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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

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.

Vendor Questionnaire

Proposals should be limited to specific discussion of the elements outlined in this RFP. The intent of this RFP is to encourage responses which meet the stated requirements, and which propose the best methods to accomplish the work within the Scope of Work.

The organization of the proposal should follow the outline below. Each proposal should consist of a technical proposal, proposer's qualifications, and a cost proposal.

Detailed guidance on the content and organization of the Proposals can be found in this section. Required questions are denoted with an asterisk (*).

Proposals should include an itemized list of all electronic documents being provided to SACOG and maintain links to any documents provided on-line through the time of contract award.

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*Response required

The Transmittal Letter should include the name, title, address, phone number, and original signature of an individual with authority to negotiate on behalf of and to contractually bind the consultant or consulting firm, and who may be contacted during the period of proposal evaluation. The letter must also include a statement acknowledging that the consultant or consulting firm has reviewed and accepted SACOG’s Standard Agreement (see attached) with or without qualifications. Only one transmittal letter need be prepared to accompany all copies of the technical and cost proposals.

Table of Contents: this should be a simple list of all the sections of your proposal that has been included in the response sections of this RFP.

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*Response required

Project Understanding: In this section, the proposer should demonstrate an adequate understanding of the role and relationships of SACOG.

Technical Approach: This should include:

  1. A summary of the proposed approach
  2. An explanation of the vendor's intended role as related to the role of SACOG
  3. A thorough explanation of the vendor's proposed course of action. References should be made to RFP requirements in the Scope of Work and the vendor's plans for meeting those requirements. If the vendor proposes major changes to the RFP approach, those changes should be specified clearly. The vendor should specify its technical approach, especially data elements to be sampled, staff to be interviewed, and documents to be reviewed, etc.
  4. An itemized description of the proposed project schedule (including visits, draft and final deliverables) and the deliverables to be produced.

Project Management: The proposer must prepare an explanation of the project management system and practices to be used to assure that the project is completed within the scheduled time frame and that the quality of the required products will meet SACOG’s requirements.

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*Response required

The proposal must describe the nature and outcome of projects previously conducted by the vendor's key personnel which are related to the work described within the RFP. Descriptions should include client contact names, address, phone numbers, descriptions of the type of work performed, approximate dates on which the work was completed, and professional staff who performed the work. If any subcontractors are proposed, two to three similar qualifications and references should be provided for the subcontractor.

Up to two samples of the vendor's work on closely related projects can also be included with the proposal, if available.

Additionally, the proposer must complete the Debarment Certification Form (see Attached).

The proposer must also complete the Levine Act Disclosure Statement (see Attached).

Enter response

*Response required

The proposal must describe the qualifications and experience of each professional who will participate in the project, including a resume for each member of the project team. A Project Manager must be designated, and an organizational chart showing the manager and all project staff must be included. A matrix must be presented indicating the effort, either in percentage of the total project or in person-hours, which will be contributed by each professional, during each phase or task making up the project.

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*Response required

The Cost Proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The cost proposal detail shall describe estimated costs (only the total amount is a binding offer) for each professional’s time, for the completion of each proposed task, for travel and per-diem (if applicable), and for materials and supplies. Cost proposals must be submitted in the standard Caltrans Local Assistance Procedures Manual 10-H format.

Failure to provide adequate cost data will result in the proposal rejection as unresponsive.

Each proposer shall also complete and submit with its cost proposal the attached Exhibit 10-K: Consultant Certification of Contract Costs and Financial Management System.

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*Response required

If a subcontractor will be used, the proposer must include a letter from the subcontractor committing to perform at least the work shown for subcontractor professional in the Staffing Resource Matrix mentioned above.

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The proposal must include the following information for the vendor and each subcontractor, as required by 49 CFR Section 26.11(c)(2).

  1. Firm name;
  2. Firm address;
  3. Firm’s status as a DBE or non-DBE;
  4. Age of the firm; and
  5. The annual gross receipts of the firm expressed in one of the following ranges: Less than $500,000; $500,000-$1 million; $1 million-$2 million; $2 million-$5 million; or Over $5 million.

The consultant may satisfy the requirements of this section by completing and submitting the Exhibit referred to as "Disadvantaged Business Enterprise Information", which is attached to the SACOG Standard Agreement (Part A).

Consultant should also complete and submit the attached Exhibit “10-O1” from Chapter 10 of the Caltrans Local Assistance Procedures Manual. (see Attached)

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*Response required

Discussion of the vendor's proposed use of DBEs, if any, in the performance of this work, including the following:

  • The names and addresses of DBE firms that will participate.
  • The description of the work each named DBE firm will perform.
  • The dollar amount of participation by each DBE firm.
  • Written documentation of the proposer’s commitment to use the identified DBE firm(s).
  • Written confirmation from the identified DBE firm(s) of its commitment to participate.
  • If this solicitation contains a DBE Contract Goal and that Goal is not met in the proposal, evidence of the proposer’s good faith efforts.

If a DBE contract goal has been established for this contract, Vendors must document adequate good faith efforts to involve DBEs by completing and submitting Exhibit referred to as "Disadvantaged Business Enterprise Information", which is an attachment to Part A (SACOG Standard Agreement). Vendors are also required to complete and submit Exhibit “10-O1” (Local Agency Consultant DBE Commitment). If vendors submitting proposals did not meet the DBE goal, they must complete and submit Exhibit “15-H” (DBE Information – Good Faith Efforts) showing that vendor made adequate good faith efforts to meet the goal. Proposals that do not meet the DBE contract goal or make an adequate good faith effort to meet the DBE contract goal and document adequate good faith efforts shall be considered non-responsive to this RFP.

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*Response required

Consultant’s affirmative action program, if required pursuant to the equal employment opportunity requirements of the U.S. Department of Labor Regulations (41 CFR Part 60, et seq.). These regulations require certain contractors to develop and maintain affirmative action programs, including service contractors (non-construction) with 50 or more employees and a federally assisted contract of $50,000 or more.

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Consultants and consultant firms submitting proposals in response to this RFP must disclose to SACOG any actual, apparent, or potential conflicts of interest that may exist relative to the services to be provided under Agreement for consultant services to be awarded pursuant to this RFP.

If the consultant or firm has no conflict of interest, a statement to that effect shall be included in the proposal.

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If SACOG issues any Addenda for this solicitation, please submit your forms and responses here.

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Evaluation Process

1. Review Panel

A proposal review panel made up of members of SACOG staff will evaluate the proposals.

2. Technical Evaluation

Upon receipt of the proposals, a technical evaluation will be performed. The review panel will evaluate each proposal in accordance with the criteria listed in the "Evaluation Criteria" section. Proposers may be telephoned and asked for further information, if necessary. Previous clients may also be called.

3. Oral Interviews & Live Demonstrations (Demos)

The review panel shall request oral interviews from the top candidates to provide additional input in the evaluation process. In the oral interview, the candidates will be requested to provide a live demonstration (on-site or a web-hosted teleconference) of their proposed Financial System Software/SaaS, which will be followed by a question and answer period. The panel may question the candidates about their proposed approaches, consistent with the evaluation criteria set forth below. The panel will use each candidate’s interview performance to inform its final scores on the criteria set forth below.

4. Recommendation of Award

The panel will make recommendations to the SACOG Executive Director on the basis of the proposal, oral interview(s) & live demostration(s) when held, and reference check. In determining which proposal is most advantageous, SACOG will award the contract to the proposer whose proposal offers the best value.

Evaluation Criteria

  • 1. Project Understanding

    The quality, clarity, and responsiveness of proposal, as well as the ability to meet the needs of SACOG.

    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 2. Project Approach

    A detailed timeline or roadmap that includes a phased approach to reach full Financial System Software/SaaS implementation by SACOG's desired July 1, 2020 “Go-Live” date (actual phased approach will be finalized during contract negotiations).

    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 3. Resource Allocation

    The relative allocation of resources, in terms of quality and quantity, to key tasks including the time and skills of personnel assigned to the tasks and consultant’s approach to managing resources and project output.
    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 4. Experience

    Consider the education and experience of proposed personnel, including qualifications of the project leader, assurance of involvement in the project, and references.

    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 5. Cost

    Cost analysis/justification that anticipates value and price.

    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 6. Technical Ability

    Demonstrated technical ability to design, install, and support the proposed system, as well as the ability to work in a cooperative and collaborative manner with clients.

    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 7. Innovation

    Capability of developing innovative or advanced techniques that continually evolve the system to remain current with legal requirements, such as reporting, as well as operational best practices.

    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 8. State and Federal Procedures

    Familiarity with State and Federal procedures

    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 9. Finances

    Financial responsibility and stability of proposing vendor.

    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total
  • 10. DBE Participation

    In addition, the participation of qualified Disadvantaged Business Enterprises (DBE’s) in this project is strongly encouraged.
    Scoring Method:
    0-10 Points
    Weight (Points):
    10  10% of Total

Submission Instructions

1. Required Online Registration

Interested parties must register with SACOG’s procurement portal, https://secure.procurenow.com/portal/sacog, and click the "Follow" button on the specific solicitation to receive notifications of any addendums or updates.

2. Submission Instructions and Deadlines

Proposals must be received by SACOG’s Procurement Officer via the SACOG Bidding Portal found at https://secure.procurenow.com/portal/sacog, as described further. Both electronic copy and portal submission should be received no later than 11:59 pm (PST) on August 16, 2019.

3. Electronic Copy Delivery Instructions

Please submit in an email, clearly titled "Financial System Software/SaaS (RFP# 201920-02)", with a consolidated full proposal containing all attachments to both Jay Mason and Loretta Su at the following addresses:

JMason@sacog.org;

LSu@sacog.org;

Terms & Conditions

1. Limitations

This request for proposal (RFP) does not commit SACOG to award a contract, to pay any costs incurred in the preparation of proposals in response to this request, or to procure or contract for services or supplies. SACOG expressly reserves the right to reject any and all proposals or to waive any irregularity or informality in any proposal or in the RFP procedure and to be the sole judge of the responsibility of any proposer and of the suitability of the materials and/or services to be rendered. SACOG reserves the right to withdraw this RFP at any time without prior notice. Further SACOG reserves the right to modify the RFP schedule described above.

Until award of a contract, the proposals shall be held in confidence and shall not be available for public review. No proposal shall be returned after the date and time set for the opening thereof. All proposals become the property of SACOG. Upon award of a contract to the successful proposer, all proposals shall be public records.

2. Award

All finalists may be required to participate in negotiations and submit such price, technical, or other revisions of their proposals as may result from negotiations. However, each initial proposal should be submitted on the most favorable terms from a price and a technical viewpoint.

The SACOG Board of Directors will award the contract.

3. RFP Addendum

Any changes to the RFP requirements will be made by addenda issued by SACOG via the SACOG Bidding Portal (https://secure.procurenow.com/portal/sacog) and shall be considered part of the RFP. Upon issuance, such addenda shall be incorporated in the agreement documents, and shall prevail over inconsistent provisions of earlier issued documentation.

4. Verbal Agreement of Conversation

No prior, current, or post award verbal conversations or agreement(s) with any officer, agent, or employee of SACOG shall affect or modify any terms or obligations of the RFP, or any contract resulting from this RFP.

5. Precontractual Expense

Precontractual expenses include any expenses incurred by proposers and selected contractor in:

  • Preparing proposals in response to this RFP
  • Submitting proposals to SACOG
  • Negotiations with SACOG on any matter related to proposals.
  • Other expenses incurred by a contractor or proposer prior to the date of award of any agreement.

In any event, SACOG shall not be liable for any precontractual expenses incurred by any proposer or selected contractor. Proposers shall not include any such expenses as part of the price proposed in response to this RFP. SACOG shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

6. Signature

The proposal will also provide the following information: name, title, address and telephone number of individual with authority to bind the consultant or consultant firm and also who may be contacted during the period of proposal evaluation. The proposal shall be signed by an official authorized to bind the consultant or consulting firm and shall contain a statement to the effect that the proposal is a firm offer for at least a sixty (60) day period. Execution of the contract is expected by September 2019.

7. Contract Arrangements

The successful consultant is expected to execute a contract similar to SACOG’s Standard Agreement, which meets all State and/or Federal requirements. A copy of SACOG’s Standard Agreement is attached as an Exhibit.

The contract will be an agreement between SACOG and the consultant. SACOG will provide contract administration services.

8. Disadvantaged Business Enterprise (DBE) Policy

It is the policy of SACOG, the California Department of Transportation (“Caltrans”), and the U.S. Department of Transportation that Disadvantaged Business Enterprises (“DBE’s”) shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with Federal funds. DBE’s are for-profit small business concerns as defined in Title 49, Part 26.5, Code of Federal Regulations (“CFR”). It is also the policy of SACOG to practice non-discrimination based on race, color, national origin, or sex in the award or performance of this contract. All consulting firms qualifying under this solicitation are encouraged to submit proposals, including those who qualify as a DBE. The requirements of 49 CFR Part 26, Regulations of the U.S. Department of Transportation, apply to this request for proposals and contract.

The term “Disadvantaged Business Enterprise” or “DBE” means a for-profit small business concern owned and controlled by a socially and economically disadvantaged person(s) as defined in Title 49, Code of Federal Regulations (CFR), Part 26.5. The term “Small Business” or “SB” is as defined in 49 CFR 26.65.

It is strongly encouraged that DBEs and other small businesses are considered to participate in the performance of Contracts financed in whole or in part with federal funds (See 49 CFR 26, “Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs”). The proposing Consultant must ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The proposer must not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts.

If there is a DBE goal on the contract, Exhibit 10-O1 Consultant Proposal DBE Commitment must be included in the Request for Proposal. In order for a proposer to be considered responsible and responsive, the proposer must make good faith efforts to meet the goal established for the contract. If the goal is not met, the proposer must document adequate good faith efforts. All DBE participation will be counted towards the contract goal; therefore, all DBE participation shall be collected and reported.

Exhibit 10-O2 Consultant Contract DBE Information must be included with the Request for Proposal. Even if no DBE participation will be reported, the successful proposer must execute and return the form.

The Consultant must ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The proposer must not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts.

9. DBE Obligation

A DBE Contract Goal of 15% has been established for this contract. The proposing consultant must make good faith efforts, as defined in Appendix A, 49 CFR Part 26, to meet the Contract Goal for DBE participation in this contract.

The proposing consultant and its subcontractor(s) must agree to ensure that DBEs have had the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with Federal funds. In this regard, the consultant and its subcontractor(s) shall take all necessary and reasonable steps in accordance with 49 CFR Part 26 to ensure that DBEs have the maximum opportunity to compete for and perform contracts. The consultant and its subcontractor(s) shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of the contract.

See the "How to Respond" section for a listing of DBE information which must be included in each proposal.

10. Title VI of the Civil Rights Act of 1964

The consultant must agree to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000d) and the regulations of the U.S. Department of Transportation issued thereunder in 49 CFR Part 21.

11. Equal Employment Opportunity

In connection with the performance of the contract, the consultant shall not unlawfully discriminate, harass, or allow harassment, against any employee or applicant for employment because of sex, sexual orientation, race, color, ancestry, religion, religious creed, national origin, physical disability (including HIV and AIDS), mental disability, medical condition, age or marital status. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

12. Notification of Results

All proposers will be notified of the results of the technical evaluation and which proposers, if any, appeared for oral interviews.

13. Bid Protesting

Any bid protests are subject to SACOG’s adopted bid protest procedure. To obtain a copy of SACOG’s bid protest procedure please contact the Contracts Coordinator.

14. Project Funding Source

Funding for the consultant services will be provided by SACOG.

15. Payment Schedule

The consultant will invoice SACOG for services rendered and SACOG will compensate the consultant for these services as set forth in the agreement.

The consultant will be paid in arrears, based upon the payment schedule agreed to in the contract. The consultant should forward a copy of all invoices for payment for work performed and associated expenses by the 15th day of the following month. At SACOG’s discretion, SACOG may withhold ten percent (10%) of the payments until the successful completion of the project and the delivery and acceptance of all final products.