request for proposals for an - the indianapolis public · pdf filepublic library enterprise...

INDIANAPOLIS-MARION COUNTY

PUBLIC LIBRARY

REQUEST FOR PROPOSALS FOR AN

Enterprise Financial Information Management

System

November 20, 2015

THE INDIANAPOLIS-MARION COUNTY PUBLIC LIBRARY

ENTERPRISE FINANCIAL INFORMATION MANAGEMENT SYSTEM

INDIANAPOLIS PUBLIC LIBRARY of 38


REQUEST FOR PROPOSAL


The Indianapolis Public Library (Library) is evaluating new software to satisfy its Financial (GL, Bank Reconciliation, Budgeting, Project/Program Accounting, Grant Accounting, Contract Management, Requisitions, Purchase Orders, Accounts Payable, Accounts Receivable, Cashiering w/Online Payments, Inventory, Fixed Assets, Financial Reporting) and People Management (Human Resources, Applicant Tracking, Payroll, Time and Attendance, Scheduling) application needs.

Response instructions are contained in Sections 3, 4, 5, and 6 of this Request for Proposal (RFP) document.

Section 5 of the RFP contains feature/function and other information worksheets. Please complete these worksheets using the electronic forms, in Excel format, and as directed in the RFP instructions.

Effort has been made to keep the RFP and feature/function listing as brief as possible.

The proposal should include all costs associated with training, implementation, hardware specifications, interface estimates, file conversion assistance, custom modification estimates, annual maintenance, and support.

Intent to propose notification is to be directed to Miguel Ruiz , Contract Administrator, by e-mail at [email protected] no later than November 30, 2015

Questions related to this RFP are to be directed to Miguel Ruiz, Contract Administrator, by e-mail at [email protected] no later than December 10, 2015. Only written questions submitted by email by the above stated date will be accepted.

Please submit your proposal by January 7, 2016 – electronically and in hard copy, as follows:

Electronic: In Microsoft Word and Excel format emailed to [email protected]

and [email protected]

Printed: Eight (8) copies sent to:

Miguel Ruiz

Contract Administrator

Indianapolis Public Library 2450 North Meridian Street

Indianapolis, Indiana 46208

Thank you for your participation. We look forward to reviewing your proposal.

Sincerely,

Rebecca Dixon Chief Financial Officer




TABLE OF CONTENTS 1 PROJECT OBJECTIVES AND PROCESS ....................................... 6

Purpose ............................................................................................................ 6

Objective .......................................................................................................... 6

Indianapolis Public Library Background ............................................................... 7

Indianapolis Public Library Organizational Charts ................................................ 8

System Functionality Requirements .................................................................... 9

Process and Schedule ...................................................................................... 11

2 EVALUATION CRITERIA ........................................................... 12

3 SPECIFIC RESPONSE REQUIREMENTS ..................................... 13

Programming Languages ................................................................................. 13

Operating Systems .......................................................................................... 13

Database ........................................................................................................ 13

User Interface Configurations .......................................................................... 13

Reporting Capabilities ...................................................................................... 13

Document Management Capabilities ................................................................. 13

Workflow Capabilities ...................................................................................... 14

Application Security ......................................................................................... 14

Application Software ....................................................................................... 14

Optional Application Software (People Management Suite) ................................ 14

Software Customization ................................................................................... 14

Software Versioning and Updates ..................................................................... 14

Licensing Model .............................................................................................. 15

Hardware Requirements .................................................................................. 16

Chart of Account Restructuring ........................................................................ 16

Integration/Interface Capabilities ..................................................................... 16

Cost Considerations ......................................................................................... 19

Remote Access ............................................................................................... 19

Telephone and Other Support .......................................................................... 19

Implementation Methodology .......................................................................... 20

Training and Education .................................................................................... 20

Project Management ....................................................................................... 20

Customer Implementation Responsibilities ........................................................ 20

Subcontractor and Third-Party Relationships ..................................................... 20

Sample User and Technical Manuals ................................................................. 21

Vendor/Reseller Information ............................................................................ 21




Corporate Structure Changes ........................................................................... 21

Vendor Financial Information ........................................................................... 21

Sample Contract ............................................................................................. 21

User Groups ................................................................................................... 21

References and User Base ............................................................................... 22

4 VOLUMES AND CONVERSIONS ................................................. 23

General Information ........................................................................................ 23

User Information ............................................................................................. 23

Volumes Information ....................................................................................... 23

Conversion Information ................................................................................... 24

5 PROPOSAL FORMS AND SUPPORTING INFORMATION ............... 25

Vendor Electronic Response File ....................................................................... 25

6 PROPOSAL INSTRUCTIONS ...................................................... 26

General Proposal Instructions .......................................................................... 26

Proposal Format .............................................................................................. 27

7 GENERAL TERMS AND CONDITIONS GOVERNING THE

DELIVERABLES ...................................................................... 29

Bulletins and Addenda ..................................................................................... 29

Qualifications and Rejection of Proposals .......................................................... 29

Acceptance of a Proposal ................................................................................. 29

Vendor Rights ................................................................................................. 30

Reservation of Rights ...................................................................................... 30

Late Proposal Responses ................................................................................. 30

Inconsistency or Error in the RFP ..................................................................... 30

Vendor Errors or Omissions ............................................................................. 31

Addenda ......................................................................................................... 31

Vendor Incurred Costs ..................................................................................... 31

Modification or Withdrawal of Proposal Responses ............................................ 31

Rejection of Solicitation Responses .................................................................. 31

Warranties ...................................................................................................... 31

Exceptions ...................................................................................................... 32

Disqualification for Conflict of Interest .............................................................. 32

Vendor Certification......................................................................................... 32

Covenant Against Contingent Fees ................................................................... 32

Gratuities ....................................................................................................... 32

Affirmative Action in Employment .................................................................... 33

Protest of Award ............................................................................................. 33




News Releases ................................................................................................ 33

Rights to Source Code (Escrow Arrangement) ................................................... 33

Intention ........................................................................................................ 33

Rights to Submitted Materials .......................................................................... 34

Vendor Demonstrations ................................................................................... 34

Acknowledgments ........................................................................................... 34

8 ADDITIONAL TERMS AND CONDITIONS GOVERNING

AGREEMENT .......................................................................... 35

Form of Agreement ......................................................................................... 35

Compliance with Laws ..................................................................................... 35

Qualification to Conduct Business in Indiana ..................................................... 35

Audit of Contract Records ................................................................................ 35

Prime Contractor Responsibility ........................................................................ 35

Independent Contractor .................................................................................. 36

Vendor Required Insurance Coverage............................................................... 36

Investments ................................................................................................... 37

E-Verify .......................................................................................................... 37

Assignment ..................................................................................................... 37

Vendor Representations .................................................................................. 37

Indemnification ............................................................................................... 38




1 PROJECT OBJECTIVES AND PROCESS

PURPOSE

This information was developed in a format to facilitate the preparation of a proposal in response to this Request for Proposal and the subsequent evaluation of that response.

Currently, the various divisions of the Library use Financial Edge from Blackbaud for general ledger, budget preparation, financial reporting, purchasing, payables, receivables, fixed assets, and project/grant accounting.

Other divisions use Microsoft Office products, including Excel and Word for tracking budget versions, adjustments, spending, contracts, inventory and consumables, and performing bank and credit card reconciliations.

The goal of the Library is to implement an integrated enterprise resource planning system utilizing best practices, automated workflow, project management tools, and other suitable applications.

The final decision will be based on a number of evaluation criteria, primarily how well the proposed solution will meet the Library’s overall functional requirements. The requirements noted in this RFP are designed to meet these objectives.

OBJECTIVE

The objectives for this project are to:

Reduce manual processes and increase productivity

Improve integration between applications and other systems

Improve citizen/customer’s ability to interact and do business with the Library

Take advantage of newer technology

Please note that analysis and presentation of some of this information was completed and documented according to the Library’s Organizational Structure, not necessarily according to the software module architecture of these types of systems. Although there are some redundancies, it is necessary for each of the Library’s departments to evaluate their specific needs. Please answer the functionality questions as best you can, regardless of where in your system the function or process is completed.

The Library is looking for the best overall solution to meet their current and future needs. It is understood that there are no perfect solutions and that the applicable vendor may vary in their capability to meet the Library’s overall system needs.




INDIANAPOLIS PUBLIC LIBRARY BACKGROUND

Mission and Governing Body

The mission of the Indianapolis Public Library is to be a center of knowledge, community life and innovation for Indianapolis. The library’s goal is to enrich lives and build communities through lifelong learning.

The Library’s Board of Trustees consists of Seven-members serving 4-year terms:

2 appointed by the Indianapolis City County Council 3 appointed by the Marion County Board of Commissioners 2 appointed by Indianapolis Public School Board (IPS)

Profile of the Indianapolis-Marion County Public Library

The Indianapolis-Marion County Public Library is an independent municipal corporation pursuant to Indiana Code 36-12. The Library district includes all of Marion County (including the City of Indianapolis), except for the city of Beech Grove and the town of Speedway, each having their own library district. The Library system services a population of approximately 891,284 residents of Marion County.

The flagship of the system is Central Library at 40 E. St Clair Street, which was originally constructed in 1917 on land donated by James Whitcomb Riley and expanded in 2007. Designed by Paul Cret and built in the Greek Doric style, it was considered architecturally to be one of the most outstanding library structures in the United States. The exterior is fittingly of Indiana limestone built on a base of Vermont marble, with carved stone cornices adding to its beauty. A broad expanse of steps leads up to the entrance, which is framed with impressive Greek columns. In 2007 Central Library was expanded by adding an atrium that connects the original Cret Building to a six story tower and an underground parking garage was added. Central went from 98,000 square feet to 292,000 square feet.

The system of branch outlets began in 1896, when four branches were opened. The Library has two bookmobiles and five Outreach vehicles with stops throughout the county, and an administrative center known as the Library Services Center, located at 2450 N. Meridian. Today, the Library System consists of Central and 22 branch locations serving the residents of Marion County.

Strategic Plan

The Library Board of Trustees adopted the Library’s current Strategic Plan ―Yours to Experience‖ which defines the Library’s role and scope of services in the community for the years 2015-2020. Based upon ten months of citizen discussion, research and assessment, the Plan’s directions include realignment of some branch locations to maximize access, reducing or eliminating rental facilities, developing new outreach opportunities and partnerships.

Additional information is can be obtained at http://www.imcpl.org/about

http://www.imcpl.org/about/board/

http://www.imcpl.org/strategicplan/files/StratgPlan2014FNL7-15-14/

http://www.imcpl.org/strategicplan/files/StratgPlan2014FNL7-15-14/

http://www.imcpl.org/about




INDIANAPOLIS PUBLIC LIBRARY ORGANIZATIONAL CHARTS




SYSTEM FUNCTIONALITY REQUIREMENTS

The Library is looking for an integrated enterprise system, which is to include the following list of primary functionality (modules). This list is not intended to be all-inclusive/exclusive, or organized by specific software modules.

Financial Management

General Ledger (including Bank Reconciliation)

Budgeting Project & Grant Accounting Requisitions & Purchasing Inventory/Stores/Consumables Accounts Payable Contracts Management Accounts Receivable

Cash Receipts (including online payments)

Fixed Assets Financial Reporting Ad Hoc Reporting

People Management

Human Resources Employee Self Service Applicant Tracking

Payroll Time and Attendance Scheduling

Integration/Interfaces (See Integration/Interface Table for complete listing)

ECMS (See ―Document Management Capabilities‖)

HR/Payroll (ADP Version 30.31.02) Library Information System Invoices

(SirsiDynix/Horizon Version 7.5.077.20)

Credit Card/Online Payments (accept credit card payments)

Indiana Gateway System (Electronic

Report Submissions)

Public Employee Retirement Fund (PERF)

Barcode Tracking System (Developed In-

House)

Work Orders (Facility Dude Version

45.0.2454.101)

ACH Payment Processing

Purchasing Card Import Direct Deposit (create direct deposit file

for upload to bank)

EFT (recurring EFT Bank Draft Payments) Import of G/L Entries Import of cancelled checks Positive Pay Ad Hoc Reporting Writer (if Ad Hoc is not

provided as a part of your proposal)

the Library seeks to install the system utilizing the vendor to provide all services, including software, installation, process discovery, training, project management, interfaces, conversion assistance, maintenance, and support. Applicable hardware specifications with sizing documentation should also be provided.




Enterprise System Overview Diagram

The diagram below represents a high-level pictorial review of the future the Library system environment.




PROCESS AND SCHEDULE

The process is for the Library to review the proposals, evaluate the solutions, and finalize a project scope of work. Using subsequent interviews, demonstrations, reference checks, and/or site visits, the Library will then make a final decision.

The following is the current estimated timeline:

Selection Process Step Estimated Date(s)

Release and Issuance of the Request for Proposal (RFP) November 20, 2015

Notification by vendors of Intent to Respond November 30, 2015

Final Date for vendors to Submit Questions December 10, 2015

Date for Publishing Answers to vendors’ Questions December 15, 2015

Proposals Due January 7, 2016

Decision on vendor Finalists (short-list) January 28, 2016

Demonstrations By vendor Finalists Weeks of Feb 22-26, Feb 29 –

Mar 4 & Mar 7 – 11, 2016

User Site Visits Week of Mar 28 – Apr 1, 2016

Final vendor Selection April 2016

Contract Negotiations Process April/May 2016

Implementation Start (estimated) June/July 2016




2 EVALUATION CRITERIA The Library reserves the right to select the vendor who best meets the overall needs of the Library, based primarily on the following criteria (not listed in any order of importance):

The overall capability to provide the required software features and capabilities

The flexibility of the application software, including the availability of tools to allow the novice user to ―drill down and across‖ and perform Ad Hoc analysis and reporting

The amount of vendor support that will be available for installation, conversion, training (on-site and online webinars), ongoing modifications, and software support

The total costs of the system over a ten-year period, including direct and indirect costs

The vendor's performance record to date in meeting the requirements of their existing customers, including the availability of users similar to the Library to allow reference investigation

The expandability of the proposed solution, including the ease of upgrading the proposed system by adding components to accommodate future needs

Adherence to the requested information specifications, thoroughness of the proposal, as well as the overall format of the presentation

The financial stability, longevity, and strength of the vendor

Corporate direction (potential organizational/industry restructurings, mergers, acquisitions, etc.)

Future technology direction (major changes in architecture, database, platforms, languages, etc.)

The internal controls provided within the system which prevent unauthorized access to data and provide adequate audit trails

The capability to perform required conversions of existing data files

The seamless integration of the various system modules and ability to meet the interface/integration requirements noted in this RFP

Ease and intuitive use of software interface Availability and ease of use of mobile and online applications




3 SPECIFIC RESPONSE REQUIREMENTS Include the following items in the order listed below (and indexed in the same manner) in your response to this RFP.

During the needs assessment phase of the project, key issues were discussed regarding alternate information management solutions. Following is a list of specific concerns of the Library. Please respond to each issue in detail regarding how the proposed solution will satisfy each concern.

PROGRAMMING LANGUAGES

Please provide information on all programming languages used for each required application.

OPERATING SYSTEMS

Please provide a description of the server and desktop operating systems used by your products.

DATABASE

The Library expects the information system to be based on a very stable and flexible relational database standard. The Library prefers MS SQL. Please briefly describe the relational database platforms available in the use of your products.

USER INTERFACE CONFIGURATIONS

The Library desires to move forward with advancing technologies and therefore prefers a thin-client architecture or browser user interface (BUI). Screen-scraper technology configurations will not be considered. Please describe your client architecture.

REPORTING CAPABILITIES

Please provide information on overall system/solution reporting capabilities (e.g., standard/pre-built reports, Ad Hoc reporting, executive dashboard, etc.)

DOCUMENT MANAGEMENT CAPABILITIES

Please provide information on your document management capabilities and options, including integration to third-party Enterprise Content Management System (ECMS) solutions.




WORKFLOW CAPABILITIES

Please provide information on your system's workflow capabilities. Describe the integration level with all systems. If you have no workflow capabilities, please indicate.

APPLICATION SECURITY

Please describe application and user security features/capabilities. Indicate any special security features (e.g., user security, function security, file security, field-level security, etc.) provided by the software. Please also confirm your support of Active Directory and if you provide single sign-on capabilities.

APPLICATION SOFTWARE

Please complete the Software Features, Functions, and Capabilities Listing contained in the electronic file provided with the RFP Section 5 (Appendix A).

The proposed software should demonstrate an online, integrated method of processing the noted application modules, and allow for immediate update of all information. Access to information in either summary or detail should be obtained easily and intuitively with minimal manual entry.

For each application software module proposed, indicate whether your organization developed the module, or if the module is available because of a third-party relationship that has been established with another vendor.

In addition to the required and optional software information requested in Section 5, provide general information on other application modules not requested in this RFP, which may be of interest or benefit to the Library.

OPTIONAL APPLICATION SOFTWARE (PEOPLE MANAGEMENT SUITE)

The Library currently uses ADP for their human resources and payroll capabilities but would like to consider the possibility of procuring a people management suite, comprising of the human resources, applicant tracking, payroll, time and attendance, personnel scheduling, and Employee Self-Service (ESS) modules. As a result, the Library requests that vendors prepare their proposal as though the ADP payroll system will continue to stay in place with the requested integration/interfaces defined in this RFP. However, vendors are asked to complete the feature/function requirements worksheets for this functionality and provide optional pricing for the people management suite as a potential replacement to the existing ADP system.

SOFTWARE CUSTOMIZATION

Please provide information regarding the capability to provide the Library with software customizations, including all applicable rates. In addition, include information on periodic system enhancements and updates.

SOFTWARE VERSIONING AND UPDATES

Please describe your software versioning and update polices/practices. Include, at a minimum, how often you issue updates (new versions) and whether new versions are provided as part of




your annual maintenance and support fees. Please provide costs related to the following upgrade items.

Upgrade Types Typical

Frequency (in months)

Typical Vendor Assistance Cost

Typical Vendor End-User Training

Low Cost High Cost Low Cost High Cost

Version Upgrades

Major Upgrades

Minor Upgrades

LICENSING MODEL

Please describe your licensing models (e.g., concurrent user, named user, revenue, transaction volumes, etc.) and provide examples. Also state the number of the most current version level that has been released for install in live customer production environments and confirm what version you propose to install in response to this RFP.

The following table lists the Library’s estimated number of full and inquiry only users by module.

Unit/Per Seat Licenses

Full User Inquiry User Total Users

Financial Management

General Ledger (includes Bank Reconciliation) 7 79 86

Budgeting 40 12 52

Project & Grant Accounting 15 43 58

Requisitions & Purchasing 101 2 103

Contracts Management 9 16 25

Accounts Payable 5 30 35

Accounts Receivable 6 2 8

Fixed Assets 4 30 34

Inventory/Stores/Consumables 10 0 10

Financial Reporting 6 52 58

People Management

Human Resources 8 0 8

Applicant Tracking 28 67 95

Payroll 4 2 6

Time and Attendance N/A N/A All Users

Personnel Scheduling N/A N/A All Users

Employee Self-Service N/A N/A All Users

Other Ad Hoc Reporting (in addition to Financial

Reporting above)

N/A N/A All Users




The guidelines used to differentiate between full or inquiry users were as follows:

A full user requires the ability to create, enter, edit, delete, and report on activity within the system. By default a full user includes read-only/reporting abilities.

A read-only/reporting/inquiry user is limited to running reports or inquiries in the system, with the ability to create and view dashboards.

HARDWARE REQUIREMENTS

Please provide all hardware specifications including servers, workstations, and other equipment. Include estimated costs in Section 5 (Appendix G).

CHART OF ACCOUNT RESTRUCTURING

The Library is interested in changing the chart of account structure prior to converting year end general ledger account balances into the system. Please indicate how this can be accomplished while maintaining the ability to track which new general ledger accounts corresponded to the previous accounts.

INTEGRATION/INTERFACE CAPABILITIES

The Library is expecting to expand its integration and interfaces with key systems. Please describe any current capabilities, partnerships, or future considerations for the following types of applications/systems:

Native Module Enterprise Module

Interface Description

Electronic Content/Document Management System

General Ledger Project / Grant Accounting Requisitions / Purchasing Contracts Management Accounts Payable Accounts Receivable Cashiering Fixed Assets Inventory Management Human Resources Payroll

Electronic

Content/Document

Management System

System must integrate with prominent Electronic Document

Management System including, Laserfiche, Hyland OnBase or other.

Please list EDMS systems your solution integrates/interfaces with and

describe the extent of the interface/integration functionality available.

Facility Dude

Budgeting Facility Dude Ability to integrate with Facility Dude (Version 45.0.2454.101) for capital improvement budgeting.

Inventory Management

Facility Dude Ability to integrate with Facility Dude's (Version 45.0.2454.101) Facility Management Module in order to create requisitions from Facility Dude bid winner's.






Requisitions / Purchasing

Facility Dude Ability to integrate with Facility Dude (Version 45.0.2454.101) to automatically generate a work order.

Individual Module Integrations

General Ledger ACH Transactions ACH transactions to debit customer bank checking accounts automatically for monthly payments.

General Ledger Download Bank Statement

Provide the ability to accept a downloaded bank statement file.

General Ledger Download Check File Ability to transfer cleared check file from bank into accounts payable, and payroll check files to reconcile outstanding checks.

General Ledger Import G/L Entries Ability to accept a download payments file from a third party credit card payments processor.

General Ledger Import Recurring G/L Entry

Ability to import Excel recurring journal entries from third-party vendor exported file. Please comment on the acceptable file formats

General Ledger ADP Payroll Ability to import labor expense distribution (salaries, benefits, and deductions) and reporting into pre-defined G/L account number(s) from ADP version 30.31.02.

General Ledger Workers Compensation

Workers compensation voucher and check File.

General Ledger Voided Checks Import

Ability to import cancelled checks from the bank accounts for AP and Payroll.

General Ledger Investment Banks

Provide interface to investment banks to allow tracking of investments

and monthly-pooled interest allocations (journal entries, daily/monthly

statements, wires, transfers.)

General Ledger Service Banks

Provide ability to interface to service banks for monthly trustee

statements for journal entries; daily and monthly statements, wires,

and transfers.

General Ledger P-Card

Ability to download purchasing card transaction file (.txt) to post transaction detail to general ledger by general ledger account code. Note: each transaction is associated with a specific general ledger account number in the text file.

Accounts Payable Positive Pay

Provide the ability to interface with financial institutions for positive pay on checks. Also provide the capability of producing an electronic transmission of checks currently processed to be forwarded to the related financial institutions (NACHA format.)

Accounts Payable Credit Card Download

Allow interface to download credit card purchases by cardholder.

Accounts Payable Electronic Payments Ability for electronic payments to be made to vendors via ACH/Direct Deposit and wire transfers (Push Pay.)

Accounts Payable SirsiDynix/Horizon Ability to import book vendor invoices from SirsiDynix's Horizon Software version 7.5.077.20

Accounts Receivable Reserve Interactive Ability to import invoice line item detail to auto generate an A/R invoice from Reserve Interactive facility reservations software (Version 15.03.15)

Budgeting Indiana Gateway System

Ability to electronically submit the following budget forms to the Indiana Gateway System. NOTE: File upload specifications can be found at https://gateway.ifionline.org/public/help.aspx under "Budget Data"> "File Layout Documentation"

Fixed Assets Barcode Tracking System

Ability to integrate to the Library's Barcode Tracking System (Developed In-House and uses MYSQL).






Financial Reporting Indiana Gateway System

Ability to electronically submit Annual Financial Reports to the Indiana Gateway System. NOTE: File upload specifications can be found at https://gateway.ifionline.org/public/help.aspx under "Annual Financial Reports"> "File Layout Documentation"

Financial Reporting Download Transactions

Provide downloading of transactions details to PC. Vendors, describe

methods for each application.

Financial Reporting Ad Hoc Reporting

Report Writer Ability to integrate with a third-party report writing tools, such as Crystal

Reports and Cognos.

Ad Hoc Reporting SSRS Ability to integrate SSRS Reporting Services into the Application for

documents and statistical reporting needs.

Accounts Payable Payroll

Positive Pay System should provide the ability to interface with financial institutions

for positive pay on checks.

Human Resources Carrier Connection Ability to exchange information with Carrier Connection (Benefits Provider Portal) online.

Human Resources Public Employee Retirement Fund (Perf)

Ability to integrate with the Indianapolis Public Employee Retirement Fund (PERF).

Human Resources Wire Transfers Ability to wire transfer payments to benefits vendors (insurance

companies, unions, United Way, etc.)

Applicant Website Postings Ability to automatically post job applications to pre-defined websites

Payroll Direct Deposit Report and data file for transmission to bank.

Payroll Public Employee Retirement Fund (Perf)

Ability to integrate with Indiana's Public Employee Retirement Fund.

Payroll PERF Contributions Export File

Ability to create an export file for the Indiana State Public Employee Retirement Fund (PERF) containing an employee's gross pay and employer and employee retirement contributions.

Payroll 457B Contributions - ACH Payments

Ability for 457B employee retirement contributions to be paid via ACH.

Payroll Retirement Contributions - ACH Payments

Ability for employee retirement contributions to be processed via ACH bank transfer.

Payroll Employee Deductions - ACH Payments

Ability to make employee deduction payments to vendor using ACH.

Payroll SSA (W-2’s) Generate annual W-2 forms for all Agency employees.

Payroll ADP Direct Deposit Ability to export a direct deposit file to ADP.

Payroll ADP Federal Payroll Taxes

Ability to export Federal payroll tax filings and ACH payment files to ADP.

Payroll ADP State Payroll Taxes

Ability to export Indiana State payroll tax filings and ACH payment files to ADP.

Timekeeping Time Entry Ability for everyone to enter their own time records using the following

intake methods: Time clocks, desk phone, desk PC, ID badge

General System Email/Calendar Integration

Sending emails, calendar meetings/appointment invites, etc., from

system, utilizing standard SMTP protocols.

General System Active Directory Support of Single Sign-on and Active Directory.




COST CONSIDERATIONS

Initial one-time costs for hardware (if applicable), implementation, training, software licensing, interfaces, data conversions, modifications, travel and related costs, etc., must be included with the price proposal. See electronic price proposal form Section 5 (Appendices G through J).

Recurring annual costs should be described in the proposal, clearly stating what is included (e.g., application upgrades, state and/or federal reporting requirements, hours of support, etc.), Section 5 (Appendices G and H). The Library prefers unlimited telephone support. If 24/7 telephone support is available, price proposals should clearly indicate total recurring costs for that support option. If after-hours support is only available at an hourly rate, this should clearly be indicated.

The objective is to have no hidden or unexpected costs.

REMOTE ACCESS

Please describe your solution’s ability to provide secure access to the application from external locations.

TELEPHONE AND OTHER SUPPORT

Please describe all support services available from your company in Section 5 (Appendix B). Specifically address the following issues:

Normal hours of availability Website support information Online chat Remote system access capabilities Access via toll-free 800 number Costs

Quality Assurance program(s) Other support services Service-Level Agreements (SLA) – Response time (by priority or severity levels), escalation

processes, and other metrics




IMPLEMENTATION METHODOLOGY

Please describe your implementation methodology, with milestones and timeframe. Include a preliminary implementation schedule for all applications, including the required time for system and application training, program testing, and conversion. Please include how you expect to sequence the installation of the various applications or application groupings.

The Library anticipates electronic data conversions, depending on cost. Please include estimated range of costs for data conversions for each application, if available, and a description of data that would be typically converted. Costs for proposed data conversion are to be included (Section 5, Appendix I).

TRAINING AND EDUCATION

Please provide your consulting and training options, including classroom (on-site and off-site), online (group and self-paced), training videos, and manuals. Include pricing for direct training for all required staff and users. Vendors may propose a Train-the-Trainer option, which the Library will consider, but would prefer for direct training to be provided by the selected vendor.

PROJECT MANAGEMENT

The Library will provide a designated project manager, and expects the vendor to do the same. Please include recommended vendor project management costs (Section 5, Appendix G) in the proposal and describe, in detail, services to be provided. The Library reserves the right to interview and accept the vendor’s proposed project manager as well as accept or reject changes in vendor project management personnel.

Please identify your proposed project manager and also confirm if your proposed project manager:

Has CAPM or PMP certifications from the Project Management Institute Has at least five years of enterprise application implementation project management

experience

Has experience in managing projects for Libraries or municipalities with library operations

CUSTOMER IMPLEMENTATION RESPONSIBILITIES

Please describe and/or provide a list of the typical customers’ implementation responsibilities.

SUBCONTRACTOR AND THIRD-PARTY RELATIONSHIPS

Please describe any subcontractor relationships and/or third-party providers that will be used for this implementation.

Note: If a vendor chooses to partner with a third-party vendor to address some requirements, this must be clearly stated in the response. Be specific when describing applications and the third-party vendor solution provider. Third-party vendors will be required to demonstrate their portion of the application solution along with all other required information being provided by the prime vendor.




SAMPLE USER AND TECHNICAL MANUALS

Please provide the following:

Sample Application User Manual

Sample Application User Online Documentation

Sample Technical User Manual

Sample Technical User Online Documentation

Sample Training Syllabus

Sample Section of a Detailed Implementation Project Schedule

VENDOR/RESELLER INFORMATION

Please provide all information related to your company as requested in the RFP Section 5 (Appendices). In addition, specifically address the following issues:

Describe your research and development approach and process

If you are a Software Reseller/Partner, please provide the same company, customer demographics, and reference information for your specific company in addition to the software vendor’s information (see Section 5, Appendices B, C, D, and E)

If your proposed solution belongs to a parent/consolidation company, only provide the total number of employees and support personnel for the proposed solution (see Section 5, Appendices B and C)

Technology direction

Please describe short-, medium-, and long-term direction regarding major changes in architecture, database, platforms, languages, etc.

CORPORATE STRUCTURE CHANGES

Please explain whether there are any known circumstances, such as major organizational restructuring, mergers, and/or acquisition plans, which are under consideration.

VENDOR FINANCIAL INFORMATION

Short-listed vendors may be required to provide copies of your organization’s last three (3) years of audited financial statements, including any pending litigation, in a confidential manner to the Library’s Chief Financial Officer. Please do not send financial statements with your proposal.

SAMPLE CONTRACT

Please provide sample/boilerplate contract(s) with terms and conditions (T&C’s) that will be used to negotiate the proposed solution.

USER GROUPS

Provide information regarding organized user groups, including frequency, and location of user group meetings. Also, indicate who conducts the meetings, and who is responsible for




establishing meeting agendas. Please also describe a local (State or regional) user groups or meetings.

REFERENCES AND USER BASE

Please provide references for a minimum of ten (10) completed projects of similar scope and nature to the Library, preferably within the same region and within the last three (3) years.

A reference worksheet is provided in Section 5 (Appendix E).

Please provide total number of customers (Software Provider and Reseller, if applicable) for the applications according to demographic request worksheet provided in Section 5 (Appendix D).

If your proposed solution belongs to a parent/consolidation company, only provide customer base figures and references for the proposed solution (see Section 5, Appendices D and E).

Additionally, please provide an organization name list of all active customers within the state of Indiana. Contact information is not necessary.

Lastly, please provide the number of new customers (original go-lives) implementing the proposed applications in each of the last three (3) years.




4 VOLUMES AND CONVERSIONS The tables below summarize the estimated volumes of transactions and records associated with the application processing requirements and preliminary conversion requirements.

GENERAL INFORMATION

Description Value or Quantity

Population is Service Area 934,243

Library’s Annual General Fund Operating Budget 39,888,912

Number of the Library Employees 650

USER INFORMATION

Description Value or Quantity

Number of the Library Users

Users (single licenses / user ID’s) 105

Users (concurrent) 50-70

VOLUMES INFORMATION

Volume Description Quantity Estimated

Annual Transactions

FINANCIAL MANAGEMENT

General Ledger

G/L - Number of funds 20

G/L – Account numbers 2000

Bank Accounts – Number of accounts 15

Programs/Projects & Grants (Project Accounting)

Projects/Programs 150

Grants Incl above

Requisitions & Purchase Orders

Purchase Orders 3000

Average Number of Line Items Per PO/Req 2

Vendors (active) 2,100

Contracts (active) 50

Accounts Payable

A/P Checks 5,200

Check Run Cycles 52

Library Issued Employee-use Credit Cards 2 (10)




Volume Description Quantity Estimated

Annual Transactions

Accounts Receivable

Persons/Entities Invoiced 30

Invoices 360

Average Number of Line Items Per Invoice 5

Other Cash Receipts

Total Cash Receipt Transactions (est.) 3,000

Cashiering Locations (counters) 25

Cashiering Terminals 30

Fixed Assets

Fixed Assets 3,150

PEOPLE MANAGEMENT

New Hire Applications 15,000

Full Time Employees 350

Part Time Employees 300

Seasonal Employees 50

CONVERSION INFORMATION

Application/Information

Existing Software Product

Number Records

to Convert

(Approximate)

Data Conversion

Name Version

E= Electronic

M = Manual

N/A = Not

Applicable

Financial

General Ledger Accounts Financial Edge 7.86.93.0001 3,000 GL Accounts E

Fixed Assets Financial Edge 7.86.93.0001 3,150 E

A/P Vendor Master Records Financial Edge 7.86.93.0001 3,000 E

Human Resources

Employee Master Records ADP 3.11.01 3,000 E

Other

Accounts Receivable Client Records Financial Edge 7.86.93.0001 1,000 E




5 PROPOSAL FORMS AND SUPPORTING INFORMATION

VENDOR ELECTRONIC RESPONSE FILE

This section of the RFP explains the required proposal forms and other supporting information designed to assist the vendors in their response.

The multi-tab Excel spreadsheet files contain all Appendices listed below. Appendices must be filled-in and submitted using these electronic forms (multi-tab Excel files), and must also be printed and included in your proposal.

Indianapolis Public Library EFIMS RFP Appendix A

Appendix A1 – Financial Management Feature/Function Worksheet Tabs

Appendix A2 – People Management Feature/Function Worksheet Tabs

Appendix A3 – Other Feature/Function Worksheet Tabs

Indianapolis Public Library EFIMS RFP Appendices B-J.xls

Appendix B Vendor Profile

Appendix C Vendor Financial Information

Appendix D Vendor Customer Base

Appendix E Vendor References

Appendix F Vendor General System

Appendix G Project Costs

Appendix H Interface Costs

Appendix I Conversion Costs

Appendix J Modification Costs

Required Library Forms Appendices K-M

Appendix K Qualification Form

Appendix L Non-Collusion Affidavit

Appendix M E-Verify Affidavit




6 PROPOSAL INSTRUCTIONS This section outlines the information that is requested to be included in your proposal. Please include a table of contents at the beginning of your proposal clearly outlining the contents of each section.

GENERAL PROPOSAL INSTRUCTIONS

Software features, functions, and capability information should also be submitted electronically using the forms and instructions contained in the RFP.

Response instructions are contained in Sections 3, 4, 5, and 6 of the Request for Proposal (RFP) document.

Section 5 of the RFP contains electronic vendor information worksheets. Please complete these worksheets using the electronic forms (Excel format) and as directed in the RFP instructions.

The proposal should include all costs associated with training, implementation, hardware specifications, interface estimates, file conversion assistance, custom modification estimates, annual maintenance, and support.

Intent to propose notification is to be directed to Miguel Ruiz, Contract Administrator, by e-mail at [email protected] no later than November 30, 2015.

Questions related to this RFP are to be directed to Miguel Ruiz, Contract Administrator, by e-mail at [email protected] no later than December 10, 2015. Only written questions submitted by email by the above stated date will be accepted.

Please submit your proposal by January 7, 2016 – electronically and hard copy, as follows:

Electronic: In Microsoft Word and Excel format emailed to [email protected]

and [email protected]

Printed: Eight (8) copies sent to:

Miguel Ruiz Contract Administrator

Indianapolis Public Library

2450 North Meridian Street Indianapolis, Indiana 46208

Requests for extension of the submission date will not be granted. Vendors submitting proposals should allow for normal mail or delivery time to ensure timely receipt of their proposal.

Responses to the Specific Proposal Requirements identified in Section 3 MUST be completed and indexed appropriately. In addition, all forms and checklists identified in Section 5 MUST also be included in your hard copy response. Failure to include any of the requested information within your proposal may result in rejection or disqualification.

mailto:[email protected]






PROPOSAL FORMAT

Proposals should be made in accordance with the RFP format provided herein, with all blank spaces in the Appendices properly filled in. Costs shall be stated in whole dollars.

Please provide the following sections, as a minimum:

Executive Summary

Understanding of Project Objectives

Specific Proposal Requirements (see Section 3)

Detailed Proposal and Contractual Requirements (including exceptions taken to any RFP requirement)

Library Required Forms

Remaining Appendices not included in another section

Proposals shall be addressed as indicated. A duly authorized official representing the vendor must sign all proposals. Proposals that contain omissions, erasures, alterations, or additions not called for, conditional, or alternate proposals unless called for, or irregularities of any kind, may be rejected or disqualified.

Modification of proposals will be acceptable only if delivered in writing to the place of the proposal prior to the proposal due date and time. Should the vendor find discrepancies in, detect omissions from the RFP, or be in doubt as to the meaning of any point, they shall at once notify Miguel Ruiz, Contract Administrator, at [email protected]. The Library will then send written instructions/clarifications to all vendors. If the proposal and specifications are found to disagree after the contract is awarded, the Library shall be the judge as to which was intended. Vendors are prohibited from contacting any of the Library officials or employees regarding this Request for Proposal, except for those designated in the instructions contained in this RFP document. All questions must be directed to Miguel Ruiz, Contract Administrator, at [email protected]. Failure to comply with this provision may result in rejection or disqualification of your proposal.

No negotiations, decisions, or actions shall be executed by the vendor as a result of any discussions with any of the Library officials, employees, and/or consultant. Only those transactions provided in written form from the Library may be considered binding. In addition, the Library will only honor transactions from vendors, which are written and signed.

The Library reserves the right to terminate the selection process at any time and to reject any or all proposals. The contract will be awarded to the vendor whose overall qualifications best meet the requirements of the Library.

The Library shall not be liable for any pre-contract costs incurred by interested vendors participating in the selection process.

The contents of each vendor's proposal to the Library—including technical specifications for hardware and software, purchase and lease prices, and hardware and software maintenance fees—shall remain valid for a minimum of 120 calendar days from the proposal due date.

All proposals must include copies of all sample contracts for hardware (if applicable), systems software, application software, hardware maintenance (if applicable), and software support. Please note that all contracts will be subject to negotiation between the Library and the selected vendor.

Please note that the final contract may not include all the applications or all the equipment listed in this RFP.




This RFP and the selected vendor’s proposal, including all representations, warranties, and commitments contained in the proposal and related correspondence shall be contractual obligations included in the written final contract for services, equipment, and software.

The Library will be awarding a contract to a single vendor for all core applications. Vendors are allowed to provide a proposal that includes subcontractors, but the Library will be entering into a single agreement with one vendor, acting as a prime contractor. The prime contractor will be responsible for the timeliness, quality, and deliverables provided by any subcontractors under the prime contractor’s agreement.




7 GENERAL TERMS AND CONDITIONS GOVERNING THE DELIVERABLES

Please note that any exceptions to the following requirements, as well as other sections of this RFP should be addressed in a separate section of the vendor’s proposal.

BULLETINS AND ADDENDA

The Library shall not be responsible for any oral instructions given by any employees or representatives of the Library in regard to the RFP proposal instructions, technical specifications, or vendor proposal documents as described in this RFP. Any changes will be in the form of a written addendum, which will be furnished to all Vendors who are registered with the Library as having received the RFP.

QUALIFICATIONS AND REJECTION OF PROPOSALS

Vendors will be deemed non-responsible and rejected without any further evaluation if they do not meet the following qualifications:

(1) Must have installed enterprise financial information management system in the State of Indiana and have had installations of these systems operating for a minimum of two (2) years.

(2) Must have proven experience in implementing system for libraries of similar size and operations to this project.

(3) Must have and be able to identify a team comprised of key personnel, (staff and/or subcontractors), that will be assigned to this project that have a least five (5) years of experience in implementing and supporting the proposed enterprise financial information management system.

(4) Must not have had any contract or services revoked in Indiana or any other state within the last ten (10) years.

It is expected that the proposing vendor has the requisite experience, ability, capital, facilities, organization, and staff to enable the proposing vendor to perform the work successfully and promptly, and to commence and complete the work within the proposed price and time frame.

ACCEPTANCE OF A PROPOSAL

Proposals submitted are offers only, and the decision to accept or reject will be based on the quality, reliability, capability, reputation, and expertise of the proposing vendors.

The Library reserves the right to accept the proposal that is, in its judgment, the best and most favorable to the interests of the Library; to reject the lowest price proposal; to accept any item of any proposal; to reject any and all proposals; and to waive irregularities and informalities in any proposal submitted or in the RFP process, provided, however, that the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposing vendors should not rely upon, or anticipate, such waivers in submitting their proposal.




VENDOR RIGHTS

All materials submitted in response to this RFP shall be appended to any formal documentation, which would further define or expand the contractual relationship between Library and Vendor. Vendors are advised that material contained in their proposal response are subject to the Indiana Public Records Act, IC 5-14-3 et seq., and, after the contract award, may be viewed and copied by any member of the public, including news and competitors. Vendors claiming a statutory exception to the Indiana Public Records act must place all confidential documents (including the requisite number of copies) in a sealed envelope clearly marked ―Confidential‖ and must indicate in the transmittal letter and on the outside of that envelope that confidential materials are included. The Vendor must also specify which statutory exception provision applies. The Library reserves the right to make determinations of confidentiality. If Library does not agree that the information designated is confidential under one of the disclosure exceptions to the Indiana Public Records Act, it may either reject the proposal or discuss its interpretation of the allowable exceptions with the Vendor. If agreement can be reached, the proposal will be considered. If agreement cannot be reached, the Library will remove the proposal from consideration for award and return the proposal to the Vendor. The Library will not determine prices to be confidential information.

RESERVATION OF RIGHTS

The issuance of the RFP does not commit the Library to award an Agreement, to pay any costs incurred in the preparation of a proposal response, or to otherwise contract for software or services. The Library reserves the right to conduct discussions, either oral or written, with the Vendors determined by the Library to be reasonably viable to being selected for award. The Library also reserves the right to award an Agreement for only part of the Services specified in this RFP, to negotiate different terms and conditions with any Vendor after opening all of the proposal responses, or to cancel in part or in its entirety this RFP, if it is in the best interest of the Library to do so.

The Library will evaluate each proposal response based upon the effectiveness of the perceived performance as established in the evaluation criteria and as it relates to Library's specific requirements. The lowest proposed service fee in a proposal response shall not necessarily be selected. The Library specifically reserves the right to reject any or all proposal responses or any part thereof; or to waive any defects or informalities in a proposal response when it is determined by the Library to be in the Library's best interest.

LATE PROPOSAL RESPONSES

Proposal Responses received after the stipulated RFP Submission Deadline will not be considered.

INCONSISTENCY OR ERROR IN THE RFP

Any Vendor believing that there is any ambiguity, inconsistency, or error in the RFP shall promptly notify Library in writing of such apparent discrepancy. Failure to so notify Library by the RFP Submission Deadline will constitute a waiver of claim of ambiguity, inconsistency, or error.




VENDOR ERRORS OR OMISSIONS

Library is not responsible for any Vendor's errors or omissions.

ADDENDA

The Library shall not be responsible for any oral instructions given by any employees or representatives of the Library in regard to the RFP instructions, technical specifications, or proposal response documents as described in this RFP. Any changes will be in the form of a written addendum, which will be furnished to all Vendors who are registered with the Library as having received the RFP.

VENDOR INCURRED COSTS

The Vendor shall be responsible for all costs incurred in preparing or responding to this RFP. All materials and documents submitted in response to this RFP become the property of the Library upon delivery and will not be returned after the RFP Submission Deadline.

MODIFICATION OR WITHDRAWAL OF PROPOSAL RESPONSES

A proposal response to this RFP may not be modified, withdrawn or cancelled by a Vendor for sixty (60) days following the RFP Submission Deadline, and each Vendor so agrees in submitting its proposal response.

Proposal responses may be withdrawn, altered, and/or resubmitted at any time prior to the RFP Submission Deadline. Notice of pre-submittal date withdrawal must be in writing over the signature of the Vendor, submitted via facsimile or submitted via digital copy via email. If by facsimile or email, written confirmation over the signature of the Vendor must have been mailed and postmarked on or before the RFP Submission Deadline. Withdrawn proposal responses may be resubmitted up to the RFP submission deadline, provided that they are then fully in conformance with these general terms and conditions.

REJECTION OF SOLICITATION RESPONSES

The Library reserves the right to reject any or all responses received, or any part thereof; to accept any response or any part thereof; or to waive any informality when it is deemed to be in the Library's best interest. Any Vendor objecting to the rejection of a proposal response, or portion thereof, shall lodge that protest, in writing, with Library no later than 5:00 PM local time of the fifth (5th) calendar day, following release of the Library's Notification of Award letter.

WARRANTIES

Each Vendor submitting a proposal response in response to this RFP warrants and guarantees that the Vendor is fully capable of performing every task set forth in the RFP and in their proposal response. No limitation or exception to this warranty provision will be acceptable to Library; except, it is understood that the Vendor is not responsible for any problems in performance caused by improper acts or omissions by the Library.




EXCEPTIONS

It is the intent of the Library to award the Agreement on a fair, competitive basis. For this reason, the Library may view the notation of any "Exception" in response to any material conditions or requirement of the RFP as an attempt by the Vendor to vary the terms of the RFP, which, in fact, may result in giving such Vendor an unfair advantage over other Vendors. For this reason, the Library will, at its option, not allow exceptions to any material requirement if, in the opinion of the Library, the exceptions alter the overall intent of this RFP, unless the exception would be of material benefit to the Library.

DISQUALIFICATION FOR CONFLICT OF INTEREST

The Library reserves the right to disqualify any Vendor on the basis of any real or apparent conflict of interest that is disclosed by the proposal response submitted or any other data available to the Library. The right of disqualification is at the sole discretion of the Library. Any Vendor submitting a proposal response herein waives any right to object at any future time, before any body or agency, including but not limited to, the Library, or any court, to the Library's exercise of its right of disqualification by reason of real or apparent conflict of interest as determined by the Library.

VENDOR CERTIFICATION

By submission of a proposal response, each Vendor certifies that it Vendor has not paid or agreed to pay any fee or commission, or any other item of value contingent on the award of an Agreement to any employee, official or current contracting consultant of the Library.

COVENANT AGAINST CONTINGENT FEES

By submission of a proposal response, each Vendor warrants that no person or selling agent has been employed or retained to solicit or secure the Agreement upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee, excepting bona fide employees or bona fide established commercial or selling agencies maintained by the Vendor for the purpose of securing business. For breach or violation of this warranty, the Library shall have the right to immediately terminate the Agreement without penalty or liability on its behalf or, in its discretion, to deduct from fees or payments due the Vendor the commission, percentage brokerage, or contingent fee.

GRATUITIES

The Library may immediately terminate the right of the Vendor to proceed under the Agreement without penalty or liability on its behalf, if it is found that gratuities in the form of entertainment, gifts or otherwise were offered or given by Vendor, or any agency or representative of Vendor, to any officer or employee of the Library with a view toward securing or amending, or the making of any determinations with respect to the performance of such Agreement.




AFFIRMATIVE ACTION IN EMPLOYMENT

The Vendor may provide a certificate or statement regarding the status of the company as a Minority, Women, or Veteran Owned Business (―MBE/WBE/VBE‖) as part of the proposal response package. The Library is committed to provide an equal opportunity for participation of MBE/WBE/VBE firms in all Library business.

It is the desire of the Library to achieve participation of MBE/WBE/VBE firms consistent with the City of Indianapolis’ utilization policy in the procurement of goods and supplies, in the retention of professional services, and in the construction and renovation of facilities. Vendors, who meet the criteria of MBE/WBE/VBE firms or similar requirements for out-of-state firms, shall provide a statement in the Proposal indicating the appropriate designation. A copy of a certification by the State of Indiana or the City of Indianapolis may be included in the vendor’s proposal response. The Library extends to each individual, firm, vendor, supplier, contractor and subcontractor an equal opportunity to compete for Library business and strongly encourages voluntary utilization of disadvantaged and/or minorities to reflect both industry and community ethnic composition.

A successful Vendor in performing under an Agreement resulting from this RFP shall not discriminate against any worker, employee or applicant to be employed in the performance of an Agreement resulting from this RFP, with respect to hire, tenure, terms, conditions, or privileges of employment because of race, creed, color, religion, national origin, age, disability, veteran status, sexual orientation, gender or gender identity, nor otherwise commit an unfair employment practice. The Vendor will take affirmative action to ensure that applicants are employed, and that employees are dealt with during employment, without regard to their race, creed, color, religion, national origin, age disability, veteran status, sexual orientation, gender or gender identity.

PROTEST OF AWARD

Any person who has an objection to the awarding of an Agreement to any Vendor by the Library resulting from the RFP, and who otherwise has standing to do so, shall lodge that protest, in writing, with Library no later than 5:00 PM local time of the fifth (5th) calendar day, following release of Library's Notification of Award letter. The Library retains the right to reject all protests not filed within this time or those found to be without merit.

NEWS RELEASES

News releases pertaining to the award of the Agreement or the Services or any part of the subject shall not be made without prior approval of the Library.

RIGHTS TO SOURCE CODE (ESCROW ARRANGEMENT)

Should the selected program contractor or vendor cease to exist or their organization become financially insolvent, rights to use the source code (for the Library’s use only) shall be granted to the Library.

INTENTION

The vendor shall, unless otherwise specified, supply all installation, conversion, training, transportation, and incidentals necessary for the entire proper implementation of the selected




systems. In addition, the vendor shall be responsible for the implementation in a most professional manner, a complete job and everything incidental thereto, as shown in the Proposal, stated in the specifications, or reasonably implied, all in accordance with the contract documents.

RIGHTS TO SUBMITTED MATERIALS

All proposals, responses, inquiries, or correspondences relating to or in reference to this RFP, and all reports, charts, displays and other documentation submitted by the vendor shall become the property of the Library when received. The Library reserves the right to use the material or any ideas submitted in any proposal in response to the RFP.

VENDOR DEMONSTRATIONS

Vendors may be requested, at no cost to the Library, to demonstrate the proposed software and hardware systems at a mutually agreeable date and site.

ACKNOWLEDGMENTS

By submitting a proposal, a proposing vendor acknowledges and agrees to each of the following:

Reliance. The Library is relying on all warranties, representations, and statements made by the vendors in their proposals.

Reservations of Rights. The Library reserves the right to reject any and all Proposals, reserves the right to reject the lowest priced Proposal, and reserves such other rights as are set forth in the instructions to proposing vendors.

Acceptance. If a vendor’s proposal is accepted by the Library, the vendor shall be bound by each and every term, condition and provision contained in the RFP, the vendor’s proposal, and in the final contract to be negotiated between the selected vendor and the Library.

Remedies. Each of the rights and remedies reserved to the Library in this RFP shall be cumulative and additional to any other or further remedies provided in law or equity.

Severability. The provisions of this RFP shall be interpreted when possible to sustain their legality and enforceability as a whole. In the event any provision of this RFP shall be held invalid, illegal, or unenforceable by a court of competent jurisdiction, in whole or in part, neither the validity of the remaining part of such provision, nor the validity of any other provisions of this RFP shall be in any way affected thereby.

Amendments. No modification, addition, deletion, revision, alteration, or other change in this RFP shall be effective unless and until such change is reduced to writing and executed and delivered by the Library to the prospective vendors.




8 ADDITIONAL TERMS AND CONDITIONS GOVERNING AGREEMENT

In addition to the proposal response requirements of his RFP, which each Vendor shall agree to by the act of submitting its proposal response, any Vendor that may be selected to perform the Services and to enter into the Agreement with Library must agree to a number of general terms and conditions. If a Vendor cannot agree to any of the stated general terms and conditions, its proposal response must clearly state the reason for any such non-compliance.

Please note that any exceptions to the following requirements, as well as other sections of this RFP should be addressed in a separate section of the vendor’s proposal.

FORM OF AGREEMENT

The submission of a proposal response constitutes the agreement of any submitting Vendor that any contract to be drawn as a result of an award to the Vendor will be prepared by counsel for the Library or if the selected Vendor standard contract is used it shall be subject to modification and negotiation by counsel for the Library to conform to the requirements of this RFP, Indiana legal requirements and principles applicable to the Library, and requirements for the protection of Library as are appropriate. Vendors are requested to submit copies of their applicable standard contract or engagement forms for information purposes.

COMPLIANCE WITH LAWS

Whether or not Vendor uses Subcontractors to perform any of the Services, Vendor and Subcontractors, if any, shall comply with, abide by and observe the all statutes, laws, ordinances, rules, regulations, or standards of federal, state and local governments having authority or jurisdiction over the Services or performance of the Services, or any lawful orders pertaining in any way to the Services to be provided to the Library (―Applicable Laws‖).

QUALIFICATION TO CONDUCT BUSINESS IN INDIANA Out of State Vendors - It shall be a condition to the Agreement that any out-of-state Vendor

that may be selected shall be duly registered and qualified to do business within the State of

Indiana.

AUDIT OF CONTRACT RECORDS

Vendor must keep all resulting contract records separate and make them available for audit by Library personnel or Indiana State Board of Accounts personnel upon request.

PRIME CONTRACTOR RESPONSIBILITY

Planned use of Subcontractors in connection with the Agreement should be clearly explained and described in the vendor’s proposal response. The use of any Subcontractor in connection with the Services shall be subject to the approval of the Library, and any approved




Subcontractor shall agree to be bound by and subject to all terms and conditions of the Agreement between the Library and the selected Vendor. The Vendor as prime contractor will be responsible, and must take responsibility, for the performance of all Services under the Agreement whether or not Subcontractors are used.

INDEPENDENT CONTRACTOR

It is expressly understood and agreed that the selected Vendor shall be an independent contractor and not an employee of the Library. The Agreement will not constitute, create, give rise to, or otherwise recognize a joint venture, partnership, or formal business organization of any kind between the parties, and the rights and obligations of the parties shall be only those expressly stated in the Agreement. Nothing in the Agreement shall create any contractual or other relationship between the Library and any Subcontractor having a contract with Vendor, nor shall it create any obligation on the part of the Library to pay or to see to payment of any monies due to any Subcontractor from Vendor. Vendor represents and warrants that no persons supplied by it in the performance of the Agreement are employees of the Library and further agrees that no rights of the Library's civil service, retirement or personnel rules accrue to such persons. The Vendor shall have complete responsibility for all salaries, wages, bonuses, retirement, withholdings, workers' compensation and occupational disease compensation insurance, unemployment compensation, other benefits and taxes and premiums appurtenant thereto concerning all employees and personnel provided by Vendor in the performance of the Agreement and shall save and hold the Library harmless with respect thereto.

VENDOR REQUIRED INSURANCE COVERAGE

Vendor shall secure, pay for and maintain the following insurance policies in full force and effect throughout the term of the Agreement:

(1) Errors and Omissions/Professional Liability Insurance with limits of not less than Five Million Dollars ($5,000,000) per occurrence and general aggregate for all acts and omissions related to the responsibilities contained in the Agreement. If issued on a claims-made basis, the policy must remain in effect for the duration of the Agreement and two (2) years after the end of the Agreement term. An extension of three (3) additional years may be required at the discretion of the Library. For all professional contracts, liability policies may not be limited to the fees paid to the Vendor.

(2) Workers' Compensation insurance, affording coverage in accordance with the applicable state laws covering all of Vendor’s employees, and Employer’s Liability coverage in accordance with the applicable state laws but no less than Five Hundred Thousand Dollars ($500,000).

(3) The insurance policy addressed in Subsections I. (1) above shall be endorsed to name the following as additional insured’s:

Indianapolis-Marion County Public Library and its trustees, directors, officers, employees, representatives, agents, contractors, licensees, and successors.

(4) All insurance policies required hereunder: 1) shall be endorsed to state that the insurance is primary and not contributive to any other insurance available to the Library; 2) shall provide for a waiver of rights of subrogation against the additional insurers on the part of the insurance carriers; 3) shall be written with insurance companies licensed to do business in the State of Indiana and rated no lower than A- in the most current edition of A.M. Best’s




Property-Casualty Key Rating Guide, and 4) shall provide for no less than thirty (30) days advance written notice to the Library prior to cancellation, non-renewal or material modification.

(5) Vendor shall deliver to the Library, prior to commencement of Services under the Agreement, Certificates of Insurance confirming the existence or issuance of all insurance policies required to be carried hereunder (―Certificates of Insurance‖). If any such policy is not obtained, or if all Certificates of Insurance are not delivered to Library by the aforementioned time, or if any of such policies are canceled, the Library shall have the right to terminate the Agreement immediately and/or deny Vendor access to Library facilities.

(6) These insurance provisions are minimum requirements and shall not relieve Vendor of its contractual indemnity, defense and hold harmless obligations.

INVESTMENTS

By submission of a proposal, the Vendor certifies that the Vendor is not engaged in any investment activities in Iran as defined in Ind. Code § 5-22-16.5-8

E-VERIFY

The Vendor must agree to enroll in and participate in the E-Verify Program as required by Indiana Code 22-5-1.7-11 during the hiring process for all employees hired after the date of the service agreement. The Vendor must agree to require its subcontractors who may perform work under the services agreement to certify to Vendor that the subcontractor does not knowingly employ or contract with an unauthorized alien and that the subcontractor has enrolled and is participating in the E-Verify program. The Vendor must agree to maintain this certification throughout the duration of the term of a contract with a subcontractor. The Library may terminate a resulting services agreement for default if the Vendor fails to cure a breach of these E-Verify provisions no later than thirty (30) days after being notified by the Library of such breach. As a condition to entering into a services agreement, the Vendor must execute the E-Verify Affidavit, which shall be an exhibit to the services agreement. Such affidavit shall be in the form attached to this RFP.

ASSIGNMENT

It is mutually understood and agreed that the Proposal and any final contract will be binding upon the vendor and its successors. Neither this RFP, any final contract, any part of either or any monies due, or to become due under them, may be assigned by vendor without the prior written consent of the Library.

VENDOR REPRESENTATIONS

In order for the Library to accept a Proposal, each vendor, by submitting a proposal, thereby represents and warrants as follows:

Status of Vendor. Vendor will perform the work in vendor's own way and pursuant to any final contract as an independent contractor and in pursuit of vendor's independent calling, and not as an employee of the Library. The persons used by vendor to provide the work under any final contract will not be considered employees of the Library for any purposes.

The payment made to vendor pursuant to any final contract will be the full and complete compensation to which vendor is entitled. The Library will not make any federal or state tax




withholdings on behalf of vendor or its agents, employees, or subcontractors. The Library will not pay any Workers' Compensation insurance, retirement contributions, or unemployment contributions on behalf of vendor or its employees or subcontractors. Vendor agrees to indemnify and pay the Library within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or Workers' Compensation payment which the Library may be required to make on behalf of vendor or any agent, employee, or contractor of vendor for work done under any final contract. At the Library’s election, the Library may deduct the amounts paid pursuant to this section, from any balance owing to Vendor.

Vendor understands that its professional responsibility is solely to the Library. Vendor warrants that it presently has no interest, present or contemplated, and will not acquire any direct or indirect interest that would conflict with its performance of any final contract. Vendor further warrants that neither vendor, nor vendor’s agents, employees, subcontractors, and vendors, have any ancillary real property, business interests, or income that will be affected by this RFP or final contract or, alternatively, that vendor will file with the Library an affidavit disclosing this interest. Vendor will not knowingly, and will take reasonable steps to ensure that it does not, employ a person having such an interest in the performance of a final contract. If, after employment of a person, vendor discovers that it has employed a person with a direct or indirect interest that would conflict with its performance of a final contract, vendor will promptly disclose the relationship to the Library and take such action as the Library may direct to remedy the conflict.

Discrimination and Harassment Prohibited. Vendor will comply with all applicable local, state, and federal laws and regulations prohibiting discrimination and harassment.

Jurisdiction, Venue, and Governing Law. Any action at law or in equity brought for the purpose of enforcing a right or rights provided for by this RFP or final contract will be tried in a court of competent jurisdiction in Marion County, State of Indiana, and vendor and the Library will waive all provisions of law providing for a change of venue in these proceedings to any other county. The laws of the State of Indiana will govern this RFP and any final contract.

Waivers. The waiver by either the Library or vendor of any breach or violation of any term, covenant, or condition of this RFP or any final contract or of any provisions of any ordinance or law will not be deemed a waiver of such term, covenant, condition, ordinance or law. The subsequent acceptance by either party of any fee or other money that may become due hereunder will not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this agreement or any applicable law.

Authority. The individuals executing this RFP and the instruments referenced in it on behalf of vendor each represent and warrant that they have the legal power, right and actual authority to bind vendor to the terms and conditions of this RFP.

INDEMNIFICATION

The proposing vendor agrees that it will hold harmless, defend, and indemnify the Library, its officers, agents, volunteers, and employees from and against any and all claims, demands, costs, or liability, including attorney fees, arising out of or in any way connected with the proposing vendors performance of, or failure to perform, the Work or any part thereof or caused in whole or in part by any act or omission of the vendor, any of its subcontractors, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, except to the extent caused by the active negligence, sole negligence, or willful misconduct of the Library.

APPENDIX K

QUALIFICATION FORM

INDIANAPOLIS-MARION COUNTY PUBLIC LIBRARY

TO: INDIANAPOLIS-MARION COUNTY PUBLIC LIBRARY

2450 N. Meridian Street

Indianapolis, IN 46208

PROJECT: Request for Proposal


VENDOR: _________________________________________________________________

Address: _________________________________________________________________

City/State: _________________________________________________________________

Telephone Number: ________________________FAX_______________________________

Agent of Vendor (if applicable): _________________________________________________

Email address: _______________________________________________________________

VENDOR ACKNOWLEDGEMENT:

The undersigned acknowledges that I have received and thoroughly reviewed the Request for

Proposal (RFP) dated _____________, 2015. I have also received and reviewed the responses to

the RFQ questions dated _________, 2015, and have included their provisions in my Proposal.

APPENDIX L

NON-COLLUSION AFFIDAVIT


Request for Proposal


The undersigned, on behalf of the Vendor, being first duly sworn, deposes and states that Vendor

has not, nor has any other member, representative, employee or agent of the Vendor, entered into

any combination, collusion or agreement with any person relative to the Service fees to be

proposed by anyone at such letting, to prevent any person from submitting a proposal, or to

induce anyone to refrain from submitting a proposal.

The undersigned further deposes and states that this proposal is made without reference to any

other proposal and without any agreement, understanding or combination with any other person

referring to such proposal.

The undersigned further deposes and states that no person, firm or entity has or will receive

directly or indirectly, any rebate, fee, gift, commission or thing of value on account of such

proposal.

(Vendor):

By (Signature):

(Printed Name and Title):

(Important – Notary Signature and Seal Required in the Space Below)

STATE OF ________________________

SS:

COUNTY OF ______________________

Subscribed and sworn to before me this _____ day of _______________2015.

My commission expires: ________________ (Signed) _________________________________

Residing in ____________________________ County, State of _________________________

APPENDIX M

E-VERIFY AFFIDAVIT


Request for Proposal


Pursuant to Indiana Code 22-5-1.7-11, the contractor entering into a contract with the

Indianapolis Marion County Public Library is required to enroll in and verify the work eligibility

status of all its newly hired employees through the E-Verify Program. The contractor is not

required to verify the work eligibility status of all its newly hired employees through the E-

Verify Program if the E-Verify program no longer exists.

The undersigned, on behalf of the contractor, being first duly sworn, deposes and states that the

contractor does not knowingly employ an unauthorized alien. The undersigned further affirms

that, prior to entering into its contract with the Indianapolis-Marion County Public Library, the

undersigned contractor will enroll in and agrees to verify the work eligibility status of all its

newly hired employees through the E-Verify program.

(Contractor): _____________________________________________________________

By (Written Signature): ____________________________________________________

(Printed Name): __________________________________________________________

(Title): _________________________________________________________________

Important – Notary Signature and Seal Required in the Space Below

STATE OF ___________________

SS: __________________________

COUNTY OF _________________

Subscribed and sworn to before me this _____ day of ________________, 20___

My commission expires: ____________ (Signed) _______________________________

Residing in _______________________ County, State of _________________________

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