports period end soft close processes (i.e. secures new entries to a closed accounting period for specific modules);
  2. Provides automated year-end closing of revenue and expenditure accounts and the automated roll forward of balance sheet accounts (as appropriate) to establish subsequent year beginning balances;
  3. Allows multiple year-end closings periods (i.e. period 13, period 14, etc.);
  4. Supports period end hard close processes.

11. Vendor Management:

  1. Supports decentralized vendor entry with workflow to approve vendor prior to availability for use;
  2. Provides the ability to maintain vendor information to process payments;
  3. Provides the ability to view changes to vendor records (i.e. address, name, phone, etc.);
  4. Prevents duplicate entry of vendor records;
  5. Notifies staff if insurance requirements are near/past expiration;
  6. Supports multiple remittance addresses for a vendor;
  7. Provides the ability to attach documents for each vendor record;
  8. Provides a vendor self-service portal with functions that include:
  • Provide vendor related forms online,
  • Submit requests to become “registered” vendors,
  • Register to receive notifications for formal bids, and download information and upload bids accordingly,
  • Check invoice/payment status,
  • View appropriate transactional history associated with purchase orders (POs),
  • Make changes to address, phone, primary contact, etc.,
  • Upload of W9’s and Payee Data Records (PDRs),
  • Download of 1099’s.

12. Procurement/Purchasing:

Requisitions:

  1. Enforces the purchasing policy rules for general purchases, informal bidding, formal bidding, authority limits, sole source, and emergency purchasing procedures;
  2. Performs budget checking during requisition, PO creation, and invoice processing;
  3. Supports the purchase of recurring services by automatically generating a requisition/PO based on pre-established criteria (e.g. health insurance, cleaning services, and leased vehicles);
  4. Provides the ability to initiate an electronic purchase requisition and attach supporting documentation (i.e. quotes, bids, contracts, agreements);
  5. Supports the ability to copy a previous requisition for a new requisition.

Encumbrances:

  1. Provides the ability to pre-encumber/encumber requisitions and purchases, and the ability to override transactions that fail budget check;
  2. Supports encumbering of funds when requisition is approved;
  3. When a PO or requisition is cancelled, or closed, automatically reverses pre-encumbrance and encumbrance amounts as appropriate;
  4. Supports encumbering of funds over multiple years, along with ability to carryover existing encumbrances across fiscal years.

Purchase Orders:

  1. Provides the ability to have a single PO associated with multiple departments and/or funding sources (i.e. cross department PO’s);
  2. Supports recurring/routine departmental PO’s based on dollar limits;
  3. Supports annual, blanket, and multi-department PO types;
  4. Supports multiple line items per PO with the option of associating different GL strings with each line;
  5. Captures internal or external justifications, notes, or comments on POs; internal comments must only be visible to staff;
  6. Limits which users are authorized to override established PO limits;
  7. Provides near real-time expense tracking on all PO’s including blanket PO’s;
  8. Prevents a PO from being issued to an inactive vendor;
  9. Provides options for distributing the PO (e.g. print-mail, email, etc.);
  10. Provides the ability to re-open a purchase order that has been closed including recording the encumbrance;
  11. Provides the ability to configure alerts (percentage/dollar-based) when an invoice (or combination of invoices) is on the verge of exceeding the approved PO amount.

Year End:

  1. Defines close and roll-over dates at system and module level;
  2. Supports the maintenance of open POs over multiple years;
  3. Supports year-end activities such as conditional PO closure and the ability to roll purchase orders to the new fiscal year;
  4. Automates PO rollover process for individual or groups of POs including appropriate treatment of carryover budget amounts;
  5. Allows users to enter POs for the new fiscal year prior to the start of that fiscal year;
  6. Provides real-time access to PO information related to encumbrances, balances, adjustments, and postings;
  7. Provides a report or dashboard alert of POs with no activity for a user defined period of time;
  8. At year-end, provides the ability to print list of POs with outstanding balances.

13. Contract Management:

  1. Provides the ability to support bid request, negotiation, and management of vendor contracts;
  2. Provides the ability to track contracts, insurance requirements and related certificates needed for doing business with SACOG;
  3. Supports tracking and managing of contract status (e.g. phases, deliverables, milestones, payment schedule, payment terms, payments, incentives, amendments, renewal status, expiration dates, insurance certificates, etc.) via automated alerts;
  4. Associates contracts to projects, requisitions, and purchase orders;
  5. Supports multi-year contracts, including available contract balances and encumbrances;

14. Accounts Payable:

General:

  1. Supports payments to various entities including, but not limited to, vendors for services or goods, employees’ expenses, and retirees;
  2. Provides and applies appropriate controls over all payments;
  3. Provides templates/forms to assist in the payment of large vendor bills (e.g. PG&E) with dozens of lines on a bill.

Invoice Receipt:

  1. Supports importing of electronic invoices from vendors;
  2. Supports centralized or decentralized invoice receipt;
  3. Automates matching the PO, receiver, and invoice;
  4. Provides the ability to identify duplicate invoices from vendor at the time of entry;
  5. Checks the status of all open/pending invoices;
  6. Reflects invoice amount on account balances immediately;
  7. Manages vendor invoice credits with associated adjustments to encumbrances and PO balances.

Payment Calculation:

  1. Alerts staff about and calculates payment discounts;
  2. Supports automatically calculating shipping and taxes as appropriate for items being paid at time of data entry;
  3. Allows payments that can be scheduled over a time period and with associated tracking of payment terms.

Payment Process:

  1. For multi-line item POs, allows selection of one or more of those line items during invoice processing;
  2. Creates POs pay files;
  3. Supports processing of 1099’s and 1099 reporting requirements;
  4. Supports refund and retention payment processing;
  5. Provides the ability to short close POs based on user defined parameters;
  6. Provides for ACH, EFT, and wire transfer payments to vendors with a system generated email notification and remittance with payment confirmation;
  7. Provides alerts for expiring invoices that could accrue penalty charges for late payments;
  8. Provides alerts to designated staff when an invoice is paid against a certain budget code.

Check Generation

  1. Provides the ability to generate multiple checks for a single vendor during a check process;
  2. Generates multiple page checks;
  3. Generates on demand manual checks;
  4. Allows reprinting checks without void and reissue, and without having to re-enter data, if an error occurs during check printing.

15. Payroll Processing:

General:

  1. Provides functionality to calculate employee payroll, deductions, and accruals based on components managed in the HR benefit and pay administration module;
  2. Supports prior period payroll adjustments, including non-cash payroll adjustments;
  3. Supports deductions for health insurance on a monthly basis;
  4. Supports pre-tax deductions for health insurance and other deductions;
  5. Processes payments for government and third party agencies (e.g. benefits, retirement, etc.);
  6. Supports State and Federal tax filings;
  7. Allows for processing of taxable and non-taxable reimbursements;
  8. Complies with all calculation and reporting requirements of the Fair Labor Standards Act (FLSA), Family Medical Leave Act (FMLA), and CalPERS retirement system;
  9. Supports multiple concurrently open payrolls (e.g. paid time off, or comp time cash outs, etc.);
  10. Provides and enforces rule-based validation and prevents duplicate earning codes at employee level, etc.;
  11. Provides user-defined exception hours’ analysis;
  12. Supports multiple ‘re-runs’ of payroll prior to final payroll run;
  13. Supports SACOG ’s monthly payroll runs;
  14. Supports years with a minimum of 12 payroll periods;
  15. Supports the voiding and re-issuance of payroll documents;
  16. Generates paychecks, direct deposits (supporting deposits across multiple accounts on a single check), EFT files, and related positive pay files;
  17. Supports payment of garnishments via payroll check;
  18. Supports creation of annual pay and benefit letters, W2s, and ACA annual documents;
  19. Allows mass changes (i.e. COLA, health enrollment, etc.);
  20. Provides the ability to calculate various scenarios pertaining to MOU and FLSA overtime;
  21. Supports distribution of payments to third-parties such as deferred compensation or bargaining units;
  22. Provides the ability to support multiple and differing declared work weeks for calculating FLSA overtime including 7(k) exemptions;
  23. Allows for accumulation of compensated time off that is not paid out as overtime, but it is earned at 1.5 times;
  24. Identifies all elements used to calculate pay on the pay stub;
  25. Identifies key information for employee (leave balances, allocation of direct deposit accounts, employee vs. employer pay benefits, etc.) on the pay stub;
  26. Generates PDF/electronic copy and automatically posts payroll stub, W2, and ACA documents to the employee self-service portal.

16. Fixed Assets/Inventory:

  1. Provides asset management functionality to capture and maintain information associated with leased and capitalized assets;
  2. Allows multiple funding sources per asset, including Grant funding sources;
  3. Provides parent/child associations for assets;
  4. Ties an asset(s) to a CIP project;
  5. Tracks non-capitalized assets;
  6. Supports various asset depreciation schedules, the ability to change depreciation methodologies, and (from a point in time) recalculates depreciation based on the remaining life;
  7. Tracks asset maintenance (including enhancement and transfers) and projected associated costs;
  8. Allows for creation of an asset as part of purchase requisition;
  9. Allows for automatic creation of asset when certain dollar thresholds are exceeded, and an automated notification that the process to create an asset has been initiated;
  10. Tracks assets disposal and salvage value; reports on assets nearing full depreciation;
  11. Allows user to define fields for asset reporting to assist with analysis/development (e.g. motor vehicles, buildings, equipment etc.);
  12. Generates journal entries to record depreciation expense to appropriate fund in the General Ledger (GL);
  13. Provides the ability to generate a variety of asset-related reports including assets prior to and after posting, assets by type, by account, by value, etc.;
  14. Supports the tracking of capital assets that are not depreciated;
  15. Supports GASB 34 fixed asset infrastructure reporting requirements.

17. Accounts Receivable/Miscellaneous Billing:

  1. Supports invoicing of various entities including, but not limited to bformer employees, businesses, and other governmental entities;
  2. Supports invoicing for a variety of items, including but not limited to room rentals, and other miscellaneous items or services;
  3. Provides functionality to record receivable and payments against customer accounts;
  4. Provides customizable invoices (requires multiple SACOG templates);
  5. Provides the ability to add user-defined messages to invoices and statements;
  6. Provides options for off-cycle and regular batch bill runs;
  7. Provides Non-Sufficient Funds (NSF) support including application of additional fees, adjustments to receivables, etc.;
  8. Ensures appropriate cross-references to payment history and open balances for refunds processing;
  9. Ensures payments immediately affect customer account balances even while batches are still open;
  10. Provides statements of cumulative activity (vs. invoices only);
  11. Provides comprehensive NSF check processing including reversing payments, appropriate reversing of accounting transactions, re-billing with NSF check charge(s), and associating these events with the customer’s account;
  12. Provides on demand and interval-based (i.e. weekly) past due payments and aging reports with notifications;
  13. Provides aging data from accounts to support collection activities;
  14. Automates 2nd and 3rd notices of missed payments;
  15. Provides the ability to reverse payment and prepare write off journal entries;
  16. Provides the ability to edit and revise invoices (i.e. address, comments, etc.) including the amount and record (adjustments) the revised amount to the GL.

18. Cash Receipts (Cashiering):

  1. Provides a centralized cashiering model to collect and manage transactions daily (e.g. cash, checks, credit cards, electronic payments, etc.);
  2. Provides ability to access transaction detail in sub-accounts;
  3. Provides system generated receipt numbers;
  4. Provides for verification of cash and validates checks;
  5. Supports the ability for staff to scan checks for deposit;
  6. Supports the ability for staff to scan supporting documentation and attach it to receipts.

19. Grant Management:

  1. Supports establishing grant budgets and recording expenditures against the grants;
  2. Provides fields to record the type of grant (local, state, and federal), grantor information, match terms, grant begin and end date, and grant draw-down activity;
  3. Allows users to establish budgets, track activities, and manage reimbursements/billings related to CIP grants (specific items that are or are not to be billed to a grant) and to associate those grants with project categories as appropriate;
  4. Allows real-time access to grant costing details;
  5. Ensures overhead percent allocations are consistently and accurately applied;
  6. Supports cost allocations;
  7. Tracks grants over multiple (State and Federal) fiscal years;
  8. Supports grant application and funding request processes;
  9. Provides reporting on grant activity by period and over the life of the grant award;
  10. Provides alerts when administrative expenses are close to twenty percent (20%) threshold;

20. Human Resources:

Position Control:

  1. Links HR, Payroll and Budget data to facilitate managing SACOG’s structure, positions, and financial budget for positions;
  2. Associates positions with funding source;
  3. Encumbers a position upon request to fill a vacancy;
  4. Identifies positions that are overfilled and/or under-filled;
  5. Tracks and reports on history of position changes by date (title/location);
  6. Tracks and reports on history of incumbents in position by date;
  7. Identifies positions that are grant funded and have a position end date (end of grant date);
  8. Provides reporting by position type;
  9. Provides reporting by position allocations;
  10. Provides reporting by filled, and vacant positions;
  11. Provides reporting for grant positions nearing the end date.

Employee Master File:

  1. Maintains data elements including but not limited to employee ID, basic demographics, address information, emergency contacts, survivor/beneficiary information, dependent information, history of salary changes (effective start and end dates), training/certification, and history of personnel actions;
  2. Maintains employee photo;
  3. Provides employee directory functionality;
  4. Supports deactivation of employees and the ability to reactivate employees as necessary;
  5. Supports the scanning of prior employee action forms to be loaded in chronological order and attached to each employee master file;
  6. Supports the limiting of access to employee master files based on security roles,
  7. Provides the ability to create additional custom fields to keep track of additional applicable data.

Benefits Administration:

  1. Provides flexible, rules-based benefit management functionality to manage public employee benefits such as medical, dental, disability, and life insurance;
  2. Complies with current and future Affordable Care Act (ACA) requirements, including automatic notification to employee when a dependent is approaching coverage discontinuance at age 26;
  3. Complies with Consolidated Omnibus Budget Reconciliation Act (COBRA) requirements;
  4. Supports California Public Employees Retirement System (CalPERS) to manage pension, health, and retirement benefits for California public employees and retirees, including public safety employees;
  5. Supports additional medical reimbursement payments (outside CalPERS) for public safety employees;
  6. Maintains eligibility dates for different plans based on different rules and which may differ from hire dates;
  7. Updates employee benefit records and reflects changes in pay in HR and payroll systems/modules and applicable third-party benefit providers whenever there are changes due to a life event, changes in eligibility rules, or requests for benefits;
  8. Supports administration of flexible spending reimbursement accounts.

Leave Administration:

  1. Supports sufficient number of leave banks;
  2. Provides the ability to have different leave types apply to employees based on benefit rules by group (e.g., management, union, temporary, intern, hourly);
  3. Provides the ability to assign different caps to holiday, vacation, and sick leave based on specific MOUs;
  4. Provides the ability to code holiday leave and floating holiday leave separately;
  5. Supports managing available leave balances, leave taken, payments, and balances for various types of leave (e.g. paid time off, vacation, sick, Family Medical Leave Act, disability, worker’s compensation, etc.) (for this requirement, describe how Proposer’s solution supports FMLA tracking);
  6. Allows for an initial allocation of sick time for employees that resets annually;
  7. Allows for flexible rules for taking leave when balances are at zero, but accrual is pending;
  8. Allows for different accrual rates based on years of service;
  9. Allows for different expiration of leave balances based on different triggers (e.g., annual, upon termination);
  10. Notifies employees of leave that may be lost;
  11. Supports conversion of leave accruals to cash.

Training and Certification:

  1. Supports tracking required position-specific job certifications, licenses, professional organization memberships, and mandatory training;
  2. Supports tracking history of training results, certifications, licenses, and related expiration dates;
  3. Provides automated notification of expiring professional organization memberships and certifications to supervisors and employees based on user-defined rules;
  4. Associates certifications with applicable pay codes such that employees are paid or not paid based on the status of their certification;
  5. Updates employee records in HR and payroll systems/modules such that changes in pay can occur based on completion of training/certification events;
  6. Allows for employee self-service to sign up for training and to acknowledge documents.

Personnel Actions:

  1. Provides functionality to manage personnel actions from initiation, review, authorization, and approval for actions such as promotions, demotions, salary increases, discipline, separations, leave, etc.;
  2. Updates employee records in HR and payroll systems/modules to reflect changes in pay if needed;
  3. Uses end dates to automatically stop the action at a specified time (e.g. discontinue administrative leave without pay, leave of absence, etc.).

Employee Self Service:

  1. Provides employee self service functions that allow access and update to designated employee information;
  2. Updates employee records in HR and payroll systems/modules and applicable external systems (e.g. CalPERS, 3rd Party Benefit Providers, etc.);
  3. Provides the ability to view paycheck history, W2 history, personnel actions, leave balances, etc.;
  4. Provides the ability to update/change W-4, benefits during open enrollment, and profile data (e.g. address, phone number, emergency contact beneficiaries, etc.);
  5. Provides the ability for employee to reset password;
  6. Provides electronic employee separation workflow;
  7. Provides workflow to track progress of employee off-boarding/separation checklist.

Pay Administration:

  1. Provides functionality to manage employee pay including wages, special pay, employee loans, State and Federal taxes, and accruals;
  2. Supports multiple earning/pay codes including, but not limited to, Acting Pay and Special Pays that may change between pay periods;
  3. Supports flexible definition of shift work and work schedules (e.g. 4/10, 9/80, 5/40 9/75, etc.);
  4. Supports setup of earning codes, deductions codes, and others at Agency level;
  5. Supports multiple employee groups with different MOU requirements and benefits (e.g. differing leave accrual level, differing premiums, etc.);
  6. Supports multi-rate positions;
  7. Provides the flexibility to define PERS-able pay, including different setups for different employee groups, salaries, benefits, and other similar accumulators, including public safety positions that may have overtime calculations in the other classification;
  8. Supports retention pay for public safety positions;
  9. Provides the ability to do ‘what-if’ analysis and modeling for salary increases, benefit changes, etc.;
  10. Calculates step, increment, and percentage pay adjustments for all or a group of employees (e.g. bargaining units, classes, etc.);
  11. Provides an automated process for retroactive pays;
  12. Ensures pay codes associated with specific types of employees (e.g. police, fire, etc.) are not inadvertently assigned to other employee types;
  13. Supports multiple concurrent assignments for part-time employees.

Time and Attendance:

  1. Provides functionality to collect time, perform exception-based time entry, and time adjustments to multiple work schedules;
  2. Provides ability to pre-populate time sheets with specific number of hours by day to support exception reporting;
  3. Provides the ability to define and validate business rules at time of collection (i.e. prevents employees from entering adjustments that will cause employee leave balances to be exceeded);
  4. Prevents employees from entering invalid data (i.e. earnings or pay codes they are not authorized to use);
  5. Provides the ability to assign specific locations to employees and allow employees to change locations as necessary;
  6. Allows employees to enter prior period leave;
  7. Includes notes or comments associated with hours submitted at the project level ;
  8. Allows employee to associate multiple project codes with each line of time entered;
  9. Allows multiple pay periods to be open for time entry purposes;
  10. Provides the ability to reconcile pay period schedule with the calendar/fiscal year in support of processes that will facilitate W2 generation and accrued payroll;
  11. Provides workflow to collect time, perform exception-based time entry, and time adjustments to multiple work schedules, including approval and submission to payroll system/module at the department level;
  12. Provides the ability to support overtime requests, including tracking of hours by day, week, etc.;
  13. Supports exception-based time entry by department, MOU, etc.;
  14. Tracks hours worked per calendar year by CalPERS.

On-boarding/Hiring Process:

  1. Provides functionality to manage processes and procedures for new hires;
  2. Supports initiation of the process and a checklist of tasks that need to be performed to successfully onboard a new hire;
  3. New hire task management which includes progress metrics, task assignment and automated notifications to ensure all parties are on track with on-boarding;
  4. Updates employee records in HR and payroll systems/modules and applicable external systems (e.g. CalPERS, Third Party Benefit Providers, etc.).

Off-Boarding/Separation:

  1. Provides functionality to manage processes and procedures for employee separation due to termination, retirement, resignation, or transfer;
  2. Supports initiation of the process and a checklist of tasks that need to be performed to successfully exit an employee based on type of separation;
  3. Provides electronic employee separation workflow processes;
  4. Supports generation of COBRA notices;
  5. Updates employee records in HR and payroll systems/modules and applicable external systems (e.g. CalPERS, Third Party Benefit Providers, etc.).

Administrative Support Function:

  1. Provides the ability to create and customize reports under the various functions of the HR system;
  2. Provides the ability to edit email notifications and reminders, as well as create and customize additional notifications and reminders.

21. Technical:

General:

  1. Provides a production, training, test, and development environment;
  2. Provides the ability to configure workflows, report parameters, and other elements to meet specific business needs using configuration and operating parameters provided by SACOG and without the assistance of the software vendor;
  3. Provides for upgrades to accommodate changes in laws, regulations, best practices, and new technology;
  4. Provides an Audit Trail with metadata, user, date, and time stamp throughout all modules, including field level change tracking (before/after values) as well as record level activity, including creation, viewing, editing, deletion and exporting (where applicable);
  5. Includes complete installation, operating, and system maintenance documentation (for on-premise solutions only).

Regulatory Compliance:

  1. Provides solution that is Payment Card Industry Data Security Standard (PCI DSS) compliant.

System Security:

  1. Allows the system administrator to:
  • Define a minimum length password,
  • Define a password expiration timeframe,
  • Prohibit reusing of passwords,
  • Configure control access to the application, modules, transactions, data and reports,
  • Define access rights (e.g. create, read, update, delete) by user ID or functional role,
  • Define functional access rights (e.g. processes, screens, fields, and reports) by user ID or functional role,
  • Restrict access to sensitive data elements (e.g. social security numbers, banking data, etc.) by user ID, user groups or functional role.

Integrations/Interfaces:

  1. Provides an Application Program Interface (API) to enable the exchange of information (both inbound and outbound) with other business applications using a variety of protocols including but not limited to XML and text files;
  2. Provides a configurable API such that new interfaces can be defined, or existing interfaces can be modified by an administrator without requiring the support of the software provider;
  3. Provides security and auditing of data exported and imported via any API interfaces;
  4. Provides the ability to specify the editing criteria (including both field validation and consistency edits) to be applied to inbound transactions and ensures that transactions submitted via the API are subject to the same business rules as transactions submitted via the user interface;
  5. Provides the ability to specify whether outbound interface transactions should be sent immediately or stored and forwarded at a specific time or at specific intervals;
  6. Provides a notification to users of transactions that fail edits and provides a way for user to view, update, delete, and automatically resubmit transactions for processing or to be returned to the originating applications;
  7. Provides the ability to schedule and encrypt files as necessary for data transfers;
  8. Possess possible capabilities to integrate or interface with the following systems and/or third-party vendor interfaces through scheduled file exchanges and/or manually processed imports:
  • Microsoft Office,
  • Mozilla Firefox,
  • Google Chrome,
  • Apple Safari,
  • U. S. Bank Corp Service Center,
  • Bank of America,
  • Fuel and Lubricant Tank Monitoring (vendors pending),
  • ProcureNow (formerly Govlist, Inc.; Solicitation Builder and Vendor Portal),
  • NeoGov (recruiting application),
  • CA State Employment Development Department (disability insurance),
  • CalPERS (retirement system),
  • Mid-America (health retirement savings),
  • ICMA-RC (retirement),
  • Internal Revenue Service (IRS),
  • Social Security Administration (SSA),
  • Third-Party Insurance Providers.

Hosted/SaaS Specific System Requirements (this section is N/A for on-premise solutions):

  1. Provides system availability 24 hours a day, 365 days a year (not including scheduled downtime);
  2. Ensures scheduled downtime is pre-approved by SACOG one week in advance;
  3. Provides system uptime of 99.9%;
  4. Provides hosting facility that is SSAE 16 certified;
  5. Stores data in the Continental U.S.,
  6. Provides for continuous backup of data and transactions such that SACOG will not suffer data loss in the event of a disaster or catastrophic failure;
  7. Provides a “Trusted System” for backups according to requirements defined by the State of California,
  8. Provides for scheduled, periodic backup of live data to the test/training environment,
  9. In the event of a disaster or catastrophic failure, informs SACOG:
  • Within one hour,
  • The scale and quantity of the data loss,
  • What Proposer has done to recover the data and mitigate any effect of the data loss,
  • What corrective action Proposer has taken to prevent future data loss.

Data Access and Security Breaches:

  1. Maintains audit logging to record access activity:
  • Login/logout attempts by user and workstation,
  • User submitted transactions,
  • Initiated processes,
  • System overrides,
  • Additions, changes, or deletes to application maintained data.

2. Upon discovery or reasonable belief of any data breach, notifies SACOG by the fastest means available, and also in writing within 24 hours. Notification should include:

  • The nature of the breach,
  • The data accessed, used, or disclosed,
  • The person(s) who accessed, used, disclosed, and/or received data (if known),
  • What has been done to quarantine and mitigate the breach,
  • What corrective actions has been taken to prevent future breaches.

3. Provides daily updates regarding findings and actions performed until the breach has been effectively resolved to SACOG’s satisfaction;

4. Provides a report containing the results of the investigation of the breach.

22. Pricing:

SACOG seeks a clear and comprehensive understanding of all costs associated with the software, implementation services, and ongoing maintenance of the proposed Financial System Software/SaaS.

To address pricing, please review the "10-H Cost Proposal" examples located in the Attachments section of this RFP. All pricing information must be included in the Cost Proposal submission. All costs pertaining to the implementation and maintenance are to be itemized.

The Proposer’s implementation pricing must identify all costs required to include:

  1. Software Licensing Costs;
  2. Implementation Services;
  • Project Management,
  • Software configuration,
  • Data conversion and migration,
  • Interface development,
  • Training and documentation,
  • Testing,
  • Go‐Live,

3.Travel.

The Proposer’s ongoing maintenance and support/hosting pricing should clearly identify the annual costs for three (3) years to include:

  1. Maintenance and Support.

23. Software Licensing and Maintenance Agreements

Proposers must provide any software licensing, SaaS, maintenance, and/or third party agreements that would be required for implemention and use of system.