city of lancaster request for proposal (rfp) 750-22 for

City of Lancaster Request for Proposal (RFP) 750-22

for Enterprise Resource Planning (ERP) System, Business

Applications, and Implementation Services

All Proposals Must Be Submitted As Follows:

City of Lancaster City Clerk

RFP 750-22 ERP 44933 Fern Ave.

Lancaster, CA 93534 661-723-5845

Issue Date: September 28, 2021

Deadline for Proposal Submittal: November 2, 2021

2:00 p.m. PST

City of Lancaster Page i

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City of Lancaster Page ii

Table of Contents 1 RFP Overview ........................................................................................................................................ 1

1.1 Purpose of RFP .......................................................................................................................................... 1 1.2 Project Objectives....................................................................................................................................... 1 1.3 RFP Timeline .............................................................................................................................................. 2 1.4 RFP Coordinator ........................................................................................................................................ 2 1.5 RFP Amendment and Cancellation ............................................................................................................ 2 1.6 RFP Questions ........................................................................................................................................... 3 1.7 Intent to Bid ................................................................................................................................................ 3 1.8 Proposal Submittal ..................................................................................................................................... 3

2 City Overview ........................................................................................................................................ 5

3 Current Environment ............................................................................................................................ 8 3.1 Existing ERP System.................................................................................................................................. 8 3.2 Integration with Other Systems .................................................................................................................. 9 3.3 Technology Standards.............................................................................................................................. 10 3.4 Key Metrics ............................................................................................................................................... 10

4 Requirements ...................................................................................................................................... 12 4.1 Required Modules .................................................................................................................................... 12

5 Proposal Submission Requirements ................................................................................................... 13 5.1 General Instructions ................................................................................................................................. 13 5.2 Proposal Format and Content .................................................................................................................. 13

Cover Letter .............................................................................................................................................. 13 Table of Contents ..................................................................................................................................... 14 Section 1 – Executive Summary ............................................................................................................... 14 Section 2 – Company Background ........................................................................................................... 14 Section 3 – Company Qualifications ......................................................................................................... 15 Section 4 - References ............................................................................................................................. 15 Section 5 - Proposed Solution .................................................................................................................. 15 Section 6 - Implementation Approach and Work Plan .............................................................................. 17 Section 7 – Ongoing Maintenance and Support ....................................................................................... 17 Section 8 – Pricing (see Appendix C) ....................................................................................................... 18 Section 9 – Software Licensing and Maintenance Agreements ................................................................ 19

6 Proposal Evaluation ............................................................................................................................ 20

7 RFP Terms and Conditions .................................................................................................................. 21

8 Appendix A – Requirements 9 Appendix B – Agreement for Professional Services 10 Appendix C – Price Sheet

RFP 750-22 - ERP System and Implementation Services

City of Lancaster P a g e | 1

1 RFP Overview

1.1 Purpose of RFP The City of Lancaster (City) has issued this Request for Proposal (RFP) to solicit responses from qualified vendors offering a modern software-as-a-service (SaaS) solution. The software must possess functionality and features identified herein to replace the City’s current Enterprise Resource Planning (ERP) system, Cayenta Financials (Cayenta). The City seeks a qualified vendor (Proposer) who can demonstrate organizational, functional, and technical capabilities. Additionally, experience, expertise, and qualifications to provide and support a fully integrated, proven ERP solution, along with the professional services specified to complete the ERP implementation and support the system post-implementation, will be required.

1.2 Project Objectives With this RFP, the City intends to replace its existing ERP system with a software-as-a-service (SaaS) solution. The City’s goal is to take advantage of a modern ERP system designed around best practices allowing the City to streamline and improve processes that result in timely, accurate, and easy‐to‐access information.

More specifically, the new ERP system should meet the following objectives:

• Consolidates information, links, processes, and functions, and eliminates separatedepartmental systems/spreadsheets in favor of a single system that connects theCity’s financial and non-financial applications through a common database

• Eliminates the need for redundant data entry

• Ability to run custom reports for financial information

• Eliminates the need for manual input when preparing the financial statements

• Ability to forecast budget within the system and run budget scenarios

• Provides a user-friendly and intuitive user interface to promote system use andproductivity

• Improve and/or provide necessary reports and reporting capabilities, analytics,and access to data through inquiry or drill-down capabilities

• Provides embedded processes designed to tie functions together seamlessly

• Streamlines business processes to take advantage of best practices throughautomation, integration, and workflows

• Provides interface capabilities with third-party systems

In addition to the functionality identified above, the City is seeking a Proposer to provide professional services (e.g., best practices guidance, training, project management, implementation, integration, and report development) that will ensure a successful implementation in a timely and professional manner.



1.3 RFP Timeline Table 1 identifies the procurement schedule.

Table 1 – Procurement Schedule

RFP Event Date/Time City Issues RFP September 28, 2021 Intent to Bid October 15, 2021 Deadline for Proposer Questions October 15, 2021 City Provides Responses to Questions October 22, 2021 Deadline for Proposal Submissions November 2, 2021 City Completes Detailed Review November 17, 2021 Finalist(s) Notified & Proof-of-Capabilities (POC) Packets Issued

Late November 2021

Proof of Capabilities Demonstration(s) December 2021/January 2022 Intent to Award Late January 2022 Negotiations February 2022 Council Approves/ Contract Signed March 2022

Proposers should be aware that finalist(s) will be required to participate in a proof-of-capabilities (POC) demonstration to allow staff to fully understand the proposed solution. In addition, the City may ask finalists to provide coordination with site visits.

Proposers must be prepared to invest the time and resources in the POC demonstration to succeed in this procurement.

The City reserves the right, at its sole discretion, to adjust the RFP schedule as it deems necessary.

1.4 RFP Coordinator All communications concerning this RFP must be submitted via e-mail to the Purchasing Department:

[email protected] Proposer’s contact with anyone else in the City is expressly forbidden and may result in disqualification of the Proposer’s bid. Any oral communications will be considered unofficial and non-binding on the City. Proposers should rely only on written statements issued by the RFP Coordinator.

1.5 RFP Amendment and Cancellation The City reserves the unilateral right to amend this RFP in writing at any time. The City also reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued, notification shall be provided to all Proposers complying with Section 1.7 Intent to Bid, and the amendment will be posted on Public Purchase and the City’s website.



1.6 RFP Questions Questions concerning this RFP should be submitted via e-mail to the Purchasing Department (see email address below) prior to the Deadline for Proposer Questions identified in Section 1.3. Proposer questions should clearly identify the relevant section of the RFP and page number(s) related to the question being asked. The questions submitted and the City’s responses shall be posted on Public Purchase and the City’s website identified in Section 1.5 and sent directly to all Proposers who submit an Intent to Bid (see Section 1.7 below).

All questions submitted should include the following subject line. The City is not responsible for questions not answered that were not appropriately labeled, so set to the wrong email address.

[email protected]

Subject: RFP 750-22 ERP Questions

1.7 Intent to Bid Each Proposer who plans to submit a proposal should register by e-mail to the Purchasing Department. The e-mail should include:

• Proposer company name, address, and telephone number• Proposer’s intent to respond to this RFP• Name and title of Proposer primary contact• Address, telephone, and e-mail address of the primary contact

The Intent to Bid must be submitted by the date indicated in Section 1.3. Note that submission of the Intent to Bid e-mail does not bind Proposers to submit a proposal. However, submitting an Intent to Bid will ensure that Proposers receive any RFP addendums and question and answer sets. Not submitting an Intent to Bid does not preclude a vendor from submitting a proposal by the required deadline. It is the Proposer’s responsibility to confirm receipt of their Intent to Bid by the Purchasing Department.

1.8 Proposal Submittal Proposals are to be received by City no later than the date and time indicated in Section 1.3. Proposers assume the risk of the method of delivery chosen. The City assumes no responsibility for delays caused by any delivery service. Postmarks will not be accepted as proof of receipt. A Proposer's failure to submit a proposal as required before the deadline may cause the proposal to be disqualified.

Proposers must submit in a sealed package:

• Six (6) bound paper copies.

• One (1) electronic copy (a single .pdf file containing all submitted material), pluselectronic files of Appendix A - Requirements and Appendix C – Pricing, in MS Excel

http://www.yourcsd.com/

mailto:[email protected]



format, on a USB drive. In the event of a discrepancy between the electronic version and hard copy, the response in the hard copy prevails.

The proposal package shall be mailed, couriered, or hand-delivered to the City, and appropriately addressed as follows:

City of Lancaster

Attn: City Clerk 44933 Fern Ave. Lancaster, CA 93534 (661) 723-5845

The package should be clearly labeled on the outer most package as follows:

Confidential

RFP 750-22 Proposal for Enterprise Resource Planning (ERP) System, Business Applications, and Implementation Services

Proposal Due Date and Time

Vendor Name

Vendor Address



2 City Overview THE COMMUNITY The City of Lancaster is located approximately 70 miles northeast of Los Angeles in what is known as the Mojave high desert. Lancaster has a pleasant semi-arid climate with low humidity and average annual precipitation of four inches of rainfall. Residents enjoy an average of 281 sunny days per year.

The City of Lancaster was incorporated in 1977 as a result of the Southern Pacific Railroad between Los Angeles and San Francisco. Lancaster became a stop for travelers heading west during the Gold Rush. The area grew further after many gold seekers began to settle and form small communities. Today, the City of Lancaster has a population of 159,028 (U.S Census Bureau, 2019) and, as of 2013, was the 31st largest city in California. With 94 square miles of residential communities, recreation, art venues, hi-tech industry, retail businesses, and natural space, Lancaster fosters an exciting atmosphere for living and a place of limitless business opportunity.

Lancaster has grown significantly in size and diversity over the last 42 years. The area’s economic base is supported by aerospace and the defense industry. Edwards Air Force Base, the site of many space shuttle landings, is just northeast of the City. West of the City lies the Antelope Valley California Poppy Reserve, a protected area of more than 1,700 acres devoted to protecting native wildflowers, notably the California poppy, which is the state flower. Annually, the community holds the California Poppy Festival, which attracts more than 60,000 visitors a year.

Beyond the breathtaking desert scenery of scattered Joshua Trees and fields of Poppies, Lancaster offers countless parks, recreational facilities, and numerous special events throughout the year to enhance its family-oriented community focus. These events include the BLVD Market, the BooLVD Halloween and Harvest Festival, A Magical BLVD Christmas, and many others.

The open spaces of the high desert offer a multitude of outdoor life and landscape options. Residents and visitors can take a stroll in Apollo Park, accompanied by dozens of geese, swans, and ducks, or head downtown to the BLVD, one of only fourteen (14) Cultural Districts in the State of California. You will find places to shop, eat, and explore. Located in the BLVD are the Museum of Art and History and the Lancaster Performing Arts Center. In the evenings, visitors enjoy picturesque views of colorful desert sunsets.

Apart from the City's ambiance and wide assortment of attractions, the City offers affordable living, business services, housing, and energy programs.

Lancaster has been at the forefront of creating a new sustainable approach to modern living. The City has been proactive in promoting solar power alternatives, conservation, and smart energy consumption.

In 2015, Lancaster created Lancaster Choice Energy (LCE), a locally run, not-for-profit power program designed to provide clean and modern energy to residents. LCE has become an energy savings resource for businesses, homeowners, and other local governments.

Most recently, Lancaster joined forces with Namie, Japan, as the world's first hydrogen municipality, marking their efforts to use hydrogen as their primary energy source.



Due to Lancaster’s ongoing innovation and impact on alternative energy, Lancaster was recognized as Green Power Community of the Year, and Mayor R. Rex Parris was named Green Power Leader of the Year by the EPA.

Even as Lancaster grows, the City has retained a family-focused, hometown spirit.

THE ORGANIZATION

Lancaster is a Charter City with a council-manager form of government. The five-member City Council is elected at-large to four-year staggered terms. As the City's legislative and policy entity, the Mayor and four Council Members are responsible to the residents of Lancaster for all municipal programs and services as well as any legislative matters concerning the City. The Council approves and adopts ordinances, resolutions, and contracts and enacts regulations and policies. In addition, it appoints the City Manager and City Attorney as well as members of Commissions and citizen advisory committees that provide a broad perspective in the decision-making process.

The City Manager, Jason Caudle, has served the City since 2008. Mr. Caudle has championed many key initiatives, most notably the City’s groundbreaking alternative energy efforts, playing an integral role in the creation of Lancaster Choice Energy, the Lancaster Power Authority, and the California Choice Energy Authority. As City Manager, Mr. Caudle has set his sights on leading City staff to implement several innovative projects, from Smart City initiatives to public improvements. In addition, he aims to strategically incorporate new technology and innovation throughout the City’s foundation to keep Lancaster on the cutting edge, continuing its legacy as a “City of Firsts.”

The City is organized by the following departments:

• City Manager’s Office: The City Manager’s Office (CMO) is responsible for providing administrative support and implementation of the Mayor and City Council’s policy decisions and objectives. The City Manager’s Office keeps the Mayor and City Council apprised of key issues and matters pertaining to the needs of the community. In addition, the CMO serves as the City’s liaison to local agencies and organizations, represents the City in legislative matters, and oversees Human Resources, Communications, Legal, and City Clerk.

• Finance and Information Technology: Finance is responsible for the control of all financial activities of the City. The Department manages financial resources and ensures that adequate resources are available. The Information Technology (IT) Division is primarily responsible for implementing, supporting, and maintaining all City computer and telecommunications equipment and computer software. IT is responsible for driving innovative process improvements and providing technical support for implementing new systems.

• Parks, Arts, Recreation, and Community Services: The PARCS Department is dedicated to helping residents rediscover hidden talents, reconnect with friends and family, and relax in our beautiful desert landscape. Each season, the Department hosts over 100 athletic programs, community classes, art exhibits, and special events. The PARCS department maintains twelve City parks as well as the City’s trees and public landscape areas.



• Development Services: The Development Services Department provides leadership, management, administration, and coordination of a wide array of municipal services. The Department strives to preserve and enhance the City's physical infrastructure, including streets, sidewalks, lighting, signals, and City structures. The Department also administrates land use development, affordable housing, energy, neighborhood improvement, building standards, and safety. In addition, the Development Services Department runs all operations for the City’s fleet.

• Public Safety: The Public Safety Department coordinates and directs all public safety services for the City. Public Safety strives to create, support, foster, and maintain a safe community by working with community members and law enforcement.

Together, these departments employ approximately 237 (full-time) staff members. The City’s Fiscal Year 21-22 total budget is $255 million, including $98.3 million for Capital Improvement.

The City of Lancaster is known for its economic and environmental sustainability, commitment to design excellence, and relentless innovation.

Therefore, the City has developed the STIR (Strategic Technology, Innovation & Resilience) initiative. This three-pronged initiative aims to establish a new mindset among City staff and stakeholders regarding our approach to development and the way we do business as a whole.

The three pillars of the STIR initiative consist of:

• Technology: anticipating the integration of cutting-edge and future technologies and their impact on the community, as well as implementing smart infrastructure to create value for residents and businesses

• Innovation: incorporating new ideas, approaches, and techniques to build a stronger City, from enhancing connectivity and aesthetics to policing and addressing homelessness

• Economic Resilience: maximizing available resources, including land, to generate the greatest value possible for the community

STIR envisions a new path forward that blends the City of Lancaster's many successes and positive attributes with a new way of thinking to ensure that Lancaster’s future is even brighter than its past. The team culture is further strengthened by a deep commitment to the community, dedication to hard work, and achieving quality results.

Extensive information regarding the City of Lancaster and the STIR initiative can be found at www.cityoflancasterca.org.



3 Current Environment This section documents the state of the current environment to help Proposers prepare their proposal responses.

3.1 Existing ERP System The City of Lancaster is currently using Cayenta to support many of its financial, operational, and administrative functions. The system has been in place for over 30 years. Although functional, the City is looking to improve organizational productivity by increasing efficiency in transaction processing and promoting collaboration across business units. The goal in implementing an ERP system is to consolidate information, link business processes, and functions, and eliminate separate departmental systems in favor of a single "enterprise" system that connects the City's financial and non-financial applications through a common database, user-friendly interface, and embedded processes designed to tie functions together seamlessly. Below are the current modules available to the City through Cayenta: Financials

• Financial Management (Including Budgeting) • Accounts Payable • Personnel Management • Purchasing Management • Time Entry

Revenues • Central Cash • Accounts Receivable

Operations • Asset Management • Job Costing • Operations Configuration

In addition, the City uses ADP for Human Capital Management, including:

• Timekeeping and attendance • Employee and manager self-service • New hire reporting • Online reports and pay statements • Employee development tracking • On-boarding • Compliance reporting • Organizational charting • Dependent and beneficiary tracking • Dashboard



3.2 Integration with Other Systems The City’s overall application environment includes a range of commercial-off-the-shelf (COTS) products. Interfaces to the legacy finance application include both on-premises (internal) and external application services, as shown in Table 2. The City has a need to exchange data between the proposed ERP and the applications listed in Table 2. The City is requesting Proposers to respond with information regarding how the City and vendor can work collaboratively to define the best fit interface type. Vendors should use the legend and table below to reference possible interfaces with the proposed system.

*Legend for Current Applications Legend Code Description

R Replacement The City intends on replacing this application with the selected solution. C Consider The City will consider replacing this application with the selected solution,

based on the strength of the finalist Vendor offering and the cost/benefit of the replacement module.

M Maintain The City intends on retaining the application, not replacing it thru this effort.

I Interface The City intends on keeping the application and interfacing/integrating it with the selected solution.

Table 2 – Current Application Environment

Applications Finance & IT City Manager’s

Office PARCS Development

Services Public Safety Misc

Cayenta - R ADP - C Showare - I Accela - I Comcate - C FileMaker Pro - R

Wells Fargo - I When to Work - C

ActiveNet - C Cross Roads - M Turbo Data Systems - C

Laserfiche - C

HdL - I Target Solutions - I

Comcate - C IamGIS - M Clear - M Arc GIS - M

US Bank (CalCard) - I

Parcel Quest - M

Internal Revenue

Service (IRS) - I

Lucity

CA Employment

Development Department

(EDD) - I

Granitenet - M

Social Security Administration

(SSA) - I

RTA Fleet Management -

C

CalPERS - I Comcate - C Payementus -

R

ICMA - I



3.3 Technology Standards The City has established technology standards and would prefer to adhere to them as part of the implementation of the ERP Replacement Project. Our standard user environment is Windows 10, Office 365, and Nutanix virtual desktop infrastructure. We use Sophos MTR for endpoint protection, Barracuda for firewall and web content filtering. The City utilizes a ShoreTel phone system with both softphones and desk phones. We favor cloud/SaaS solutions but have a modern on-premises Nutanix virtual server environment with Cisco switches and routers for applications we host on-premises. In preparing responses, vendors must remain diligent in referencing this table to assure that responses clearly identify:

• Areas of known or potential conflict between the Vendor's proposed solution and the City’s defined environments

• Recommendations of how best to implement and operate the proposed solution within the City’s defined environments

Table 3 – Technology Standards

Technology Current Standard Database(s) Microsoft SQL Server 2012 or 2019 Server OS Windows 2019 Desktop OS Windows 10 Server Hardware Nutanix G7 Desktop Hardware HP G4 and Z4 Mobile Hardware iPads, iPhones, Surfaces, and Android phones Browsers Chrome E-mail Server Office 365 Virtual Environment Nutanix AOS 5.2 Active Directory Schema version 87 Windows Server 2016 VPN Barracuda Scanners Canon iR-ADV C5550 Printers HP, Canon multi-function copiers

Internet Lumen 500MB Primary Public IP, 1GB Techwerks load balance and redundancy.

3.4 Key Metrics Table 4 - Key Metrics provides information regarding key metrics to aid Proposers in preparation for their proposed solution and pricing.

Table 4 - Key Metrics

Metric Information Finance Current Users 124 Purchase Orders 800/year Invoices 10,000/year AP Check Runs (frequency) Weekly



Metric Information Journal Entries 1,128 (FY 19/20) Miscellaneous Bills 2,261 (FY 20/21) Vendors 33,188 current vendors Fiscal Year-end June 30 Human Resources Number of Full-time Employees (including contracted) 240

Number of Part-time Employees 505 Payroll (frequency) Bi-weekly Active Titles 92

Personnel Action Forms 800/year



4 Requirements

4.1 Required Modules The City is looking for an integrated system, which is to include the following primary functionality (suites/modules). The City is seeking a highly integrated system that can serve as many of the City’s various department needs as possible. Mandatory solution modules include the following:

Finance • General Ledger/Accounting • Accounts Payable

· Vendor management • Accounts Receivable/Misc

Billing • Point of Sale (cashiering) • Payroll

Treasury • Interest Management • Cash Flow Projections • Banking • Check processing • Investments • Debt Management

Budget Control and Preparation Procurement/Purchasing Contract Management Project/Grant Management Asset Management Human Resources

Proposers must respond to the ERP Requirements included in Appendix A – Requirements. The requirements in Appendix A – Requirements include “Desired” requirements. Proposers are to respond to each of the requirements for the application(s) being proposed with one of the following response codes:

• Y – Meets Requirement • N – Does Not Meet Requirement • F – Planned for future release • W/C – Workaround Proposed or Customization Needed to Meet Requirement • T – Third-Party Solution to Meet Requirement

Response Codes “Y” and “N” do not require written responses unless the Proposers wish to present additional benefits or opportunities related to their solution and the requirement. However, response codes "F," "W/C," and "T" do require written responses. For these response codes, Proposers must describe how the requirement will be met and when.



5 Proposal Submission Requirements

5.1 General Instructions All proposers, whether submitting a proposal for an ERP or individual business applications, must comply with the submission requirements described in Section 5 of this RFP. Proposals should be prepared simply and economically and provide a straightforward, concise description of the Proposer’s company, qualifications, proposed solution, and capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity of content. Glossy sales and marketing brochures are not to be included. Proposals should be organized consistent with the outline provided in this section of the RFP. Proposers should follow all formats and address all portions of the RFP set forth herein, providing all information requested. Proposers may retype or duplicate any portion of this RFP for use in responding to the RFP, provided that the proposal clearly addresses all of the City's information requirements.

5.2 Proposal Format and Content Proposals should be structured, presented, and labeled in the following manner:

• Cover Letter

• Acknowledgement of receipt of all addendum

• Table of Contents

• Section 1 – Executive Summary

• Section 2 – Company Background

• Section 3 – Company Qualifications

• Section 4 – References

• Section 5 – Proposed Solution

• Section 6 – Implementation Approach and Work Plan

• Section 7 – Ongoing Maintenance and Support

• Section 8 - Pricing

• Section 9 – Software Licensing and Maintenance Agreements Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City's sole discretion, result in the rejection of the proposal.

Cover Letter The proposal should include a cover letter, no longer than three (3) pages (excluding exceptions), which provides the following:

• Proposer’s legal name and corporate structure, including state incorporated in.



• Proposer’s primary contact to include name, address, phone, and e-mail.

• Proposer must identify all modules, business apps, etc., being proposed.

• Identification of use of subcontractors and scope of work to be performed by subcontractors, if any.

• Identification of any pending litigation against the Proposer.

• Disclosure of any bankruptcy or insolvency proceedings in the last ten (10) years.

• Statement indicating that the proposal remains valid for at least 150 days or longer if contract negotiations have begun but have not been completed.

• Statement that the Proposer or any individual who will perform work for the Proposer is free of any conflict of interest (e.g., employment by the City).

• Statement of acknowledgment that the City’s relevant legal requirements in Appendix - B and RFP Section 7 have been reviewed and accepted with or without exception. If exceptions are involved, those items requiring adjustment or modification must be identified and listed along with suggested modifications to the contract. If no exceptions are noted, the City will assume that the Proposer is capable of performing all tasks and services without reservation or qualification to the contract and are willing to comply with all requirements included. Any provision in Appendix B that is not excepted to shall become part of any Agreement (including any related license agreements) that result from this RFP.

• Signature of a company officer empowered to bind the Proposer to the provisions of this RFP and any contract awarded pursuant to it.

Table of Contents All sections should be identified, and pages are to be consecutively numbered.

Section 1 – Executive Summary This section of the proposal should provide a brief and concise synopsis of Proposer’s solution and a description of the Proposer’s credentials to deliver the services sought under the RFP.

Section 2 – Company Background This section of the proposal should identify the following:

2.1. A brief description of the Proposer’s background, including the number of employees and the number of clients running a similar solution

2.2. Identify the location of headquarters, technical support, and field offices and the location of office which would service the City.

2.3. Identify Proposer’s annual company revenues and profit for the last three company fiscal years.

2.4. Identify similar functioning and/or competing products also sold by Proposer's organization.



Section 3 – Company Qualifications In this section of the proposal, the Proposer should identify company qualifications and experience in implementing solutions similar to what the City is seeking:

3.1. Describe the Proposer’s familiarity with public sector ERP systems and associated business processes and specific experience with the requirements of municipalities.

3.2. Identify Proposer’s existing client base, including the number of existing clients using the version/release of the software proposed. Specifically, identify experience with similar-sized California agencies.

Section 4 - References The Proposer must provide five (5) references with at least three (3) of the references for systems that have been implemented in the last five years. The City prefers references from municipalities of similar size and complexity to the City of Lancaster. For each reference, Proposer must provide the following:

4.1. Reference name and contact information (i.e., name, title, address, phone, and e-mail).

4.2. Brief project description, including identifying the software version, modules, and interfaces implemented.

4.3. Implementation timeline and Go-Live date.

Section 5 - Proposed Solution In this section of the proposal, the Proposer should identify the proposed solution. The City is looking for a modern software-as-a-service (SaaS) solution. Proposals must provide the following:

5.1. Solution Overview

• Name and origin of solution

• Describe the database platform

• Release history and current release being proposed

• Proposed modules (e.g., finance, human resources, and payroll)

• Proposed tools for City staff to update the system with patches and new releases, as well as descriptions of the processes used to update and/or patch the system

• Hardware, software, and database specifications required for the proposed solution

• Mobile capabilities of the proposed modules, including any restrictions, such as mobile platform (iOS and Android)

5.2. Application Integration/Interface



• Describe how Proposer would support and manage the integration/interface with the City’s existing applications (as identified in RFP Section 3) with the new ERP.

• Describe APIs and web services available to pull and push data:

o Are the APIs secured and encrypted?

o Programming language(s) that interface with the APIs.

o Is there an option to access the data directly from the database?

5.3. Data Storage and Backup

• Describe approach to data storage.

• Describe data backup process.

• Describe the network bandwidth required between the City and hosting facilities.

• Describe what options are available for dedicated bandwidth (if available).

• Describe scalability options for computing power (CPU, RAM, and storage).

5.4. Data Access and Security

• Describe how data access is managed.

• Describe the environment (single or multi-tenant).

• If a multi-tenant environment, how is the data segregated?

• If a multi-tenant environment, how is security managed?

• Describe your vetting process when hiring new employees who will have access to City data.

5.5. Business Continuity and Disaster Recovery

• Describe approach to business continuity & disaster recovery.

• Describe any redundancies or processes in place to assure high availability.

5.6. Service Level Agreements (SLA)

• Describe supported SLA options (e.g., reliability, availability, performance, issues, requests, system response time, etc.).

5.7. Transition

• Describe the roles and responsibilities of the City and the vendor in the event of contract termination.

• Describe how the vendor will provide the City’s data.

5.8. Software Modifications



• Describe Proposer’s processes for software change requests, as well as how Proposer determines which requests are implemented and when.

• Describe how the Proposer keeps system documentation up to date and how it can be accessed by staff.

• Describe any ability of City to modify the software if necessary and/or desired.

5.9. Provide response to each item in Appendix A – Requirements:

• The City will provide a copy of RFP Appendix A. Proposers should use that file to address each requirement in Appendix A, as described in Section 4, and present those pages following this heading

Section 6 - Implementation Approach and Work Plan The Proposer should identify the proposed implementation approach to include the following:

6.1. Provide a project organization chart highlighting the key staff who will be assigned to the project. Provide bios for the project manager and other key assigned resources.

6.2. Describe your project management methodology/approach, including your approach to Change Management, Risk Management, Issues Management, and Communications Management.

6.3. Based on Proposer’s experience with similar size agencies, provide recommended project phasing and an implementation schedule, including milestones.

6.4. List and describe all implementation deliverables and documentation that will be provided.

6.5. Describe the roles and responsibilities of City staff during implementation and provide an estimated level of effort.

6.6. Describe Proposer’s data conversion and migration approach, including roles and responsibilities of the vendor and City staff for key activities.

6.7. Describe Proposer’s services and support to perform the data extraction from the existing system, data cleansing, and mapping. If the Proposer does not offer these services, please identify alternative companies that can support this activity. If the Proposer offers these services, they must be listed as an "Optional Service" in Appendix C – Price Sheet.

6.8. Describe the training methodology/approach and how you ensure users are prepared to use the proposed solution. Include a description of how you address different learning styles (classroom, online, hands-on, etc.), including a description of the training materials to be utilized.

Section 7 – Ongoing Maintenance and Support In this section of the proposal, the Proposer should address the following:



7.1. Help Desk

• Help desk processes and procedures.

• Support hours (in Pacific Time).

• Describe how requests for service are tracked and status is communicated back to the City.

• Describe how requests for service are prioritized and describe any escalation procedures.

• Describe response time commitments for various priority items.

7.2. System Monitoring

• Describe monitoring and alerting processes.

• Describe how the system will be monitored and how and when the City will be informed as to system performance issues, etc.

7.3. Post-Implementation Evaluation Report

• The City would like the Proposer to complete a Post-Implementation Evaluation Report (PIER), including additional training to be provided after completion of the report. Describe how the Proposer would accomplish this.

7.4. Describe the roles and responsibilities of City staff (IT and business application users) post-implementation and provide an estimated level of effort to support and administer the system.

7.5. Describe how upgrades, patches, and other maintenance is performed, including:

• The City’s expected role in this process.

• The frequency of application releases and patches over the past two (2) years.

• Description of how City would be notified of such releases and patches and how much lead time would be provided.

• Describe any downtime-related upgrades and patches.

• Describe the City’s ability to delay, test, accept, and/or deny applying changes.

• Describe the change management process (post-implementation).

7.6. Identify if there are any solution user groups and/or user conferences.

7.7. Describe training materials and information available for employees to use post-go-live.

Section 8 – Pricing (see Appendix C) The City seeks a clear and comprehensive understanding of all costs associated with the software, implementation services, and ongoing maintenance of the proposed system.



The City will evaluate proposals based on the "Solution Pricing Summary." The "Solution Pricing Summary" will include all costs required for a successful implementation. The Summary in Appendix C will be calculated based on total costs to implement plus five (5) years of annual maintenance fees or SaaS service fees.

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

8.1. Software Licensing Costs/Hosting Costs/SaaS

8.2. Implementation Services

• Project management

• Implementation, installation, configuration, and testing

• Data conversion and migration

• Interface development

• Training and documentation

• Go-Live

8.3. Travel The Proposer’s ongoing maintenance and support pricing should clearly identify the annual costs for 5 years to include:

• Software Maintenance

• Post Implementation Support

• Post Implementation Evaluation Report (PIER) and Additional Training

Vendors should complete the Pricing Sheets (Appendix C) and provide them following this section.

Section 9 – Software Licensing and Maintenance Agreements In this section, the Proposer must provide any software licensing, SaaS, maintenance, or 3rd party agreements that will be required to implement and use the Proposer’s solution. This is to include any required or recommended software to be loaded on servers and/or client workstations.

RFP for ERP System and Implementation Services


6 Proposal Evaluation An Evaluation Committee shall review all proposals to determine which Proposers have qualified for consideration. The evaluation will include at least an initial review and a detailed review if warranted. The initial review will evaluate all submissions for conformance to stated specifications to eliminate all proposals that deviate substantially from the basic intent and/or fail to satisfy the mandatory requirements. Only those proposals that meet or exceed the intent of the mandatory requirements, and pass the initial review, will go through the detailed review.

Submitted proposals will be evaluated on the following criteria:

• Quality, clarity, and responsiveness of proposal

• Ability to meet the needs of the City

• Well thought out timeline and roadmap for “go live” with a phased approach (to be finalized during contract negotiations)

• Proven technical ability to design, install, and support the proposed system

• Anticipated value and price

• Perceived risk or lack thereof

• Company financial stability

• References

• Results of interviews and demonstrations

• Ability to prepare and execute a contract in a timely manner

• Commitment to continually evolve the system to remain current with legal requirements, such as reporting, as well as operational best practices

• Customer Service history

• Ability and flexibility to integrate with other systems and applications

The City reserves the right, at its sole discretion, to request clarifications of proposals or to conduct discussions for the purpose of clarification with any or all Proposers. The purpose of any such discussions shall be to ensure a full understanding of the proposal. If clarifications are made as a result of such discussion, the Proposer shall put such clarifications in writing.



7 RFP Terms and Conditions

A. CollusionBy submitting a response to the RFP, each Proposer represents and warrants that its response is genuine and made in the interest of, or on behalf of, itself and not on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham response or any other person to refrain from submitting a response; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a response.

B. GratuitiesNo person will offer, give, or agree to give, any City employee or its representatives any gratuity, discount, or offer of employment in connection with the award of a contract by the City.

C. Required Review and Waiver of ProtestsProposers should carefully review this RFP and all attachments/appendices and ask any questions necessary to clarify the material. Proposer, by responding to this RFP, represents that he or she has read and understands the RFP documents and all published addendum and that proposals are submitted in accordance with enclosed specifications. Questions concerning the RFP must be made via email and received by the Purchasing Department no later than the "Deadline for Proposer Questions" identified in Section 1.3.

D. NondiscriminationNo person will be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in the City’s contracted programs or activities on the grounds of disability, age, race, color, religion, sex, national origin, or any other classification protected by federal or California State Constitutional or statutory law; nor will they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with the City or in the employment practices of the City’s contractors. Accordingly, all Proposers entering into contracts with the City will, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.

E. Proposal Preparation CostsThe Proposer is responsible for any and all costs associated with the preparation, submittal, and presentation of any proposal.

F. Proposal WithdrawalTo withdraw a proposal, the Proposer must submit a written request, signed by an authorized representative, to the Purchasing Department. After withdrawing a previously



submitted proposal, the Proposer may submit another proposal at any time up to the deadline for submitting proposals.

G. Proposal ErrorsProposers are liable for all errors or omissions contained in their proposals. Proposers will not be allowed to alter proposal documents after the deadline for submitting a proposal. The City, at its discretion, has the right to accept or reject a proposal in part or whole due to errors and/or omissions of the response.

H. Incorrect Proposal InformationIf the City determines that a Proposer has provided, for consideration in the evaluation process or contract negotiations, incorrect information which the Proposer knew or should have known was materially incorrect, that proposal may be determined non-responsive, and the proposal may be rejected at the sole discretion of City.

I. Assignment and SubcontractingThe Proposer may not subcontract, transfer, or assign any portion of the contract without prior, written approval from the City. Each subcontractor must be approved in writing by the City. The substitution of one subcontractor for another may be made only at the discretion of the City and with prior, written approval from the City.

Notwithstanding the use of approved subcontractors, the Proposer, if awarded a contract under this RFP, will be the prime contractor and will be responsible for all work performed and will be responsible for all costs to subcontractors for services provided by the Proposer. The Proposer is prohibited from performing any work associated with this RFP or using contractors for any service associated with this RFP offshore (outside the United States).

J. Right to Refuse PersonnelThe City reserves the right to refuse, at its sole discretion, any subcontractors or any personnel provided by the prime contractor or its subcontractors. The City reserves the right to interview and approve all Proposer staff members. Proposer’s staff may be subject to the City’s background check processes at any time.

K. Proposal of Additional ServicesIf a Proposer indicates an offer of services in addition to those required by and described in this RFP, these additional services may be added to the contract before contract signing at the sole discretion of the City.

L. LicensureBefore a contract pursuant to this RFP is signed, the Proposer must hold all necessary, applicable business and professional licenses. The City may require Proposers to submit evidence of proper licensure.



M. Business LicenseAll businesses operating in the City of Lancaster City are required to register for a Business License. Any business, whether the business is located in the City of Lancaster, or located outside of the City but coming into the City to conduct business, is required to register.

N. Conflict of Interest and Proposal RestrictionsProposer certifies that no amount will be paid directly or indirectly to an employee or official of the City as described in 7.B.

Any individual, company, or other entity involved in assisting the City in the development, formulation, or drafting of this RFP or its scope of services will be considered to have been given information that would afford an unfair advantage over other Proposers and said individual, company, or other entity may not submit a proposal in response to this RFP. Proposer warrants that it presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under the contract resulting from this RFP. Proposer also warrants that to the best of its knowledge, no officer, agent, or employee of the City who shall participate in any decision relating to this RFP and the resulting contract currently has, or will have in the future, a personal or pecuniary interest in the Proposer's business.

O. Contract NegotiationsAfter all evaluation of proposals, on-site interviews, and demonstrations have been completed, the City will select the finalist vendor based on the criteria defined in section 6, Proposal Evaluation, as determined by the City at its sole discretion. The City and the finalist vendor will enter into final contract negotiations using the legal agreement(s) in the finalist vendor’s proposal as the base document. The negotiations are intended to result in a contract which is deemed by the City, in its sole discretion, to be in the City’s best interests. After the final negotiations, the City will make a recommendation to the City Council regarding the contract award. In the event that the City determines in its sole discretion that a satisfactory agreement cannot be entered into with the finalist vendor, the City reserves the right to enter into contract negotiations with an alternative vendor.

P. Right of RejectionThe City reserves the right, at its sole discretion, to reject any and all proposals and solicit or advertise again. The City also reserves the right to cancel this RFP in its entirety.

Any proposal received which does not meet the requirements of this RFP may be considered to be non-responsive, and the proposal may be rejected. Proposers must comply with all of the terms of this RFP and all applicable federal and state laws and regulations. The City may reject any proposal that does not comply with all of the terms, conditions, and performance requirements of this RFP.



Proposers may not restrict the rights of the City or otherwise qualify their proposals. If a Proposer does so, the City may determine the proposal to be a non-responsive counter-offer, and the proposal may be rejected.

The City reserves the right, at its sole discretion, to waive variances in technical proposals provided such action is in the best interest of the City. Where the City waives minor variances in proposals, such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. Notwithstanding any minor variance, the City may hold any Proposer to strict compliance with the RFP.

Q. Disclosure of Proposal ContentsAll proposals and other materials submitted in response to this RFP procurement process become the property of the City. The selection or rejection of a proposal does not affect this right. All proposal information, including detailed price and cost information, will be held in confidence during the evaluation and negotiation process; and until Council awards a contract. Upon Council award, the proposals and associated materials may be open for review by the public to the extent allowed by the California Public Records Act (CPRA) (Government Code Section 6250-6270 and 6275-6276.48). By submitting a proposal, the Proposer acknowledges and accepts that the contents of the proposal and associated documents will become open to public inspection.

R. Proprietary Information“Confidential Information” shall be such information that is: marked “Proprietary” or “Confidential,” that is known by the recipient to be confidential. Confidential Information shall also include documents, data, and other content belonging to the City within any of its software and related databases. Confidential Information shall not include information that: (a) is or becomes generally known to the public without breach of this Agreement by the recipient, or (b) is demonstrated by the recipient to have been in the recipient's possession prior to its disclosure by the disclosing party, or (c) is received by the recipient from a third party that is not bound by restrictions, obligations or duties of non-disclosure to the disclosing party, or (d) is demonstrated by the recipient to have been independently developed by recipient without reference to the other party's information.

Each party agrees that, with respect to the Confidential Information of the other party, such party as a recipient shall use the same degree of care to protect the other party's Confidential Information that such party uses to protect its own confidential information, but in any event not less than reasonable care, and not use (except in performance of this Agreement) or disclose to any third party any such Confidential Information, except as may be required by law or court order. Each party shall be liable and responsible for any breach of this section committed by any of such party's employees, agents, consultants, contractors, or representatives.

Notwithstanding the foregoing, Proposer acknowledges that City is a public agency subject to disclosure requirements on the CPRA. In the event of a request for information under the CPRA marked by Proposer as “Proprietary” or “Confidential” pursuant to this section, City will make reasonable efforts to provide notice to Proposer prior to such



disclosure, allowing enough time for Proposer to seek a protective order, injunctive relief, or other appropriate remedy. If Proposer contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required, at its own, cost, liability, and expense to obtain a protective order, injunctive relief, or other appropriate remedy from a court having jurisdiction over the matter at least two (2) days before City’s deadline to respond to the CPRA request. If Proposer fails to obtain such a remedy before the deadline for City’s response to the CPRA request, City will disclose the requested information and shall not be liable or responsible for such disclosure.

S. SeverabilityIf any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions will not be affected; and, the rights and obligations of the City and Proposers will be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

T. RFP and Proposal Incorporated into Final ContractRelevant portions of this RFP and the successful proposal will be incorporated into the final contract.

U. Proposal AmendmentThe City will not accept any amendments, revisions, or alterations to proposals after the deadline for proposal submittal unless such is formally requested, in writing, by the City.

V. Consultant ParticipationThe City reserves the right to share with any consultant of its choosing this RFP and proposal responses in order to secure a second opinion. The City may also invite said consultant to participate in the Proposal Evaluation process.

W. WarrantyThe selected software proposer will warrant that the proposed software will conform in all material respects to the requirements and specifications as stated in this RFP, demonstrated in both the software demonstration and subsequent proof-of-capabilities. Further, that the requirements as stated in this RFP will become part of the selected software proposer’s license, and the software proposer will warrant the requirements. The selected Proposer must warrant that the content of its proposal accurately reflects the software's capability to satisfy the functional/technological requirements as included in this RFP. Furthermore, the warranty, at a minimum, should be valid for the duration of the implementation and until final acceptance (as will be defined during the negotiation process) of all application modules included in the implementation.

X. Rights of the CityThe City reserves the right to:

• Make the selection based on its sole discretion


City of Lancaster Page | 26

• Reject any and all proposals• Issue subsequent Requests for Proposals• Postpone opening proposals, if necessary, for any reason• Remedy errors in the Request for Proposal process• Approve or disapprove the use of particular subcontractors• Negotiate with any, all, or none of the Proposers• Accept other than the lowest offer• Waive informalities and irregularities in the proposals• Enter into an agreement with another Proposer in the event the originally selected

Proposer defaults or fails to execute an agreement with the City

An agreement will not be binding or valid with the City unless and until it is approved by the City Council and executed by authorized representatives of the City and of the Proposer.


City of Lancaster

8 Appendix A – Requirements

Appendix A – Requirements

City of Lancaster 1 9/28/21

Table of Contents General.................................................................................................................................................................................................. 5

1.1 User Interface ...............................................................................................................................................................................................................5

1.2 Workflow ......................................................................................................................................................................................................................5

1.3 Reporting and Analysis .................................................................................................................................................................................................6 General .................................................................................................................................................................................................................................................................. 6 GL/Accounting ....................................................................................................................................................................................................................................................... 7

Finance .................................................................................................................................................................................................. 8

2.1 General Ledger ..............................................................................................................................................................................................................8

2.2 Accounts Payable ........................................................................................................................................................................................................ 11 Vendor Management .......................................................................................................................................................................................................................................... 12

2.3 Accounts Receivable/Miscellaneous Billing ................................................................................................................................................................. 13 General ................................................................................................................................................................................................................................................................ 13

2.4 Point of Sale (Cashiering) ............................................................................................................................................................................................ 16 Cash Receipts ...................................................................................................................................................................................................................................................... 17 Revenue .............................................................................................................................................................................................................................................................. 19 Reporting............................................................................................................................................................................................................................................................. 19

2.5 Payroll Processing ....................................................................................................................................................................................................... 20 General ................................................................................................................................................................................................................................................................ 20

Treasury .............................................................................................................................................................................................. 23 General ................................................................................................................................................................................................................................................................ 23 Interest Management ......................................................................................................................................................................................................................................... 24 Cash Flow Projections ......................................................................................................................................................................................................................................... 24 Banking ................................................................................................................................................................................................................................................................ 25 Positive Pay ......................................................................................................................................................................................................................................................... 25 Check Processing ................................................................................................................................................................................................................................................. 26 Investments ......................................................................................................................................................................................................................................................... 26 Bank Adjustments ............................................................................................................................................................................................................................................... 27 Debt Management .............................................................................................................................................................................................................................................. 28 Reporting............................................................................................................................................................................................................................................................. 30

Budget Control and Preparation ........................................................................................................................................................... 31



Procurement/Purchasing ..................................................................................................................................................................... 34

Contract Management ......................................................................................................................................................................... 37

Project/Grant Management ................................................................................................................................................................. 38

Asset Management .............................................................................................................................................................................. 40

8.2 Fleet Management (Optional Non-Mandatory Functionality) ..................................................................................................................................... 41

Human Resources ................................................................................................................................................................................ 42 Position Control................................................................................................................................................................................................................................................... 42 Employee Master File .......................................................................................................................................................................................................................................... 42 Benefits Administration ...................................................................................................................................................................................................................................... 43 Leave Administration .......................................................................................................................................................................................................................................... 44 Training and Certification .................................................................................................................................................................................................................................... 45 Performance Reviews.......................................................................................................................................................................................................................................... 45 Personnel Actions................................................................................................................................................................................................................................................ 46 Employee Self Service ......................................................................................................................................................................................................................................... 46 Pay Administration .............................................................................................................................................................................................................................................. 47 Time and Attendance .......................................................................................................................................................................................................................................... 48 Onboarding ......................................................................................................................................................................................................................................................... 49 Separation/Offboarding ...................................................................................................................................................................................................................................... 50

Miscellaneous (Optional Non-Mandatory Functionality) ....................................................................................................................... 50

10.1 Land Management (Optional Non-Mandatory Functionality) ..................................................................................................................................... 50 General ................................................................................................................................................................................................................................................................ 50 Planning .............................................................................................................................................................................................................................................................. 55 Engineering ......................................................................................................................................................................................................................................................... 58 Plan Check ........................................................................................................................................................................................................................................................... 60 Permits ................................................................................................................................................................................................................................................................ 62 Inspections .......................................................................................................................................................................................................................................................... 63

10.2 Business License (Optional Non-Mandatory Functionality) ......................................................................................................................................... 65

10.3 Customer Portal (Optional Non-Mandatory Functionality) ......................................................................................................................................... 66

Technical ............................................................................................................................................................................................. 68

11.1 General ....................................................................................................................................................................................................................... 68

11.2 Regulatory Compliance ............................................................................................................................................................................................... 69

11.3 System Security .......................................................................................................................................................................................................... 69



11.4 Integration/Interface .................................................................................................................................................................................................. 69

11.5 Hosted or SaaS System Requirements ......................................................................................................................................................................... 70

11.6 Data Access Security and Breaches ............................................................................................................................................................................. 71



Proposers must respond to the ERP requirements included herein. Proposers are to respond to each of these requirements with one of the following response codes: • Y – Meets Requirement • N – Does Not Meet Requirement • F – Planned for future release • W/C – Workaround Proposed or Customization Needed to Meet Requirement • T – Third-Party Solution to Meet Requirement

Response Codes “Y” and “N” do not require written responses unless the Proposers wish to present additional benefits or opportunities related to their solution and the requirement. However, response codes “F”, “W/C” and “T” do require written responses. For these response codes, Proposers must describe how the requirement will be met and when (if applicable).



General

# Requirement Response Code

Response/Comments

Provides a browser-based user interface Supports mobile technologies (e.g. smartphones, tablets) Provides the ability to drill-down and drill-across from a

transaction view to the supporting source data and documents

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

Provides organized screen layouts that are customizable Allows for creation of favorites/frequently used modules Provides consistent use of icons, colors, and menus across all

elements

Provides shortcuts for frequently accessed processes, screens, reports, etc.

Provides search functions that reach across all applications and attachments

Provides online help that is context sensitive and content appropriate with manuals also available for download with partial word search feature

# Requirement Response

Code Response/Comments

Provides integrated workflow management including generation, routing, notification and approval of forms, reports, other documents, and processes (e.g. purchase orders, GL transactions, payroll processing, budgeting, etc.) for all modules




Response/Comments

Provides ability to establish multiple approval levels based on user-defined criteria (e.g. dollar amounts, types of items purchased, document types, etc.)

Allows out of office approval delegation 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.)

Contains notification/alert system for pending approvals, reviews, and specific parameters

Allows document attachment and allows attached documents to be available for review through all levels of approval for all core modules

Allows for all documents to be stored within the system and viewable to all with permissions

Allows for forwarding of workflow to other parties Allows for approval of workflow transactions from mobile

devices


Response/Comments

Processes transactions in real-time that are immediately available for inquiry and reporting

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

Provides the ability to copy and customize standard reports Provides the ability for reports to access data across all modules




Response/Comments

Provides the ability to create report notification groups and inform/alert groups a new report is available

Provides the ability to choose a format when exporting a report (e.g. Excel, Adobe, flat file, delimited, etc.)

Provides the ability for a dashboard/scorecard to include, at a minimum, user defined metrics, key performance indicators (KPIs), reports, charts, etc.

Ability to save and “publish” ad hoc reports for use by others Provides the ability to report/query on any field within an

application

Allows for multiple output options (e.g. display, print, email, etc.) Ability to define reporting period (e.g. from-to, including those

over multiple fiscal years), transaction type (e.g. posted, non-posted, etc.), by fund, by dept., etc.

Ability to run reports on all projects, including inactivated projects Provide option of multi-year reporting of budget and actuals for

review and analysis


Response/Comments

Provides an automated means to categorize and summarize transactional data in support of the Comprehensive Annual Financial Report

Ability to track multi-fund accounting Provides automated, flexible, and efficient month-end reporting Provides a report to assist Journal Entry approval/review and

includes GL accounts and names, amounts, descriptions, etc.

Ability to generate printed output of all financial/ accounting reports (e.g. income statement, balance sheet, general ledger, revenue/expenditure comparison report etc.)




Response/Comments

Provides functionality for generation of accounting reports required by State and Federal agencies (i.e. sales tax)

Finance


Response/Comments

Ability to consolidate funds for reporting purposes Use of a common database for items such as addresses, vendors,

etc.

Ability to easily generate financial statements -- monthly, quarterly, annually or as needed

Provide for separate budget, actual and statistical transactions. Ability to perform double entry accounting in an online

interactive general ledger system.

Ability to provide for the maintenance of separate funds, each of which is a self-balancing set of accounts, with all funds' records being processed simultaneously by the common system.

Ability to enter transactions across funds. Ability to specify accounting periods on transactions. Ability to accommodate organizational hierarchy on transactions. Ability to view the chart of accounts on screen. Ability to maintain the chart of accounts online. Ability to consolidate accounts for multiple levels of reporting:

funds, departments, projects, object codes, etc.

Ability to maintain up to 7 years historical financial data, such as actual amounts (not including the current fiscal year) for both budgetary and financial data. This information must be available for both system reports and inquiry functions.

Ability to automatically rollover chart of accounts at year end. Ability to accommodate pre-encumbrance accounting.




Response/Comments

Ability to process manual journal entries. Ability to accept general ledger entries directly from a variety of

subsystems through user-defined (and modifiable) interface routine(s).

Ability to accept both standard and recurring journal entries. Ability to provide for error identification and correction before

actual posting occurs and to notify the user of deficiencies.

Ability to provide for convenient online edit of rejected batches of journal entries.

Maintain detailed transaction descriptions on the general ledger for both system and manually generated journal entries.

Ability to allow the user to reverse or cancel a previously posted/updated journal entry within the same open accounting month.

Conveniently display online and/or print individual journal entry transaction detail both prior to posting the journal entry and after the journal entry is posted/updated to the general ledger.

Ability to print or view journal entry detail online regardless of whether the entry is posted.

Ability to close books and prepare complete financial statements for any month end and/or year end.

Ability to access full account detail (beginning balance, all posting transactions with complete description) from the beginning of the year, for a specified period.

Ability to allow only input of valid account numbers. Ability to attach or enter explanatory notes for all transactions. Ability to automatically reverse an entry in another period, as

defined, such as year-end accruals.

Ability to automatically perform the journal entry to close all income and expense items to the retained earnings/fund balance at year end.

Ability to move the current actual balances to the prior actual balances at year end, for reporting purposes.

Set up beginning balances for the new year.




Response/Comments

Ability to keep the prior year open for adjusting entries. Ability to accommodate consolidated (pooled) cash accounting

for transactions of multiple funds that are accounted for in one centralized (pooled) bank account.

Ability to accommodate multiple bank accounts within an individual fund.

Ability to account for cash in funds where cash is maintained separately from the pooled cash bank account.

Ability to process transactions for a "prior" fiscal year and a "current" fiscal year simultaneously before the prior year is closed.

Provide ability to post multiple funds simultaneously. In year-end closing, allow the safekeeping of encumbrances by

account code so as not to necessitate user to manually re-input encumbered balances to individual account codes (should user decide not to close all year-end encumbrances out to a balance sheet account).

Ability to start the next fiscal year with a roll-over of all balance sheet accounts as well as to leave the previous year open.

Ability to not allow funds to be out of balance and to have fully automated inter-funds.

Ability to support the use of multiple sub-ledgers (e.g., job cost, inter-funds, vouchers).

Ability to duplicate hierarchy account structure and associated relationships.

Ability to prevent the deletion of accounts with balances. All modules conform to GAAP, GAAFR, GASB, CAFR and GFOA

reporting standards

Ability to create all necessary standard governmental and other financial reports.

Ability to control and maintain standardization of the chart of accounts (i.e. descriptions for the same object code will be required to be the same)





Integration with the City's P-Card system (currently US Bank Cal-Card)

Electronic transfer of information between departments Electronic approvals of invoices using workflow Allow for both centralized and decentralized processing and

approvals

Provide status of any submitted voucher Ability to place vouchers on hold for user-definable reasons and

to enter reasons for hold.

Retain history of voucher numbers after payment and/or period end to avoid duplicate voucher numbers.

Ability to remove entered voucher if it has not been properly submitted for payment with corresponding audit trail, and to record reason for change.

Ability to track the routing of bills to internal departments Ability to flag and report duplicate purchase orders and invoices. The ability to generate multiple vouchers from a single invoice or

request for payment (i.e. invoices for service that need department approval.)

Ability to verify existence of all required documents for preparing a progress payment voucher.

Ability to sort warrant registers by vendor, by dollar amount, or provide year-to-date vendor information and multi-year vendor history

Ability to force a decision to keep a purchase order open or close it out.

Ability to allow for invoice data to be processed on-line.




Response/Comments

Ability to automatically retrieve vendor name and address, goods ordered and received, and unit prices based on purchase order number.

Ability to allow for the addition of freight and bulk charges. Ability to calculate multiple taxes, as appropriate, by item. Ability to provide automatic on-line budget account validation, as

well as funds availability and vendor verification.

Ability to automatically handle recurring payments. Ability to provide a complete bank reconciliation process

including the matching of outstanding and cleared checks with issued checks.

1099 reporting capability Ability to track retainage on contracts Supports EFT payments Ability for departments to enter invoices and route for approval Ability to attach invoice backup documents Ability to select individual invoices for payment Ability to partially pay invoice or issue credit to invoice


Response/Comments

Ability to indicate possible duplicate vendor entries even if entry is not exact match (e.g. Ace Plumbing vs. Ace Plumbing Inc.).

Ability for vendors to self-enroll as a vendor and submit invoices online electronically as well as manage payment details.

Ability to flag withholding statements and attach it to vendor file Retain vendor history including current period, year to date and

all prior history.

Ability to allow for multiple addresses for each vendor.




Response/Comments

Allow for multiple contacts and information for each vendor Ability to provide multiple designation codes for each vendor,

including 1099, minority, or other special status.

Ability to attach 1099, W-9, and insurance to vendor profile Ability to hold vendor information for foreign vendors/entities Notification or alert when vendor insurance will expire Vendor profile to house all contact information, department

contact PO associated with vendor, checks issued, contract information with ability to drill down and see attachments/history

Ability to establish "one-time" vendors. Securely stores vendor bank information for EFT processing Ability to provide for the establishment of discount and payment

terms for each vendor.

When vendor is set up, ability to flag what information is needed (e.g. if foreign vendor, W-8BEN-E needs to be filled out)

Ability to flag if the vendor will possibly require a 1099


Response/Comments

Ability to search (name, amount, etc.) for reconciliation of payments.

Ability to track billed and collected amounts for each Accounts Receivable subsidiary account and its related source.

Ability to produce periodic reminder letters and aging reports for all invoices and notify customer




Response/Comments

Ability to explain differences between amount billed and amount realized.

Ability to track billings to obligations and track collections against current billings (installment billing).

Ability to mark a billing as the final billing for a specific project by agency (grants after audit).

Ability to provide for user-defined entity types to classify customers.

Ability to provide unlimited user-defined accounting distributions (multiple lines invoice).

Ability to provide for on-line entry for requesting billing. Ability to perform recurring invoices to include transactions

across multiple fiscal years

Ability to reprint individual invoices. Ability to create a second invoice showing partial payments if

cannot pay off statement.

Ability to bill by type of charge and/or type of customer. Ability to assess late charges and penalties. Ability to flag/track accounts sent to collection agencies. Ability to define multiple addresses, including the ability to

determine which address prints on receipts, statements, invoices, refund checks and late charge/penalty charge notifications.

Ability for invoicing electronically or hard copy. Ability to generate aging reports which query for payments 30,

60, 90 and 120 days late.

Customer database with all ability to create multiple accounts under one customer

Ability to integrate with cashiering, applying payments to invoices Support various term payment methods including bi-weekly,

monthly, quarterly, and annually.

Ability for multiple payments based on effective dates, and backdating of payments.




Response/Comments

Ability assign customer or invoice to departments Support interest calculations:

Based on current principal balance On delinquent balances

Ability to generate billing statements including the following information: Customer name, customer number, account number, amount billed, due date, description and additional lines for descriptions and all invoices, late charges, rate changes

Ability to edit invoice to have multiple descriptions Ability for customers to manage payment accounts through on-

line portal

Ability to create “Request for Invoice” though the system as an electronic workflow, with levels of approvals

Access to view where RFI is in the process from creation to approval to paid

Ability to bill based off rates Ability to add mid-cycle rate changes to customers Ability to store rate history Ability to do “what if” scenarios involving rate changes without

affecting actual system operations and charges.

Automatic notification to the responsible employee when an event is pending or completed.

Ability to schedule tasks from within the system by and for any user of the system. Users are notified of all pending tasks until they are completed.

Clear identification of estimated consumption by billing staff and the customer.

Simplified bill cancellation with routing of approvals Bill cancellation and rebilling of an account or multiple accounts

and automatic updating of the transaction history.

Ability to reverse a single charge or credit and update the account balance automatically, with appropriate auditing.




Response/Comments

Ability to print an updated bill whenever a change is made. Ability to print on a bill of the City’s design. Ability to establish and track payment arrangements by account Payments are displayed immediately even before the batch is

processed at the end of the day.

Ability to apply notes to be added and maintained in the account Provides a public portal for customer self-service to view account

balance, make payments (via various payment methods), update billing address, etc.

Ability for customer to invoke or deactivate paperless billing Ability to allow customer to manage/change payment

information online

Ability to allow customer to manage/change email address for paperless billing

Ability to allow customer to access billing reports including: Online electronic copy of bill Monthly billing history



Provides a centralized cashiering model to collect and manage transactions (e.g. cash, checks, credit cards, electronic payments, etc.) from multiple locations daily

Ability to provide for cashiering functions with multiple locations. Integrates with all modules to take payments (e.g. AR, Business

Licensing, Code Enforcement.)

Integrates with City’s other Financial systems (see 11.4) Provides ability to access transaction detail in subaccounts Provides system generated receipt numbers Provides for verification of cash




Response/Comments

Supports the ability for staff to scan supporting documentation and attach it to receipts

Ability to email receipt if payment is made over the phone Check scanning capabilities to allow for remote deposits


Response/Comments

Provide for cash receipting and printing of receipts that include: Amount due, tendered and change. Customer Name (required) Customer ID (optional) customer number Customer address (optional) Default accounts (multiple), with the ability to override if necessary Date of service Type(s) of service or product (code) Current date Individual who received the payment Location of Receipt (e.g., Receipt Center, Parks, etc.) Form of payment (check, cash, credit, debit, money order,wire) Description of service (text) Check number Other fields as defined by user Invoice number if applicable Print greeting and/or message on receipt/reverse

Ability to pull up an existing cash receipt entry and reverse it, with the appropriate accounting effect automatically, with the appropriate approval.

Appendix A – Requirements – Amendment 1



Response/Comments

Ability to void a receipt before or after processing, with the appropriate accounting effect automatically, with the appropriate approval.

Prepare a daily cash receipts journal broken down by date, clerk, department, type of payment, in summary and detail both on the screen, on paper or to a file for the following: Cash Check Credit Card MasterCard/Visa Discover American Express Debit card On-line Payments EFT/ACH payments Wires

Ability to generate report by user or by division for: Lists of receipts for daily cash deposits Cash receipts registers or journals

Ability to handle web payment transactions Ability to handle credit card, debit, ACH/EFT, e-check, and other

similar payment transactions.

Optional ability to connect to cash drawer, remotely and update to revenue and to GL.

Ability to import lockbox or other electronic payment files such as Wells Fargo

Ability to settle checks electronically Ability for electronic payments to automatically generate entry. Ability to provide supervisor oversight into daily cash proof, voids,

reverses.

Ability to have a shortcut key/buttons on payment entry screen for frequently used entries/receipting

Ability to process refunds Ability to customize entry screens per user




Response/Comments

Provide for accumulation of products to Revenue Accounts (GL) Ability to interface revenue and AR data from other systems Provide for direct revenue cash receipts entry Ability to use or not use short revenue codes/labels for direct

revenue entry

Maintain product history and references Provide ability to document method of projecting revenues Ability to model and prepare alternative fee changes by percent,

or fixed amount with rounding thresholds.

Ability to produce revenue collection reports by product code, department historical and in summary form.

Ability of users to develop product price updates and manage approval

Ability to notify customers of proposed price increases Ability to include effective dates and to stage new price schedules

for implementation on effective dates

Ability to apply revenue to multiple funds and/or accounts. Ability to apply CPI multiplier to all fees or select fees


Response/Comments

Ability to report and query from any field within the cash receipts module (produce ad hoc on-line requests and printed reports).




Response/Comments

Flexibility of timesheets between departments, including the ability of employee self-entry

Automation of the timesheet approval process Ability to track an unlimited number of deductions, benefits, time

and pay categories for all employees and maintain a detailed history

Ability for departmental staff to access data (with appropriate security)

Ability to respond to changing bargaining agreements Ability to generate assignment & attendance sheets for units on a

daily basis with some fields of data included such as: Name, Social Security Number, Badge #, etc.

Ability to record time sheets by individuals as frequently as desired (hourly, etc.)

View checks online. View historical payroll register. Ability to transmit all payroll data electronically. Ability to enter all payroll data one time and automatically link to

master file.

Ability to flag and track exceptions such as checks to be garnished, limits being set, etc.

Ability to generate different payrolls per payroll cycle period. Ability to generate payroll reporting by period, name, bargaining

unit or entity.

Ability to generate payroll registers upon release of checks. Ability to electronically void, correct, and resubmit payroll before

distributing of checks (hard copy only upon request).

Ability to distribute time entry to each department that is directly sent to the payroll application on-line.




Response/Comments

Ability to enter time and have it linked to project and grant accounting.

Ability to charge time into project management on a fixed percentage, fixed dollar, allocation formula, hours by day to each project or other user defined options.

Ability to report a virtually unlimited number of earnings for each employee.

At least the following earnings/leave categories are used: Military Leave Jury Duty Modified Job Duty Family Medical Leave Incentive Pay Time Off Non-Worked hours Bereavement Workers Comp Personal Leaves Other Leaves/Hour Categories as determined by the City

For all earnings/leave categories, calculate the corresponding cost

Ability to define multiple earning types and rates for each employee.

Ability to report time on a daily, weekly, bi-weekly or monthly basis.

Ability to define a virtually unlimited number of shifts and shift differentials.

Ability to provide for user-defined time sheets. Ability to define default entries for earnings, hours, holiday data,

and labor distributions and the ability to override and make changes to this default information.

Ability to enter time worked on-line. Ability to report time on a positive basis for hourly employees

(exact hours worked).




Response/Comments

Ability to report time on an exception basis for hourly and salaried employees.

Ability to provide the capability for on-line attendance pattern inquiry.

Ability to provide the capability for users to define which types of attendance to monitor.

Ability to provide the capability for users to define whose attendance to monitor.

Ability to capture reasons for absence. Ability to integrate to electronic time recording packages. Ability to define multiple pay cycles - weekly, bi-weekly, semi-

monthly and monthly.

Ability to define multiple employers. Ability to define multiple direct deposit accounts for each

employee.

Ability to define multiple payment methods (i.e. pay for performance).

Ability to support employees in multiple job assignments. Ability to automatically adjust calculations for mid-pay period

salary and employment actions.

Ability to produce an hourly payroll. Ability to produce a salaried payroll. Ability to produce a supplemental payroll. Ability to run the payroll in an audit mode without affecting

historical information (total by individual, group, etc.).

Ability to automatically recover salary advances. Ability to produce all standard payroll reports in the audit mode. Ability to support deferred compensation/defined contribution

calculations.

Ability to enter account coding. Ability to print onto payroll form checks. Ability to generate payroll register per requested time period. Ability to handle COBRA and Retiree information.




Response/Comments

Supports direct payments to employees Ability to create custom reports and filter by various fields Allows for reports to be generated by pay period(s) Ability to support a variety of complex schedules including a 9 x

80 work week and a 4 x 10 work week

Treasury


Response/Comments

Single point of entry tied to cash receipts for deposits Automated reconciliation of bank accounts and general ledger

posting

Ability to generate accounting statements -- e.g. cash, investments, etc. by fund, at any point in time

Ability to create a comprehensive trial balance that would contain trial balance, expenditures, and revenue on one report.

Ability to account for pooled cash and investments across any or all existing accounting funds.

Ability to support multiple pooled cash accounts. Ability to establish and account for cash and bank accounts

separately for entities for which the City acts as fiscal agent.

Ability to account for multiple bank/brokerage accounts. Ability to accommodate script file(s) for bank communications. Ability to provide for daily reconciliation of receipts and

disbursements against the various funds and accounts.

Transactions generated due to cash management activities are automatically recorded in the appropriate general ledger funds and accounts.




Response/Comments

Ability to send, receive and process outgoing and incoming wires transfers and perform related accounting transactions.

Ability to receive cash for multiple sources (e.g. POS, etc.). Ability to support decentralized receipting. Ability to use workflow for approvals throughout the module.


Response/Comments

Ability to create journal entries for interest activities. Ability to calculate accrued interest due for a specified period. Ability to calculate weighted average rates for payment and

receive interest.


Response/Comments

Ability to indicate whether account activity is to be included in cash flow reports (i.e., ability to exclude accrual and other non-cash accounts).

Ability to capture and maintain history of transactions impacting cash flow information to use for reporting purposes.

Ability to complete cash projections at the account level (e.g. developer deposits).

Ability to complete cash projections at a summary level. Ability to complete cash projections at the fund level. Ability to select various cash projection methods (straight line,

historical averaging, specific percentage increases) at the account, summary or fund level.

Allow for manual adjustments to specific accounts or summary items when completing cash projections.




Response/Comments

Ability to provide liquidity needs analysis (e.g. liquidity needs for disbursements).

Ability to export data to spreadsheets and database applications. Perform tracking of check issuance and clearing to provide "float"

reports.

Ability for project managers to use cash projection capabilities to prepare, monitor and manage cash flow schedules for projects.

Allow for drill-down into detail to facilitate investigation of cash flow projection to actual variances.

Ability to report on cash flow actual results, projections and projections compared to actuals upon demand.


Response/Comments

Ability to record cash transfers between banks and broker/fiscal agent accounts.

Ability to receive and process EFT transmissions. Ability to produce and transmit EFT files as payments to vendors. Ability to receive and process credit card transaction files from

third party clearinghouse for payment and perform related accounting transactions.

Ability to receive and process ACH files transmitted from on-line banking payment vendors and perform related accounting transactions.


Response/Comments

Ability to transmit check number, dollar amount and issue date of checks to the City's general and payroll bank accounts.




Response/Comments

Ability to receive and post-paid check information including check number, dollar amount and status of the check, based upon the bank account number.


Response/Comments

Allows multiple accounting funds to be grouped together for monitoring and checking the availability of cash prior to check issuance.

Provides for the use of various check formats.

Allows for checks to be signed in various ways.

Supports high volume check printing equipment as well as low volume (desktop laser printers).

Supports inquiry and/or reporting of checks printed using various indices and search criteria.

Ability to create and process checks for entities for which the City is acting as fiscal agent from different bank accounts.

Ability to identify different approval levels for demand checks for entities for which the City is acting as fiscal agent.

Ability to track outstanding checks, based upon user-defined time periods or criteria.

Ability to report on all elements of stale-dated checks.


Response/Comments

Ability to track investment inventory and activity.




Response/Comments

Ability to track investments by their CUSIP #. Ability to show historical information that includes:

Interest received Calls Interest Rate Adjustments

Ability to show future adjustments that include: Step ups Cash Flows Effective Duration

Ability to make investments in accordance with investment policy (e.g., investments are made in hierarchical order based on balances).

Ability to monitor inventory against investment policy allocations. Ability to calculate returns on investments based on adjusted cost

or market value.

Ability to amortize bonds (premium, discount, accretion) Ability to interface investments with interactive data. Ability to maintain multiple open accounting periods. Ability to track the securities purchased and the interest earnings

for any forward agreement investment contract.


Response/Comments

Ability to import information from multiple banks and accounts. Ability to perform on-line reconciliation of and provide routine

and on-demand reporting of the following: Issued checks Stopped/voided checks Cancelled (paid) checks Stale-dated checks (with ability to ultimately remit to the state of California) Direct deposit transactions




Response/Comments

ACH transactions Returned checks Deposits Interest earned Bank adjustments Other credits Bank reclamations


Response/Comments

Ability to track the following types of information: Debt Types Bond Calls Maturity Date CIP Number Insurer Rating Description Broker/Institution Date Issued Term: stated in number of days Amount Interest Rate (including fixed and variable) Step interest rates Interest paid Premium amount Discount amount Interest payment dates Principal payment dates Call dates Effective Yield Rate State Code Authorization Reference (Example: Commercial Paper = 53601g Current Market Value




Response/Comments

Gains/Losses Arbitrage yield Refunding Partial Refund before call date or maturity date. Debt Reserve Requirements Fiscal Agent Bank Account Number (Investment Reserves)

For investments made with bond proceeds, the system tracks: Purchase price Purchased interest Yield Maturity date Bond issue(s) to which it relates And other user defined criteria.

Ability to support multiple debt portfolios by fund, program, or organization.

Ability to rank debt in order or type, term, call date(s), interest payment date(s), and maturity date.

Ability to apportion principal and interest payments against various funds and accounts based on user defined criteria.

Ability to calculate the Weighted Average Life, Weighted Rate of Return, Average Weighted Yield, and Average Days to Maturity

Ability to calculate accrued interest due for a specified period. Ability to create journal entries for principal and interest activities

which include: security description, CUSIP number, activity period, interest, premium, discount).

Ability to show the status all outstanding debt at both the bond and project levels and include the following (amounts by fund and debt issue): Principal outstanding Interest Total debt service to maturity Call date and provisions Amount of debt service reserve fund required

Ability to designate user-defined hierarchy of program definitions to facilitate allocation of bond service debt.




Response/Comments

Ability to calculate debt service and debt schedules. Ability to integrate with debt service and amortization schedules. Ability to maintain debt amortization schedules for the life of the

debt.

Ability to perform what if and scenario analysis. Ability to calculate potential refunding savings. Ability to identify a single project or group of projects across

multiple bond issues for refunding purposes.

Ability to track debt payments made for Notes and Bond payables and money transfers between accounts.

Ability to support automated transfers made for Notes and Bonds payable.

Ability to perform real-time journal posting. Ability to record business terms and comments relating to

arbitrage calculations (including original debt issue and all subsequent transactions, refunding, funds transfers, interest rate contracts, swaps, etc.) which links to the original debt.

Ability to support workflow for debt service journal entry approvals.


Response/Comments

Ability to provide reporting on principal, interest, bond discounts, premium, gains and losses on refundings by fund (s) and by debt issue (type of debt) for the life of debt.

Ability to provide debt service reserve requirements and balances by fund and by debt issue.

Ability to support CAFR reporting. Ability to generate indebtedness statements. Ability to report allocations by project. Ability to generate bank reconciliation reports.




Response/Comments

ROPS reporting capabilities Ability to perform ad hoc query and reporting. Ability to support check clearing analysis (e.g. identify vendor

check clearing periods/lengths of time).

Ability to support benchmarking and outlier reports (e.g. company does not cash check with X number of months).

Ability to sort, report and query from any field within the Treasury module (produce ad hoc on-line requests and printed reports).

Ability to generate ad hoc reports based upon any field in the Treasury module and Export into Excel or other reporting and analysis tools.

Ability to report investment portfolio activity and balances on adjusted cost and/or market basis

Budget Control and Preparation # Requirement Response


Require notes for one-time expenses Ease of budget entry and process Ability to view multiple year actuals on one report Ability to forecast multiple years (ideally 15 years) Ability to preserve an original/adopted budget & an amended

budget

Ability to produce to Budget to Actuals report that includes all 12 months of the fiscal year by month

Ability to create the final budget document on-line in its finished form (hard copy) and ability to publish to the City's web site.

Ability for all departments to develop budget on-line in the same format

Ability to tag expenses as one-time or ongoing




Response/Comments

Ability to relate programs and fees Ability to project personnel services costs with user defined

assumptions

Ability to report Budget to Actual comparisons and Budget to Budget comparisons

Ability to handle budget transfers according to user defined parameters

Ability to handle multi-year budgeting for projects Ability to roll up major service area, entity, and multiple entity

divisional and program budgets to come up with a departmental budget.

Ability to provide variance reports illustrating budgets versus appropriations versus actual encumbered amounts to the respective budgets for multiple years.

Ability to set spending controls relating to funds available for expenditures.

Ability to accommodate the transfer of funds between budgeted line items.

Ability to budget check and ability to group accounts for budget checking

Ability to provide data entry, tracking, reporting and auditing by specific program type.

Ability to display a warning notice when transactions are proposed for accounts whose budgets have been exceeded and ability to deny such transactions.

Ability to view for entity-wide sorting and roll up of all budget information.

Ability to prepare and maintain a 5-year capital budget Ability to allocate budgets across departments for the same line

item as well as roll up to one total cost.

Ability to have on-line budget preparation available to all departments.




Response/Comments

Ability to allow the rollover of selected budget lines, or all budget lines into the new fiscal year and adjustment of appropriate spending allocations and encumbrance balances.

Ability to provide on-line approval of proposed budget requests. Ability to determine sufficiency of funds prior to processing

contracts, purchase orders, and change orders.

Ability to permit the modification of encumbrances (e.g., increase, decrease, or cancel) and produce an audit trail of the transaction.

Ability to track the original amount, current amount, payments made, and remaining balance for an encumbrance.

Ability to allow for pre-encumbrance and/or encumbrance before a contract or purchase order is awarded.

Ability to provide liquidation of encumbrance when final payment is made against an account when specified by project manager.

Ability to automatically close encumbrances with automated, defined appropriate journal entries for year-end financial reporting.

Ability to provide a complete encumbrance transaction history report.

Ability to identify variances between payment requests, encumbrances and contracts, and process based on predefined user criteria.

Ability to generate encumbrance transactions via purchase orders/contracts.

Ability to create, modify, and establish a budget for a specific project and component of a project/program.

Ability to create an on-line long-term capital budget that is integrated with purchasing, accounts payable, budgeting, project management, fund balances, and fixed assets.

Ability to allocate overhead and administration costs to departments, cost centers, programs, and sub-program levels automatically by user defined criteria.




Response/Comments

Ability to restrict funds by project, fund, and/or entity. Ability to compare actuals to budget Ability to add notes to any budget entry field Provides the ability to report on justification comments by budget

line item

Offers the ability to see budget-to-actuals in real-time with drill-down capabilities

Supports publication of the “annual budget document” via direct leveraging of system outputs/forms/reports

Allows users to change key underlying assumptions to impact forecasts

Provides modeling tools to do ‘what if’ analysis and forecasting (i.e. analysis of revenue/expenditure trends and the ability to develop forecast projections)

Provides modeling for “what if” scenarios and forecasting tools for “15 Year Cash Flow Projections”

Alerts when accounts are below user-defined budget thresholds On-line budget adjustment entry with electronic workflow Alert/Notification when budget is approved Levels of budget input with ability to track during budget process

Procurement/Purchasing # Requirement Response


Ability to integrate with commonly used bidding systems such as Planet Bids, Public Purchase, etc.

Notice to vendor(s) for notification of bids and other notices Ability to re-generate a system copy of a Purchase Order if an

original copy was not generated during processing




Response/Comments

Integration of a centralized PO system with Asset Management and Fixed Assets

Ability to manage a central database of vendors and products that would be available to all users

Ability to automatically pre-encumber money at requisition entry and the ability for user defined levels of appropriations verification for overrides.

Ability to sort requisitions by a variety of fields such as date, vendor, division, entity, and commodity code.

Ability to track expenditures by commodity code, vendor, unit, dept. and project.

Present user with all addresses associated with a vendor name and allow the user to select desired address or make corrections.

Search for and locate specific vendor master file information using the following full or partial inputs: Vendor name, Vendor Number, Address, and agreement #.

Allow users on-line access to commodity code, vendor code, specification number and term agreement number information.

The ability to generate a purchase order (p/o) from on-line requisitions.

Ability to provide multiple methods of data retrieval (e.g., by vendor name, invoice number, amount, month, year, purchase order number, commodity, account code) with a user-friendly search feature.

Ability to track purchase orders and payments issued against blanket orders.

Ability to maintain master vendor files, including vendor information and types of commodity/service they can bid on.

Ability to provide a tracking system for vendor performance, quality of product delivered and timeliness of delivery. (Customizable by vendor or contract time)

Flag user if item, unit quantity or price does not match contract terms.




Response/Comments

Allow multiple account entries to pay a single p/o. Ability to allow for virtually unlimited text to be applied to

requisitions and purchase orders at the header and line item level.

Ability to allow buyers to override either user-specified or system generated vendors and prices.

Ability for multiple budgetary accounts to be applied to purchase order line item by dollar amount, or percentage allocation.

Ability to perform automatic encumbrance of funds real-time and if funds are not available for encumbrance, provide flag.

Ability to allow for the creation of blanket orders with limits on specific items, amounts or dates.

Ability to process changes to purchase orders without having to re-enter purchasing information.

Ability to automatically flag fixed assets at the time when the purchase order is encumbered.

Ability to track and manage contracts from initiation to completion (e.g., update progress of bids/RFPs, bid process, track start date and completion date of projects, 1st and 2nd year of a maintenance contract, contractor compliance.

Ability to provide requisition aging. Ability to provide purchase order aging. Ability to track asset maintenance and warranty information on

owned and leased assets.

Ability to automatically notify Purchasing to process open requisitions on-line.

Ability to allow for electronic approval of requisitions, purchase orders, and change order with different workflow requirements for each department. If disapproved, provide reason code why.

Alerts or notification of purchase order history from requisition entry to conversion and all changes.




Response/Comments

Ability to provide up-to-the-minute purchasing reports showing goods requested versus goods ordered and available balance.

Ability to sort vendor master file by contract # and total dollars purchased for user defined categories of vendors.

Need to have notes fields per PO Asset depreciation reports Asset aging reports -- i.e. date from purchase, time left on

warranty, time for replacements

Centralized system containing all PO history and backup documents

Ability to send purchase orders copy and subsequent changes to vendor and requestor automatically

Integration with Cal-Cards. Ability to include Terms and Conditions on Purchase Order

Contract Management # Requirement Response


Ability to support bid request, negotiation, and management of vendor contracts.

Supports tracking and managing contract status (e.g. milestone payment schedule, payment terms, payments, incentives, amendments, renewal status, expiration dates, insurance certificates, performance etc.) via automated alerts

Associates contracts to projects, requisitions, purchase orders, and invoices.

Supports multi-year contracts Searchable contract data base by vendor, date, etc. Ability to upload contract templates and create contracts with

workflow from draft through execution.

Ability to limit/restrict modifications to contract.




Response/Comments

Ability to issued contract terminations/renewals

Project/Grant Management # Requirement Response


Ability to have projects and grants cross funds and departments and cover multiple fiscal years

Ability to report and forecast by year, fund, department and other user defined categories

Ability to retain data on closed projects Ability to track historical data and comments Full integration with budget development and forecasting Ability to look-up and modify grant funding information. Ability to maintain payment history and fund line status through

project life-cycle.

Ability to allocate expenses by fund number, account number and object number.

Ability to record history on grants for analysis purposes. Ability to denote if grants are for multiple years. Ability to view transactions and their dates over life of project. Ability to enable tracking of multiple fund sources per project. Ability to consolidate fund, budget, and expense information on a

project and department basis.

Ability to tie-in project information on construction activities/phases to Capital Improvement Plan (CIP) (status on construction contracts).

Ability to maintain various labor data items/formats (e.g., salary, fringe, other direct, premium time, bill rate, billable time, non-billable time, multipliers, etc.)

Ability to calculate and report financial status of the project including all direct costs and provide for indirect cost allocations.




Response/Comments

Ability to track documents submitted for approval and review. Ability to track and execute the transfer of funds within

categories of a grant.

Ability to rollover funds allocated for a specific grant for multiple years.

Ability to incorporate forecasts based on actual project cost/schedule and generate progress trend analysis for quantities, amounts, etc.

Ability to monitor changes in project agreement amounts and track accurately to funding availability.

Ability to track percent completion from revised contract amounts.

Ability to set-up project start and operational close date Ability to assess a percentage completion Ability to maintain separate price, budget, and contractor

commitment data for each budget change and change item.

Ability to track asset transfer from developers and the ability to edit the value of the asset transfer

The ability to bill charges to multiple owners/grants Ability to show budget categories within a project number of a

grant

Ability to reconcile retention by project. Ability to calculate total expenditures by month or any period

within a project number

Ability to notify grant manager when new expenditure is added on a grant

A place to scan in award documentation to be linked with project number

Ability to allow multiple sub-projects/partial completion of a larger project.

Ability to see all transactions and PO linked to project




Response/Comments

Ability to assign project manager(s) to project

Ability to classify CIP expenditures as grant participating, local match, and non-participating

Asset Management # Requirement Response


Full integration with purchasing. Ability to maintain insurance records. Ability to calculate depreciation and report by fund. Simple tracking of transfers, retirements and additions. Ability to add a fixed asset and charge to multiple funds, projects

and/or grants.

Ability to integrate the Fixed Assets module with the General Ledger, Purchasing/Receiving, and Accounts Payable modules.

Ability to maintain detailed property records for all fixed assets, including infrastructure, identification codes, commodity classification, acquisition data, supplier information, make, model, serial number, location, date purchased, amount paid for asset, disposition data, and asset useful life.

Ability to maintain cost, insurance, and replacement values. Ability to track fixed assets from date of receipt by dollar value at

time of purchase, by annual updating to include depreciation, showing replacement value, current value and salvage value.

Ability of fixed asset system to identify the location of each asset, the age and current condition of the asset, and projected replacement date.

Ability to track leased equipment and include date equipment was leased, term of the lease, annual cost shown in monthly and annual increments, and value.

Ability of fixed asset system to have the capability for updating location of each asset as annual inventories are conducted.




Response/Comments

Ability to categorize assets by purchase value and current value. Ability to allow depreciation to be calculated on an annual basis. Ability to provide the option of having depreciation data updating

the General Ledger or being stored in fixed Assets for information purposes only.

Ability to add assets not acquired thru purchasing process (grants, gifts, developer contributions, etc.).

Ability to track assets that are not capitalized or depreciated Ability to charge a fixed asset to multiple funds and report

depreciation accordingly.

Ability to do electronic audit / inventory of fixed assets in the field and update system records.



Ability to manage vehicle leases Ability to associate multiple GL accounts to single vehicle with

different fixed amount or percentage

Ability to calculate replacement vehicle cost based on cost of existing vehicle which includes build up, maintenance, and other expenses

Ability to associate multiple GL accounts to single vehicle with different fixed amount or percentage

Ability to calculate facility replacement costs Ability to associate multiple GL accounts with different fixed

amount or percentage



Human Resources


Response/Comments

Links HR, Payroll, and Budget data to facilitate managing the City’s structure, positions, and financial budget for positions

Associates positions with funding source Ability to encumber a position upon request to fill a vacancy Identifies positions that are overfilled and/or under-filled Tracks and reports on history of position changes by date (title/

location)

Tracks and reports on history of incumbents in position by date Identifies positions that are Grant Funded/Limited Term and have

a position end date (end of grant date)

Provides reporting by position type Provides reporting by position allocations Provides reporting by filled, and vacant positions Provides reporting for grant positions nearing the end date


Response/Comments

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

Maintains employee photo Provides employee directory functionality with ability to change

grouping options (Department, Bargaining Unit, Status, etc)

Supports “deactivation” of part-time employees Ability to track outside employment / conflict of interest




Response/Comments

Provides Seniority Listing Provides ability to select data required for labor costing/

negotiations (e.g. CalPERS, health, pay, employment dates, position title, etc.)

Provides Federal and State government mandated HR reporting: • Federal HR Reports

o IRS Report/Extract (Quarterly) o SSA W-2 Report/Extract (Annual) o EEOC EEO-4 Report/Extract (Odd Years) o DOL VETS 100 Report/Extract (Annual) o ACA Report/Extract (Annual)

• State HR Reports o EDD New Hire Report/Extract (Every Pay Period) o EDD PIT, SDI, UI Report/Extract (Quarterly)


Response/Comments

Provides flexible, rules-based benefit management functionality to manage public employee benefits such as medical, dental, disability, and life insurance

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

Complies with Consolidated Omnibus Budget Reconciliation Act (COBRA) requirements. Ability to automate the workflow.

Complies with Health Insurance Portability and Accountability Act (HIPAA) requirements

Supports California Public Employees Retirement System (CalPERS) to manage pension, health, and retirement benefits for California public employees and retirees, including public safety employees. Ability to transfer data to/from CalPERS.




Response/Comments

Maintains eligibility dates for different plans based on different rules and which may differ from hire dates

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

Provides 3rd party benefit administrator reports (e.g. ICMA and CalPERS)

Ability to produce ACA 1094/1095 Returns


Response/Comments

Supports multiple leave banks (minimum 100) Provides the ability to track holiday, vacation, and sick leave

accruals and report on balance and usage.

Provides the ability to assign different caps to holiday, vacation, and sick leave based on specific MOUs

Provides the ability to support multiple accrual methods for vacation: initial load, and hours worked, biweekly accrual, etc.

Provides the ability to code holiday leave and floating holiday leave separately

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.)

Supports meeting CA sick time laws for part-time employees Allows for flexible rules for taking leave when balances are at

zero, but accrual is pending.

Notifies employees of leave that may be lost Supports conversion of leave accruals to cash




Response/Comments

Supports tracking required position-specific job certifications, licenses, and mandatory training

Supports tracking history of training results, certifications, licenses, and related expiration dates

Provides automated notification of expiring certifications to supervisors and employees based on user-defined rules

Associates certifications with applicable pay codes such that employees are paid or not paid based on the status of their certification

Updates employee records in HR and payroll systems/modules such that changes in pay can occur based on completion of training/certification events. If certifications expire then related pay benefits should also cease.

Allows for employee self-service to sign up for training and to acknowledge documents

Module Security, ability to lock down edit rights based on certificate/training types. Some employees manage programs for all staff and need to be able to see all staff, but only should have ability to modify records if given rights to those types.


Response/Comments

Provides functionality to manage performance reviews/ evaluations including tracking notifications, initiation, review results, and approvals

Ability to define positions that do not receive reviews such as non-full time staff.

Updates employee records in HR and payroll systems/modules to reflect changes in pay if needed




Response/Comments

Provides automated notification of performance reviews to supervisors and managers based on user-defined rules

Supports multiple types of evaluation forms Provides alerts on past due evaluations and escalation

notification

Provides workflow to initiate the appropriate personnel action if needed

Probationary employee evaluation, performance documentation with ability to set up performance goals and frequent notifications for documentation


Response/Comments

Provides functionality to manage personnel actions from initiation, review, authorization, and approval for actions such as promotions, demotions, salary increases, discipline, separations, leave, etc.

Ability to lock down step/grade increases Ability to track next scheduled (potential) increase Updates employee records in HR and payroll systems/modules to

reflect changes in pay if needed

Uses end dates to automatically stop the action at a specified time (e.g. discontinue administrative leave without pay, leave of absence, etc.)

Ability to use personnel action forms for employee reimbursement (professional growth, education incentive)


Response/Comments

Provides employee self-service functions that allow access and update to designated employee information.




Response/Comments

Updates employee records in HR and payroll systems/modules and applicable external systems (e.g. CalPERS, 3rd Party Benefit Providers, etc.)

Provides the ability to view paycheck history, W2 history, personnel actions, leave balances, Fed/State Deduction setup, etc.

Provides the ability to update/change W-4, benefits during open enrollment, and profile data (e.g. address, phone number, emergency contact beneficiaries, etc.)

Provides the ability for employee to reset password Provides electronic employee separation workflow Provides workflow to track progress of employee offboarding/

separation checklist

Ability to change direct deposit account(s)


Response/Comments

Provides functionality to manage employee pay including wages, special pay, employee loans, State and Federal taxes, and accruals

Supports multiple (minimum 999) earning/pay codes including, but not limited to, Acting Pay and Special Pays that may change between pay periods

Supports flexible definition of shift work and work schedules (e.g. 4/10, 9/80, 5/40 9/75, etc.)

Supports setup of earning codes, deductions codes, and others at the City level

Supports multiple employee groups with different MOU requirements and benefits (e.g. differing leave accrual level, differing premiums, etc.)

Supports multi-rate positions




Response/Comments

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

Supports retention pay for all positions, currently some paid monthly and some paid annually.

Provides the ability to do ‘what-if’ analysis and modeling for salary increases, benefit changes, etc.

Calculates step, increment, and percentage pay adjustments for all or a group of employees (e.g. bargaining units, classes, etc.)

Provides an automated process for retroactive pay Ensures pay codes associated with specific types of employees

(e.g. police, fire, etc.) are not inadvertently assigned to other employee types

Supports multiple concurrent assignments for part-time employees

Track Professional Growth, Educational Incentive Allows employees to enter prior pay period adjustments that can

impact next paycheck (mistakes happen)


Response/Comments

Provides functionality to collect time, perform exception-based time entry, and time adjustments to multiple work schedules

Provides ability to pre-populate time sheets with specific number of hours by day

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)

Prevents employees from entering invalid data (i.e. earnings or pay codes they are not authorized to use)




Response/Comments

Provides the ability to assign specific locations to employees and allow employees to change locations as necessary

Includes notes or comments associated with hours submitted at the project level

Allows employee to associate project codes with each line of time entered

Allows multiple pay periods to be open for time entry purposes 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

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

Provides the ability to support overtime requests, including tracking of hours by day, week, etc.

Supports exception-based time entry by department, MOU, etc. Supports clocking in and out Tracks hours worked per fiscal year by CalPERS requirements


Response/Comments

Would like ability to have onboarding workflow built into the system. (IT, and facilities routing for keys and computer assets)




Response/Comments

Provides functionality to manage processes and procedures for employee separation due to termination, retirement, resignation, or transfer

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

Updates employee records in HR and payroll systems/modules and applicable external systems (e.g. CalPERS, 3rd Party Benefit Providers, etc.)

Provides electronic employee separation workflow

Miscellaneous (Optional Non-Mandatory Functionality)


Vendor Response/Comments

Provides a configurable, database-driven tracking and management system for development agency records and processes, including applications, reviews, permits, approvals, forms, cases, and activities

Provides a system interface with the City’s GIS platform Provides table-driven application lookups (drop-down box), text

libraries, data fields, screen layouts, application dependencies and business rules that are available for update by the City

Provides the ability to create an unlimited number of City-defined data fields (i.e. Maintenance District)

Provides the ability to define default values for data fields Provides the ability to place warnings, flags, holds and restrictions

on a record, case, parcel, or person with a comment/notes field, and the ability for authorized user(s) to override, if needed





Provides the ability to track and display the history of a parcel number

Provides the ability to prevent the update to records against which a prior hold has been established

Provides a library for standard comments/condition tracking and reporting, including ordinances and regulations, grouped/filtered by category (e.g. plan review, zoning, inspections)

Provides the ability to store and access standard/typical user comments with codes/text in a table for use by staff

Provides the ability to select and modify standard comments and other stored text values according to the needs of the specific project or record to which they are added

Provides the ability to track actual staff time spent on activities (e.g. inspections, plan reviews, etc.)

Provides the ability to compile and maintain master files for architects, contractors, owners, tenants, engineers, and developers including contact information (including multiple telephone numbers and email addresses) and license numbers

Provides an interface with the State licensing database to determine if contractor licenses are active.

Provides the ability to interface with the City’s business license system to validate license

Provides project application and related forms that can be completed and submitted electronically

Provides the ability to establish and maintain multiple fee schedules with effective dates

Provides the ability to track total time in days for process and workflow steps

Provides the ability to automatically generate a unique identifier for any activity, application, permit, etc. initiated in the system with flexibility to reset at the calendar year.

Provides the ability to issue refunds or adjustments to fees





Provides the ability to utilize the City’s accounting codes associated with fees

Provides the ability to assign unique, alpha-numeric identifiers for projects

Provides the ability to select multiple items. (e.g. complaints, violations, inspections, and comments) to add to a case or activity at one time

Provides the ability to track and modify status of individual items associated to a case or activity. (e.g. complaints, violations, inspections, and comments)

Provides the ability to update fields in multiple cases or update multiple activities at one time (e.g. assignment, approve multiple inspections, add fees, set permit type)

Provides the ability to associate an address on a permit/case with an occupant/tenant in a structure

Provides the ability to attach or otherwise track correspondence, including outside of workflow steps

Provides the ability to enter and track multiple names, addresses, & phone numbers associated with a case and specify the role(s) of all contacts (e.g. owner, contractor, sub-contractor)

Provides the ability to clone an existing record (case, permit or project) and all associated information to a new record, edit as necessary and identify record from which it was cloned

Provides the ability to notify customers via email if status of their license is changing (i.e. expire, suspended, etc.)

Provides the ability to track and alert users to special fees attached to a parcel

Provides the ability to specify and manually enter anticipated Planning Commission, City Council Meeting and other Board or Commission Meeting dates

Provides the ability to capture and track project appeals, extensions, revocations, and/or modifications that may occur after the initial approval





Provides a configurable, flexible workflow management system to support the automation of business processes

Provides the ability to complete workflow tasks in sequential order, or in parallel where no dependencies remain incomplete

Provides a dashboard viewer to notify assigned task owners of assignments, including ability to drill into the dashboard to view tasks, view/update related records, and access linked documents

Provides for automated escalation/notification of overdue tasks according to a City-defined reporting hierarchy

Provides the ability to reschedule or re-order workflow steps based on City-defined rules and proper authorization

Provides the ability to alert internal and external task owners about assigned task(s)

Provides the ability to track (i.e. generate a log record) and report on actions based upon action type, user, time, and date in order to provide for accountability and review tracking, including response times

Provides automated notices and triggers for required conditions (e.g. notifications when site plans have been revised, including square footage, driveway changes)

Provides the ability to automatically verify all required fields and conditions (e.g. fees, approvals, requirements, no holds) are met prior to proceeding to next step or allowing certain activities to happen. Applies to online applications as well.

Provides the ability to automatically calculate permit/plan expiration date based on user parameters, and extend expiration date automatically based on inspection or other activity and manually based on written request. Needs to comply with CA Building Code regulations.

Provides the ability to manually assign project applications to specific staff for review

Provides a real-time, user-configurable dashboard to display dynamic charts and graphs. (e.g. pie, bar, Gantt charts)





Provides a real-time, configurable task (to-do) list for each user with the ability to drill down, filter and sort

Provides customizable screens based on user role and case types Provides the ability to define data field requirement

dependencies (e.g. based on a field selection or a case type or activity that was added, fields become mandatory and/or display as needed)

Provides the ability to auto-populate fields based on previous information captured, stage of workflow, and related cases, including information entered by the customer

Provides easy method to view information on associated or linked records from within a specific case, permit, plan, or project

Provides the ability to search on fields including City-defined (custom) fields, notes, and comments

Provides an intuitive, simple to use, and flexible search interface (e.g. not case sensitive, smart search, accommodates wildcards or keywords)

Provides the ability for each user to edit and save their own search parameters

Provides the ability to export search results into common Microsoft formats (i.e. Excel spreadsheet)

Provides the ability to attach and/or link to electronic documents and media to permits, inspections, plans, activities, cases, parcels, violations etc.

Provides the ability to select and attach multiple documents at once

Provides the ability for applications, permits and property-based documents to be linked or associated to a parcel, specific address, people, or case number

Provides the ability for assigned staff to access documents and provide ability for customers to have restricted access for their projects





Provides the ability to track revisions on attached edited documents



Provides a customer portal to allow online submission of applications across multiple application types (e.g. street closures, site plan reviews, minor use permits, simple water heater replacement, etc.)

Provides the ability to include required attachments to an online application

Provides the ability to calculate and pay application-related fees online

Provides the ability to prevent issuance of a permit if a related construction professional is not licensed by the state and/or if the construction professional lacks a Business License

Provides the ability to automatically validate a property owner on an application

Provides the ability to automatically populate setbacks on permits from GIS

Provides the ability for building permits to inherit conditions of approval from a development application that covers the related area/parcel for the building permit

Provides the ability for the applicant to view online the current status of an application

Provides the ability to generate an email from the system to the applicant, as well as to other project stakeholders

Provides the ability to collect, bill to, and track applicant deposits, including automated notification of deposit amount available, the need to provide additional deposit amounts, and the ability to refund remaining deposit once project is complete. Ability to see unposted (pending) transactions from other modules such as payroll or accounts payable.





Provides the ability to generate reports listing plan checks pending, plan checks returned, revisions, deferred submittals

Provides the ability to create and tie revisions and deferred submittals to a plan check

Provides automated notification and reporting for pending permit expiration, along with automatic generation of notification to applicant via the applicant’s preferred notification method

Provides the ability to automatically generate a report to identify applicants with issued permits that have not requested an inspection after a specified number of days

Provides the ability for parcel- or address-related Code Enforcement actions to alert user when entering a new permit

Provides the ability to flag a parcel or address with an alert, including notes and related information, to be displayed to the user when entering a new permit

Provides the ability to assess permit fees, impact fees and engineering fees

Provides the ability to generate an invoice including all fees (permit, impact, and engineering), either for a single permit or in permit multiples

Provides the ability to create a customized application based on the customer's project requirements

Provides the ability for the applicant to submit electronic copies of plans associated with the application as well as Planning application fees for each application submitted

Provides the ability to automatically populate system with information from fillable forms

Provides the ability for automatic time and date stamp of submittal

Provides the ability for project file numbers to be system generated according to the City’s preferred numbering sequence or for City staff to enter project numbers manually





Provides the ability to track grant projects and budgets for Planning projects, including “match” hours or tasks

Provides the ability to track consultant contracts (i.e., budgets, invoices, task completion, etc.) for Planning services, such as for environmental reviews, specific plans, etc.

Provides the ability to link multiple permits, cases, plans, licenses, and other processes to a single master project

Provides the ability to create multiple levels of parent/child relationships between permits, cases, and other records

Provides the ability to generate application/project status reports which identify key project details, planned milestone dates, task completion dates, and planned vs. actual task durations

Provides the ability to track the location of plans Provides the ability to track status of corrections by a reviewer,

which may activate approval or redistribution e-routing to applicable departments

Provides the ability to automatically generate a report to identify applicants that have not responded to correction notices after a specified number of days

Provides the ability to define configurable system-generated “form letter” Public Hearing notices utilizing Microsoft Word document templates; public hearing notices should include case/ project number, applicant, locations

Provides the ability to track a variety of user-defined dates for noticing of meetings for specific Boards, Committees, and Commissions

Provides the ability to associate applications with the scheduled Planning Commission and/or City Council meeting schedules and view the items associated with specific meeting dates

Provides the ability to record the actions taken by the Planning Commission, the City Council, and/or other Boards or Commissions





Provides the ability to store internal communication threads stored within the project to promote staff collaboration

Provides the ability for simultaneous access by multiple users to input plan review conditions and comments on a single project record

Provides for easy access/retrieval of historical data (e.g. parcel, bond, submission, occupancy, and transaction history)

Provides the ability to inherit or refer to data captured on linked permits, cases, and processes, eliminating duplicate data entry

System maintains historical data, (e.g. address), even when information in GIS is changed or updated

Take payment from anyone for a permit, not just someone listed on the permit.



Provides a customer portal to allow online submission of applications (including for encroachments, grading, transportation, etc.)

Provides the ability to include required attachments to an online application

Ability to create Liability Account for Developers/Applicants that can be drawn down. Also need ability to limit the types of Fees that can be paid by the Liability Account.

Provides the ability to calculate and pay application-related fees online

Provides the ability to automatically validate a property owner on an application

Provides the ability for engineering permits to inherit conditions of approval from a development application that covers the related area/parcel for the permit





Provides the ability for the applicant to view the current status of an application online


Provides the ability to collect, bill to, and track applicant deposits, including automated notification of deposit amount available, the need to provide additional deposit amounts, and the ability to refund remaining deposit once project is complete

Provides the ability to generate reports listing plan checks pending, plan checks returned, revisions, deferred submittals

Provides the ability to create and tie revisions and deferred submittals to a plan check

Provides the ability to assess permit fees, impact fees and engineering fees


Provides the ability to automatically populate system with information from fillable forms

Provides the ability for automatic time and date stamp of submittal

Provides the ability for file numbers to be system generated according to the City’s preferred numbering sequence or for City staff to manually assign a project number

Provides the ability to track status of corrections by a reviewer, which may activate approval or redistribution/re-routing to applicable departments

Provides the ability to track a variety of user-defined dates for noticing of meetings for specific Boards, Committees, and Commissions

Provides the ability to track applications that will require the approval of the Planning Commission, the City Council, and/or other Boards or Commissions





Provides the ability to associate applications with the scheduled Planning Commission and/or City Council meeting schedules and view the items associated with specific meeting dates

Provides the ability to record the actions taken by the Planning Commission, the City Council, and/or other Boards or Commissions

Provides the ability to store internal communication threads stored within the project to promote staff collaboration

Provides the ability for simultaneous access by multiple users to input plan review conditions and comments on a single project record

Provides for easy access/retrieval of historical data (e.g. parcel, bond, submission, occupancy, and transaction history)

Provides the ability to inherit or refer to data captured on linked permits, cases, and processes, eliminating duplicate data entry

System maintains historical data, (e.g. address), even when information in GIS is changed or updated



Provides the ability to upload revised and subsequent plan submissions to original plan submission

Provides the ability to support single and multi-phased plan review

Provides the ability to assign plan reviews on a geographic basis (i.e. to assigned reviewers) but allow for supervisors to override assignments

Provides the ability for plan review by multiple departments or divisions, including “routing” features that allow users to determine which reviewers are required





Provides the ability to collect and assemble multiple reviewer comments, either by selectable pulldown or check off menu, into one or more consolidated reports or letters

Provides the ability to track specific review deficiencies from each review cycle, bringing forward unresolved deficiencies to subsequent review cycles

Provides the ability to automatically identify special conditions or calculate fees based on a property's location (e.g. water and sewer district, fire protection district) based on City-created GIS boundary data

Provides the ability to capture and display conditions of approval/ mitigations (including those from Planning applications) that will inherit/apply to all building permits issued within a development area

Provides the ability to alert/display when there are multiple zoning/conditions on an individual parcel (i.e. single parcel with residential and commercial zones)

Provides the ability for assignment and assignment override of specific documents for review

Provides the ability to capture and measure performance metrics of staff (i.e. number of projects assigned, number of hours reported)

Provides the ability to notify the reviewer of upcoming due dates and items pending

Provides the ability to present processing/review status and updates via the Customer Portal

Provides the ability for supervisor to see the "big picture" of assignments and due dates

Provides the ability to add bar codes and labels to hard copies of plans

Electronic plan review, including electronic approvals Provides the ability to receive electronic plans from customers





Provides the ability to cite specific code language when reviewing and commenting on proposed plans

Provides the ability to capture standard comments that may be utilized in the plan review process

Provides the ability to associate annotations with written comments

Ability for multiple reviewers to review the same plan simultaneously and separately track each reviewer's comments

Identify if the submittal is an original or a modification through a drop-down menu

Provides notification of City staff upon receipt of documents Provides confirmation to customer upon successful uploading of

individual documents

Provides the ability to accept electronic signatures and stamps on plans/drawings



Provides the ability to do batch permitting (i.e. a project with multiple units)

Provides the ability to issue standalone permits (i.e. building, mechanical, electrical, plumbing, roof replacement, etc.), not just permits in combination with multiple disciplines

Provides the ability to identify when a permit type requires a licensed contractor or owner

Provides the ability for building permits to inherit conditions of approval from a development application that covers the related area/parcel for the building permit






Provides the ability to collect, bill to, and track applicant deposits, including automated notification of deposit amount available, the need to provide additional deposit amounts, and the ability to refund remaining deposit once project is complete

Provides automated notification and reporting for pending permit expiration, along with automatic generation of notification to applicant via the applicant’s preferred notification method

Provides the ability for parcel- or address-related Fire Department actions (such as report of a structural fire or operational permit violation) to alert user when entering a new permit

Provides the ability for parcel- or address-related Code Enforcement actions to alert user when entering a new permit

Provides the ability to flag a parcel or address with an alert, including notes and related information, to be displayed to the user when entering a new permit

Provides the ability to assess permit fees, impact fees and engineering fees with ability to use user defined formulas that can use variables from GIS, Custom Fields, or other datasets within the module/system.


Ability to change permit type after created. When done, the correct Fields/Fees are inserted.



Provides the ability to select from a common list of comments when completing an inspection

Provides the ability to automatically assign inspections and other tasks by geographical area (i.e. zone, GIS layers, map page & grid)





Provides the ability to override automated assignments if authorized (e.g. supervisors)

Provides the ability to limit/control the number of inspections assigned to an inspector

Provides the ability to set daily inspection request limits based on type of inspection, or groups of types, and day of the week, excluding holidays.

Ability to limit the hours per day that are available Provides the ability to record the customer’s preferred inspection

time (AM or PM)

Provides the ability to set cutoff times of day for scheduling, rescheduling, and canceling inspections for the following business day

Provides the ability to set a limit on the number of business days out that an inspection may be scheduled

Provides the ability to generate an inspection checklist based on inspection type. Ability to see this in real-time on a mobile device and ability to send email with the checklist

Provides the ability for inspectors to enter extensive, detailed results of inspections (should have unlimited field case & field notes)

Provides the ability to view the permit via the application Provides the ability to view past / prior inspections in field,

including from a mobile device

Provides the ability to print or email correction notices, including from a mobile device.

Provides the ability to track digital signoffs of inspections Provides the ability for supervisors and field inspectors to view

the real-time status of the day’s inspections in order to reassign inspectors as needed

Provides the ability to display ‘hold’ data on the customer portal including the details of the hold





Provides the ability to display all inspections on a permit Provides the ability to easily send code violation information to

Code Enforcement



Provides the capability for City-defined business classifications and types

Provides full integration with a Point of Sale system with ability to take check, cash, and cards, including on-line payments

Provides the ability for the business address to come from various sources (e.g. an integrated land management system, interface, direct entry, etc.)

Integration with Contractor Stat License Board and other misc agencies to verify license numbers

Searchable public interface accessible to citizens for inquires Business Type validation against zoning code that is maintained

in GIS

Ability to display Business Lic data in GIS Provides ability to apply for a license and submit a renewal

online, including payment of fees and printing of certificate from a secure portal once license is issued

Provides electronic workflow approval routing and/or notification distribution to multiple departments based on license type and related City-defined rules

Provides automated, electronic (via email) notification for annual license renewals, including automated linking of notification to associated business license record




Response/Comments

Provides ability to flag licenses requiring background checks, fingerprinting, drug and alcohol tests, inspections, contractor’s license, etc. before issuance

Provides ability to calculate multiple license fees and/or prorate license fees utilizing a user-defined fee structure based on factors including gross receipts, or flat dollar amount, etc.

Supports additional user defined fees (i.e. fees based on license type)

Supports additional user defined fields Provides ability to calculate late penalties after prescribed time

period.

Provides the ability to print licenses and/or send electronically via email.

Ability to create relationship between businesses. Have ability to attach documentation to a BL or customer City and customer facing user portals with real time updates,

required fields, notifications, searching licenses

Ability to send notifications via email to selected business types, expired licenses, etc.

Ability to manage rental housing licenses Ability to manage cannabis licenses Ability to customize based on license/business type High functioning customizable reports for a variety of searches,

reports, statistics, etc.


Code Vendor Response/Comments



Provides the ability to accept electronic documents by customers and contractors to their respective projects/applications via secure web portal

Provides the ability for citizens and development customers to access development services online via the internet via multiple, common internet browsers and versions, and mobile devices

Provides the ability for customers to request the scheduling, rescheduling, or cancelation of inspections and to view status of completed inspections

Provides the ability for customers to search for and view defined electronic documents attached to cases or activities

Provides a City-definable decision tree that enables customers to enter information based on question and answer paths which result in lists of requirements (e.g. permits, plans, documents, applications) based customer's project or potential project

Provides the ability to generate project fee estimates during the application process

Provides the ability for integrated, electronic submission of applications and related forms/documents (application data populates application automatically and does not need to be manually entered later)

Provides the ability to attach and submit plans, images, or other electronic documents with online applications

Provides the ability for submittal of code enforcement and other complaints online, with option for submitter to remain confidential/anonymous

Provides the ability for payment of fees online, including generation of a receipt for payment as well as the allocation of fees paid according to City-defined accounting distribution

Provides the ability to control information visibility, and limit public access to internal information

Provides the ability to provide shopping cart option so customers can apply for and receive multiple permits during one user session (i.e. different permits for different addresses)



Provides integration with underlying application database, including real-time data read/write access with encryption

Provides the ability to support "internationalization", such as Spanish language

Provides the ability for customers to create secure accounts/logins to access their projects and applications

Provides the ability for an individual to have multiple profiles (e.g. owner, architect, engineer, planner, developer, builder, expediter, inspector, tenant) and to associate multiple profiles to a project application

Provides the ability to associate additional contractor licenses and disassociate existing licenses as applicable

Customer portals/applications must meet ADA requirements for Web Content Accessibility Guidelines as applicable

Technical


Response/Comments

Provides a production, training, test, and development environment

Provides the ability to configure workflows, codes, report parameters, and other elements to meet specific business needs using configuration and operating parameters provided by City and without the assistance of the software vendor

Provides for upgrades to accommodate changes in laws, regulations, best practices, and new technology

Integrates with Active Directory





Provides solution that is PCI compliant Provides solution that is HIPPA compliant Customer portals/applications must meet ADA requirements for

Web Content Accessibility Guidelines as applicable



Allows the system administrator to: • Define a minimum length password • Define a password expiration timeframe • Prohibit reusing of passwords

Allows the system administrator to: • 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



Provides interface to WellsFargo Provides interface with HdL for Business Licensing Provides interface to US Bank (for Cal-Cards)




Response/Comments

Provides interface to Internal Revenue Service (IRS) for reporting Provides interface with Social Security Administration (SSA) for

reporting

Provides interface with CA Employment Development Department (EDD) for reporting

Provides interface with CalPERS for reporting Provides interface with ICMA for reporting Provides interface with ADP Provides interface with Target Solutions Provides interface to Accela Provides interface to Showare Provides interface to ActiveNet Provides interface to RTA Provides interface to IamGIS Provides interface to Laserfiche Provides interface to Turbo Data Systems Provides interface to Arc GIS


Response/Comments

Ensures scheduled downtime is pre-approved by the City one week in advance

Provides hosting facility that is SSAE 16 certified Stores data in the Continental U.S. Provides for continuous backup of data and transactions such

that the City will not suffer data loss in the event of a disaster or catastrophic failure

Provides for scheduled, periodic backup of live data to the test/ training environment




Response/Comments

In the event of a disaster or catastrophic failure, informs the City: • 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

Ability to download local copies of database or subsets of data for the City’s use.

Database level access to system data and ability to manipulate data using Structured Query Language (SQL)



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




Response/Comments

Upon discovery or reasonable belief of any data breach, notifies the City by the fastest means available, and 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 • Provides a report containing the results of the investigation

of the breach • Provides daily updates regarding findings and actions

performed until the breach has been effectively resolved to the City’s satisfaction


City of Lancaster

9 Appendix B – Agreement for Professional Services

AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT FOR PROFESSIONAL SERVICES is made and entered into this _____ day of _____________, 2019, by and between the CITY OF LANCASTER, a municipal corporation and charter city, (“City”), and _________________________, a [entity type (e.g., California corporation] (“Consultant”) (collectively, sometimes referred to hereinafter as the “Parties”).

RECITALS

WHEREAS, the City desires to engage Consultant to perform certain technical and professional services, as provided herein, identified as:

(THE “SERVICES”) WHEREAS, the principal members of Consultant are qualified and duly registered/licensed under the laws of the State of California, and Consultant desires to accept such engagement; NOW, THEREFORE, the parties agree as follows: 1. Parties to the Agreement. The parties to this Agreement are: A. CITY: City of Lancaster B. CONSULTANT: ________________________ 2. Notices. All written notices required by or related to this Agreement shall be sent by Certified Mail, Return Receipt Requested, postage prepaid and addressed as listed below. Neither party to this Agreement shall refuse to accept such mail; parties to this Agreement shall promptly inform the other party of any changes of address. All notices required by this Agreement are effective on the day of receipt, unless otherwise indicated herein. CITY City of Lancaster

Attn: Jason Caudle, City Manager 44933 North Fern Avenue Lancaster, California 93534

CONSULTANT ____________________

Attn: __________ Address _______________

3. Successors and Assigns. The terms hereof shall be binding upon and inure to the benefit of the successors and assigns of the parties hereto; provided, however, that no party hereto shall assign any of the benefits and burdens hereunder, whether voluntarily or by operation of law, without prior written consent of the other party, and any such assignments without said consent shall be void. 4. Description of Work. The City hereby engages Consultant, and Consultant accepts such engagement, to perform the technical and professional services set forth in the “Scope of Services and Rates Schedule,” attached hereto as Exhibit “A” and incorporated herein by reference. Consultant shall perform and complete, in a manner satisfactory to the City, all work and services set forth in Exhibit “A.” The City Manager or his designee shall have the right to review and inspect the work during the course of its performance at such times as may be specified by the City Manager, or his designee. 5. Obligations of the City. A. The City shall pay Consultant an amount not to exceed $____________ for all work necessary to complete the Services, as described in the Scope of Services and Rates Schedule. Payments shall be due within thirty (30) days following submittal of an invoice detailing the services performed, at the hourly rates set forth in Exhibit A. B. No payment made hereunder by the City to Consultant, other than the final payment, shall be construed as an acceptance by the City of any work or materials, nor as evidence of satisfactory performance by Consultant of its obligations under this Agreement. 6. Obligations of the Consultant. A. Consultant shall perform as required by this Agreement and in accordance with the Scope of Services and Rates Schedule set forth in Exhibit A. B. Consultant shall be responsible for payment of all employees’ wages and benefits, and shall comply with all requirements pertaining to employer’s liability, workers’ compensation, unemployment insurance, and Social Security. C. Consultant shall not subcontract any of the work required to perform the Services without the express prior written approval of the City.

7. Hold Harmless and Indemnification. Consultant agrees to indemnify and hold harmless the City, its elected officials, officers and employees, from and against any and all third party claims, losses, obligations, or liabilities whatsoever, including reasonable attorney’s fees, incurred to the extent arising out of or related to Consultant’s negligent or willful wrongful acts, errors or omissions, or those of its employees or agents. Consultant agrees to defend the City, its officers and employees, using counsel of the City’s choosing, from and against any and all claims covered by the indemnity in the preceding sentence.

8. Amendments. Any amendment, modification, or variation from the terms of this Agreement shall be in writing and shall be effective only upon mutual written approval by the City and Consultant. 9. Non-Discrimination and Equal Employment Opportunity. A. In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, religion, ancestry, sex, national origin, physical or mental disability or age. Consultant will take affirmative action to ensure that subcontractors and applicants are employed, and that employees are treated during employment without regard to their race, color, religion, ancestry, sex, national origin, physical or mental disability or age. Affirmative action relating to employment shall include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment; layoff or termination; rates of pay or other forms of compensation; and selection for training including apprenticeship. B. The provisions of subsection A above shall be included in all solicitations or advertisements placed by or on behalf of Consultant for personnel to perform any services under this Agreement. The City shall have access to all documents, data and records of Consultant and its subcontractors for purposes of determining compliance with the equal employment opportunity and non-discrimination provisions of this Section. 10. Term; Effective Date. This Agreement shall become effective and shall be in full force and effect upon the execution of the Agreement by the City and the Consultant. This Agreement shall continue in full force and effect for twelve (12) months, unless the Agreement is sooner terminated in accordance with this Agreement; provided, however, that the City and the Consultant may mutually agree in writing to extend the Term of this Agreement. 11. Termination.

A. For Convenience. The City may terminate this Agreement at any time without cause by giving thirty (30) days written notice to the other party of such termination and specifying the effective date thereof. In the event of termination of this Agreement, Consultant will be paid for work completed through the date of termination within thirty (30) days following submittal of a final invoice.

B. For Cause. If Consultant fails to perform the services called for by this

Agreement or so fails to make progress as to endanger performance of this Agreement in accordance with its terms, Consultant shall correct such failure within ten (10) days (or such longer period that the City may authorize in writing) after receipt of notice from the City specifying such failure. Should the failure not be corrected within this time period, the City may immediately terminate the Agreement by written notice to Consultant.

C. In the event of termination, whether for convenience or cause, reports, plans, studies and other documents (collectively, “documents”) related to the Services shall become the City’s property. Consultant shall provide all documents to the City that have not yet been within ten (10) calendar days after termination of the Agreement. 12. Independent Contractor. Consultant is an independent contractor and shall have no power or authority to incur any debt, obligation or liability on behalf of the City. It is expressly understood between the Parties to this Agreement that no employee/employer relationship is intended. 13. Insurance. A. The Consultant, at its expense, shall maintain in effect at all times during the term of this Agreement the following coverage and limits of insurance, which shall be maintained with insurers listed “A-, VIII” or better in the Best’s Key Rating Guide:

Commercial General Liability Each Occurrence $1,000,000 Per Project General Aggregate $2,000,000

Including Products/Completed Operations; Contractual Liability/Independent Contractors; Property Damage (Coverage shall be at least as broad as ISO form CG2010 11/85 or CG2010 07/04 and CG2037 07/04 combined, or an equivalent providing ongoing and completed operations)

Commercial Automobile Liability Combined Single Limit per Accident for Bodily Injury and Property Damage $1,000,000

(Coverage shall be at least as broad as ISO form CA00 01) Workers Compensation As Required by the State of California Statutory Limits Employers’ Liability Each Accident $1,000,000 Bodily Injury by Disease $1,000,000 Each Employee $1,000,000

(A Waiver of Subrogation must be provided on behalf of the Certificate Holder for the Workers Compensation & Employers’ Liability policies)

Professional Liability Each Occurrence $1,000,000 General Aggregate $1,000,000

Provide one of the following for cyber-related services Technology Professional Liability (Errors and Omissions) Each Occurrence $2,000,000 General Aggregate $2,000,000

(Coverage shall be sufficiently broad to respond to the duties and obligations as are undertaken by Consultant pursuant to this Agreement and shall include, without limitation, claims involving invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The policy shall provide coverage for breach response costs as well as any applicable regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations.) Or

Cyber Liability Insurance Each Occurrence $2,000,000 General Aggregate $2,000,000

B. The Consultant’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insured’s liability.

C. Professional liability and/or cyber insurance written on a “claims made”

basis must be renewed for a period of three (3) years after this contract expires or is terminated. Such insurance must have the same coverage and limits as the policy that was in effect during the term of this contract and will cover Consultant for all claims made by the City insured entities arising out of any acts or omissions of Consultant or its officers, employees, or agents during the time this Agreement was in effect.

D. Any deductibles or self-insurance retentions must be declared and

approved by the City. At the City’s option, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City insured entities or the insurer shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses.

E. All insurance shall be primary and non-contributory as respects the City

insured entities. Any insurance or self-insurance maintained by the City insured entities shall be in excess of the Consultant’s insurance and shall not contribute with it.

F. Consultant shall furnish the City with Certificates of Insurance and with

original endorsements effecting coverage required by this Agreement. Certificates of Insurance shall meet the following requirements:

(1) Show that the insurance policy has been endorsed to state that coverage shall not be suspended, voided, cancelled, reduced in coverage

or in limits except after 30 days’ prior written notice (10 days’ written notice for non-payment) to the City of Lancaster.

(2) List in the “Descriptions of Operations/Locations/Vehicles” section:

“Project Name” The City of Lancaster, its elected officials, officers, employees and volunteers are included as additional covered parties, but only insofar as the operations under this contract are concerned.”

(3) List in the “Certificate Holder” section: The City of Lancaster, 44933 Fern Avenue, Lancaster, California 93534.

14. Commencement and Completion of Work. The Services to be provided by Consultant pursuant to this Agreement shall commence within ___ days after execution of this Agreement, and shall be completed no later than _____ days following commencement; provided however, that the Parties may agree to extend the time for completion upon mutual written agreement. 15. Ownership of Documents. All plans, specifications, reports, studies, maps and other documents prepared or obtained by Consultant in the course of performing the work and are required by this Agreement to be delivered to the City shall be the property of the City. Basic sketches, charts, computations and similar data prepared or obtained by Consultant under this Agreement shall, upon request, be made available to City without restriction or limitation on their use. 16. Data Provided to Consultant. City shall provide to Consultant, without charge, all data, including reports, records, maps and other information, now in the City’s possession which may facilitate the timely performance of the work described in Exhibit A.

17. Consultant’s Warranties and Representations. Consultant warrants and represents to City as follows: A. Consultant has not employed or retained any person or entity, other than a bona fide employee working exclusively for Consultant, to solicit or obtain this Agreement. B. Consultant has not paid or agreed to pay any person or entity, other than a bona fide employee working exclusively for Consultant, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from the execution of this Agreement. Upon any breach or violation of this warranty, City shall have the right, in its sole discretion, to terminate this Agreement without further liability, or, in the alternative, to deduct from any sums payable hereunder the full amount or value of any such fee, commission, percentage or gift.

C. Consultant has no knowledge that any officer or employee of the City has any interest, whether contractual, noncontractual, financial, proprietary, or otherwise, in this transaction or in the business of the Consultant, and that if any such interest comes to the knowledge of Consultant at any time, a complete written disclosure of such interest will be made to City, even if such interest would not be deemed a prohibited “conflict of interest” under applicable laws. D. Upon the execution of this Agreement, Consultant has no interest, direct or indirect, in any transaction or business entity which would conflict with or in any manner hinder the performance of services and work required by this Agreement, nor shall any such interest be acquired during the term of this Agreement. 18. Resolution of Disputes. A. Disputes regarding the interpretation or application of any provisions of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between the parties. B. If the parties cannot resolve the dispute through good faith negotiations, either party may give Notice of Dispute to the other party. The Notice of Dispute shall state the nature of the dispute and the corrective action necessary to remedy the dispute.

After Notice of Dispute, the parties shall first attempt to resolve any disputes by mediation. The parties shall agree on a single mediator. Mediation shall be conducted in Lancaster, California. Each party shall pay its own attorneys’ fees and the costs of mediation shall be split equally between the parties.

If the dispute has not been resolved by mediation within 45 days after

Notice of Dispute, or the parties are unable to agree to a mediator, within 15 days after Notice of Dispute, then, the dispute may, upon agreement of the parties be resolved by binding arbitration. C. If any action at law or in equity is brought to enforce or interpret any provisions of this Agreement, the prevailing party in such action shall be entitled to reasonable attorney’s fees, cost and necessary disbursements, in addition to such other relief as may be sought and awarded. 19. Exhibits. The following exhibits to which reference is made in this Agreement are deemed incorporated herein in their entirety: Exhibit “A” Scope of Services and Rates Schedule

20. Governing Law. This Agreement shall be governed by the laws of the State of California. 21. Effective Date. This Agreement shall become effective as of the date set forth below on which the last of the parties, whether City or Consultant, executes said Agreement.

[Signatures begin on next page.]

IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed and attested by their respective officers thereunto duly authorized.

CITY OF LANCASTER

LANCASTER, CALIFORNIA

By:_____________________________________

Jason Caudle, City Manager

Dated: _________________________________

CONSULTANT

By:_____________________________________

(Name, Title)

Dated:__________________________________

ATTEST:

_______________________________________

City Clerk

APPROVED AS TO FORM:

_______________________________________

City Attorney


City of Lancaster

10 Appendix C – Price Sheet

Summary Enter the following in the white highlighted areas. All other data is automatically updated from the other worksheets.- Proposer Name - Enter the name of your company- Solution Name - Enter a descriptive name of the solution you are proposing- SaaS - Enter 'Yes' if this is a Software as a Solution (Cloud based) proposal. Enter 'No' if you are proposing a locally hosted solution.- ERP Software Proposed - Define the ERP software being proposed.

NOTE: This list is used in the 'Licenses' tab to summarize by Licenses in the 'Summary' tab.- Services Proposed - Define the Services being proposed.

NOTE: This list is referenced in the 'Services' tab to summarize by Services in the 'Summary' tab.Licenses Provide a detailed breakout of software pricing or other licensed products needed to meet the RFP requirements. Identify the number of user licenses being

proposed and clearly describe the basis for licensing and method to justify number of licenses being proposed. NOTE: The 'Software' column in this tab references the 'ERP Software Proposed' list in the 'Summary' tab. Make sure to select a valid entry so that the 'Licenses and Ongoing Maintenance Costs' section in the 'Summary' tab will summarize correctly.

Services Identify the quantity, hourly rate, and total cost for all professional services needed to ensure a successful implementation. Proposers are encouraged to provide a breakdown of the service categories that will be provided to support the implementation to allow evaluators to understand the level of effort, resources, and cost of services. NOTE: The 'Software' column in this tab references the 'ERP Software Proposed' list in the 'Summary' tab. And the 'Services' column in this tab references the 'Services Proposed' list in the Summary tab. Make sure to select a valid entries for these columns so that the 'Services Cost by Service' and 'Services cost by Software' sections in the 'Summary' tab will summarize correctly.

SaaS-Hosting Provide a detailed breakout of software hosted pricing needed to meet the RFP requirements. NOTE: The 'Software' column in this tab references the 'ERP Software Proposed' list in the 'Summary' tab. Make sure to select a valid entry so that the 'Hosting Costs' section in the 'Summary' tab will summarize correctly.

Optional Products Identify any optional product offerings that may be of interest that the Proposer would like to recommend.

Optional Services Identify any optional service offerings that may be of interest that the Proposer would like to recommend.

Travel Identify the projected travel costs associated with Proposer’s implementation services including the anticipated number of trips, days of service per trip, and estimated per trip cost. The selected Proposer will be reimbursed based on actual trip expenses supported by receipts and documentation.

Professional Services Provide hourly pricing for additional services that may be required during the implementation. If necessary, these rates will be used to purchase additional services.

Make sure to complete ALL APPLICABLE WORKSHEETS for your proposal

NOTE: This workbook is setup with formulas to autocalulate costs, subtotal and total within individual tabs with references to individual tab subtotals in the Summary Tab.It is also formatted for user friendly printing in landscape mode. Worksheets are protected without a password to prevent inadvertent modification or overwriting of the formulas and

references. To modify an individual worksheet, unprotect the worksheet and make your modifications. If Proposer modifies a worksheet, Proposer is responsible for ensuring theintegrity of the calculations, references and formatting.

Appendix 3 - City of Lancaster ERPRFP for ERP System and Implementation Services - Price Sheet

Instructions:- Click on the tab of the worksheet you want to update.- Fill out information in highlighted (white) cells.- Insert or delete rows as needed - make sure to copy and paste formulas (in gray shaded cells) if you insert rows.- When you have completed a worksheet, click on the Main Index Tab to return to this Index or select another worksheet by Tab.

Appendix 3 - Price Sheet Main Index and Instructions Page 1

Proposer Name: SaaS (Yes/No):Solution Name:

ERP Software Proposed: Services Proposed:

Solution Pricing Summary One Time Year 1 Year 2 Year 3 Year 4 Year 5 Grand TotalLicenses and Ongoing Maintenance Costs Subtotal -$ -$ -$ -$ -$ -$ -$ Hosting Costs Subtotal -$ -$ -$ -$ -$ -$ -$ Services Costs Subtotal -$ -$ Travel Costs Subtotal -$ -$ Total Solution Cost -$ -$ -$ -$ -$ -$ -$ Optional Products Subtotal -$ -$ -$ -$ -$ -$ -$ Optional Services Costs Subtotal -$ -$ Total Solution Cost with Options -$ -$ -$ -$ -$ -$ -$

Licenses and Ongoing Maintenance Costs by Software One Time Year 1 Year 2 Year 3 Year 4 Year 5 Grand TotalFinance -$ -$ -$ -$ -$ -$ -$ Treasury -$ -$ -$ -$ -$ -$ -$ Budget -$ -$ -$ -$ -$ -$ -$ Procurement/Purchasing -$ -$ -$ -$ -$ -$ -$ Contract Management -$ -$ -$ -$ -$ -$ -$ Project/Grant Accounting -$ -$ -$ -$ -$ -$ -$ Asset Management -$ -$ -$ -$ -$ -$ -$ Human Resources -$ -$ -$ -$ -$ -$ -$ Other (Non-Mandatory) -$ -$ -$ -$ -$ -$ -$ N/A -$ -$ -$ -$ -$ -$ -$

Licenses and Ongoing Maintenance Costs -$ -$ -$ -$ -$ -$ -$ OK OK OK OK OK OK OK

Conversion

<Enter Propser Name><Enter Solution Description>

Solution Pricing Summary

Project/Grant Accounting

N/A

Implementation

TBD2

FinanceTreasuryBudgetProcurement/PurchasingContract Management

TBD1

Other

Interface

Asset ManagementHuman ResourcesOther (Non-Mandatory)

N/A

Appendix 3 - Price Sheet Summary Page 2

Hosting Costs by Software Year 1 Year 2 Year 3 Year 4 Year 5 Grand TotalFinance -$ -$ -$ -$ -$ -$ Treasury -$ -$ -$ -$ -$ -$ Budget -$ -$ -$ -$ -$ -$ Procurement/Purchasing -$ -$ -$ -$ -$ -$ Contract Management -$ -$ -$ -$ -$ -$ Project/Grant Accounting -$ -$ -$ -$ -$ -$ Asset Management -$ -$ -$ -$ -$ -$ Human Resources -$ -$ -$ -$ -$ -$ Other (Non-Mandatory) -$ -$ -$ -$ -$ -$ N/A -$ -$ -$ -$ -$ -$

Hosting Costs -$ -$ -$ -$ -$ -$ OK OK OK OK OK OK

Services Costs by Service One Time Services Costs by Software One TimeImplementation -$ Finance -$ Conversion -$ Treasury -$ Interface -$ Budget -$ TBD1 -$ Procurement/Purchasing -$ TBD2 -$ Contract Management -$ Other -$ Project/Grant Accounting -$ N/A -$ Asset Management -$

Human Resources -$ Other (Non-Mandatory) -$ N/A -$

Services Costs -$ Services Costs -$ OK OK

Appendix 3 - Price Sheet Summary Page 3

Proposer Name: <Enter Propser Name> Solution Name: <Enter Solution Description>

Vendor Software 1Description# of

Licenses

2Cost/ License

One Time Cost

Year 1 Year 2 Year 3 Year 4 Year 5 Grand Total

$ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -

Check to Summary Tab -> OK OK OK OK OK OK OK Group by Vendor and Software1 - Enter name of Module for software listed or description. If 'Other' entered for software, enter name of product or describe product. 2 - If Unlimited Licenses, enter "Unlim" in "# of Licenses" and enter total cost in "Cost/License"

Licenses and Ongoing Maintenance Costs

Total Licenses and Ongoing Maintenance Costs

Appendix 3 - Price Sheet Licenses Page 4



Licenses

2Cost/ License

One Time Cost


Licenses and Ongoing Maintenance Costs

Notes and Assumptions

<Enter notes and assumptions>

Appendix 3 - Price Sheet Licenses Page 5


Vendor Service Software Description # of Hours1Rate/ Hour

One Time Cost

$ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -

Check to Summary Tab -> OKGroup by Vendor and Service1 - If Flat Rate for service, enter "Flat" in "# of Hours" and enter total cost in "Rate/Hour"

Total Services Costs

Services Costs

Appendix 3 - Price Sheet Services Page 6



One Time Cost

Services Costs



Appendix 3 - Price Sheet Services Page 7


Vendor Software 1Description Year 1 Year 2 Year 3 Year 4 Year 5 Grand Total $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -

$ - $ - $ - $ - $ - $ - OK OK OK OK OK OK

Group by Vendor and Software1 - Enter name of Module for software listed or description. If 'Other' entered for software, enter name of product or describe product.

Hosting Costs

Total Hosting Costs

Appendix 3 - Price Sheet SaaS-Hosting Page 8


Vendor Software 1Description Year 1 Year 2 Year 3 Year 4 Year 5 Grand TotalHosting Costs



Appendix 3 - Price Sheet SaaS-Hosting Page 9



Licenses

2Cost/ License

One Time Cost


$ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -

Group by Software1 - Enter name of Module for software listed or description. If 'Other' entered for software, enter name of product or describe product. 2 - If Unlimited Licenses, enter "Unlim" in "# of Licenses" and enter total cost in "Cost/License"Notes and Assumptions

Optional Products

Total Optional Products


Appendix 3 - Price Sheet Optional Products Page 10



Licenses

2Cost/ License

One Time Cost


Optional Products

Appendix 3 - Price Sheet Optional Products Page 11



One Time Cost

$ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ - $ -

Group by Vendor and Service1 - If Flat Rate for service, enter "Flat" in "# of Hours" and enter total cost in "Rate/Hour"


Optional Services Costs

Total Optional Services Costs


Appendix 3 - Price Sheet Optional Services Page 12



One Time Cost

Optional Services Costs

Appendix 3 - Price Sheet Optional Services Page 13

<Enter Propser Name> <Enter Solution Description>

Trip Description # of Trips Cost Per Trip Total Notes / Assumptions-$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$ -$

Total Travel Costs - -$ -$


Travel Costs


Appendix 3 - Price Sheet Travel Page 14

<Enter Propser Name> <Enter Solution Description>

Resource Category Hourly Rate Notes / AssumptionsProfessional Services Rates

Appendix 3 - Price Sheet Professional Services Page 15