request for proposal for erp and implementation ...1 request for proposal for erp software and...

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REQUEST FOR PROPOSAL FOR

ERP Software and Implementation Services Financials, Human Resources, Payroll, Community Services, Tax Management

February 14, 2017

Date Due: March 9, 2017 Time Due: 2:00 PM EST

Requested by:

County of Bedford 122 E. Main St., Suite 203

Bedford, VA 24523

SECTION I ‐ GENERAL INFORMATION AND PROJECT BACKGROUND

I‐1. INTRODUCTION The County of Bedford, Virginia (County) is accepting proposals from software firms (Offeror) who provide a fully integrated Enterprise Resource Planning (ERP) system or best‐of‐breed solutions to meet the County’s requirement for Financials, Human Resources and Payroll (HRIS), Community Development and Tax Billing. Offerors who provide best of breed solutions for HRIS, Community Services or Tax Billing are also invited to bid on this RFP. All firms submitting proposals shall abide by all applicable State and Federal laws and be licensed to provide software and services in the Commonwealth of Virginia. The County will not discriminate against any Offeror because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by the laws of the Commonwealth of Virginia relating to discrimination in employment. Further, the County will not discriminate against small and minority businesses or faith‐based organizations.

I‐2. BACKGROUND Bedford County is located in the Piedmont Region of the Commonwealth of Virginia, seated at the foothills of the Blue Ridge Mountains. The County is home to an abundance of natural beauty and historical sites, structures, and scenic tourist attractions, including Virginia's largest lake, Smith Mountain Lake. The County is part of the Lynchburg, Virginia Metropolitan Statistical Area, and is comprised of 780 square miles. As of the 2010 census, Bedford’s population was nearly 70,000. The County Administration building is located in the center of the Town of Bedford, across from the Bedford Courthouse; it is the main hub for many governmental functions, including Economic Development, the Commissioner of Revenue, and the Treasurer. Additional functions within the County include, Judicial Administration, Public Safety, Public Works, Health and Welfare, Recreation/Cultural, Community Development, Nursing Home, Solid Waste, Public Library, and the School System. The Commissioner of Revenue assesses general property taxes and the Treasurer bills taxpayers within its jurisdiction. General property taxes include real estate, personal property, and machinery and tools. The County also serves as a collection center for State Income Tax and Quarterly Income Tax estimated payments. The County relies on various service providers and State agencies to support the calculation of taxable values, such as the Department of Motor Vehicles for registered vehicle owners, the Department of Game and Inland Fisheries for boat registration, and NADA for vehicle valuation. For more information on the tax types being managed by the County, you may visit our web page at: http://www.bedfordcountyva.gov/departments/taxes/treasurer/tax‐rate.

Current Environment The County’s current financial software is Blackbaud Fundware. Fundware was acquired in 1996 and is used by the County and the School System for the following functions:

General Ledger

Fixed Assets

Accounts Payable

Payroll/Personnel (County only; School System uses E‐Finance and TimeClock Plus) Separate systems are utilized for tax billing (EGTS), real estate assessment (Proval), building

permits (Accela Permits Plus), fleet management, work order processing, and law enforcement

records management. The County also utilizes a separate geographic information system, or GIS,

(ESRI) for land management.

The County has multiple departments that are the primary users of the financial solution

including Fiscal Management, the Public Library, and the School System. The Fiscal Management

department prepares budgetary and financial information for all entities across the County, some

of which have sub‐systems for managing revenues and activities, such as Waste Management,

Sheriff’s Office, Social Services, and Fire and Rescue.

Purchasing is decentralized and most departments do not use Purchase Orders. The School

System requires the use of Purchase Orders more frequently.

Payroll is processed by the County using the Fundware solution; Human Resources is mostly

manual or Excel‐based. The School System processes payroll and manages its human resources

activities using Sungard eFinance and TimeClock Plus; payroll expenditures are then uploaded to

Fundware via journal entry. The County does not have unionized employees; however, teachers

are hired on an annual contract basis.

Some departments use their own standalone systems to manage collections and process cash

receipts, which are submitted centrally to the Treasurer’s Office for deposit into the County’s

bank. The County, Library, and Schools each have discrete reporting and budgetary methods, but

utilize the same Chart of Accounts structure with some disparate segments for reporting

purposes.

The County is primarily replacing its current ERP, Community Development and Tax Billing

software due to concerns about the reliable lifecycle of the software and software deficiencies.

Consequently, the current software is either underutilized or fails to provide desired services. It is

the County’s hope that acquisition of a new system would offer opportunities to improve internal

processes, allow for interdepartmental collaboration, maximize software utility, improve

integration between systems, reduce operating costs, and provide online interaction with

citizens.

The following table lists the current software modules considered in scope for this project:

Name Version

Business Function Retain Replace Integrate/

Interface Blackbaud Fundware

Vs. 07.70.0053 County Billing and Finance X

Accela Permits Plus Vs.4.6.34 Planning, Permitting, Inspections

X

EGTS Vs.23.013.04 Tax Revenue

X

Thomas Brothers Public Assistance Check Warrant Register – Social Services

X X

ProVal Vs. 7.11.3.3827 Value of Land and House, Property Cards; from EGTS to ProVal to GIS

X X

Esri Arc Info Vs. 10.3.1 GIS

X X

TimeClock Plus Timekeeping for Schools

X X

Kronos Timekeeping forNursing Home

X X

Official Payments Online payment gateway

X Consider X

Sungard eFinance Payroll and Human Resources for Schools

X X

Additionally, Excel spreadsheets or other sidebar systems are being used to manage information outside the ERP system. The vision of the County is to eliminate or minimize the need for the sidebar systems where feasible and rely on technology to improve efficiencies and lower operating costs. Process improvement is expected to coincide with software implementation activities and the adoption of best practices wherever possible. Current Technology

Platform. The County currently utilizes Microsoft platforms for on‐premises solutions. Database preference is Microsoft SQL Server 2012 or higher; MySQL or Oracle may be considered. The County utilizes VMware vSphere for server virtualization.

Network. Multiple sites are connected using a high speed private cloud. Wi‐Fi connectivity is offered across all sites. Remote VPN is supported through Cisco Anyconnect.

Security. It is expected that the new ERP system will have tight security controls that meet regulatory compliance and audit standards. Security preference is role‐level by group down to the field level for select individuals. Microsoft Active Directory or LDAP is preferred for single sign‐on and global security administration. Two‐factor Authentication would be a nice feature.

Integration. Application integration is minimal or via flat file. The County’s preference is for open or published API’s or Web Services and XBRL. Prior experience with integrations to the County’s existing applications is desired.

Desktops. Desktops use Windows 7 or higher, with upgrades planned to Office 2016 applications and Windows 10. Replacement systems should be compatible with these applications.

Mobile Devices/Other Hardware. Mobile technology is currently used by the Sheriff’s office and within Public Safety vehicles. The County is working on a county‐wide mobile strategy that would extend functionality to more Departments (e.g. Permitting and Building and Schools). There is a preference for store and forward and automatic synchronization when within network range. The County desires 100% web‐based technology with compatible hardware that is device optimized and agnostic.

Cashiering. The County Treasurer uses EGTS Tax Billing solution for on‐premises cashiering functions for Real Estate Tax and Personal Income Tax payments. The Treasurer manages all deposits centrally for all County departments. Cashiering is also performed at the department level (e.g. Waste Management, Nursing Home, Schools, Community Development, etc.). The main focus for this RFP is to replace EGTS and implement a new integrated cashiering system that integrates with the Tax Revenue system. The County is open to exploring enterprise‐level cashiering options offered within an ERP suite. The County currently uses Official Payments as its online payment gateway provider.

GIS. Esri GIS is being used by various Departments. The Assessor’s office feeds updated parcel and landowner information from ProVal and EGTS into Esri. The Building department uses a public viewer and pulls in real estate data from ProVal and EGTS as Accela Permits Plus is not interfaced with the GIS system. A new Building and Permitting solution should provide integration to Esri GIS in real time. A County‐wide solution that provides improved interoperability with GIS that supports continued online GIS look‐ups for Constituents is required.

Portal Strategy. The County would like support for portal technologies from Offerors for online interface with constituents, including taxpayer payment look up, tax payment submittal (PCI Compliant), permit application submittal, and constituent review of GIS data or property records.

Reporting. Reporting from the current systems is facilitated by internal reporting from Fundware, of Cognos Impromptu Report Writer for the School System, and Crystal Reports for the Commissioner of Revenue and Treasurer. The County requires a library of standard reports and user‐friendly ad hoc query and reporting tools that are more intuitive to the user community and provide filterable queries tailored to user preferences. An intuitive data dictionary would be useful to support report and query development. Microsoft SQL Reporting Services support is a preferred reporting tool.

Document Management/Data Storage. Content Management is a future strategy at the County to move towards electronic document management and eliminate paper‐based records where feasible. A solution such as Laserfiche or comparable would be useful to electronically store documents from various departments. The County would be interested in understanding Offeror’s strategy for Document Management. Does the ERP suite include a document management solution

or does the Offeror have business partners that offer best of breed document management solutions?

Key Elements of Replacement Systems. The County will be assessing key elements of a new ERP system in alignment with organizational objectives and will focus on the following:

a. The selected software must be compatible with the County’s Technology strategic plans. b. The selected software should be a commercial off‐the‐shelf (COTS) solution that has been

successfully implemented recently in public agencies of comparable size. c. The selected solution must align with the functional requirements as defined in this RFP. d. The County prefers solutions that require no modification to base code, but are highly

configurable to meet their needs now and into the future. e. The selected software should have an intuitive interface and an easy learning curve to

facilitate rapid adoption and minimize the need for external, on‐going training services. f. The system must be stable, secure and accessible and support business processes, service

delivery, and transparency. g. Offeror must have an ongoing and sustainable product and corporate strategy to avoid

obsolescence. h. The selected software should offer comprehensive standard reports and tools for ad hoc

reporting and queries by end users. i. The selected software should foster collaboration and process efficiencies between

departments.

I‐3. OFFICIAL CONTACT

The method of procurement is competitive negotiation for Software and Implementation Services in accordance with the Virginia Public Procurement Act. All questions shall be emailed. Questions regarding the method of procurement and/or requirements of the firm shall be directed to:

Ms. Ashley Anderson Assistant Director of Fiscal Management 122 E. Main Street, Suite 203 Bedford, Virginia 24523 E‐mail: [email protected]

I‐4. SCHEDULE

The following defines the estimated timeline for the procurement process for replacement software. The County reserves the right to modify the dates as necessary and will notify respondents of these changes.

Milestone Date

RFP Issue Date February 14, 2017

Submit Pre‐Proposal Questions February 22, 2017

Post Answers to Pre‐Proposal Questions February 28, 2017

Proposals Due from Offerors March 9, 2017, 2:00 PM EST

Short List Notification April 17, 2017

Pre‐Demo Meetings April 27, 2017

Software Demos May 9‐11 2017 May 15‐17 2017 June 20‐22 2017

Due Diligence Review June‐July 2017

Contract Review and Negotiations August‐September 2017

Contract Award September 2017

Implementation Kick‐off October 2017

SECTION II ‐ OFFEROR INSTRUCTIONS

II‐1. SUBMISSION OF PROPOSAL

All Proposals shall be in a sealed envelope and clearly marked in the lower left corner: “ERP SOFTWARE AND IMPLEMENTATION SERVICES.” Proposals sent by U.S. Mail or other carrier that requires the use of a proprietary mailing envelope shall be in a sealed envelope INSIDE the proprietary mailing envelope. The return address area of the sealed proposal envelope shall contain the legal company name, name of company contact, complete mailing address, and email address of the Offeror. 1. Offeror’s RFP Response; submit the following:

a. One original and three additional hard copies, double‐sided, and bound and with section separators on 8 ½ x 11 inch paper.

b. Two USB drives each containing the full RFP response plus the Requirements Section 3 in MS Word format.

2. The proposals shall be delivered to the County at the following address:

County of Bedford, Fiscal Management Attn: Ms. Susan Crawford Director of Fiscal Management 122 E. Main Street, Suite 203 Bedford, Virginia 24523

3. Proposals will be accepted until the date and time indicated in Section 1‐4 of this RFP at which

time they will be opened and recorded as received. Any proposal received after this date and time will not be considered. The Offeror has the sole responsibility to have the proposal received by the Bedford County Fiscal Management Department at the above address and by the above stated time and date. The County of Bedford is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private couriers, or the inter‐office mail system. “Proposals with proprietary information must submit (1) additional redacted copy.”

4. The Offeror shall submit a proposal which demonstrates and provides evidence that the Offeror has the capabilities, professional expertise, and experience to perform the services described herein.

5. Offerors are responsible for familiarizing themselves with the conditions and objectives of the proposed scope of services. A pre‐proposal conference will not be held.

6. The selection process will be governed by and completed in accordance with the Virginia Public

Procurement Act competitive negotiation for nonprofessional services.

7. Offerors shall be registered with eVA, the Internet electronic procurement solution, website portal www.eVA.virginia.gov, per General Terms and Conditions Section 5 of this RFP.

8. Late proposals will be kept but not considered for award. Proposals must be sealed and clearly addressed and marked with the RFP number and title. Proposals may be mailed to the County, but must be received by the Fiscal Management Department no later than the above stated date and time.

II‐2. WRITTEN CLARIFICATIONS

The County will accept written questions by the date indicated in the Procurement schedule in Section II.4 of this RFP. Please e‐mail pre‐proposal questions via email to Ashley Anderson: [email protected] . Responses to questions will be available by the date indicated in the schedule in Section I.4.

SECTION III ‐ EVALUATION OF PROPOSALS

EVALUATION OF PROPOSALS

III‐1. The County will establish a Proposal Evaluation and Selection Team whose members must have no conflict of interest with any Offeror. This Team, along with the County consultant, SoftResources, will judge each response based upon their understanding of the responses against mandatory criteria provided within this RFP. The County will conduct a fair, impartial, and comprehensive evaluation of all responses.

The County will consider software Offerors that can provide all modules in scope or financials only as well as best of breed solutions for HRIS, Permitting, and Tax Billing. The County reserves the right to seek written clarifications of each proposal submitted. The County also reserves the right to require other evidence of minimum qualifications, technical, managerial, financial and additional abilities prior to selection.

Evaluation Factors. The Proposal Evaluation and Selection Team will review proposals according to the criteria below.

Item Description Weight

Software Breadth of modules ‐ offers all modules required

Depth of functionality ‐ meets software requirements

30%

Technology Adherence to IT Strategy – platforms, database, accessibility

Integration to other systems – experience and tools offered

Offeror adoption of technology at reasonable pace

20%

Offeror Offeror viability, strength, vision, expertise, knowledge, resources

Experience with other government entities of similar size and complexity

References provided of entities similar in size and complexity

15%

Implementation Services

Defined and proven implementation methodology

Proposed project timeline

Organizational strength ‐ staffing resources and qualifications

Experience with other government entities of similar size and complexity

References similar in size and complexity

20%

Total Cost Total cost of ownership over 10 year time period

Software license, subscription, etc.

Implementation services

Maintenance

15%

Total

100%

The County reserves the right to make a contract award without any further discussion with the Offerors regarding the responses received. Therefore, responses should be submitted initially on the most favorable terms available to the County from a price, contractual terms and conditions, and functional and technical standpoint. However, the County reserves the right to conduct discussions with Offerors who submit proposals that pass the initial screening process of this document or ask for clarification regarding the information submitted. An Offeror must submit written and signed clarifications and such clarifications shall become part of the Offeror's proposal.

Notification of Competitive Range. The County may, at its sole discretion, decide based on the evaluation of the proposals, to establish a Short List of Offerors and invite them to participate in Pre‐Demo Meetings and Software Demos. The County will provide written notice to all Offerors identifying the Offerors Short Listed by e‐mail by the date indicated in Section I‐4.

Pre‐Demo Meetings. Offerors on the Short List will be invited to participate in a Pre‐Demo Meeting with the County’s Project Team. The purpose of this meeting will be to allow the Offeror time to acquire additional information about the scope of the project, and to review any questions about the Demo Script presented to the Offeror.

Scripted Software Demo. The functional and technical product demonstrations (Demo) will be presented to the County by Short Listed Offerors according to a pre‐defined script issued by the County. All Offerors must follow this script during their Demo process. The evaluation criteria for the Demo process will include adherence to the script as well as the ability to successfully demonstrate the County’s functional and technical requirements.

Post‐Demo Technical Evaluation. In addition to scripted functional demonstrations, the County may request a more extensive technical Demo. This Demo will be scheduled on an as‐needed basis for the Short Listed Offerors.

Decision. The County will select the finalist by compiling the proposal and cost evaluation, scripted demonstration results, site visits and references. The top ranked Offeror that the County feels would make the best solution provider will be selected.

Notice of Intent to Award. Upon completion of the evaluation process, the selection committee will advise all Offerors of its selection.

Contract Review and Negotiations. The Contract will define the extent of services, personal services, goods to be rendered, and method and amount of compensation. The County reserves the right to negotiate a final contract that is in the best interest of the County.

Contract terms that may be negotiated consist of the scope of work, including the details of contract performance, timing, assignment of risk in specified areas, the contract price as it is affected by negotiating the statement of work, and other matters that affect cost or quality or are reasonably related to those expressly authorized for negotiation.

At any time during negotiations, the County may terminate discussions or negotiations with the highest‐ranked Offeror, or the Offeror with whom it is currently discussing or negotiating, if the County reasonably believes that:

The Offeror is not discussing or negotiating in good faith; or

Further discussions or negotiations with the Offeror will not result in the parties agreeing to the terms and conditions of a final contract in a timely manner.

If the County terminates discussions or negotiations with an Offeror, the County may then commence negotiations with the next highest scoring Offeror in the competitive range, and continue the process until the County has either determined to award the contract to the Offeror with whom it is currently negotiating or to terminate all discussions.

SECTION IV VENDOR INSTRUCTIONS

IV‐1. RESPONSE REQUIREMENTS

Proposals shall be as simple and economical, providing a straightforward, concise description of the Offeror’s capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness and clarity, rather than volume, of content, as well as adherence to the presentation structure required by this RFP. All proposals and accompanying documentation will become the property of the County and will not be returned. Proposals shall be easily recyclable; plastic and wire bindings are discouraged.

IV‐2. RFP REQUIRED RESPONSE FORMAT

Your RFP response should be according to the format defined in the table below. Your response should include each section in the order presented, separated with tab dividers. Failure to address all items will impact the evaluation and may classify the response as non‐responsive and preclude it from further consideration. Do not provide references to other sections, documents or websites for the information required; it should be specifically included in the RFP response.

Section Title Contents

Section 1 Cover Page Use the Cover Page template provided as Exhibit A of this RFP.

Section 2 Offerors Qualifications and Experience

Provide an overview of the qualifications and experience of your firm including the following: a. Provide an overview description of the Offeror’s qualifications

related to the requirements defined in this RFP. b. Provide the number of years the firm has provided the products and

services outlined in the RFP. c. Provide the name of the Principal or Project Manager who will have

direct and continued responsibility for the project. This person will be the County’s contact on all matters dealing with the project and will handle the day‐to‐day activities through completion.

d. Provide a resume for all staff/employees assigned to the proposed implementation team including a list of the tasks for which they will be responsible.

e. Identify services that will be outsourced to a sub‐contractor. The Offeror will be responsible for verifying the experience and qualifications for any outsourced work to sub‐contractors.

Section 3 Key System Requirements

Complete the Key Functional and Technical Requirements document provided in Exhibit D. Each item should have a ranking and a specific qualitative comment about how the software supports the requirement as defined in the instructions. Offerors should not modify the document format or layout in their response.


Section 4 Pricing Complete the pricing summary form provided as Exhibit B in this RFP. This document should tie to the Total Cost section on page 10. Pricing must be complete and list any available discounts. Pricing information supplied with the response must be valid for at least 150 days. All one‐time and recurring costs must be fully provided. Provide estimates of total hours and hourly rates associated to each line item. Estimates for implementation services should include, but not be limited to, the following: a. Implementation of the software b. System configuration c. Training d. Data conversion e. Interfaces or integration f. Travel g. Post Go‐Live Support

Section 5 Implementation An overview of Offeror’s implementation methodology including, but not limited to, examples of or recommendations for the following: a. MS Project Plan: including phases, tasks and timeline. b. Implement using phases or all modules at one time. c. County Resources: role, responsibilities, average estimated time per

month. d. Offeror Resources: role, responsibilities, average estimated time per

month. e. Process Improvement: approach to process improvement through

implementation. The County’s preference is to modify processes where necessary to leverage best practices offered by the software.

f. Change Management: tools and methodology. g. Data Conversion: tools, methodology, experience with conversions

systems identified in this document. h. Environments available (production, test, training, etc.) i. Testing: configuration, technical, user acceptance, etc. j. Training: approach, resources available, documentation provided. k. Integration: approach, tools, experience. l. Post Go‐Live Implementation Support.

Section 6 Support Overview of the support services offered and recommended for the products proposed in this RFP, including: a. System Administration: performance monitoring, tuning, loading of

patches and version releases. b. Disaster Planning and Recovery: for on‐premises and/or hosted

options proposed. c. User Groups and conferences, community forums, knowledge base,

etc. d. End User Support: number of staff offering user support, hours of

service, average and guaranteed response time, ticketing system used, escalation process, user forums, etc.


e. Software Upgrades: timing, support provided, documentation. f. Documentation: description and examples of user, administrator,

and technical system reference documents and help materials, e.g. procedures, definitions, configuration, API's, etc.

Section 7 Information Technology

Provide the following information regarding the technology of the proposed solution: a. On‐Premises versus SaaS or Hosted options and definition of each. b. Hardware specifications for the proposed solution. c. Mobile hardware and operating system specifications. d. Support for Service‐Oriented Architecture, Specific Web Services

Standards supported (e.g. WSDL, REST, JSON), Server Virtualization, etc.

e. Support for remote access technologies and encryption (VPN, synchronization, etc.).

f. Escrow Agreements, etc. Address how the County’s ERP data would be delivered or provided to the County if the relationship between the County and the Offeror is terminated.

g. Development languages, structures or frameworks used e.g. .NET architecture, SQL, etc.

Section 8 Training ‐ Post Go‐Live

Training resources provided for technical and user training post go‐live; approach to delivery, training materials provided, available online tutorials, etc.

Section 9 References Using the forms provided in Exhibit C, provide five references that are similar in size and project scope to the County. Three references shall be current customers, and two references shall be past customers.

Section 10 Contract Performance

Indicate if Offeror has had a contract terminated for convenience, non‐performance, or any other reason, or has entered into legal action with a customer in the past five years. Describe the situation.

Section 11 RFP Exceptions Indicate exceptions to this RFP from any section. Identify a preferred workaround or alternative to each exception.

Section 12 Offeror Contracts

Provide contract templates including, but not limited to, Software License, SaaS License, 3rd Party Agreements, Maintenance, Services, Service Level Agreements, Remote Access, etc.

Section 13 Proof of Authority

Complete and submit a Proof of Authority form provided as Exhibit E in this RFP.

IV‐3. CONTRACTUAL PHILOSOPHY

Contractual Philosophy. There are inherent risks in assuming responsibility for existing systems, developing new interfaces, and providing enhancements that go along with implementing ERP software. These risks are compounded by today’s rapidly changing and highly competitive environment. Because of the uncertainty of the marketplace, the increasing complexity of the solutions, and the increased investment required to develop, deliver and implement these solutions, the County will expect the Offeror to be the expert in application of their products and services. The County’s intent is to form a long‐term alliance with the selected Offeror(s). This alliance must be mutually beneficial and share the risks the alliance encompasses. Such a relationship shall embrace the following principles:

The alliance will contribute to the County, and both the Offeror and County will mutually benefit.

The risk of implementing and using technology solutions must be shared over the long term of the alliance.

The relationship will promote continuous and measurable improvement in the people, products, and services of both organizations.

The Offeror must share the County’s dedication to delivering quality services both internally, and to its constituents.

Both parties will always strive to eliminate ambiguities and omissions from the spoken and written terms of the relationship by communicating with clarity of purpose and expectations.

The terms of the relationship must recognize the mutual commitment, and provide for meaningful information exchange to allow each party input to the other’s plans.

The terms of the relationship must minimize the likelihood of disputes by having documented standards of performance and quality, clear and specific warranties, and exercisable remedies in the event that one or both parties fail to meet their obligations.

Negotiations Philosophy. Both the Offeror and the County will negotiate in good faith to reach a mutually satisfactory contract with terms and conditions that fairly allocate both total costs of ownership and risk. As a result of the negotiations, the County and the successful Offeror will develop and enter into an agreement to provide the software and services necessary to meet the project goals. The County believes that the agreement should be mutually beneficial whereby both parties receive value. The County has a strong interest in the success of the selected Offeror. It is not in the County’s best interest to have a Offeror suffer financially through its association with the County, nor is it the County’s responsibility to subsidize poor performance or project management. The contractual relationship will be premised on the Offeror as the expert. The County will rely upon the Offeror’s expertise to develop, deliver, implement and maintain solutions that fulfill the defined business requirements. The County expects all Offerors to exercise the highest degree of integrity in all dealings with their Offerors, employees, and the County.

Contract Definition. The contract between the County and the selected Offeror to provide the required software and related services will consist of:

This Request for Proposal and selected Offeror’s response. Offeror’s product demonstration, related handouts and electronic presentation. Contract pricing for software, implementation services and maintenance. A mutually agreed upon Statement of Work that outlines the project scope, project

timeline, project team, assigned responsibilities for both parties, deliverables, milestones, services to be performed by Offeror, etc..

Contract documents; software license or subscription, maintenance and support, and implementation services.

SECTION V ‐ GENERAL TERMS AND CONDITIONS

A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Offerors Manual and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of the Offerors Manual. A copy of the manual is accessible on the Internet at www.dgs.state.va.us/dps under “Manuals.” B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia (exclusive of its conflicts of laws rules) and any litigation with respect thereto shall be brought before a court of competent jurisdiction in the County of Bedford, Virginia. The County and the Offeror are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2‐ 4366). ADR procedures are described in Chapter 9 of the Offerors Manual. The Offeror shall comply with all applicable federal, state and local laws, rules and regulations.

C. ANTI‐DISCRIMINATION: By submitting their proposals, Offerors certify to the County that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2‐4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith‐based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious practice, or on the basis of race, age, color, gender or national origin and shall be subject to the same rules as other organizations that contract with public bodies to account for the use of the funds provided; however, if the faith‐based organization segregates public funds into separate accounts, only the accounts and programs funded with public funds shall be subject to audit by the public body.

In every contract over $10,000 the provisions in 1 and 2 below apply: 1. During the performance of this contract, the Offeror agrees as follows:

a. The Offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the Offeror. The Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

b. The Offeror, in all solicitations or advertisements for employees placed by or on behalf of the Offeror, will state that such Offeror is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or

regulation shall be deemed sufficient for the purpose of meeting these requirements. 2. The Offeror will include the provisions of 1 above in every subcontract or purchase order

over $10,000, so that the provisions will be binding upon each subcontractor or Offeror. D. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, Offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged. E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their proposals, Offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986. F. DEBARMENT STATUS: By submitting their proposals, Offerors certify that they are not currently debarred by the County of Bedford, any agency, locality, or political subdivision of the Commonwealth of Virginia from submitting proposals on contracts for the type of services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred. G. ANTITRUST: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to the County of Bedford all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by the County of Bedford under said contract.

H. MANDATORY USE OF FORMS AND TERMS AND CONDITIONS FOR RFPs: Failure to submit a proposal on the official form provided for that purpose may be a cause for rejection of the proposal. Modification of or additions to the General Terms and Conditions of the solicitation may be cause for rejection of the proposal; however, the County reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a proposal.

I. CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications or other solicitation documents, the prospective Offeror should contact the buyer whose name appears on the face of the solicitation no later than five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.

J. PAYMENT: 1. To Prime Offeror:

a. Invoices for items ordered, delivered and accepted shall be submitted by the Offeror directly to the payment address shown on the purchase order/contract. All invoices shall show social security number (for individual Offerors) or the federal employer identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring

payment 30 days after invoice or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid

for with public funds, shall be billed by the Offeror at the contract price.

d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and

material purchases, final job costs cannot be accurately determined at the time orders are placed. In such cases, Offerors should be put on notice that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges. Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the County shall promptly notify the Offeror, in writing, as to those charges which it considers unreasonable and the basis for the determination. An Offeror may not institute legal action unless a settlement cannot be reached within thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations with respect to those charges which are not in dispute (Code of Virginia, § 2.2‐4363).

2. To Subcontractors:

a. A Offeror awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) within seven (7) days of the Offeror’s receipt of payment from the County for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract; or (2) To notify the County and the subcontractor(s), in writing, of the Offeror’s intention to withhold payment and the reason. (3) The Offeror is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise provided under the terms of the contract) on all amounts owed by the Offeror that remain unpaid seven (7) days following receipt of

payment from the County, except for amounts withheld as stated in (2) above. The date of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each sub‐tier Offeror performing under the primary contract. An Offeror’s obligation to pay an interest charge to a subcontractor may not be construed to be an obligation of the County. (4) Each prime Offeror who wins an award in which provision of a SWAM procurement plan is a condition to the award, shall deliver to the County, on or before request for final payment, evidence and certification of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the SWAM procurement plan. Final payment under the contract in question may be withheld until such certification is delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in lieu of withholding such payment.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS AND COURTS, ANTI‐DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING, IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST, MANDATORY USE OF FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and Conditions shall apply. L. QUALIFICATIONS OF OFFERORS: The County may make such reasonable investigations as deemed proper and necessary to determine the ability of the Offeror to perform the services. The Offeror shall furnish to the County all such information and data for this purpose as may be requested. The County reserves the right to inspect Offeror’s physical facilities prior to award to satisfy questions regarding the Offeror’s capabilities. The County further reserves the right to reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy the County that such Offeror is properly qualified to carry out the obligations of the contract and to provide the services and/or furnish the goods contemplated therein. M. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Offeror in whole or in part without the written consent of the County.

N. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following

ways: 1. The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract. 2. The County may order changes within the general scope of the contract at any time by written notice to the Offeror. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The Offeror shall comply with the notice upon receipt. The Offeror shall be compensated for any additional costs incurred as the result of such order and

shall give the County a credit for any savings. Said compensation shall be determined by one of the following methods:

a. By mutual agreement between the parties in writing; or

b. by agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in units, and the Offeror accounts for the number of units of work performed, subject to the County’s right to audit the Offeror’s records and/or to determine the correct number of units independently; or

c. By ordering the Offeror to proceed with the work and keep a record of all costs incurred and savings realized. A markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for determining a decrease in price as the result of savings realized. The Offeror shall present the County with all vouchers and records of expenses incurred and savings realized. The County shall have the right to audit the records of the Offeror as it deems necessary to determine costs or savings. Any claim for an adjustment in price under this provision must be asserted by written notice to the County within thirty (30) days from the date of receipt of the written order from the County. If the parties fail to agree on an amount of adjustment, the question of an increase or decrease in the contract price or time for performance shall be resolved in accordance with the procedures for resolving disputes provided by the Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of the Commonwealth of Virginia Offerors Manual. Neither the existence of a claim nor a dispute resolution process, litigation or any other provision of this contract shall excuse the Offeror from promptly complying with the changes ordered by the County or with the performance of the contract generally. O. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms and conditions, the County, after due oral or written notice, may procure them from other sources and hold the Offeror responsible for any resulting additional purchasing and administrative costs. This remedy shall be in addition to any other remedies which the County may have.

P. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or Offeror certifies that if awarded the contract, it will have the following insurance coverage at the time the contract is awarded. For construction contracts, if any subcontractors are involved, the subcontractor will have workers’ compensation insurance in accordance with §§ 2.2‐4332 and 65.2‐800 et seq. of the Code of Virginia. The bidder or Offeror further certifies that the Offeror and any subcontractors will maintain this insurance coverage during the entire term of the contract and that all insurance coverage will be provided by insurance companies authorized to sell insurance in Virginia by the Virginia State Corporation Commission.

MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST CONTRACTS:

1. Workers’ Compensation ‐ Statutory requirements and benefits. Coverage is compulsory for employers of three or more employees, to include the employer. Offerors who fail to notify the County of increases in the number of employees that change their workers’ compensation requirements under the Code of Virginia during the course of the contract shall be in noncompliance with the contract. 2. Employer’s Liability ‐ $100,000. 3. Commercial General Liability ‐ $1,000,000 per occurrence. Commercial General Liability is to include bodily injury and property damage, personal injury and advertising injury, products and completed operations coverage. The County of Bedford must be named as an additional insured and so endorsed on the policy. 4. Automobile Liability ‐ $1,000,000 per occurrence.

Q. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to award a contract as a result of this solicitation, the County will publicly post such notice on the DGS/DPS eVA web site www.eva.virginia.gov for a minimum of 10 days. R. DRUG‐FREE WORKPLACE: During the performance of this contract, the Offeror agrees to (i) provide a drug‐free workplace for the Offeror's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Offeror's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the Offeror that the Offeror maintains a drug‐free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or Offeror. S. NONDISCRIMINATION OF OFFERORS: A Offeror shall not be discriminated against in the solicitation or award of this contract because of race, religion, color, sex, national origin, age, disability, faith‐based organizational status, any other basis prohibited by state law relating to discrimination in employment or because the Offeror employs ex‐offenders unless the state agency, department or institution has made a written determination that employing ex‐offenders on the specific contract is not in its best interest. If the award of this contract is made to a faith‐based organization and an individual, who applies for or receives goods, services, or disbursements provided pursuant to this contract objects to the religious character of the faith‐based organization from which the individual receives or would receive the goods, services, or disbursements, the public body shall offer the individual, within a reasonable period of time after the date of his objection, access to equivalent goods, services, or disbursements from an alternative provider.

T. eVA BUSINESS‐TO‐GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The eVA Internet electronic procurement solution, website portal www.eVA.virginia.gov, streamlines and automates government purchasing activities in the Commonwealth. The eVA portal is the gateway for Offerors to conduct business with state agencies and public bodies. All Offerors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet eprocurement solution by completing the free eVA Offeror Registration. All Offerors must register in eVA and pay the Offeror Transaction Fees specified below; failure to register will result in the bid/proposal being rejected.

For orders issued January 1, 2014 and after, the Offeror Transaction Fee is: (i) DMBE‐certified Small Businesses: 1%, capped at $500 per order. (ii) Businesses that are not DMBE‐certified Small Businesses: 1%, capped at $1,500 per

order.

The specified Offeror transaction fee will be invoiced, by the Commonwealth of Virginia Department of General Services, approximately 30 days after the corresponding purchase order is issued and payable 30 days after the invoice date. Any adjustments (increases/decreases) will be handled through purchase order changes.

U. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the County shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement. Offeror acknowledges that the County of Bedford is a governmental entity, and that contract validity is based upon the availability of public funding under the authority of the County’s Board of Supervisors. In the event that public funds are unavailable and/or not appropriated for the performance of the County’s obligations under any contract, then the contract shall automatically expire without penalty to the County upon receipt of written 30‐day notice by the County to the Offeror of the unavailability and/or non‐appropriation of public funds.

V. BID PRICE CURRENCY: Unless stated otherwise in the solicitation, Offerors shall state prices

in US dollars.

SPECIAL TERMS AND CONDITIONS

1. AWARD‐COMPETITIVE NEGOTIATION FOR NONPROFESSIONAL SERVICES: Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in the Request for Proposals, including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the Offerors so selected. Price shall be considered, but need not be the sole determining factor. After negotiations have been conducted with each Offeror so selected, the agency shall select the Offeror which, in its sole opinion, has made the best proposal, and shall award the contract to that Offeror. The County may cancel this Request for Proposals or reject proposals at any time prior to an award, and is not required to furnish a statement of the reasons why a particular proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2‐4359D). Should

the County determine in writing and in its sole discretion that only one Offeror is fully qualified, or that one Offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that Offeror. An award document will be a contract incorporating by reference all the requirements, terms and conditions of the solicitation and the Offeror’s proposal as negotiated.

2. PRE‐PROPOSAL CONFERENCE: The County will not hold a pre‐proposal conference for this solicitation. However, by virtue of response to this solicitation, Offerors have satisfied themselves that they have a clear understanding of the specifications/scope of work and requirements of this solicitation. Offerors are encouraged to present any questions they may have concerning the solicitation by the date indicated in this RFP. Any clarifications deemed by the County to have a material impact on the specifications/scope of work and requirements of this solicitation will be communicated to all potential Offerors in the form of a written addendum submitted through eVA.

3. PROPOSAL ACCEPTANCE PERIOD: Any proposal in response to this solicitation shall be valid

for Ninety (90) days. At the end of the 90 days the proposal may be withdrawn at the written

request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an

award is made or the solicitation is canceled.

4. CONTRACT: The County expects to award a Software License, Maintenance and Implementation Services Contract(s) from this solicitation. The County reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days written notice to the firm. 5. ADDITIONAL SERVICES: In the event that the County requires additional services of a similar nature as those included in the scope of services in this solicitation, the Firm shall provide the County with a written estimate of the total costs to complete the work required. If the County determines that the estimated price is not fair and reasonable, it has the right to ask the Firm to reevaluate the estimate. If the revised estimate is determined to be not fair and reasonable, the County reserves the right to obtain additional quotes from other Firms. 6. AVAILABILITY OF FUNDS: It is understood and agreed by the Offeror that any resultant contract or extension of the contract period shall be governed by the availability and appropriation of funds.

7. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia, §2.2‐4311.2 subsection B, a Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the Offeror is not required to be so authorized. Indicate the above information on the SCC Form provided. Offeror agrees that the process by which compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without

limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use and acceptance of such form, or its acceptance of Offeror’s statement describing why the Offeror was not legally required to be authorized to transact business in the Commonwealth, shall not be conclusive of the issue and shall not be relied upon by the Offeror as demonstrating compliance. 8. PROPOSAL WITHDRAWAL: Any proposal may be withdrawn at any time before the proposal due date and time, by providing a written request for the withdrawal of the proposal to the issuing office. A duly authorized representative of the firm shall execute the request. Withdrawal of a proposal will not prejudice the right of the Offeror to file a new proposal.

9. ADDENDA: The County may modify the RFP at any time at least five (5) days prior to the RFP due date, by issuance of a written addendum to all Offerors who are participating in the process at the time the addendum is issued. Addenda will be numbered consecutively. Verbal modifications to the RFP specifications shall not be binding upon the County.

10. CANCELLATION, DELAY OR SUSPENSION OF SOLICITATION; REJECTION OF PROPOSALS: The County may cancel, delay, or suspend this solicitation if in the best interest of the County as determined by the County. The County may reject any or all proposals, in whole or in part, if in the best interest of the County as determined by the County.

11. IRREGULARITIES: The County reserves the right to waive any non‐material irregularities or information in the RFP or in any proposal.

12. INCURRED COSTS: The County is not liable for any costs incurred by an Offeror in the preparation and/or presentation of a proposal.

13. OWNERSHIP OF DOCUMENTS: Any material submitted by an Offeror shall become the property of the County. Materials submitted after a contract is signed will be subject to the ownership provision of the executed contract.

14. CONFIDENTIALITY OF INFORMATION: All information and data furnished to the Offeror by the County and all other documents to which the Offeror’s employees have access during the preparation and submittal of the proposal shall be treated as confidential. Any oral or written disclosure to unauthorized individuals is prohibited.

15. PUBLIC RECORD: All proposals and information submitted by Offerors shall be public records and subject to disclosure, except such portions of the proposals for which Offeror requests exception from disclosure consistent with Virginia Law. Proposals must clearly identify such material, keep it separate, and provide separate notice in writing of the status of this material to the official contact.

All proposals and information submitted by Offerors are not open for public inspection until after the notice of intent to award a contract is issued. Except for exempt materials, all proposals and information submitted by Offerors will be available for viewing after the evaluation process is complete and the notice of intent to award is sent to all participating parties.

Clearly marked sample work or documents illustrating previous work experience will be returned to Offerors after the evaluation and award process upon request.

16. AWARD:

a. The County reserves the right to reject any and all proposals, to waive any informality or irregularities in the proposals, and to accept the proposal that appears to be in the best interest of the County.

b. The County reserves the right to negotiate modified proposals in the event the top‐ranked proposal exceeds budget.

c. The County reserves the right to conduct a Best and Final Offer with one or more of the top‐ranked Offerors.

d. The final contract will include a copy of the Offeror’s proposal, including responses to the requirements matrices, and require that the successful Offeror’s products (software, hardware and services) are compliant with those responses. Proposal should include a statement indicating the Offeror’s willingness/ability to accept this contractual requirement. If Offeror is not willing to do so, proposal should explain why Offeror takes exception. This shall be included in the proposal as described in Section IV of this RFP.

17. SOLICITATION PROTEST: A person may protest or request a change of a solicitation provision, evaluation criteria, scope of work, or specification no later than seven (7) calendar days prior to the proposal due date. No protest of the selection of a consultant or award of a contract because of a solicitation provision, evaluation criteria, scope of work or specification will be considered after such time. The protest or request for change shall include the reason for the protest or change, any proposed language, and why the proposed language would benefit the County. The County shall consider the protest or request for change and may reject the protest or request for change, issue an addendum or cancel the RFP. The protest must be submitted to the County to:

Ms. Ashley Anderson Assistant Director of Fiscal Management 122 E. Main Street, Suite 203 Bedford, Virginia 24523 E‐mail: [email protected]

EXHIBITS

Exhibit A – Proposal Cover Page Exhibit B – Pricing Proposal Exhibit C – References Exhibit D – Key Functional and Technical Requirements Exhibit E – Proof of Authority

EXHIBIT A – PROPOSAL COVER PAGE

PROPOSAL COVER PAGE

NAME OF FIRM

NAME OF AUTHORIZED FIRM REP

CONTACT INFORMATION: (Including mailing address, e-mail address, voice phone number, fax number, and any other appropriate contact information)

I hereby certify that I am a representative of the above named company, duly authorized to sign and commit said company to this RFP. I further certify that this proposal is made without collusion or fraud and that this company has not offered or received any kickbacks or inducements from any other contractor, supplier, manufacturer or subcontractor in connection with this proposal, and further, that this company has not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged.

Signature of Firm Representative

Printed Name & Title of Firm Representative

Virginia SCC Identification Number

Date

Receipt of (fill in quantity in box) written addendums of the solicitation is hereby acknowledged.

EXHIBIT B – PRICING PROPOSAL

Use this form for Section 4 of your RFP response to provide summary pricing information for the proposed solution. Offerors providing Best of Breed software should complete the pricing applicable for their solutions. Supporting pricing documentation may also be provided.

County of Bedford ‐ Pricing Software ‐ Required Modules $ Comments Core Financials:

County = 40 named users Schools = 5 named users

General Ledger Purchase Order Accounts Payable Project and Grant Accounting Fixed Assets Budgeting Human Resources:

County = 521 FT, 201 PT, 776 W2s Library = 18 FT, 52 PT, 64 W2s

Payroll: County & Library= 521 FT, 201 PT, 776 W2s Library = 18 FT, 52 PT, 64 W2s Schools = 1,500 Contracted Employees,

300 PT, 2,400 W2s Timekeeping – 2,625 named users:

County = 825 named users Schools = 1,800 named users

Permitting: 26 named users, 11 mobile users

Tax Management: County = 20 named users

Cashiering – Tax Collection: County = 6 stations, 9 named users

Sub‐Total – Required Software Software – Optional Modules: Comments Human Resources:

Schools = 1,500 Contracted Employees, 300 PT, 2,400 W‐2’s

Sub‐Total ‐ Optional Software Implementation ‐ Required Modules Comments Implementation Data Conversion Training Report Development Integration Travel Other

Sub‐Total Implementation Maintenance Comments Year 1 Years 2 ‐ 10

Sub‐Total Maintenance

Total

EXHIBIT C – CUSTOMER REFERENCES

Using the template below provide references for each software solution proposed. Include 3 current customers and 2 prior customers.

CUSTOMER REFERENCES ‐ EXISTING CUSTOMERS

Item Offeror Response

Client Reference No. 1 ‐ Existing

Name

Number of Employees

Population

Contact Name

Contact Title

Contact Telephone Number

Contact E‐mail Address

Products, Modules, Services Provided by Offeror

First Date of Business Relationship with Offeror

Go Live Date

Rationale for including the specific reference


Name

Number of Employees

Population

Contact Name

Contact Title





Go Live Date



Name

Number of Employees

Population

Contact Name

Contact Title





Go Live Date


CUSTOMER REFERENCES – PRIOR CUSTOMERS

Item Offeror Response

Client Reference No. 1 ‐ Prior

Name

Number of Employees

Population

Contact Name

Contact Title





Go Live Date

Reason Why No Longer Using Software

Client Reference No. 2 ‐ Prior

Name

Number of Employees

Population

Contact Name

Contact Title



Products / Services Provided by Offeror


Go Live Date

Reason Why No Longer Using Software

USE ELECTRONIC TEMPLATE PROVIDED WITH RFP PACKAGE

EXHIBIT D – KEY SYSTEM REQUIREMENTS

This section includes the Requirements to be evaluated in this RFP. This document will become Section 3 of your RFP response. Use the electronic format provided in this RFP package. Each item has been provided a ranking of R, I, N or E. A ranking of “R” indicates a feature is preferably Required, “I” indicates the feature is Important to the final decision, a ranking of “N” indicates the feature would be Nice to Have in a solution, and a ranking of “E” represents areas to Explore in the overall solution. Software applications that are missing a significant number of required features and technology preferences may be eliminated from consideration. Offerors must provide a rating for every item for Core Modules. If the requirement does not pertain to the proposal being submitted, enter “N/A”. In addition, each line item should include a brief explanation of how the required item is supported. Do not add sections or headers or modify the format, font, numbering, etc. of this document. If a submitted RFP includes blank responses the document may be considered in violation and rejected. Use the following rating system to evaluate each requirement:

Rating Definition

3 Standard and available in the current release. Software supports this requirement and can be implemented with minimal configuration at no additional cost. No source code modification is required.

2 Meet requirement with minor modification. Modification maintains application on upgrade path. Testing and production of modifications will be completed by implementation date. Include an estimate for the cost of the modification.

1 Available with 3rd party software application. Indicate name of the application recommended and number of installs jointly completed.

0 Not available. Software will not meet requirement.

F Future Release. Requirement will be available in future release. Indicate anticipated release date: month and year.

Sample Response Format: Please use the format below when completing your response. The rating should be on one line and the comment should follow on the second line. Comments such as “Standard Functionality” or “In the ERP system” are not acceptable comments.

General Rating and Comment

R 1. Audit Trail with user, date, time stamp throughout all modules. Before/after values is Important.

3 System logs all transactions and stamps them with user, date, time and before/after values. A report can be generated to review audit history.

Bedford County ERP Software Requirements

R = RequiredI = Important N = Nice to have E = Explore

Vendor Background Comments

1. Company

Company Name

Contact Person Name and Title

Contact Address, Phone, Email

2. Company Information

Public vs. Private

Year Founded

Revenue and Income: Current and Prior Year

Office Locations: Headquarters, Implementation, Support, Development

Nearest Regional Office to Bedford, VA

Website

Employee Count

3. Number of Customers

Total Customers

Total Customers on Proposed Application

Total Counties

Total Virginia Counties

Total Customers Similar Size

4. Target Customer Profile

Target Industries

Sizing ‐ Users and Population

5. Version Schedule

Current Version and Release Date

Proposed Version and Release Date

On Premises Release Date

Software as a Service (SaaS) Release Date

What Modules Have Not Been Released; Indicate Proposed Release Date



Pricing Summary ‐ Details in RFP Pricing Section 4 Comments

All Costs – Required Modules

6. Software License – Required Modules:

R Core Financials – Total xx Named Users o County: 40 named users o Schools: 5 named users

R Human Resources o County: 521 full‐time, 201 part‐time, 776

W2s o Library: 18 full‐time, 52 part‐time, 64 W2s

R Payroll o County: 521 full‐time, 201 part‐time, 776

W2s o Library: 18 full‐time, 52 part‐time, 64 W2s o Schools: 1,500 contracted employees, 300

part‐time, 2,400 W2s

R Timekeeping – Total 2,625 named users o County: 825 named users o Schools: 1,800 named users

R Permitting o County: 26 named, 11 mobile users

R Tax Management – Treasury and Assessor o County: 20 named users

R Cashiering – Tax Collection o County: 6 stations, 9 named users

R 7. Implementation: Total cost for implementation, data conversion, training, report development, integration, travel, etc. for Required modules.

R 8. Maintenance: Total cost years 1‐10

R 9. Other Costs

R 10. Total First Year Cost – Required Modules

R 11. Total Ten Year Cost – Required Modules

E 12. Optional: Human Resources for Schools o 1,500 contracted employees, 300 part‐time, 2,400 W2s Software license, maintenance, implementation

Rating Modules Rating/Comments

R 13. General Ledger

I 14. Purchase Order

R 15. Accounts Payable



R 16. Project and Grant Accounting

R 17. Fixed Assets

R 18. Budgeting

R 19. Human Resources

R 20. Timekeeping and Payroll

R 21. Tax Billing – Personal, Real Property and Business

R 22. Permitting and Land Management

R 23. Reporting

Rating Technology Rating/Comments

R 24. Integration across all modules, e.g. core Financials, Human Resources, Payroll, Permitting, Tax Management (Important).

R 25. Database: MS SQL Server 2012 R2 or higher preferred; will consider Oracle.

R 26. Compatible with Windows 7 or higher desktop client. Currently Windows 10.

R 27. Web‐enabled or Web‐based architecture with published open API’s. List browsers supported.

I 28. Option that allows for multiple environments, e.g. production, test, training, development, etc.

R 29. Role‐level security by group or individual to menu and screen level with ability to mask sensitive data fields.

N 30. Online configurable role‐level training programs by module. Describe training configuration and options available.

I 31. Online user knowledge base. Describe available options.

I 32. Single sign‐on: MS Active Directory; LDAP compatible.

N 33. Support two‐factor authentication for on premise and/or hosted systems.

R 34. Server virtualization on Microsoft VMWare V‐Sphere and Hyper‐V.

R 35. Microsoft Outlook and Exchange Server integration for Email and workflow approval.

R 36. Office 2016/Office 365 compatible.

R 37. Import/Export to Microsoft Word, Access and



Excel; ability to filter data for export.

R 38. List integration technologies, e.g. Web Services, SOA, XML, XBRL, open API’s, etc. Flat file method not preferred.

I 39. Indicate experience integrating and proposed method to other County applications and services (Web Service, etc.).

a. Kronos – Time data for payroll (nursing home).

b. AESOP – Absence management/substitute teacher scheduling; import hours to timekeeping for payroll.

c. TimeClock Plus – Schools’ electronic time clock system.

d. ProVal – Real estate property valuation; pull in values for property tax assessment to tax management module. .

e.Official Payments – Online payment gateway.

f. Thomas Brothers – Public assistance check warrant register.

g. Esri Arc Info 10.3.1 GIS – Community Development

R 40. Scan and attach documents, scanned images and MS Office files to records throughout all modules.

I 41. Describe functions supported by mobile technology, e.g. workflow approvals, data look‐up’s, inspections, etc.

I 42. List supported mobile devices and operating systems, e.g. iPads, Surfaces, iOS, Android, Windows, etc.

I 43. Describe Web/Portal functionality for external user access to tax information, property information, pay online, etc.

N 44. Describe support for Microsoft SharePoint Enterprise Portal.

Rating General Requirements Rating/Comments

I 45. Configurable role‐based dashboards to present reports, tasks, notifications, approvals, etc. with drill down to source transactions.

R 46. Audit Trail with user, date and time stamp throughout all modules. Before/after history is Important.



I 47. User configurable menus, screens, and fields, e.g. hide unused fields, set tab order, define mandatory fields, etc.

I 48. Flexible description field widths throughout the system. Describe where supported.

R 49. User‐defined fields that can be used in queries and reports; indicate where available and limitations.

I 50. Configurable electronic forms that can be filled in, routed online for approval and update the database, e.g. Personnel Action Form, Permit Application, etc.

I 51. Configurable online user help. Context sensitive is Nice to Have.

R 52. Rules‐based workflow routing that can be concurrent or consecutive with electronic signatures.

R 53. Visibility to workflow status and approval queue.

I 54. Activity or date triggered alerts, flags, and messages.

R 55. Effective dating of transactions throughout all modules.

I 56. Describe enterprise Content Management and Document Management capabilities and 3rd Party partnerships, e.g. Laserfiche.

R 57. Describe data archiving and purge capabilities. Meet variable record retention rules e.g. HR records kept indefinitely, Accounts Payable purge every 3 years, etc.

Rating General Ledger Rating/Comments

R 58. Multi‐divisional accounting (e.g. County, Schools, Library) with same account code structure, but different data elements and reporting needs.

R 59. Flexible Chart of Account format. a. The current Chart of Account format is: Fund

(2), Department/Division (4), Asset/liability (1), Object (4), Sub‐Object (3).

R 60. Support a minimum of 14 accounting periods or alternate process to differentiate closing or audit adjustments.

R 61. Multiple fiscal years or periods open at one time with role‐based posting permissions.



R 62. Books maintained in Cash basis of accounting. Year‐end adjusting entries to modified accrual and accrual basis for reporting purposes.

I 63. Validate account and segment combinations at data entry.

R 64. Generate error message if Funds are out of balance at creation of General Ledger entry; automatic inter‐fund balancing entries Nice to Have.

R 65. Multiple Journal Entry types including: a. Regular b. Reversing c. Recurring d. Allocating e. Budget adjustments f. System import or Excel upload

R 66. Journal Entry with short and long descriptions (256 characters) and attachments.

R 67. Workflow routing of Journal Entries for approval.

N 68. System generated alerts when nearing Budget tolerances, e.g. 10% remaining.

R 69. Budget vs. Actual queries or reports with drill down to source data.

R 70. Export query or report to Excel; save and refresh data is Nice to Have.

E 71. CAFR reporting tool with ability to produce separate CAFR’s by Department (County, Schools, etc.).

Rating Purchase Order Rating/Comments

R 72. Single vendor master for all integrated modules.

I 73. Decentralized vendor master file maintenance with review and approval step before posting.

N 74. Online vendor registration portal with review and approval before posting to vendor master file.

R 75. Vendor master file data: a. Vendor number b. Legal name, doing business as name c. Business category d. Parent/child e. Tax ID, EIN, SSN f. Addresses ‐ Physical, Remit To, Ship To, Mail,

etc.



g. Status ‐ Active, Inactive, On Hold, etc. h. Payment and discount terms i. 1099 Status j. Insurance and bond data k. Business or Contractor License Number l. W 9 status m. ACH information for vendor payments

(secured) n. User‐defined fields

N 76. Link to State of Virginia Licensing Board to verify certified vendors and licensed contractors.

R 77. Prevent or correct duplicate vendor records.

R 78. Deactivate and archive vendor; retain history.

I 79. Support pre‐encumbrance and encumbrance accounting.

I 80. Capture multiple addresses on Requisition or Purchase Order; general, email, order, ship to, etc.

R 81. Multiple Purchase Order types; Standard, Blanket, etc.

R 82. Create a Purchase Order without a Requisition.

R 83. Budget verification at creation of Requisition and Purchase Order; option to warn or block if over Budget.

R 84. Contract Purchase Order with ability to attach documents, track start and end dates, manage Change Orders, etc. Automated alert when nearing expiration is Nice to Have.

R 85. Allow multiple General Ledger account distributions per line item on Requisition or Purchase Orders.

I 86. Reference Project, Grant or Contract number on a Requisition and Purchase Order.

N 87. Punch out to vendor catalog; import items from shopping cart to generate Purchase Order.

N 88. Import items from Virginia State purchasing contracts by vendor; items and pricing. No Inventory module is used.

R 89. Rules‐based workflow routing for approval of Requisitions and Purchase Orders based on dollar amount, General Ledger account, Department, Object Code, etc.



I 90. Flag Purchase Order or line item as a Fixed Asset with electronic method to set up a Fixed Asset record.

I 91. Email Purchase Order to vendors directly from the system.

N 92. Describe functionality to support Bid and Quote management.

Rating Accounts Payable Rating/Comments

R 93. Decentralized invoice scanning and processing, route for review, approval and account coding with submittal to Accounts Payable for check generation and distribution.

R 94. Decentralized check generation, e.g. Social Services, Library, and Fiscal Management with unique check numbering sequence and positive pay file for each.

R 95. Import warrant register file from Thomas Brothers to upload expenditures to the general ledger.

R 96. Import and process P‐Card transactions; post transactions to payee vendor. Transactions are downloaded from SunTrust into an Excel file; ability to import from Excel.

R 97. Process multiple invoices to a Purchase Order.

R 98. Duplicate invoice management.

N 99. Auto assign vendor invoice number based on user defined rules. For example, the first 4 letters of the vendor name and the invoice date (ABCD‐01012017).

R 100. Generate recurring payables templates with ability to modify amount.

R 101. Distribute invoice to multiple General Ledger accounts by percentage, etc.

I 102. Two or three way matching; Purchase Order to Invoice or Purchase Order to Receiving to Invoice.

R 103. Flag invoice for separate check.

I 104. Flag invoice or invoice line item as a Fixed Asset with a means to set up electronic Fixed Asset record.

R 105. Multiple forms of payment; check, ACH, EFT, etc.

R 106. Define check sort and print order to user preferences.



R 107. Positive Pay management.

I 108. Split a single vendor invoice into multiple checks/payees based on Department (share same vendor account number).

R 109. Import account credits from Tax Billing system to generate refund checks for overpayments.

R 110. Issue single refund check to mortgage companies with list of Taxpayers/RPC’s for refund processing.

N 111. Import electronic bank files and perform electronic bank reconciliation, including checks, deposits, wires, etc. Generate resulting Journal Entries.

R 112. 1099 tracking to Vendor, and Invoice, and line‐item level.

R 113. Produce 1099 forms and print directly from software.

R 114. Electronic reporting of 1099s to IRS and State.

N 115. Employee expense management tools.

Rating Project and Grant Accounting Rating/Comments

I 116. Indicate if Project and Grant Accounting is managed in the General Ledger or in a separate ledger.

R 117. Project Master File Data to include: a. Number, Name, Description b. Type c. Funding Sources; one or multiple d. Project Budget e. Grant Number f. Related Contract Number g. Location h. Sub–Project, Phases, Tasks i. Start and End Dates j. Status; Active, Inactive, etc. k. Project Manager l. User Defined Fields

R 118. Track expenditures against a Project or Grant; Purchase Order, Invoice, Journal Entry, wages, etc.

R 119. Online query to display current status of a Grant; percent complete, percent remaining, dollars spent, dollars remaining, etc.

N 120. Convert Project to Asset by phase or when complete.



I 121. Close Project; maintain history and reporting.

R 122. Grant Management accounting (restricted or unrestricted for CIP, Development Projects, etc.).

R 123. Track Grant master file attributes including: a. Grantor b. Grant Status c. Award Date d. Award Period e. Beginning Date f. Expiration Date g. Award Budget h. Related Projects

R 124. Define charges that are allowed to be charged against a Grant including labor, benefits, overhead, etc.

N 125. Generate invoices for reimbursable Grant costs; primarily for those who do not have their own form. Extract Grant data for upload to those that have their own forms/systems.

Rating Fixed Assets Rating/Comments

R 126. Asset master record that supports following attributes: a. ID Number b. Type (Land, Vehicles, etc.) c. Category and Sub‐Category d. Manufacturer, Model, Serial Number, VIN e. License Number f. Dates: Purchase and Disposal g. Life and Depreciation Method h. Parent/Child i. Location, Department, Responsible Person j. Affiliate (for transferred assets to external group) k. Status l. Funding Sources; Cooperative Agreements,

Grants, etc. m. Purchase Order, Project Number, Grant

Number, Invoice Number n. Description o. Purchase Price p. Attach Documents q. User defined fields

I 127. Track non‐capitalized assets less than $2,500 including department and location.



R 128. Track equipment; depreciable or non‐depreciable to a location, Grant, fund, etc.

R 129. Flag assets that are non‐transferrable (e.g. Title 1 funded assets specific to a location, e.g. school).

R

130. Generate asset records from multiple sources: Purchase, Capital Project, donated assets, etc.

R 131. Track Asset activities and history e.g. repairs, replacement, refurbishment, maintenance, upgrades, transfers, retirement, disposal etc.

R 132. Transfer asset with effective date.

R 133. Track assets transferred to affiliates but owned by County.

R 134. Straight line depreciation based on date placed in service and asset type. Generate report that includes deprecation at department or user‐defined level prior to posting.

N 135. Manage Asset reserve or replacement schedules for Budgeting purposes, e.g. report or query.

R 136. Support generation of GASB 34 reporting.

Rating Budgeting Rating/Comments

R 137. Identify if Budget module proposed is within ERP suite or an integrated 3rd party solution.

R 138. Pull in data from Payroll module to generate personnel Budget.

R 139. Position Control Budgeting: salaries, COLA increase percent, grades and step increases, benefits, etc.

R 140. Excel‐based Budget Management, e.g. export and import Budget worksheets, Budget adjustments, route for approval, etc.

I 141. Online Budget worksheet distributed to Departments for entry.

I 142. Capture Budget line‐item assumptions, attach supporting documentation.

I 143. Online Budget approval status queue.

I 144. What‐if Budget modelling , e.g. changes in positions, pay, benefits, increasing a tax rate, etc.

R 145. Multiple Budget iterations per year with version control.

N 146. Spread Budget by 12 monthly periods, by seasonal average, etc.



N 147. Annual Budget projections of revenues and expenses by percentage, dollar amount, etc. based on 3 year average.

Rating Human Resources Rating/Comments

R 148. Position Control Management; define positions, number of FTEs within a position and expiration dates.

R 149. Assign multiple Positions to an employee with effective dates and varying rates of pay.

R 150. Assign one or more funding sources to a position.

N 151. Generate Position Requisition Form and route electronically for approval.

I 152. Ability to setup job recruitment with position description, salary range, minimum qualifications, preferred qualifications and recruitment closing date.

I 153. Online Applicant management functionality with ability to tailor application form by department; upload resume, or other attachments, review applicants online, and download selected applicants. Preference is access via a link from the County’s Web site. Indicate what is available in suite or via 3rd party.

E 154. Generate Intent Form and issue to Teachers with current employment contract via online self‐service or email with ability to monitor responses returned to anticipate vacancies for hiring plan. Describe method proposed.

N 155. Mass e‐mail all applicants for a job recruitment

N 156. Interface with Outlook to schedule interviews with job candidates.

R 157. System‐generated offer letter.

R 158. Employee Master File data to include: a. Identification Number, Badge number b. Name c. Gender, DOB, SSN d. Position(s) and Salary e. Department and Division



f. Contacts g. Dependent Information h. Employee Type (Regular, Temp, On Call, etc.) i. Supervisor/Manager Name j. Benefit Elections k. Status: Active, On Leave, Terminating,

Terminated, Retiree, Cobra, Disability, Deceased etc.

l. Dates: Hire, Promotion, Anniversary, Re‐Hire, Seniority, Benefited, Termination, Increase, Review, Probation, etc.

m. User Defined Fields n. Document attachments

N 159. Describe approach to Social Security Number verification via link to Social Security system.

I 160. Interface with TalentED teacher onboarding solution to create new employee record. (Schools.)

R 161. System checklist or workflow to manage Onboarding process, e.g. notification to departments, issue new hire packet, collection of forms I‐9, W‐4, initiate criminal background check, drug screen, orientation, training, issued assets, attach signed agreements, etc.

I 162. Track forms issued to new hires with submitted and due date (e.g. within 30 days).

N 163. Solution for employee badge generation and access management (3rd Party OK).

E 164. Functionality to support the online generation, issuance, approval, tracking and renewal of annual teaching contracts. Describe your approach. (Schools.)

R 165. Rules‐based eligibility for benefit elections based on hire date (e.g. 1st of month effective current month; after the 1st effective the following month), status, years of service, etc. with ability to override with permissions.

R 166. Date‐effective changes pay changes; dollar or percent.



R 167. Track Probation periods; start and end dates, issue reminders when nearing review date, etc.

R 168. Maintain position history by position and employee, e.g. hire dates, position changes, class changes, pay grade, title, etc.

R 169. Define salary schedules with positions, steps, grades, (min/mid/max).

R 170. Reporting and tracking to support the management of FMLA to maximum allowed of 480 hours. Describe tools that help with management and required notifications.

R 171. Track employees with Short Term Disability and Long Term Disability eligibility, e.g. minimum 1 year employment and full time to meet eligibility.

R 172. Monitor employees on Workman’s Comp disability leave.

I 173. Support donated leave based on available vacation hours up to a maximum threshold per employee.

R 174. Accrue vacation leave using variable rates based on years of service.

R 175. Accumulate vacation leave and carry over up to various maximums based on department (e.g. Social Services, Sheriff’s Office, etc.).

R 176. Performance review management; track dates, resulting grade, pay change, classroom observations, scan and attach review forms, etc.

R 177. Skill set tracking such as certifications, education, completed training, CDL’s, expiration dates, etc.

R 178. Track mandatory training and certifications required with renewal dates; generate reminders when nearing due dates.

R 179. Track and report on disciplinary actions; control access with roles. Provide a view of disciplinary status, e.g. level 1, level 2, etc. is Nice to Have.

I 180. Online Checklist or Personnel Action Form to



manage separation process, e.g. notification to Departments, Cobra letters, retirement benefit enrollment, pay‐outs (e.g. leave), exit interview, collect and deactivate badge, collect issued equipment, etc.

R 181. FLSA, ADA, EEOC and other required tracking requirements for employees (e.g. EEO4 Report).

R 182. Functionality to support requirements of the Affordable Care Act; track required hours and monthly data for Forms 1094‐B and C, 1095‐B and C, and track hours worked for look back purposes.

R 183. ACA Reporting including: a. Look back reports for actual hours worked b. Generation of 1094 and 1095‐C reports c. Mailing of 1095‐C reports to employees d. Electronic transmittal of 1094 and 1095‐C to

IRS

R 184. Manager Self‐Service for staff: leave balances, leave request approvals, performance reviews, notifications, etc.

R 185. Employee Self‐Service to include view and update after workflow approval of: a. Leave balances b. Request leave c. Pay advice d. W2 e. 1095 f. Direct deposit g. Contact information h. Benefit elections i. W 4 ‐ modeling and changes j. Skill set tracking: training, certifications, CDL

I 186. Online open enrollment with update to employee record and carriers for benefit elections. Describe ability to upload and attach documents, e.g. dependent verification.

R 187. Retain history of changes made to employee record; pay, benefit elections, transfers, etc.

R 188. Indicate experience and integration with State of Virginia retirement system.



R 189. Manage Hybrid Retirement Plan deductions: Part Defined Benefit, Part Defined Contribution. Describe your experience with this approach.

E 190. Describe functionality to support the following current process: download employee snapshot of information from Virginia Retirement system into Excel; compare and reconcile to payroll information and identify exceptions.

Rating Timekeeping and Payroll Rating/Comments

Timekeeping

R 191. Decentralized time entry: default, exception, direct, and import from Excel.

R 192. Electronic time card with ability to enter daily time, exception time, etc.

R 193. Set up multiple calendars by pay group and department; define paid leave days, paid holidays, unpaid holidays, premium shifts, etc. ‐ Schools, County, Social Services, etc.

I 194. Default time sheet hours based on employee calendar, e.g. 28 day cycle, exempt, etc.

R 195. Rules‐based comp time accrual based on schedule and eligibility, e.g. time and a half, hourly, etc.

R 196. Import time from Kronos.

R 197. Import time from TimeClock Plus.

I 198. Input time using a mobile device, e.g. smartphone for Public Safety, Solid Waste, and Schools.

R 199. Allow multiple timekeepers to enter time in a batch (e.g. pass from one user to another).

I 200. Enter group time for employees with same eligibility and time entry rules with the ability to save the batch and reopen to add timesheets.

R 201. Rules‐based workflow approval routing of time entry to one or multiple supervisors; with ability to override and correct, route back to employee. Authorize using electronic signature.



I 202. Reclass time entry to a different department after the fact. Example: Director has made a change in allocation but Payroll did not know; 75% to one Department and 25% to another.

I 203. Leave bank verification at time entry; visibility to leave balances.

R 204. Support flex time schedules based on employee group, e.g. 4 10’s, 37.5 hour work week, Public Safety schedules and calendars, etc.

R 205. Alert or report on missing time entry for employees in the system before processing payroll.

R 206. Generate a report for part‐time or temporary employee hours worked to manage hour threshold for Affordable Care Act compliance.

Rating Payroll Rating/Comments

R 207. Support bi‐weekly and monthly payroll cycles.

R 208. Create unlimited pay codes that are rules‐based including formulas, fixed amounts and number of pay periods per month. For example:

a. Overtime by employee type; pay or comp time bank.

b. Shift Differential: Ex. an hourly premium at $.25 per hour.

c. Vacation Pay Out: daily rate or # hours x hourly rate.

d. Sick Leave Pay Out: $25/day or # hours x hourly rate

e. Sick Leave Pay Out for Retirees: up to $5,000 or 25% of sick leave to $5,000 cap.

f. Comp Time Pay Out: Unused balance at a specific date or rules‐based payout for balances that exceed various maximums. Department of Labor requires payout > 480 hours for law enforcement employees and > 240 hours for all others.



I 209. Support option to convert unused vacation over 288 hours per year maximum into sick leave at 3:1 ratio; 3 days of vacation to 1 day of sick leave.

R 210. Create unlimited deduction codes that are rules‐based with formulas, fixed amounts, number of pay periods per month, etc. Examples: medical, dental, taxes, ICMA 457 contributions, Long Term disability, garnishments, child support, etc.

R 211. Transmit or upload ICMA Defined Contribution report data for employer and employee portion.

R 212. Manage pay cycles based on employee calendar and pay type, e.g. teachers paid over 12 months based on a 10‐month pay cycle, retirees paid over 10 months instead of 12, etc. (Schools.)

R 213. Rules‐based payroll deductions hierarchy e.g. tax liens 1st, then child support, health benefits, retirement and taxes, etc.

R 214. Define rule to ensure employee receives guaranteed net pay amount, e.g. after taxes, garnishments and other deductions. Carry forward deductions until obligation is fully deducted.

I 215. Release a garnishment automatically issued to a debtor as a result of a homestead deed.

R 216. Assign multiple pay and deduction codes per employee per pay period, e.g. on‐call, shift pay based on salary divided by 37.5 hours X multiplier, e.g. 1.5.

R 217. Produce pay based on stipend or flat amount (not based on hours), e.g. coaches, board members, etc.

I 218. Flag employees on Plan of Improvement; do not allow step increases while under this status (step increases apply to Schools only).

R 219. Generate electronic Personnel Action Form for all pay related modifications, route for approval and apply to employee record in system.

R 220. Apply change to pay by percent or dollar amount



for a group of employees by class, group, etc. and ability to exempt new hires or specific staff. e.g. COLA increase, Review before updating employee records.

R 221. Process retroactive pay adjustments and associated impacts on contributions, deductions and reporting to benefit providers. Ability to model pay check before posting is Nice to Have.

R 222. Exception reporting to review all records for changes since last payroll, e.g. no pay, or other anomalies.

R 223. Calculate and process mid‐period pay changes for active employees, terminations, new hires, etc.

R 224. Calculate and process off cycle pay runs as required.

R 225. Customized form to designate deposit accounts that can be submitted electronically.

R 226. Generate pay advices and bank file for direct‐deposit employees; post pay advice to self‐service dashboard.

R 227. Support multiple direct deposit accounts; currently 4.

R 228. Generate Positive Pay file.

I 229. Generate vendor payment file from pay cycle in payroll solution without need to use Accounts Payable.

R 230. Electronically remit payment to vendors from pay cycle in payroll solution without need to use Accounts Payable.

I 231. Electronically send data to benefit providers.

R 232. Produce data for monthly, quarterly, and yearly tax forms and filings.

R 233. Produce W‐2 and ACA forms and print directly from software; make available via self‐service dashboard.

R 234. Electronic reporting to Social Security, IRS, State



and Workers Comp.

R 235. Describe strategy to stay current with Federal and State payroll related reporting requirements, e.g. quarterly wages report, monthly new hire report, multiple worksite reporting, monthly current employee statistic survey, etc.

R 236. Electronically transmit or upload Virginia State Quarterly report.

Rating Tax Billing Rating/Comments

General

I 237. Taxpayer portal with online submittal of tax forms, fee calculation and payment. Online fee modeling is Nice to Have.

R 238. Define multiple Tax categories, e.g. Business, Residential, Cars, Trucks, Motorcycles, Motorhomes, Trailers, Airplanes, Boats, Heavy Equipment, Mobile Homes, etc. with different Tax rates for each.

R 239. Multiple tax types – Personal Property, Vehicles; Personal Property, Machinery and Tools; Real Estate, Land Use Tax, Meals and Beverage Tax; Transient Occupancy Tax, Income Tax, etc.

R 240. Maintain multiple fee tables for each tax type: flat dollar, percentage of assessed value, percentage of gross sales receipts, weight‐based calculation, or other.

R 241. Calculate percentage‐based fees; fee percent can be 3 decimal places.

R 242. Generate invoice templates based on Tax type.

R 243. Real Estate Master File which includes: a. Legal Owner b. Account Number c. Tax ID Number d. Contact Information e. Birthdate (for age‐based tax relief, with ability

to control access with permissions) f. Acquisition Date g. Real Property Code (RPC)



h. Parent RPC i. Parcel Status – Active, Inactive j. Subdivision k. Effective Dates l. Map Coordinates m. Parcel ID n. Geo Code o. Acreage p. Frontage q. Legal Description r. Mortgage Company Name s. Exemption (if eligible and type) t. Situs Address u. District (multiple) v. Purchase Price w. Tax Year Land Value and History x. Land Value y. Improvement Value z. Total Value aa. Credit Value bb. Valuation Effective Date cc. Attached Documents

R 244. Personal Property Vehicle Master File which includes: a. Account Number b. Registered Owner Name (Personal or

Business) c. Address d. Lessee Name e. Lessee Address f. Title Number g. VIN h. Year, Make, Model i. Body Type j. Cost k. Cylinders, Axles, Doors l. Diesel (Y/N) m. Gross Weight n. Lease Number and Type o. Reimbursement Type p. Exemption Type q. Garaging Address – District r. Bill Type s. Date Acquired t. Date Record Created



u. Bill Start Date v. DMV Tag – State, Tag Number w. Date of Last DMV Update x. Tax Year y. Effective Date z. Value aa. Cost bb. Mileage cc. Filing Date dd. Bill Type ee. Attached Documents

R 245. Maintain notes on customer accounts with date, time and user stamp.

R 246. Flag Taxpayer accounts eligible for Tax Relief credits or exemptions, e.g. Non‐Profits, Disabled, Elderly for Real Estate, Disabled Veterans, etc.

I 247. Interface with Esri GIS to populate property data, e.g. RPC numbers, owner information, etc. on a map layer.

R 248. Export Real Estate information to ProVal software for Assessors, e.g. RPC, Tax ID number, Homeowner, Purchase Cost, legal description, Situs Address, etc.

I 249. Attach documentation to Taxpayer Record.

Valuation Rating/Comments

R 250. Import property value file from ProVal; use to generate Property Tax billing.

R 251. Import Registered Boat data from Game and Fisheries Department to identify the Taxpayer and generate valuation file for Personal Property Tax billing.

R 252. Import vehicle registration file from the Department of Motor Vehicles with review step before posting. Current system dropdown allows users to select various actions for each line item, e.g. create a new tax file, add a vehicle to an existing Taxpayer account, or take no action.

R 253. Auto‐create a new tax record for vehicle owners not currently in the system.



R 254. Produce electronic file for export to NADA for vehicle valuation. Key fields include Owner, Year, Make, Model, Mileage, VIN number, etc.

R 255. Import vehicle valuation file from NADA, and produce an exception report for Vehicles not valuated (current year or 10 years old).

R 256. Rules‐based exemption of Tax for Vehicles valued at $1,000 or less, unless used for business.

R 257. Apply adjustment to Vehicle valuation for Taxpayers eligible for High Mileage Exemption.

Billing and Adjustments

R 258. Calculate and generate annual Tax bills for the following:

a. Personal Property Tax (Cars, Boats, Trailers, Aircraft or Business Equipment) at $2.35 per $100 value.

b. Business Furniture/Fixtures at $1.70 per $100 value.

c. Real Estate at $ .52 per $100 assessed value.

d. Machinery and Tools at $1.20 per $100 value.

e. Transient Occupancy Tax at 7% of Base Charge for Hotels, Motels, Boarding Houses, Campgrounds, etc. for stays less than 30 consecutive days.

f. Meals Tax at 4% of all foods and beverages prepared for consumption.

R 259. Calculate Vehicle Tax Relief Credit on vehicles less than 7,500 pounds up to $20,000 cap. Ability to adjust rate annually if required. For example, if valued at $22,000 and eligible for 50% relief, calculate 50% of capped amount ($20,000), plus additional $2,000 at standard rate.

I 260. Calculate and bill Transient Occupancy or Meals Tax using State Sales Tax reported for businesses who did not submit revenue information. Generate bill which includes penalties and



interest.

R 261. Calculate Land Use Rollback taxes over a defined period (e.g. 5 years) for conversion of undeveloped or agricultural land to developed land. Equals the difference between taxes incurred at a lower rate vs. what would have been paid if not in Land Use plus accumulated interest over the rollback period.

R 262. Rules based calculation and bill for penalties and interest by tax type: e.g. Real Estate Property Tax – 10% penalty after due date; interest at .0083 per month thereafter after the 1st of the following month; assess Use Tax penalty if not paid within 30 days of due date, etc.

R 263. Apply Real Estate Tax Credit to proper Tax period, e.g. 1st half or 2nd half based on user selection.

R 264. Set proration qualification rules in the system, e.g. allow car Tax Proration, but disallow for boats or other vehicle types.

R 265. Rules‐based proration of Real Property Taxes and qualifying miscellaneous fees (Stock fees, Administration fees, Late fees, etc.) within a single transaction.

R 266. Generate credit batch for Property Tax overpayments; send to Accounts Payable to generate refund checks.

R 267. Calculate Senior (65 or older, income <$37,500) or Disabled Veteran’s Real Estate Tax Relief as a percentage of the valuation of home dwelling plus one acre; calculate tax at regular rate for remaining buildings, improvements or acreage.

R 268. Generate mileage‐based Commercial Tax bills for Common or Intrastate carriers; based on miles driven in State of Virginia from DMV report.

R 269. Schedule generation of bill file at defined intervals by Type, e.g. Real Estate Tax (½ June 5th, ½ December 5th), Personal Property Tax annually, or as needed for interim changes, e.g. transfer of ownership.



R 270. Send bill file and barcode information to 3rd Party bill printing and mailing service; BMS Direct. Separate file and layout needed for each statement type, e.g. Personal Property, Real Estate, etc.

R 271. Print bills in house for select accounts as needed, e.g. bankruptcy or bad address.

R 272. Apply a global tax credit to Vehicle Tax Bills for State Tax Relief – percentage varies each tax year based on number of vehicles registered and vehicle value.

N 273. Interface with United States Postal Service addressing system to verify if a potential Taxpayer is within the County’s jurisdiction.

State Income Tax Collection Rating/Comments

R 274. Collect State Income Tax payments including quarterly estimated taxes; add late penalties and interest if owed before submitting payment file to the State.

I 275. Add State Income Tax delinquency fees and penalties for late payments to amount collected (manually calculated in State system, IRMS). Interface with State system (IRMS) would be Nice to Have.

R 276. Export Taxpayer information into State Income Tax Quarterly spreadsheet; produce and submit quarterly vouchers for estimated tax payments. Data includes Name, Address, SSN, Date Received, Date Postmarked, etc.

Cash Receipting/Cashiering Rating/Comments

I 277. Ability to view all Tax receivables County‐wide to a customer/citizen.

R 278. Collect online payments though Official Payments gateway; import payment file to match to Account Number, RPC and open bill number.

R 279. Support multiple cashiers; 6 point of sale registers and back office cashiers.



R 280. Use barcode reader to pull up customer record at cash station.

R 281. Check 21 compatible hardware integration for check processing.

R 282. Accept multiple forms of payment; cash, check, credit card, debit card, lock box, online payment, etc.

I 283. Disallow duplicate payment of an invoice.

R 284. PCI compliant credit card processing at Point of Sale terminal. Current merchant is FIS.

R 285. Apply a convenience fee for all Credit and Debit card transactions, e.g. $ .25.

R 286. Accept partial payment for an account.

R 287. Options for full page or tape receipts.

R 288. Import electronic payments from escrow companies for the remittance of Property Taxes; match by RPC. Flag customer accounts with mortgage file payment so taxpayer is not issued a bill.

R 289. Generate Exception report for electronic payment file import that does not match Customer record, e.g. Mortgage Escrow payment import. Disallow posting of payment file until errors are resolved.

R 290. NSF Check and returned ACH processing with ability to charge fines or interest.

R 291. Post Tax payments with NSF fees into two separate funds, e.g. tax and penalty to a tax fund, returned check fee into a separate fund.

I 292. Flag unpaid Vehicle Tax accounts for notification to DMV to stop tag renewal. Once paid, release flag and note in system to notify DMV to release the hold. Add a $20 stop fee to account for collection with past due payment.

R 293. Produce Vehicle Stop report data for electronic submission to DMV on an annual basis.

N 294. Ability to turn late fee or penalty calculations on



or off or override based on user security permissions.

R 295. Generate, review and issue past‐due notices using pre‐defined templates.

R 296. Generate and print delinquency notices for mailing to homeowner if mortgage Escrow Company has not paid their bill.

R 297. Export an electronic file of past‐due customers (3+ years) to be sent to collection agency. Flag accounts as “Collections” status and resubmit subsequent amounts in arrears after 3 months is still in Collections status.

N 298. Alert to notify collection agency if payment is received for an account in Collections status.

R 299. Change account status from Collection to Active if paid in full.

R 300. Flag customers account with bankruptcy, returned checks, etc.

R 301. Set up and manage customer payment plans (36 months) with ability to charge interest.

Rating Permitting Rating/Comments

Land Management and Permit Activities

R 302. Tie Parcel to a Real Property Code (RPC or parcel number).

R 303. Import or consume parcel information, e.g. legal description, coordinates, ownership, etc. from Esri GIS system.

R 304. Real time Interface with Tax Billing system to import updated RPC number, e.g. for property splits, to allow for immediate Permit application.

R 305. Capture Parcel Address, Lot (e.g. 1 or 2), Legal Description (Plat), Property ID and Geo‐parcel ID, Tax Parcel Number, etc.

R 306. Parent/Child relationship; assign parcel or lot to a parent parcel or subdivision plat.



R 307. Flag a parcel not eligible for subdivision.

N 308. Accept a GPS coordinate for “address” in an undeveloped area.

R 309. Maintain parcel genealogy including parcel changes, street name changes, subdivision plats, zoning, etc.

R 310. Unlimited Permit categories, types and sub‐types with fees defined for each.

I 311. Update fee tables based on user‐defined formulas and effective dates.

R 312. Assign multiple fees to a Permit based on type. Examples: Zoning Permit $50 flat fee; Residential construction $.20 per square foot of gross area, Non‐residential: $.20 per square foot up to 10,000 square feet; $.15 per square foot over 10,000, tiered rates, e.g. 0‐50,000 square feet = $50.00, 50,001 – 150,000 = 100.00, etc. To view online, follow link:

N 313. Manage pre‐application process, including review committee notifications, recommendations for application submittal, public hearings, meeting appointments (e.g. Outlook), etc.

I 314. Define activities or checklists including application intake to ensure all data is gathered and all steps followed for completion.

R 315. Online Permit application submittal and payment portal with ability to attach documentation, e.g. Plans in PDF, AutoCAD drawing, etc. System alerts if all required documents are noted as being attached.

E 316. Wizard‐driven online permitting applicant FAQ with ability to display appropriate response based on Permit type and question submitted.

R 317. Track multiple contacts and addresses for a Permit (e.g. Applicant, Owner, Contractor, Architect, Electrician, etc.).

R 318. Support Zoning review of Permit application. Permit documents should include setback



requirements with availability to add comments regarding setbacks for unique properties.

I 319. Generate a list of required inspections based on Permit type and zoning data for applicants.

I 320. Initiate an activity in the system via Parcel map e.g. click on the parcel to initiate a Permit application. Describe functions supported.

I 321. Mailing address verification through USPS database.

I 322. Integrated cashiering with ability to push cash receipts summary information to Treasurer for review and reconciliation.

I 323. Manage money received and placed in a Trust Account; describe functionality to support.

R 324. Rules‐based workflow routing of Permit for review by internal and external reviewers in concurrent or sequential order. Prefer external notification via email.

I 325. Link related Permits, sub‐Permits, etc.

R 326. Dashboard view of reviews required by Department. Ability to assign to specific reviewers is Important.

R 327. Dashboard view of Permits in review queue with task workload for a user.

R 328. Electronic Plan Review and markup by multiple reviewers. Describe tool proposed.

I 329. Define library of comments and conditions that can be selected and added to Permits, letters, notifications, etc.

R 330. Track elapsed days for Permit review activities, e.g. review and sign‐off Plans within 30 days of submittal.

R 331. Disallow printing of Permit if payment not submitted or mandatory fields, holds, or inspections are missing.

R 332. Generate comment letters summarizing all plan



review comments to notify applicant of status, conditions, required information, etc.

R 333. Generate placards on card stock for Permit application site posting, e.g. Land Disturbing Permits, Building Permits, etc. Fields include Permit Number, Development or Project Name, Lot No., Section, Land Owner, Contractor, Tax ID #, date of issue, date of expiration, etc.

R 334. Produce system‐generated notification letter (e.g. Land Use Action, Rezoning, etc.) and select adjacent property owners for mailing or email distribution. Selection using GIS polygon or radius is Nice to Have.

N 335. Permit corrections triggers re‐approval workflow.

R 336. Retain history when Permit conditions change.

R 337. Date driven expiration of permits.

R 338. Date‐driven alert or applicant notification when nearing permit expiration (e.g. within 30 days). Produce monthly expiration report covering zoning and building due dates for follow‐up inspections.

Inspections Rating/Comments

R 339. Multiple inspection types defined with sub‐categories, hierarchies and checklists.

N 340. Online applicant request for inspections.

N 341. Support scheduling of inspections, calendaring, assignment by zone, morning or afternoon appointments, etc.

I 342. Inspection scheduling and routing by zone using Esri Routing Technology or other tool. Interface with Google Maps is Nice to Have.

I 343. Create a packet of documents required for inspection, e.g. images, maps, grade plans, improvement plans, etc.

R 344. Mobile update of inspection results; pass/fail, correction notices, re‐schedule, status, etc.



I 345. Dropdown list to choose comments from library and populate correction notices; code descriptions, link to building code, etc.

R 346. Issue Stop Work order in the field, put hold on additional inspections until release.

R 347. Generate new Permits or sub‐Permit from inspection.

R 348. Mobile access to historical Permits and inspections by parcel.

N 349. Generate electronic or manual notification to applicant of Permit ready to issue status. Online notification to applicant preferred.

I 350. Store and forward mobile data if loss of connectivity; update once in network range.

Close Out

N 351. Auto‐generate Certificate of Occupancy once all steps are completed; inspections, reviews, collection of fees, etc.

Rating Reporting Rating/Comments

R 352. Non‐proprietary open reporting tools. List tools offered that are integrated with the system.

R 353. Power user reporting tools for advanced reports, e.g. Microsoft SQL Reporting Services, Cognos, etc.

R 354. User‐level query and reporting tools that allow for formatting of data, headers, graphs, charts, etc.

R 355. Filterable date‐range or point‐in‐time reporting and queries. Drop down lists or drag and drop criteria selection preferred.

I 356. Online queries with save with refresh capabilities.

I 357. Modify standard report and save with permissions.

R 358. User‐level security flows through to queries and reports.



R 359. Drill down to source transactions within queries or reports following user‐security rules.

R 360. Schedule generation of reports and distribute via e‐mail, to a shared folder or dashboard.

R 361. Generate reports in multiple formats, e.g. HTML, PDF, Excel, Word, etc.

EXHIBIT E – PROOF OF AUTHORITY

ProofOfAuthorityToTransactBusinessInVirginia

THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL. FAILURE TO INCLUDE THIS FORM MAY RESULT IN REJECTION OF YOUR PROPOSAL

Pursuant to Virginia Code §2.2-4311.2, an Offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 of the Code of Virginia shall include in its proposal the identification number issued to it by the State Corporation Commission (“SCC”). Any Offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall attach to this form a statement describing why the Offeror is not required to be so authorized. Any Offeror described herein that fails to provide the required information shall not receive an award unless a waiver of this requirement is granted by the SCC.

If this quote for goods or services is accepted by the County of Bedford, Virginia, the undersigned agrees that the requirements of the Code of Virginia Section 2.2-4311.2 have been met.

Please complete the following by checking the appropriate line that applies and providing the requested information.

A. Offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such Offeror’s Identification Number issued to it by the SCC is:

B. Offeror is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such Offeror’s Identification Number issued to it by the SCC is

C. Offeror has applied for, but has not yet received, an Identification Number from the SCC and requests that it be granted an extension of five calendar days to provide its Identification Number to the County.

D. Offeror does not have an Identification Number issued to it by the SCC and is not required to be authorized to transact business in Virginia in accordance with Section(s) of the Code of Virginia and the reasons stated on the attached document(s).

Please attach additional sheets if you need to explain why such Offeror is not required to be authorized to transact business in Virginia.

Legal Name of Company (as registered to do business and in agreement with IRS FEIN/TIN designation letter)

Legal Name of Authorized Representative for Offeror

Title of Authorized Representative for Offeror

Signature of Authorized Representative for Offeror Date