FORT WAYNE-ALLEN COUNTY AIRPORT AUTHORITY

REQUEST FOR PROPOSALS Accounting Software System

Fort Wayne International Airport

I. Introduction

A. General Information

The Fort Wayne-Allen County Airport Authority (the Authority) is soliciting proposals

for the purchase and implementation of a new fund accounting software system at the

Fort Wayne International Airport. The system will be used by Authority personnel

located in the administrative offices and other locations throughout the terminal at 3801

W. Ferguson Road, the Public Safety Department at 3808 Winters Road, and the

Maintenance Department at 11414 W. Perimeter Road. Personnel outside the

administrative offices will have access (with read and write capabilities) only to

electronic requisitions and budget development modules.

B. Proposal Instructions

The intent of this RFP is to obtain information leading to the selection of an integrated

fund accounting system that will best meet the needs of the Authority. The proposal must

provide, at a minimum, the capabilities and work elements summarized in the Scope of

Work (outlined in Section II below) and detailed in the functional specifications that are

included as Exhibit A to this proposal. Any issued addendums to this RFP will be posted

at the Authority’s website at www.fwairport.com. It will be the responsibility of

interested firms to obtain any and all posted addendums.

To be considered, an original and five (5) copies of a proposal must be received at the

offices of the Fort Wayne-Allen County Airport Authority, Suite 209, 3801 W. Ferguson

Road, Fort Wayne, IN 46809, by 5 p.m. local time on April 10, 2015. Any proposal

received after the deadline will not be considered. Proposals must be sealed and clearly

marked “Response to RFP for Accounting Software System.” The Authority reserves the

right to reject any and all proposals submitted.

Questions regarding the proposal should be directed to Ron Portis, 260-446-3429,

portis@fwairport.com or Laura Hakes, 260-446-3430, hakes@fwairport.com . The

deadline for receipt of questions is March 26, 2015.

C. Organization Background

The Authority is a municipal corporation established July 1, 1985, under authority

granted by Indiana Statute (1961 Acts, Chapter 283, IC 1979 19-6-2, superseded by IC 8-

22-3-1). The Authority, a component unit of Allen County, Indiana, was established for

the general purpose of acquiring, maintaining, operating, and financing airports and

landing fields in and bordering on Allen County, Indiana. The Authority’s financial

statements consist of a single enterprise fund: the Authority and its blended component

unit, the Fort Wayne International Airport Air Trade Center Building Corporation.

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However, for budgetary purposes, the Authority maintains four funds: operating,

cumulative building, debt service, and rainy day.

D. Governing Body and Management.

The Authority is governed by a Board consisting of six members appointed for four-year

terms. Three are appointed by the Mayor of the City of Fort Wayne and three are

appointed by the Allen County Commissioners. The Authority's Board appoints an

Executive Director of Airports to manage the day-to-day operations of the Airport. Two

directors of separate operating groups report to the Executive Director: Director of

Administration and Finance and Director of Operations and Facilities. The

Administration and Finance Area includes the business and financial functions related to

the Authority's enterprise. These areas include accounting and finance, marketing and

administration, human resources, information technology, property management, and

purchasing. The Operations and Facilities Area includes all maintenance operations,

airport operations, and public safety functions of the Authority for Fort Wayne

International and Smith Field. Functional areas of responsibility include custodial

services, maintenance, operations, passenger shuttle services, public safety and Smith

Field fixed based operations. The Authority workforce consists of 54 full-time, 41 part-

time and 3 temporary employees.

II. Scope of Work

The Authority currently utilizes the Financial Edge accounting system as outlined in Section IV

below. Due to some functional limitations of the current system and desired enhancements not

readily available, the Authority desires to move forward with the purchase and implementation of

a new accounting suite that will encompass the minimum standards contained in this RFP as well

as incorporate some of the desired functionality listed as optional.

A description of the current hardware, network, and operating environment are also listed in

Section IV below. The Authority will provide the necessary equipment and network operating

environment for onsite storage of the new accounting suite. Operating requirements for your

proposed software should be submitted with your proposal as indicated in Section C of Proposal

Format. Any required network programming will be provided by the Authority; however, the

software must be compatible with the Windows Server OS.

The services required by the Authority are for a turn-key implementation to include the software,

implementation services, training, and continued product support. Vendors unable to provide the

full product package will not be considered. Four (4) concurrent full user software licenses are

being requested in addition to 10 concurrent licenses each for users who will only need access to

the budget and e-requisition modules. Such licenses shall grant the Authority perpetual use of the

software being purchased with costs for maintenance and upgrades as stated in your firm’s

proposal. The proposer will provide all services necessary for the successful implementation of

the new accounting suite. The Authority will provide requested conversion worksheets and

related data; however, ultimate implementation responsibility lies with the chosen supplier.

Customization required to comply with the proposal requirements as submitted by your firm will

be your firm’s responsibility. However, such customization will become the property of the

Authority upon issuance of the payment for the software. July 31, 2015 is the desired completion

date for implementation. The implementation plan submitted with your proposal should be

structured to provide for minimal downtime while allowing adequate time for system testing

before “going live”. The Authority will continue to maintain access to Financial Edge for

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accounting history. However, the following prior year historical data will need to be transitioned

to the new suite in addition to carry-over of all open items for the current year: two prior years for

the general ledger and accounts payable modules.

Effective training will be provided on the use of the system for the four (4) full concurrent users.

Your training plan will be submitted as part of your proposal. Other resources such as web based

training sites, user manuals, and a sample data base are desired for additional self-learning. The

availability of follow-up technical assistance is critical and its availability should be described in

your implementation and training plan.

System support and maintenance will be a key consideration in the selection process. Your firm’s

approach to system support and maintenance should be outlined as indicated in Section V below.

At a minimum, support must be available Monday through Friday from 8 a.m. to 5 p.m.

The software suite desired is an integrated accounting system as described in Section IVB below.

Exhibit A summarizes the functional requirements for each of the various modules. An “M”

indicates that the requirement is mandatory, while an “O” means that it is optional but desired.

You should complete Exhibit A and submit it with your proposal as indicated in Section V,

Proposal Format.

III. Overview of Selection Process

A. The Authority has established July 31, 2015 as the estimated implementation completion

date. All implementation steps should be completed by that date. Proposals from

competing software firms will be evaluated as part of the selection process. The

Authority is requesting proposals for new software to increase efficiencies in the

accounting, budgeting and purchasing processes. Our current system does not have

budget development or electronic funds transfer capabilities. It also does not have the

capability to attach accounting or purchasing documents to e-mail to customers or

vendors. We expect the new accounting software to have these capabilities and the

functional requirements listed in Exhibit A. Key dates for the RFP are as follows:

RFP Release March 12, 2015

Deadline for Questions March 26, 2015

Proposal Due Date April 10, 2015 @ 5 pm

Proposal Evaluation Period April 13 – April 17, 2015

Proposal Demonstrations Week of April 20th

Site Visits to Current Software Users (if required) Week of April 27th

Award Notification May 4, 2015

B. Evaluation Process. The proposals will be evaluated and ranked on the basis of the

written material submitted. Proposals will be rated based on the criteria below:

Weight Criteria

Pass/Fail

Compliance with Mandatory Functional

Requirements

25%

Experience of the firm and technical

qualifications of their personnel

30%

Overall system capabilities and the

approach of the firm toward installation,

conversion, training, and maintenance

4

30% Pricing

5% Background of the Firm

10% Ability to provide optional features

Note: After the initial evaluation, a list of firms may be selected as finalists and asked to

make presentations to the evaluation committee. If requested, these presentations will be

evaluated as part of the award determination.

IV. Software System

A. Current System

1. Accounting Software. The Authority currently uses the following modules for

Financial Edge:

General ledger, accounts payable, accounts receivable, budget management,

purchase orders, web purchasing, cash management, fixed assets, advanced

security and crystal reports.

2. We would prefer installing the software on our current VMWare Host Cluster.

VM Cluster Server Information:

a. Two Virtual Server Hosts: HP ProLiant DL380p Gen8 - Server - rack-

mountable - 2U - 2-way - 1 x Xeon E5-2620 / 2 GHz - RAM 24 GB -

SAS - hot-swap 2.5" - no HDD - Matrox G200 - Gigabit LAN

2 HP Low Power kit memory - 8 GB - DIMM 240-pin - DDR3

1 HP Ethernet 1Gb 4-port 331T Adapter - Network adapter - PCI

Express 2.0 x4 low profile - 10Mb LAN, 100Mb LAN, Gigabit LAN

- 10Base-T, 100Base-TX, 1000Base-T - 4 ports

1 Kingston - Flash memory card - 8 GB - Class 4 - SDHC

4 HP Enterprise - Hard drives - 450 GB - hot-swap - 2.5" SFF - SAS-

2 - 10000 rpm - with HP Smart Drive carrier

1 HP Smart Array P222/512 with FBWC, Storage controller (RAID)

– 8 channel – SATA 6Gb/s / SAS 6Gb/s low profile – 600 MBps –

RAID 0

b. One SAN: HP Modular Smart Array P2000

6 HP Dual Port Enterprise - Hard drives – Total storage capacity of

3.95 TB

2 HP Host Bus Adapter - Storage controllers

Overall Cluster Capacity (02/24/2015):

Item Total Capacity Currently Available

CPU 18,790 MHZ 11,412 MHZ

Memory 185,087 MB 168,510 MB

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Storage 3.95 TB 2.34 TB

Currently hosting 13 VMWare virtual servers

Most use Microsoft Windows Server 2008 R2 (64-bit) OS

Active Microsoft SQL Server 2008

B. Desired System. The Authority is contemplating a conversion to a new integrated fund

accounting system. The anticipated conversion completion date is no later than July 31,

2015. Proposals from competing software vendors will be evaluated as part of the

selection process. The software suite desired is an integrated accounting system

providing for, at a minimum, general ledger, budget reporting, budget development,

financial reporting, accounts receivable, cash management, fixed assets, project

management, accounts payable, electronic funds transfer, purchasing, and electronic

requisitions. The Authority is also considering human resources and fuels inventory

management modules as alternates to the integrated accounting system. Software,

training, conversion, and installation costs should be separately priced. All costs

associated with the two alternate modules should also be separately priced. The new

accounting system must be capable of interfacing with the FBO Manager software,

software that provides for fuel inventory management and inventory control for fixed

based operations at the Airport.

V. Proposal Format

A. Vendor Profile. Firms responding to this RFP shall provide, at a minimum, the following

information:

1. Contact Information. Please submit the names and contact information of the

individuals who will be working on the project and summarize their

qualifications. Provide information on personnel who will be responsible for

maintaining the system upon completion of the installation. Detail training,

certifications, previous experience, and other information you feel may be

relevant.

2. Additional Information. Please provide answers to the following questions about

your organization and your proposed software solution:

a. Location of firm and the location of servicing personnel.

b. The structure of your firm, and if it previously existed under another

name

c. Number of years in business

d. The specific number of years working with the government industry

e. Number of customers

f. Number of employees

g. List services available

h. History of the proposed software

i. Development strategy

j. Current version of the proposed software

k. Next planned release date

l. How are client suggested enhancements handled

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m. Please indicate whether your firm has ever been sued for issues

pertaining to contract performance, or defaulted or cancelled on an

agreement during the last five years

n. Please indicate whether you have filed for bankruptcy during the last five

years

o. Please list three airport (or similar government) references (for questions

and a potential site visit) that use the proposed software

p. Number of customers who have de-converted from your proposed

system in the last 5 years and why

3. Please include in your answers above a description of the software system and

the approach that your firm will use to successfully implement this project.

Include general information regarding the capabilities of the optional human

resources and fuels inventory management modules in addition to the required

modules. In addition, please outline your firm’s ability and willingness to

respond to service needs relating to this project after it has been implemented and

installed. Include your response time, business hours, and additional services

available but not required in this proposal. You may also include any other

pertinent information that the proposer believes should be considered by the

selection committee.

B. Functional Requirements. The mandatory and optional specification matrix (Exhibit A)

shall be completed and submitted to assist in the proposal evaluation. This exhibit lists

mandatory (M) and optional (O) requirements for the software you are proposing. If an

element is mandatory, it is expected that your software possesses the functionality listed.

If the feature is optional, it is desired and evaluation points will be awarded if your

software has this capability. A response is required for each item listed in the matrix.

Assign one of the following availability codes to each item:

1 = currently a standard feature

2 = Feature planned for next release (due within one year)

3 = Not a feature

4 = Third party software required and included in price

5 = Other (explanation provided)

Brief comments may also be listed in the table. Please elaborate on any items that

differentiate you from other vendors on a separate attachment (reference the item).

C. Technical Environment.

1. Hardware

a. Describe both the suggested and minimum hardware configurations

required to operate the proposed solution including descriptions of the

central processing units, networking hardware, back up devices, and

uninterrupted power supply.

b. Describe the ability of the proposed system to support fail-safe data

storage.

c. Describe the requirements of system cabling for communication to the

server and to the existing network.

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2. Software

a. Describe the operating systems under which the proposed system can

operate.

b. Name and describe the database management program used by the

system.

c. What programming languages were used to develop the system?

d. Describe the file purging or archiving methodology used by the proposed

system.

e. What are the warranty periods provided for the system and application

software necessary to operate the proposed software?

f. Describe the security system used by the proposed system?

3. Implementation (Installation, Conversion, and Training) and Support

a. Describe or attach a typical implementation plan or schedule.

b. Describe the training provided in 3a above including location, number

trained, training outline, and hours of training.

c. Provide a copy of the Operator’s Manual. (May be provided on a flash

drive if desired)

d. Describe the ongoing system support provided by the vendor.

e. Are software upgrades provided as part of the software support contract?

f. After initial implementation, how are customer requests for

enhancements and customizations handled?

g. Describe the recent history of system enhancements.

D. Pricing

The costs for providing a proposal are considered a business expense to be absorbed by

the proposer and should not be included. To be considered during the evaluation of

proposals, firms are required to submit all requested information including pricing detail

by module. The proposer will list all costs for this project in the format shown in Exhibit

B as a not-to-exceed basis for all required system components. The maintenance services

at the level specified in the proposal through year five shall be listed in the appropriate

space shown. These maintenance costs will be considered in the pricing evaluation.

You should also list the hourly fees rate for your technical and support staff in the event

that additional work outside the scope of this RFP is requested.

E. All questions shall be answered in the order in which they appear in the RFP. All

responses shall include a reference to the question to which they apply. All responses

must contain detailed information relative to how the proposal meets the requirements as

described in the preceding sections.

VI. Terms and Conditions

Exhibit C contains a sample contract document to be executed with the successful offeror upon

award of the contract. Federal and/or state law requires many of the clauses contained in the

agreement. The awarded firm may request additional contract clauses to be incorporated into the

contract. If, however, these clauses become a barrier to contract execution and rapid

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implementation of the project, the Authority may proceed to the next highest ranked offeror for

contract consideration. The insurance requirements, as listed, are mandatory.

Information made available to the Provider for use in completion of this project is exclusively for

the use of the Authority. They may not be provided by the Provider to other organizations for

their use. Any information of a confidential nature must remain so. Due to sensitive security

issues, the vendor may be required to sign a non-disclosure agreement prior to release of

information regarding the Authority’s network infrastructure.

In compliance with the State of Indiana public record laws, all proposals will be available for

public inspection after award. Trade secrets and proprietary information submitted by a

consultant in connection with the procurement shall not be subject to public disclosure provided

the offeror invokes the protection of this section upon submission of the proposal. The specific

area or scope of data and materials to be protected must be identified and the reasons for their

protections stated. An all-inclusive statement that the entire proposal is proprietary is

unacceptable. A statement that costs are to be protected is unacceptable and may result in

rejection of your proposal.

An Indiana Legal Employment Declaration (Exhibit D) must also be submitted by the selected

firm.

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Specification Compliance Matrix – Exhibit A

A response is required for each of the following checklist items. Assign one of the following

availability codes to each item: 1 = Currently a Standard Feature; 2 = Feature Planned for Next

Release (due within one Year); 3 = Not a Feature; 4 = Third-Party Software Required and

Included in Price; and 5 = Other (explanation provided). Brief comments may be entered in the

table. Please elaborate on any items that differentiate you from other vendors on a separate

attachment and reference the item.

Functional Requirements

Specification Criteria Mandatory (M) Optional (O)

Response

Notes

Overall

Must allow for multiple users simultaneously M

Create charts and graphs from financial data in the system

M

Comprehensive tracking of transactions for complete audit trail

M

Capable of uploading charts and reports directly to SharePoint

M

Capability to have multiple administrators M

Must provide user defined security and transaction authorization levels including the ability to define record additions, changes, inquiry and deletion

M

Track self-balancing funds M

Must allow inter-fund transactions M

Online inquiry with drill-down functionality M

Capability to save recurring transactions O

Soft close periods to prevent entry errors O

Customizable navigation and workspace options

O

Capability to control data entry to specific periods for security

M

Store unlimited amount of history O

All of the modules and features available are fully integrated with the general ledger

M

General Ledger

Must allow the user complete control over the account structure and terminology

M

Must accommodate the following 12 digit account number structure: AA-BB-CCcc-DDDD

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where AA represents the fund number; BB represents the department number; CC is the cost center; cc is the sub cost center; and DDDD represents the account code

M

Capable of accommodating pre-conversion financial information when a 10 digit account number structure was used: same as above except without the department number

M

Must allow journal entries and automatic functions

M

Allow general journal entry with standing and repetitive journal entry capability

M

Must allow automatic journal entry reversals on user defined date

M

Must maintain safeguards that prevent an unbalanced entry from posting

M

Capability to filter journal entries to view or print only the user’s entries

O

Capability to view account balances and activity on screen without preparing a report

M

Capability to lock a customized report M

Capability to provide total balance for an account code that has multiple cost centers

M

Must support multiple fiscal years with a minimum of 13 accounting periods with the 13th period used for year-end adjusting entries

M

Must allow multiple year history to be maintained on-line

M

Capability to view previously designed reports at different levels, i.e., from the full account number to the account code

O

Capability to generate an activity report of the Encumbrance Journal by itself

M

Must maintain active, inactive and restricted accounts

M

Allow user to conduct searches, post transactions, and generate reports at all levels of the account structure by fiscal year, month, or any user defined date

M

Must allow automatic year-end closing without loss of detail

M

Capability to provide detailed entries on GL reports

M

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General Reports

Must be capable of producing financial reports with comparisons to prior periods, such as prior month, quarter, and prior year-to-date

By Airport Authority wide M

By fund M

By department M

By cost center M

By account code M

Capability to export reports to other applications without any required adjustments in Excel or Adobe

To Excel M

To PDF M

Import records from other applications M

Capable of creating a custom report and saving the template

M

Preconfigured standard reports M

Capable of easily modifying or customizing a standard report and saving the template

M

Drill down capabilities in all financial reports M

Capable of using wild card numbers to prepare general ledger account reports

O

Capable of establishing dashboards to serve as a placement for charts and other business intelligence

M

Capability to preview any report before printing

M

Capability to e-mail any report generated directly from applications

O

Capability to produce GASB 34 compliant statements

O

Capability to control report formatting on financial statements

M

Preview the effects of unposted transactions on financial statements prior to posting

O

Account roll-up for summarization M

Budget Development

Budget Preparation

Capability to build budgets based on historical data

M

Software must allow for budget development by fund, cost center, and by department

M

Must allow budget to be developed by line

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item detail M

Must allow for multiple users simultaneously M

Must allow line items to be added easily during budget preparation

M

Must allow for a budget year to be activated and deactivated

M

Must allow for multiple budgets M

Capability to upload budget directly to SharePoint

M

Spreadsheet functionality in budget tool O

Security

Must allow for a security option that blocks certain portions of the budget from being viewed by everyone

M

Controls to avoid over-budget spending M

Capability to lock or secure adopted budgets M

Encumbrances

Must be capable of tracking encumbrances M

Automatically generate encumbrance entries from purchase order

M

Manual encumbrance entry and liquidation options

M

Options to include encumbrances on budget reports and financial statements

M

Budget Reporting

Year Over Year Comparisons

By Airport Authority wide M

By fund M

By department M

By account code M

By cost center M

By line item O

Must be capable of producing year-to-date budget to actual reports

M

Maintain budget history for a minimum of ten years

M

Must allow for budget amendments and maintain the original budget and the amended budget(s)

Original M

Open purchase orders M

Additional appropriations M

Must allow reports to be printed by individual or department throughout budget development

M

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Capable of drilling down from account number to line item detail

M

Capable of updating reports automatically O

Capability to track and report budget by scenarios

M

View budget impact of a transaction O

Check for available budget inquiry tool M

Calculate budget variances, remaining budget, and revision totals

M

Budget Distribution

Must allow the budget to be distributed monthly based on last year’s actual or budget or a prior year’s actual or budget

M

Must allow budget distribution to be printed M

Fixed Assets

Standard and customizable reports including inventory tracking, asset registers, asset ledgers, depreciation schedules, and disposal registers

M

Capability of processing disposals M

Capable of generating depreciation and deferring posting in the general ledger

M

Capable of generating depreciation monthly M

Capable of generating depreciation by department and by fund

M

Capable of adding asset to fixed asset module when asset is paid for by tenant

M

Capable of generating partial year depreciation

M

Capable of creating multiple asset records at one time

O

Capable of attaching an invoice to an asset record

O

Capable of adding a fixed asset and deferring posting

M

Capable of generating depreciation for all, a selected group, or only one asset

M

Capable of moving an asset from one department to another

M

Capable of modifying a standard fixed asset report

M

Capable of adding an improvement to an existing asset record

M

Capable of including the source (grant, local

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funds, etc.) of funds used for the purchase in the asset record

M

Must allow user to define classes of fixed assets with user defined subcategories

M

Must be capable of integrating with purchasing or accounts payable system (but not required) to create a fixed asset inventory

M

Must allow user to assign fixed assets to funds, departments and/or locations

M

Capability of allowing user to attach digitally generated images of the assets

O

Capability to record non-depreciable and zero book value assets to inventory

M

Accounts Receivable

Unlimited number of customer records and customer history

O

User-defined customer IDs with character or numeric type and field length settings

M

Detailed customer records including contact information, billing terms, default account coding, customer type and class

M

Create custom fields on the customer record, charge codes, invoices, and record detailed notes

M

Capability for customer additions during transaction entry

O

Group customers to apply common charges O

Store standard charge calculations O

Capability to assess finance charges to past due accounts

M

Pre-configured customizable reports, including aging

M

Online inquiry by customer for open balance, payment history, including drill-down functionality

O

Generate customer statements at user-defined intervals

M

Capability of specifying the type of payment made to an account, e.g., cash, check number

O

Capability to manually choose which invoice to apply a payment to

M

Capability for a user to preview an invoice before posting

O

Capability to e-mail invoices and statements to customers

M

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Flexibility to create an aging report for all customers, a select group of customers, or a single customer

M

Customizable invoices and statements O

Capability of adding a comment to an invoice O

Accounts Payable

Unlimited number of vendor records and vendor history

O

Configurable vendor IDs with character or numeric type and field settings

M

Allows for vendor additions during transaction entry

O

Must support 1099 processing and reporting M

Capability to print 1099s and the 1096 O

Capability to print multiple check copies using laser printing

O

MICR Check Printing M

Capability to print credit memos M

Capability to include 1099 classification to vendor information

M

Capability for the description on the PO to automatically carry over onto the invoice stage

O

Capability to attach vendor remittance address to invoices/checks

O

Capable of printing account numbers and cost allocations on the PO

O

Must allow for multiple invoices per check M

Capability to allow for the scanning of invoices so that can be accessed via drill down features

O

Place vendor payments on hold M

Inquiry by vendor for open balance, payment history, including drill-down functionality

O

Automatically relieve outstanding encumbrances during invoice entry

M

Electronic Funds Transfer

Capability to pay vendors via EFT through the accounts payable module

M

Capability to send remittance advice via e-mail within the A/P module

M

Capability to change the remittance address within the A/P module

M

Receipting

Capability to partially receipt for line

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items in an invoice whether in units or dollars

M

Capability to have negative dollars on PO’s receipted automatically to the invoice stage

M

Capability for user to receipt line items through the requisition module rather than the A/P module

O

Receipting capabilities provided M

Option to utilize or not utilize receipting function

O

Receipting capabilities may be programmed to allow for changes to quantities within specified thresholds

O

Ability to incorporate workflow into the receipting process

O

Ability to customize statutorily required certification language into the receipting process

O

E-Requisitions

Administrative Setup

User Access available to the e-requisition module without access to full Accounting Suite

M

Approver rights may be designated in setup, if applicable

O

User rights to view requisitions may be restricted

M

Requisition Approval Workflow

Workgroups may be established with unique approval rules assigned for each workgroup

M

Users can be assigned designated access to established workgroups

M

Users may be assigned to one or multiple workgroups

M

If approval workflow rules are not established by assignment of workgroup, a comparable means must be available to establish control approval routing rules

M

Approval rule workflow routed electronically as designated by rule

M

Automatically differentiate workflow by requisition amount and selected rule

M

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Purchasing Manager able to review before PO is generated.

M

E-mail notifications

Notifications are issued to approvers when requisition approval is required

M

Notification options can be selected by requisitioner at varying stages of requisition approval

O

Requisition Entry

One-Step Process Desired O

Requisition Line Items

Regularly purchased product item information may be pre-populated for expedited entry

M

Unique item entry available for non-regularly purchased items or one-time products

M

Means for entry of lump sum or contract payment items that will allow for partial or installment payments

M

Adequate space available for description or area for additional comment which carries over to PO

M

Entry for quantity, UOM, and price if not pre-populated

M

Four (4) decimal places desired in unit price entry

O

Vendor Entry

User friendly vendor search field M

Easy process for new vendor entry setup

O

Account distribution

Multiple accounts may be added per line item(s)

M

Accounts may be distributed on the basis of the total requisition

O

Drop down for ease of selection/entry

M

Verification of account budget availability with identification when the expenditure is over budget

M

Means to assign project information to a requisition to track costs by project

M

Provide an area to include general comments which will not appear on the purchase order

M

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Provide an area to include general additional comments which will appear on the purchase order

M

General requisition description to display on menu screen

M

Entry area for other relevant delivery criteria information

M

Automatic logout from system after period of inactivity

O

Display for approval rule or individuals including in the approval routing process

M

Ability to attach documents M

Reasonable file size availability for adequate document storage

M

Attach multiple documents M

Various file types able to be attached M

Attached documents viewable from the accounting suite module

O

Requisition Menu Screen

Each user has an intuitive home screen M

Users with approval authority have an area identifying requisitions waiting for approval

M

Area for user to initiate entry of new requisition

M

Requisition status section

Display only authorized requisitions M

Ability to limit viewing to users own requisitions or grant access to all

M

User friendly search option to locate specific requisition

M

Display current requisition status and other key requisition information

M

Ability to change user passwords M

Password modification may be done at the user level

O

Ability to print requisitions O

Requisition Approval Process

Requisition automatically routed to approvers in the approval process based on selected/programmed rule

M

If current approver is requestor, approval at that stage is automatic

O

E-mail notification is sent to approver when they have a requisition waiting for their approval.

M

Approval link provided O

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Approver may approve/reject entire requisition or individual line items

M

For rejected items, means to modify and restart the process without complete re-entry

O

Approver may add comments M

Key criteria may be modified M

Process for handling approvals when approver is out/on vacation, etc.

M

Approvals are noted as part of the permanent record

M

Each approval stage can be validated to include dates

M

When final approval has been given, requisition available in the accounting module for PO generation

M

Ability to enter negative amounts or general discounts applicable to the requisition

M

Accounting Suite-Purchasing Orders (ASPO)

PO Format Setup and Reporting/Inquiry

Flexible PO format. Ability to customize information on purchase order

M

Incorporate logo and other specified wording

M

Account detail can be placed on PO O

Clear and easy way to differentiate between line items

M

Ability to incorporate e-signature M

Wide variety of industry standard purchase order and vendor transaction reports available

M

Ability to query and produce purchasing reports containing custom fields

M

User friendly process and search criteria to locate purchase orders

M

Ability to “drill down” and view relevant information related to the purchase order transaction without transferring to separate module or area.

M

Generating Purchase Orders

Fully approved requisitions display in ASPO for the generation of purchase orders

M

Generation of purchase orders from the requisition stage should be easily accomplished

M

Selection of relevant delivery information

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available at the purchase order stage (i.e. ship to, contact, method, dates)

M

Buyer may review and modify the purchase order when generating the PO

O

Purchase order numbers automatically assigned or manually assigned depending on set-up (with over-ride capability for verbal authorized PO numbers)

M

Posting of purchase order generates encumbrance

M

Status update in the requisition module when the purchase order has been generated

M

E-mail PO to vendors directly from system M

Ability to Print Purchase Orders M

Designated attachments can be sent with the purchase order to the vendor

O

Purchase order may be entered directly into the system via the ASPO

M

Purchase Order Modification

Ability to change purchase orders to reflect adjustments for quantity overages, shipping costs, etc.

M

Ability to enter change orders to include change order deductions.

M

Change Order deductions must carry over correctly to the general ledger.

M

Adjustments can be made to prior year date if necessary to reflect price modifications.

M

Purchase Order Close Out

Purchase Order may be set to automatically close out when the items have been receipted in full if current year

O

Purchase order may be manually closed if order is cancelled or terminated incomplete

M

For prior year encumbrances, a means to separate unused purchase order amount or keep open until the end of the current fiscal period. (i.e. the unused prior year amount should not defer to available current year budget)

M

Project Management

Capability for the user to maintain independent hierarchies to support reporting across funds, cost centers, object code, project or task

M

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Must provide a flexible report writer system so that projects can be tracked accordingly

M

Capability to track and report project costs across budgetary years

M

Other Available Modules

Cash Management

Cash Reconciliation tools and reports M

Reconciliation of multiple accounts at the same time

O

Capability to automatically post reconciliation adjustments to the general ledger

O

Provide on-screen reconciliation summary information

Adjusted bank balance O

Adjusted book balance O

difference O

Number of cleared payments

M

Cleared payments total M

Number of cleared deposits

M

Cleared deposits total M

Security

Menu level security M

Advanced security M

Group and individual user security maintenance

M

Secure reports from changes by other users

M

Limit entry viewing access by individual program, department, general level code

M

System activity audit log M

Data consolidation tools for multiple departmental reporting

M

Capability to easily integrate with other critical applications (import/export tools)

M

Price Matrix Format – Exhibit B

Base System (Non-Optional Software & Services)

Pricing should include all costs related to the software, installation, conversion of existing data, training

and final implementation.

Perpetual Software Licensing (itemize costs to show breakout by user(s) and the various license types.)

Implementation:

Installation, Setup

Conversion

Training

Please indicate the number of training hours included in your proposal

Maintenance/Software Support Fees – Years 1 to 5. It is acceptable to provide Year 1 costs and indicate

the maximum increase percentage for years 2 through 5. It is acceptable to list a maximum increase

percentage for years 2 through 5 of the exact costs are not known at this time. Please indicate who these

maintenance costs will be paid to.

Optional system components

For each of the optional or alternate modules included in your proposal, list the software licensing fees,

installation costs, training costs, and recurring maintenance fees as a result of the purchase of the optional

module. Because the selection of optional items would be considered on an item-by-item basis, these

costs should not be grouped together in one lump sum component.

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Exhibit C

AGREEMENT FOR THE PURCHASE OF AN

ACCOUNTING SOFTWARE SYSTEM AND RELATED SERVICES

AT THE FORT WAYNE INTERNATIONAL AIRPORT

THIS AGREEMENT made by and between the FORT WAYNE-ALLEN COUNTY

AIRPORT AUTHORITY (the "Owner") and _____________________ (the "Contractor");

WHEREAS, the Owner desires to secure the software, and services required for the

project described in Exhibit A, attached hereto and made a part hereof; and,

WHEREAS, the Owner, based on a review of proposals submitted by interested firms,

has selected the Contractor to provide the software and services; and,

WHEREAS, the Contractor desires to provide all the necessary software and services in

connection with the Project,

NOW, THEREFORE, in consideration of the mutual covenants and agreements

contained herein, the Owner and the Contractor agree as follows:

ARTICLE I. PROJECT.

(a) The Owner agrees to employ, and does hereby employ and engage the

Contractor pursuant to the terms and conditions in this Agreement, to provide all necessary software

and perform all necessary professional services for the Owner incident to the Project, the scope of

which work is specifically set out in Exhibit A, which is attached hereto and made a part hereof (the

"Project"). It is understood that all software licensed by the Owner as a part of this project remains

available for perpetual use of the Owner use as licensed and outlined in Exhibit A.

2

ARTICLE II. OWNER'S RESPONSIBILITIES.

The Owner further agrees as follows:

(a) To give the Contractor such information as is pertinent to the Project;

(b) To provide access to the real estate and/or facilities of the Owner as required

by the Contractor , subject to reasonable notice and airport rules and regulations;

(c) To review all estimates, specifications, proposals, and other documents

presented by the Contractor to the Owner, and to timely respond, in writing, to the documentation

submitted for review so as not to delay the work of the Contractor;

(d) Designate, in writing, that person who will act as Owner's representative with

respect to the work to be performed by the Contractor pursuant to this Agreement;

(e) To give prompt, written notice to the Contractor whenever the Owner observes

or otherwise becomes aware of any deviations from the scope of the Project;

(f) To obtain any necessary approvals or consents from those individuals, entities,

authorities, or agencies having jurisdiction over or being necessary for completion of the Project;

PROVIDED, HOWEVER, that the Contractor shall identify and advise the Owner, in writing, as to

those individuals, entities, authorities, and agencies whose approval or consent may be required in

order to complete the Project.

ARTICLE III. CONTRACTOR’S RESPONSIBILITIES.

Pursuant to the scope of work identified in Exhibit A, the Contractor shall:

(a) Prepare such estimates, specifications, proposals, and other documentation as is

necessary to satisfactorily complete the Project;

(b) Attend such meetings with or on behalf of the Owner and other individuals,

3

entities, authorities, or agencies as may be required, for completion of the Project in accordance with

the scope of work outlined in Exhibit A.

(c) Complete all work in a good and workmanlike fashion, in compliance with the

plans and specs approved by the Owner.

(d) Comply with all laws, orders, and regulations of any governmental authority

relating to its work on the Project for the Owner, including, but not limited to, the rules and regulations

adopted by the Owner and all rules and regulations of the Federal Aviation Administration (and

specifically, without limitation, TSA Regulations Parts 1542 and FAA 139). Any violation by the

Contractor, its employees, suppliers, guests, business invitees, or agents of any rule or regulation

which results in the assessment of a fine against the Owner by any authority or agency shall be paid by

the Contractor to the Owner in an amount equal to the penalty assessed;

ARTICLE IV. DEFAULT.

(a) In addition to all remedies available to the Contractor at law or in equity, this

Agreement shall be subject to termination by Contractor upon thirty (30) days’ written notice if Owner

should fail substantially to perform in accordance with its terms through no fault of the Contractor.

(b) In addition to all remedies available to Owner at law or in equity, this Agreement

shall be subject to termination by Owner upon thirty (30) days’ written notice if Contractor should fail

substantially to perform in accordance with its terms through no fault of the Owner.

ARTICLE V. CONTRACTOR 'S COMPENSATION.

(a) The Owner, for and in consideration of the rendering of software and services

on the Project agrees to compensate the Contractor, in accordance with the provisions set out in

Exhibit B, attached hereto and made a part hereof. Pursuant to the provisions of Exhibit B, the

4

Contractor shall submit, no more frequently than monthly, an itemized invoice for software installed,

and services rendered upon such form or forms as shall be required by the Owner. To the extent that

the itemized claim submitted to Owner represents charges incurred by the Contractor from

subcontracting firms, or otherwise, the Contractor shall certify in a manner satisfactory to the Owner

that such claims have been paid by the Contractor in a timely manner.

ARTICLE VI. INSURANCE.

The Contractor shall indemnify and save harmless the Owner, and their officers and employees

from all or suits, actions claims of any character brought because of any injuries or damage received or

sustained by any person, persons or property on account of the operations of the Contractor, its

subcontractors, or materialmen; or on account of or in consequence of any neglect in safeguarding the

Work; or through the use of unacceptable materials of said Contractor, its subcontractors or

materialmen; or because of any claims or amounts recovered from any infringements of patent,

trademark or copyright; or from any claims or amounts arising or recovered from the “Workmen’s

Compensation Act” or any other law, ordinance, order or decree. Contractor shall acquire, and

produce to Owner’s satisfactory evidence that he has acquired, public liability and property damage

insurance, in accordance with the following:

1. Workers’ Compensation Insurance. The Contractor shall file with the Owner, prior to the execution

of the Contract, a certification that he carries Workers' Compensation Insurance which will cover all of

his activities and undertakings under the contract.

2. Bodily Injury and Property Damage. The Contractor, prior to execution of the Contract, shall file

with the Owner, certificates of insurance, satisfactory to the Owner, that confirm Contractor has

protection against all claims for damages to public or private property, and injuries to persons arising

5

out of and during the progress of the Contract, and insurance to protect the Owner of premises on or

near which construction operations are to be performed.

a. Bodily Injury and Property Damage Other than Automobile. Unless otherwise specifically

permitted by provisions in the Contract, the minimum limits of property damage and

bodily injury liability insurance under each Contract covering risks other than those posed

by the ownership, use or operation of automobiles shall be:

Bodily Injury and Property Damage Liability

Each Occurrence Aggregate

$1,000,000 $1,000,000

b. Bodily Injury Liability and Property Damage Liability – Automobiles. Unless

otherwise specifically permitted by provisions in the Contract, the minimum limits of

bodily injury liability and property damage liability arising from the ownership, operation

or use of automobiles by Contractor, its subcontractors or materialmen in connection with

the Contract shall be:

Bodily Injury and Property Damage Liability

Each Occurrence Aggregate

$1,000,000 $1,000,000

c. Designation as Additional Insured. Under each insurance policy required hereunder,

bodily injury and property damage protection shall be expressly extended to the Owner

and its agents and project engineer or consulting firm and each of them shall be named

as an additional insured under each Contractor’s required insurance policies.

6

3. Notice. The Contractor shall not cancel or reduce the coverage of any insurance required by

this section without providing thirty (30) days’ prior written notice to Owner. All such insurance

must include an endorsement whereby the insurer shall agree to notify the Owner immediately of

any proposed or requested cancellation or reduction in coverage by the Contractor. The Contractor

shall cease operations under the Contract on the occurrence of any such cancellation or reduction,

and shall not resume operation until Owner has acknowledged in writing that replacement

insurance acceptable to Owner is in force.

4. Reports. At the request of the Owner or its agent, the Contractor or his insurance carrier shall

report claims received, inspections made and disposition of any claims within the scope of this

section. Owner shall make any claim for damages against Contractor or its insures arising under

this section of the Contract in writing delivered to the Contractor within a reasonable time of the

first observance of such damage, except as expressly stipulated otherwise in case of faulty work or

materials and such claims shall be adjusted under the terms of this Contract.

5. Money due the Contractor under and by virtue of this Contract as may be considered

necessary by the Owner to satisfy Contractor’s obligations hereunder may be retained for the use of

the Owner or, in case no money is due, until the Contractor’s obligations under this section shall

have been settled and suitable evidence to that effect furnished to the Owner.

It is specifically agreed between the parties executing the Contract that it is not intended by

any of the provisions of any part of the Contract to create in the public or any member thereof,

rights or claims as third party beneficiary of the Contract or to authorize anyone not a part to the

Contract to maintain a suit for personal injuries or property damage pursuant to the terms or

provisions of the Contract.

7

ARTICLE VII. EQUAL EMPLOYMENT OPPORTUNITY.

The Contractor shall comply with the provisions of Executive Order No. 11246, entitled "Equal

Employment Opportunity," as supplemented in Department of Labor Regulations (41 CFR, Part 60).

The Contractor shall not discriminate against any employee or applicant for employment, to be

employed in the performance of this Agreement, with respect to his hire, tenure, terms, conditions, or

privileges of employment or any matter directly or indirectly related to employment on the basis of

race, color, religion, creed, national origin, sex, or age. Breach of this covenant may be regarded as a

material breach of the Agreement.

ARTICLE VIII. TITLE VI OF THE CIVIL RIGHTS ASSURANCES.

During the performance of this Agreement, the Contractor, for itself, its assignees, and

successors in interest agrees as follows:

(a) Compliance with Regulations. The Contractor shall comply with the

Regulations relative to nondiscrimination in Federally-assisted programs of the Department of

Transportation (hereinafter "DOT"), Title 49, Code of Federal Regulations, Part 21, as they may be

amended from time to time (hereinafter referred to as the "Regulations"), which are herein

incorporated by reference and made a part of this Agreement.

(b) Nondiscrimination. The Contractor, with regard to the work performed by it

during the Agreement, shall not discriminate on the grounds of race, color, or national origin in

the selection and retention of subcontractors including procurements of materials and leases of

equipment. The Contractor shall not participate, either directly or indirectly, in the discrimination

prohibited by Section 21.5 of the Regulations including employment practices when the Agreement

8

covers a program set forth in Appendix B of the Regulations.

(c) Solicitations for Subcontracts Including Procurements of Materials and

Equipment. In all solicitations either by competitive bidding or negotiation made by the Contractor

for work to be performed under a subcontract including procurements of materials or leases of

equipment, each potential subcontractor or supplier shall be notified by the Contractor of the

Contractor's obligations under this Agreement and the Regulations relative to nondiscrimination on

the grounds of race, color, or national origin.

(d) Information and Reports. The Contractor shall provide all information and

reports required by the Regulations or directives, issues pursuant thereto, and shall permit access to its

books, records, accounts, other sources of information, and its facilities as may be determined by the

Owner or the Federal Aviation Administration to be pertinent to ascertain compliance with such

Regulations, orders, and instructions. Where any information required of the Contractor is in the

exclusive possession of another who fails or refuses to furnish this information, the Contractor shall so

certify to the Owner or the Federal Aviation Administration as appropriate, and shall set forth what

efforts it has made to obtain the information.

(e) Sanctions for Noncompliance. In the event of the Contractor's noncompliance

with the nondiscrimination provisions of this Agreement, the Owner shall impose such contract

sanctions as it or the Federal Aviation Administration may determine to be appropriate including, but

not limited to:

1) Withholding of payments to the Contractor under the Agreement

until the Contractor complies and/or

2) Cancellation, termination, or suspension of the Agreement in

whole or in part.

(f) Incorporation of Provisions. The Contractor shall include the provisions of

9

Paragraphs (a) through (e) in every subcontract, including procurements of materials and leases of

equipment, unless exempt by the Regulations or directives issued pursuant thereto. The Contractor

shall take such action with respect to any subcontract or procurements as the sponsor or the Federal

Aviation Administration may direct as a means of enforcing such provisions including sanctions for

noncompliance; PROVIDED, HOWEVER, that in the event the Contractor becomes involved in, or is

threatened with, litigation with a subcontractor or supplier as a result of such direction, the

Contractor may request the Owner to enter into such litigation to protect the interests of the Owner,

and in addition, the Contractor may request the United States to enter into such litigation to protect the

interests of the United States.

ARTICLE IX. SUCCESSORS AND ASSIGNS.

The Owner and the Contractor each binds himself, his partners, successors, assigns, and

legal representatives to the other party to this Agreement, and to the partners, successors, assigns, and

legal representatives of such other party in respect of all covenants of this Agreement. Neither the

Owner nor the Contractor shall assign, or transfer his interest in this Agreement without the written

consent of the other, which such request shall not be unreasonably withheld or delayed.

Notwithstanding the foregoing, the Contractor shall have complete authority and responsibility for all

subcontractors that the Contractor, in its sole discretion, deems necessary to complete the project

without consent of Owner.

IN WITNESS WHEREOF, the parties hereto have executed this Agreement this

day of ___________, 2015.

FORT WAYNE-ALLEN COUNTY

AIRPORT AUTHORITY

10

By: By:

Scott D. Hinderman, A.A.E.

Its: Its: Executive Director of Airports

INDIANA LEGAL EMPLOYMENT DECLARATION

The State of Indiana has enacted a law (I.C. 22-5-1.7) requiring the Fort Wayne-Allen County Airport Authority to require the following before renewing or entering into contracts for services: This Declaration serves as notice that all Contractors performing services must, as a term of their contract:

1. Enroll in and verify the work eligibility status of newly hired employees of the contractor through the E-Verify programs (but is not required to do this if the E-Verify program no longer exists); and

2. Verify, by signature below, that the Contractor does not knowingly employ unauthorized aliens.

By signing below, this affidavit becomes a part of and is incorporated into any contract for services that your firm currently has with the Fort Wayne-Allen County Airport Authority. I, __________________________, a duly authorized agent of ____________________(name of Company), declare under penalties of perjury that __________________________(name of Company) does not employ unauthorized aliens to the best of its knowledge and belief.

__________________________ (Name of Company) By:________________________ (Authorized Representative of Company)

Subscribed and sworn to before me on this ___________day of ______________, 20___. My Commission Expires: _________________ County of Residence: ___________________ _____________________________________ Notary Public – Signature _____________________________________ Notary Public – Printed Name

PLEASE SEE http://www.uscis.gov/e-verify FOR INSTRUCTIONS AND ELECTRONIC REGISTRATION FOR E-VERIFY.