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ST. CLOUD METROPOLITAN TRANSIT COMMISSION

REQUEST FOR PROPOSAL

INTEGRATED FINANCE, PAYROLL, HUMAN RESOURCES, ASSET

MANAGEMENT, PROCUREMENT, FLEET MANAGEMENT SYSTEM

Metro Bus

665 Franklin Ave. N.E.

St. Cloud, MN 56304

PROJECT TEAM:

Lead: Steve Williams

I.T. Manager

[email protected]

Ph: 320-529-4496

Gary Korneck

Procurement Manager

[email protected]

Ph: 320-529-4488

Paula Mastey

Chief Finance and Administration Officer

[email protected]

Ph: 320-529-4490

1.0 PROJECT SCOPE

1.1 Introduction

The purpose of the Request for Proposal is to invite qualified vendors to participate in the competitive bidding process for acquiring Enterprise Finance, Payroll, Human Resources, Asset and Fleet Management, Purchase Order processing, Timekeeping, Scheduling, and related software services that will either replace, or fully integrate, to the business needs of Metro Bus.

1.2 Agency Information

The St. Cloud Metropolitan Transit Commission (Metro Bus) was created by the Minnesota Legislature in 1969 to operate as a Transit Authority. Metro Bus is located in St. Cloud, MN about 70 miles northwest of Minneapolis-St. Paul and provides fixed route and paratransit bus service to the cities of St. Cloud, Sauk Rapids, Waite Park, and Sartell in a radius that covers 36 square miles in central Minnesota.

Metro Bus has a current total staff of roughly 170 employees and has an annual operating budget of approximately $13 mil. Metro Bus is primarily funded by an 80% Federal and State grant appropriation with a 20% local contribution consisting of tax levy and bus fares.

1.3 Metro Bus Facilities

Operations Center: Primary location of the administrative offices, paratransit call center, maintenance shop, and vehicle storage.

Transit Center: Multimodal transfer facility located in downtown St. Cloud.

Mobility Training Center: Located in downtown St. Cloud, this facility features a simulated bus riding, bus stop, and street environment for training and assessing an individuals physical and cognitive abilities as they pertain to using public transportation.

1.4 Current Software Programs

System Name

Developer

Areas Directly Supported

Functions

Traverse

Open Systems

Finance/Accounting

G/L, A/P, Payroll Processing/Reporting

MetroNet

Home Grown System Sleekcode, LLC

All

A/R, Payroll hour tracking, Human Resources, Employee database, Bus Operator scheduling, Insurance and liability claim tracking, Fare media sales tracking, Project Management, Customer relations, various statistical reporting

Asset Keeper

Pro-Ware

Finance, Procurement, I.T.

Fixed Capital Asset tracking, Equipment/Facility depreciation

Ron Turley Associates (RTA)

Ron Turley Associates

Maintenance/Procurement

PO processing, Parts requisitioning, Parts inventory mgmt., Fleet Inventory mgmt., General maintenance.

Trapeze

Trapeze Software Group

Pass Dial-a-Ride Operations / Streets Fixed Route Operations

Mobile Data / Ride Scheduling / Fleet AVL Tracking System

1.5 I.T. Software Solution Requirements:

1.5.1 I.T. Software priority needs

1. Reporting Needs to provide the data required for reporting;

2. Customizable Needs to be scalable to provide for agency growth, new requirements, etc.;

3. Incorporation If a required function cannot be carried-out by the proposed; solution, integration with existing software is required to avoid duplication of work;

4. End-User Driven End-user needs to work within the system independent of I.T. intervention;

5. System Support 24x7x365 emergency support and normal business hours routine support must be available. Support must be via telephone with immediate response for emergency situations (i.e. system down) and 2-hour response time for routine needs;

6. Access Rights Ability to grant or deny access within various modules based on user log-in and ID. Ability to create access groups and assign members;

7. Data back-up and restore Data should be backed-up nightly and should have the ability to recover back-up data in the event that information is inadvertently deleted.

1.5.2 I.T. Software priority wants

1. Full-time test environment;

2. Proxy card integration for driver sign-in (scheduling);

3. I.T. ticket submission troubleshooting/repair/upgrade request process.

2.0 PROJECT DELIVERABLES

2.1 Project Schedule

1. RFP Issue Date: December 16, 2016

2. Final Date for Questions/Clarification: January 20, 2017, 5:00 p.m. CST

3. Final Date for Metro Bus Response to Questions/Clarifications: January 25, 2017, 5:00 p.m. CST

4. RFP Due Date: February 1, 2017, 5:00 p.m. CST

2.2 Primary Contact Person

All questions, clarifications, or comments related to this Request for Proposal must be submitted via email to:

Steve Williams, I.T. Manager, [email protected] not later than January 20, 2017, 5:00 p.m. CST

No guarantee of response by Metro Bus can be made upon late receipt.

2.3 RFP Submission Requirements

Proposals must be received by Metro Bus by: February 1, 2017, 5:00 p.m. CST

It is the responsibility of each Vendor to ensure proposals arrive before the deadline.

All proposals and related documentation must be submitted in a sealed envelope clearly marked Metro Bus Software RFP and delivered to:

Attn: Steve Williams

Metro Bus

665 Franklin Ave. N.E.

St. Cloud, MN 56304

2.4 Metro Bus Response

All responses by Metro Bus will be in the form of a written addendum to be provided to all Proposers before or by: January 25, 2017, 5:00 p.m. CST

2.5 Vendor Response

Vendors are encouraged to submit bid proposals for the entire proposal package, or by a select group of software (i.e. Finance only, Payroll/HR only, or any combination thereof). Metro Bus reserves the right to accept or reject separate software application proposals based on their distinction to the overall project scope/deliverables. Vendors must clearly identify any specific applications they will not be able to offer, or have the inability to integrate with Metro Buss existing software programs.

2.6 Acceptance of Proposal

1. Metro Bus reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities or irregularities in a proposal.

2. Metro Bus reserves the right to withdraw this RFP at any time without prior notice and makes no representations that any Contract or Agreement will be awarded to any Proposer responding to this RFP.

3. Metro Bus reserves the right to postpone or delay proposal openings or award for its own convenience.

2.7 Addendums

Any Metro Bus changes or revisions, or any Vendor requests for clarification/revision to the RFP requirements must be communicated by written correspondence. Any written addenda issued pertaining to the RFP will be transmitted electronically to all Proposers and will be incorporated into the terms and conditions of any resulting Agreement. Metro Bus will not be bound to any verbal or oral modifications to, or deviations from, the requirements set in this RFP.

2.8 Failure to Respond

Metro Bus reserves the right to remove from its mailing lists for future RFP opportunities any Proposer who fails to accept a contract, failure to respond, and/or unsatisfactory performance. Please note that a No Bid or a Decline to Bid is considered a response.

2.9 Proposal Expenses

Metro Bus will not, in any event, be liable for any pre-contractual expenses incurred by the Proposer in preparation of responding to this RFP. The Proposer shall not include any such expenses as part of its proposal.

2.10 Vendor Information

Each proposal package must contain all Vendor contact information and include the following:

1. Vendor Name, Primary Contact Name, Primary Address;

2. A letter of transmittal by the person with authority to bind the Proposer, answer questions, and to provide clarification concerning the submitted proposal;

3. Three (3) original complete copies of the technical proposal and price proposal;

4. A compact disk or USB storage device containing one complete PDF or MS Word compatible file of the technical proposal and one complete MS Excel file of the proposed pricing forms;

5. A complete and accurate project description that details the proposal and how the proposal addresses the specifications and submission requirements found in the RFP;

6. All required certification documents (see bidder checklist);

7. Al forms and affidavits completed.

2.11 Proprietary Information

Any information contained in a proposal that the Vendor considers proprietary must be clearly identified as such. Metro Bus will respect requests for non-disclosure of proprietary information to the extent that restricted information conforms to the Freedom of Information Act and any court rulings.

2.12 Late Proposals, Withdrawal of Proposals

Any proposal received by Metro Bus after the specified date and time will not be considered and the Vendor will be informed of their omission.

A proposal may be withdrawn if made by written request of their authorized representative but only if the withdrawal is made prior to the exact time set for receipt of proposals.

3.0 PROPOSAL INSTRUCTIONS

3.1 Proposal Format

Responses to the RFP must correlate with the numeric characters and order in the Proposers Checklist (See Attachment C). Each item in the RFP should be addressed in the proposal.

3.2 References

Each Vendor must have 3 past performance surveys completed and returned directly to Metro Bus (See Attachment D). It is preferred that at least one reference be a public entity, preferably a transit agency.

3.3 Company Detail & Questions

All information requested in this section must be addressed in the Vendors proposal (please limit your responses to the suggested page limits).

1. Submit a history and overview of your firm to include the number of locations in the U.S .and your total number of customers. Provide the legal name of your company and if the company is owned or controlled by a parent company. (1 page).

2. Provide an overview of your companys overall experience and familiarity with similar projects. Describe the experience of your key individuals who will be assigned to this project. Detail should be relevant to the types of services described in this RFP. (1 page).

3. Provide an organizational chart of the key individuals who will be assigned to this project. Job descriptions should be specific to this project. (1 page).

4. Identify all subcontract work that will be performed on this project. Include a brief summary of the working relationship on similar projects (1 page).

3.4 Proposal Detail

Each Proposer must submit a complete proposal describing the offered solution in detail. The narrative must include a description of equipment and services required for successful implementation. (Please limit to 5 single pages or less).

3.5 Price Proposal

The proposer must submit a complete price proposal in the excel spreadsheet format provided by Metro Bus (See Attachment B). All equipment, software, services, licensing, training, profit, overhead, and miscellaneous expenses should be itemized. Sufficient detail will be provided so that Metro Bus may assess the reasonableness of each price proposal and assure equal evaluation of all proposals. Proposals that fail to provide and identify separately itemized expenses may be deemed non-responsive and will not be considered.

Proposals must include any additional pricing for items that may represent value to Metro Bus but are not included in the specifications. These items should be clearly noted as options and will not be judged in the base price proposal.

Metro Bus is exempt from all local, state, and federal excise taxes.

3.6 Evaluation Criteria

Proposals submitted will be evaluated by a committee of the Metro Bus Administrative staff. The committee will review and score each proposal based upon the following criteria:

Max points / Quality Level = Score

Evaluation Elements

Quality Level

Max Points

Score

Experience

Vendor demonstrates experience, proficiency, and technical aptitude of public transit requirements to provide and maintain the requested system solution.

Project Knowledge

Vendor has demonstrated a thorough understanding of the scope of the project and their role and responsibilities as a business partner with Metro Bus. Vendor exhibits confidence and expertise regarding the proposed solution and services.

Proposed Solution

Vendor has provided a solution compliant with all bid specifications. Cost neutral options, add-ons, and present or future value-added system features are included beyond the standard specification.

Presentation

Vendor is organized and thoroughly responsive to all areas contained in the RFP.

Price

Proposed price appears complete, realistic, and cost effective. Total price represents value for Metro Bus.

TOTAL POSSIBLE

100

The quality level will be based on the following scoring method:

Quality Level

Points

Description

Excellent

100%

Meets all requirements; reflects significant proficiency or strengths as compared to minimum levels of acceptability; no offsetting weaknesses.

Very Good

85%

Meets all requirements; reflects some proficiency and strengths; few if any offsetting weaknesses.

Good

75%

Meets all requirements; strengths and weaknesses tend to offset each other equally.

Fair

50%

May contain significant weaknesses; meets all minimum requirements but some areas of doubt exist.

Poor

35%

Serious doubt exists regarding the ability to meet even minimum requirements; significant weakness without any offsetting strengths.

Deficient

0%

Does not meet any requirements of the project.

3.7 Discussion/Evaluation

After the initial receipt and evaluation of proposals, discussions will be conducted with Proposers determined to be the most responsive, who most closely meet the requirements of the Statement of Work, and who will most likely be considered a candidate for award.

During the evaluation process, negotiation, and selection process, committee members may not disclose information from one Proposer to another. All information provided by each Proposer shall remain confidential after the conclusion of the procurement process to the extent applicable by law.

3.8 On-Site Interviews

1. Metro Bus reserves the right to conduct interviews with one or more of the top ranked Proposers as part of the evaluation and selection process.

2. Proposers may be required to hold a group presentation in person at Metro Bus Operations, or via web conferencing before a final decision is made.

3. Proposers identified for further consideration will be personally interviewed by the evaluation committee and may have the opportunity to revise their proposal as a result of these discussions. A second round of scoring may be conducted as a result of these considerations.

3.9 Award of Contract

Terms and conditions of a contract will be negotiated upon completion of the evaluation process.

Metro Bus staff will recommend the contract be awarded to the best value responsible respondent whose proposal is most advantageous to Metro Bus based upon the evaluation criteria listed above and upon resolution approval of the St. Cloud Metropolitan Transit Commission Board of Commissioners.

Cost shall not be the sole determining factor, however, Metro Bus, at its option, may request a best and final offer from the selected Vendor regarding the Statement of Work and other associated fees.

4.0 STATEMENT OF WORK

4.1 Overview

Metro Bus is seeking to replace their existing system functions with one or more programs that will fully integrate and streamline these activities:

1. General Ledger, (AP/AR), Grants management reporting;

2. Budgeting, budget to actual reporting;

3. Scheduling/Timeclock entry/Payroll;

4. Human Resources;

5. Procurement (PO Processing);

6. Fixed Capital Asset Management;

7. Fleet Maintenance;

8. Data tracking (i.e. insurance claims, transit mileage, hours, passengers/hr., etc.).

The comprehensive software package will meet the following objectives:

1. Serve as the primary financial management tool;

2. Provide automated consolidation of data management throughout Metro Bus;

3. Reduce time spent manually compiling and reconciling report data;

4. Provide a flexible system with the capability to interface with multiple software programs;

5. Allows for easy import/export and customizable reporting functions

6. Ensure an appropriate level of internal control when assigning access rights and creating user groups;

7. Provide a structured workflow and flexibility for all financial budgeting, employee timekeeping/scheduling, payroll processing, accounts payable, accounts receivable, human resources employee tracking;

8. Provide automated purchase order generation and processing;

9. Provide fixed capital asset tracking to include depreciation and disposal;

10. End-user driven, customizable;

11. Supports robust growth within Metro Bus.

4.1.1 Separately, Metro Bus will also consider the replacement of its employee scheduling software, however, the vendor must demonstrate and provide functioning certification that their proposed solution will completely integrate with Trapeze Pass/Streets, Metro Buss current mobile data / AVL fleet tracking system. Any custom programming that would be necessary to achieve full integration to the Trapeze software system must be clearly defined in detail in all proposals. The inability to fully integrate must also be clearly stated.

4.1.2 Proposers must also demonstrate and provide functioning certification that their proposed Fleet Maintenance system will integrate with Fuel Master (a Syntech Systems product) Metro Buss Electronic Fueling Interface (EFI). Additionally, if a Fleet Maintenance system is not offered, the Proposer must clearly demonstrate that their proposed solution fully assimilates with Ron Turley Associates (RTA) Fleet Maintenance software that is currently in use by Metro Bus.

4.1.3 Any custom programming, including customization of any existing software that Metro Bus elects to retain, that is required to achieve full system integration into any new system is to be included in all proposals. Each system component must be part of a fully integrated financial accounting system.

All system components must create/ensure real time data and information updates must be a feature of all modules. Changes that are considered routine, but not limited to, shall not require programming changes:

a) Report consolidation;

b) Additions, deletions, changes to accounts, customers, vendors, etc.;

c) User access, security, rights and approval limits;

d) Override capability;

e) Allocation and methodology features.

1. Appropriate user-defined security controls shall allow the user to independently view and create reports without reliance on I.T. staff or outside vendor assistance.

2. All modules within the accounting, financial and human resources systems must have the ability to efficiently store and retrieve data for a minimum of five (5) years in addition to the current fiscal year within each respective module without corrupting the modules performance.

3. The financial system must be able to separately and simultaneously track a fiscal year and payroll year within the same system.

4. Additional historical data needs to be easily stored and retrieved by the end-user without I.T. intervention.

5. All modules must have report writing capabilities for the end-user to create and export customizable reports within the entire application.

6. The report writer must provide the ability to save, schedule, and distribute reports that contain data for the respective reporting period.

7. The end-user must be able to easily download/export data into a Microsoft Excel spreadsheet and PDF file. This function is critical to facilitate the customization of cost/budget analysis, employee records, data reports, and financial statements tailored to the preparers and end-users preferred method of reporting features.

The Vendor must notify Metro Bus ninety (90) days in advance of releasing new versions of installed products.

The Vendor must notify Metro Bus at least six (6) months in advance of the date beyond when installed products will no longer be supported and also provide a transition plan to continue to provide existing features.

The Vendor must consult with and comply with the direction of Metro Buss I.T. Manager when making any changes to the supported systems in the form of a written notification. Failure to comply with this request may result in a breach of contract between the Vendor and Metro Bus.

4.2 Metro Bus Software Infrastructure

Category

Current Metro Bus

Server OS

Microsoft Windows Server 2012/2012 R2

Desktop OS

Microsoft Windows 7

Productivity Software

Microsoft Office 2013

Domain Controller

Windows Active Directory

Website Infrastructure

Website Hosting is Outsourced

4.3 Vendor Hosted Solution

The hosting facility will have at a minimum the following specifications:

1. A diverse and redundant fiber connection to the internet;

2. A minimum N+1 redundancy (Network, Power, Mechanical/Cooling, and Internet Connectivity);

3. A Virtual Private Networking (VPN) and firewalls;

4. Provide managed security services;

5. Have a redundant mechanical and electrical infrastructure;

6. Have a redundant power, cooling, and internet data center infrastructure;

7. Have a comprehensive fire suppression system;

8. Will provide 24x7x365 network monitoring and management;

9. Will have frequent data back-ups of at least once per day.

Proposals shall include a detailed description of the hosting facility and annual hosting costs for the next three (3) years with two (2) one (1) year options at Metro Buss discretion.

4.4 In-House (Hosted at Metro Bus) Solution

Vendors shall provide details and costs associated for housing the proposed system at Metro Bus including:

1. Recommended hardware;

2. Recommended server;

3. Installation fees;

4. Recommendation VPN and firewall requirements;

5. Vendor needs regarding access to the system (i.e. via VPN, citrix, etc.).

4.5 Computer Hardware and Software Installation

The Vendor shall implement a test environment, with all software components installed in parallel, where software updates and configuration changes can be tested prior to being implemented in the production system. All software upgrades or changes required by the Vendor must be made in the Metro Bus test environment before they are implemented in the production environment.

The Vendor shall provide software and specifications for hardware contained in the proposed central system, including the required number of licenses for all users. Metro Bus prefers to procure any servers needed. The cost of each component shall be provided per the instructions on the Price Proposal Form (Attachment B).

4.6 Source-code Escrow

The Vendor will either provide their proposed systems source code to Metro Bus, establish an escrow account with the exact version of the source code being implemented at Metro Bus, or provide an alternative solution to ensure that Metro Bus has unrestricted access to and use of the source code in the event the Vendor ceases to exist, ceases to support the application, or otherwise terminates its relationship to and/or ownership of the product.

4.7 Information Security

All proposed software applications must support role-based security.

Web-based applications shall provide secure data exchange via current transport layer security (TLS)/secure socket layer (SSL) standard and shall comply with TLS 1.2 or better. Proposed web applications shall be digitally certified using common certification authorities (e.g., COMODO, DigiCert and Verisign/Symantec). (Applies only to an in- house solution)

All software applications must have the ability to use Windows Authentication based upon Active Directory setup.

The methods used for encrypting stored passwords must be disclosed. Industry standard encryption methods utilizing at least 256-bit encryption techniques are required.

The Vendor must disclose the provisions to secure the database in its proposal. Any vulnerabilities or misuses discovered by the Vendor or others for the proposed application must be reported to Metro Bus immediately with a proposed mitigation strategy.

4.8 Data Storage and Maintenance

All database-related components of the solution (e.g. tables, stored procedures, scripts, extensible markup language [XML] schematic, and related information) will be fully accessible and available for support and use by Metro Bus and Metro Bus I.T. staff. (Applies only to an in- house solution)

The Vendors solutions will be developed and configured using prescribed standards for Microsoft SQL Server, and be flexible enough to run in consolidated database environments with other applications using different schematics and virtualization. (Applies only to an in- house solution)

ITS data will be retained in a read-only historical database for use by management and other Metro Bus staff to plan and assess system performance, and to address inquiries, conflicts and related issues.

The system will allow all such data to be retrieved, even if it has been archived.

All queries made to the database will be logged for audit purposes. Metro Bus will have the ability to view these logs when required.

The online data storage system will ensure data integrity in the event of a computer disk-drive failure.

In addition, the system will include a means of archiving transaction data, or restoring data from an archive, while the system is in operation. It shall not be necessary to shut down the database to perform a successful backup operation. (Applies only to an in- house solution)

The Vendor must provide a data maintenance plan that will comply with Metro Buss backup and archive standards. The system shall store data for at least seven (7) years in the database before being archived.

Vendors will determine and describe the need and procedure for a daily, or incremental time-frame-based backup of data. Other needs related to the archiving of data, such as hardware and software, will also be determined and described by each Vendor. (Applies only to an in- house solution)

The system administrator (SA) account will not be used with SQL server applications. If it must be used, the solution must allow Metro Bus staff to change the SA password on a periodic basis without limitations. (Applies only to an in- house solution)

The Vendor must provide the following:

1. Scripts in order to recreate database;

2. An entity relationship diagram;

3. Database schematic with a data dictionary detailing all database entities (e.g., tables, columns, and attributes); and

4. Recommended practices document for support and maintenance of the database.

4.9 Data Access for Metro Bus

The proposed system shall follow an open architecture model, providing the capability for Metro Bus to independently develop system interfaces or enable integration with other internal or third- party systems. The use of standard network communication protocols (e.g., Transmission Control Protocol/Internet Protocol [TCP/IP]) and application programming interfaces (APIs) is required. The database structures and any proprietary interfaces shall be documented in the proposal. Metro Bus will be permitted royalty-free access to the database tables, and royalty-free use of the data and interfaces. If necessary, Metro bus will be authorized to extend such access and use to third party vendors for integration purposes.

All system data shall be the property of Metro Bus and will be immediately available to Metro Bus. The Vendor will acknowledge in writing that Metro Bus will own any and all data and the database where the data resides.

5.0 FINANCIAL SYSTEM FUNCTION AND REQUIREMENTS

The standard Financial Software System functional requirements must include:

1. Audit tracking;

2. Multiple levels of security;

3. Exceptions reporting on all modules;

4. Import/Export capabilities to MS Excel and PDF format;

5. Real-time report access capabilities.

The standard Financial Software System must include the capability to provide for the following reports:

1. Mn DOT and FTA Grant reports (combined data);

2. Mn DOT reports;

3. FTA reports;

4. NTD reports;

5. DBE reports;

6. Office of the State Auditor (OSA) reports;

7. Minnesota Management & Budget (MMB) reports;

8. Triennial reports;

9. Audit reports.

Functional requirements, specifications, and reporting capabilities for each of the systems components are described in the following sections:

5.1 General Ledger

1. GL activity reporting;

2. Government Accounting Standards Board (GASB) requirements;

3. Federal Transit Administration (FTA) account structure;

4. P & L statements;

5. Balance sheet;

6. Budget to actual;

7. Trial balance reports;

8. Fiscal Year vs. Calendar Year reports;

9. JE tracking;

10. Analysis capabilities import/export, track assumptions, etc.

Data and information updates must occur in real time in the GL when a journal entry or an interface from any one of the other modules occurs. Other features that must be part of a new General Ledger software include, but are not limited to:

1. Multi-fund (unlimited), multi-fiscal year (minimum of three consisting of current and prior two years) double entry accounting system.

2. Full customization to establish a chart of accounts, consisting of an unlimited number of accounts, with the ability to:

a. Create unlimited divisions within the organization;

b. Designate account number and type for each GL account;

c. Use account coding structure that provides reporting capability by cost center and GL account within each cost center; and

d. Create user defined rules and/or account code combinations that ensure the validity of GL accounts associated with each cost center and/or grant.

3. Summary and detail level financial statements that fulfill grant accounting and reporting needs of a public transit system with various transportation modes:

a. Full customization and automatic generation for any date range of a trial balance, Statement of Revenues, Expenses and Change in Net Position (income statement), Statement of Net Position (balance sheet) and Statement of Cash Flows with the ability to download to stand-alone desktop software applications (i.e. Microsoft Excel) for further customization and analysis; and

b. All financial statements must be able to reflect actual budget and prior year comparisons for any user defined reporting period.

4. Period 13 functionality where, if desired, year-end adjusting entries can be entered while also enabling the creation of the subsequent fiscal year. Functionality would permit concurrent data entry and financial reporting for both the fiscal year being closed/audited as well for the next fiscal year.

5. The ability to automatically perform an allocation of indirect (shared) costs across transportation modes/routes.

6. The ability to automatically produce consolidated income statements for the organization, by mode of transportation and/or department.

7. The ability to establish a user defined list in the system of authorized individuals with journal entry capability:

a. Ability to establish automatic recurring journal entries (i.e. - accruals and reversing entries) and to designate if a journal entry is a reversing journal entry with the reversal occurring automatically.

Reports must be provided to show all journal entry activity (including all accruals and reversing entries) indicating, but not limited to, the date, user, GL account number, GL description and amount.

5.2 Cash Sales, Accounts Receivable and Billing

1. The accounts receivable module will allow an unlimited number of customer entries and will be required to eliminate the manual invoice entry for all sales/accounts receivable.

2. Billing capability must include fields to reflect dollar and percentage discounts. All sales tax calculations (state and/or local) must be automatic and must have override capability by customer and/or invoice.

3. Data entry into the accounts receivable application shall be directly entered into the module or facilitated either by interface or upload capabilities from external source files (i.e. - Excel spreadsheets). Automatic invoice generation, controlled by the end-user, must be a basic requirement of the application once all sales data is functional in the application.

4. Outstanding balances by customer must be easily identified within the module and payments, full or partial, shall easily be applied to outstanding invoices regardless of the payment source(s).

5. Cash register sales and on-line credit card sales must be included within the module. Interface/uploading capabilities from external sources such as on-line credit card sales and fuel master sales is necessary.

6. Historical sales by customer tracking and reporting is required.

The A/R module basic functional requirements shall include but not be limited to:

1. Import to GL;

2. Balance forward tracking;

3. Interest calculations;

4. Payment entry tracking;

5. Customer payment history;

6. Individual invoices per customer request;

7. Cash register and deposit process for multiple locations;

8. Cash register and receivable sales imports to GL;

9. On-line credit card sales;

10. Deposits Automatically populates outstanding invoice list to select;

11. Deposits Automatically imports to GL;

12. Fare deposits Ability to enter amounts into AR sales module;

13. Customized monthly statements.

5.2.1 A/R Reports

Through the report menu, the end-user must be able to select/create custom A/R reports that are produced by the system. These reports will include, but not be limited to:

1. Customer information;

2. A/R ledger summary;

3. A/R ledger detail;

4. Aged receivables.

5.2.2 Customer Information Contains a report of customers that the user sets up in the system. Customer information must be able to export for mail merge capabilities.

At a minimum, information for each customer on this report must contain the following:

1. Class/group;

2. Type;

3. ID;

4. Name;

5. Status (active, inactive, discontinued);

6. Website;

7. Billing address;

8. Billing contact name/position;

9. Billing contact email;

10. Billing contact phone number;

11. Billing contact fax number;

12. Credit hold (yes/no);

13. Apply finance charge (yes/no);

14. Taxable (yes/no);

15. Comments/notes;

16. Discount %;

17. Net Due (days);

18. Default revenue GL account code;

19. Default discount GL account code.

5.2.3 A/R Ledger Summary Report - Contains a list of invoices including the net amount due and summarizes data from all entries for an invoice, credit memo or receipt; and used in reconciling A/R balances and for researching customer payments. At a minimum, information contained in this report must include:

1. Type;

2. Customer ID;

3. Customer name;

4. Invoice number;

5. Invoice date;

6. Invoice due date;

7. Invoice description;

8. Invoice amount;

9. GL account code;

10. GL account title;

11. Beginning balance;

12. Current balance;

13. Net change;

14. Percent of increase/decrease.

5.2.4 A/R Ledger Detail Report Same as the summary A/R Ledger report, however, this report contains each entry in detail for every invoice as opposed to summarizing all entries within an invoice.

5.2.5 Aged Receivables These reports should balance in a minimum of four (4) sections of time for the end-user to define (i.e. 30, 60, 90, over 90 days).

At a minimum, the report must include the following selection detail:

1. Class/group;

2. Type;

3. Customer ID;

4. Customer name;

5. Grant number;

6. CFDA number;

7. Invoice number;

8. Invoice date;

9. Invoice due date;

10. Invoice description;

11. GL account code;

12. GL account title;

13. Current balances;

14. Aging period 1 balances;



17. Over aging period 3 balances;

18. Total balances;

19. Billing contact;

20. Billing email address;

21. Billing phone number;

22. Billing fax number;

23. Billing address.

5.2.6 Cash Receipts Journal/Bank Account Reconciliation

The system must contain an integrated component that provides a cash receipts journal from which the posting of cash receipts/bank deposits from all sources (i.e. -ticketing sales, fare boxes, Automated Clearing House (ACH), credit cards, wire transfers, etc.) occur to the GL. Seamless integration with Smartcards and/or a Mobile Ticketing System is preferred.

The banking feature is expected to automate the reconciliation of bank statement(s) to the respective GL account(s) including the ability to electronically import bank account data (deposits, checks and withdrawals, etc.) to match to the activity in the module.

5.2.7 Cash Receipts/Bank Account Reconciliation Reports

Through the report menu, users must be able to select, create, and distribute reports produced by the system. At a minimum, these reports will include:

1. Bank register;

2. Bank deposits;

3. Un-deposited funds;

4. Electronic receipts register;

5. Unprocessed electronic receipts;

6. Reconciliation report;

7. Cash receipts journal;

8. Recurring deposits.

5.3 Accounts Payable/Purchase Orders

The basic requirements of the AP/PO module will include, but not be limited to:

1. Invoice detail on all reports;

2. Vendor lists;

3. Imports to GL;

4. Vendor detailed history of transactions;

5. Payments history;

6. Duplicate invoice tracking;

7. PO entry;

8. Electronic PO approvals based on dollar thresholds and/or departments as determined by Metro Bus;

9. Import PO entry into AP system;

10. Open PO reports;

11. Import/export with RTA or new fleet maintenance system;

12. Ability to track Disadvantaged Business Enterprise (DBE) information;

13. List of bills for Board of Commissioner agenda packets.

The procurement/purchasing system must be fully integrated with the accounts payable application, which in turn, automatically interfaces with the GL and fixed assets module.

All parts purchases are currently initiated in the Ron Turley Associates (RTA) fleet maintenance system. In the event a new fleet maintenance system is not offered, or selected by Metro Bus as a viable option, parts purchase orders would continue to be generated in RTA and would require an automated interface to the new General Ledger and fixed asset modules.

5.3.1 AP/Procurement Applications

Functionality of the procurement and AP applications will include, but not be limited to:

Functional Requirement

Full Compliance

Compliant w/Customization

Notes

Provides flexibility to allow users to establish varying and unlimited approval levels and revisions without IT intervention/programming

Provides automatic approval notification in the purchasing module

Allows managers ability to delegate authority to other users and contains a log of all delegations

Provides approval sequence based on requesting dept., capital or non-capital, and purchase amount

Provides electronic routing capability to obtain approval, add additional info, or be placed on hold until final approval is obtained

Provides notification that a PO is on hold and can be electronically sent to everyone in the approval process

Ability to deny a PO and a comment field for explanation of denial

Ability to electronically forward approved purchase orders to vendors directly from the PO module

Ability to enter a purchase receipt date in the PO module that is subsequently entered into the AP module

Ability to carry current year open POs into the subsequent year

Ability to close out purchase orders

Ability to receive selected line items on a purchase order and to list items as backorder

Ability to provide automatic notification when invoices are due

Auto matching of invoices entered into to the AP module to open POs in the purchasing module

Provides attachment of electronic copy of invoice to AP

Provides ease of GL account entry in the PO module particularly when multiple accounts are involved with a single purchase

Ability to enter detailed information to easily generate bid requests form the PO module

Ability to electronically store bids by project within the system for a minimum of three (3) years

Ability to enter and issue manual checks

Ability to enter credits and discounts

Ability for the AP module to identify vendors requiring form 1099 and automatically generate them based on user defined dollar amounts

Ability to have standing orders with expiration dates

Ability to provide authorized override capability by applying invoices to expired standing orders

Ability to enter POs for services as well as unit quantities

Allows procurement of services the ability to reflect payments received at varying dollar amounts throughout the life of the PO

Provides automatic reconciliation of individual user credit card charges and overall agency card charges

Allows for prevention of creation of a PO unless sufficient funds for that account are available

Ability to monitor encumbrances

Provides override capability (i.e. procurement/finance) for PO approval if sufficient account budget is not available

Ability to create template POs

Ability to create a PO with free-form text and pre-set fields to enter Independent Cost Estimate (I.C.E.) info

Ability to identify disadvantaged business enterprise (DBE) on a PO, whether it is a prime or sub-contractor and the amount assigned and paid to each contractor throughout the life of the PO

5.3.2 AP and PO Reports

Through the report menu, the user must be able to select, create, and distribute reports produced by the system. At a minimum, these reports include:

5.3.3 Accounts Payable Reports:

1. Aging summary;

2. Aging detail;

3. Open invoice;

4. Payments history;

5. Vendor history, detail and summary;

6. Reconciliation summary;

7. Check register;

8. Electronic check register;

9. Unprocessed electronic payments;

10. Cash disbursements;

11. Recurring checks and disbursements;

12. Reconciliation detail;

13. Summary with tax.

5.3.4 Purchase Reports:

1. Purchases summary;

2. Purchases detail;

3. Purchases analysis (i.e. year-to-year comparative analysis);

4. Vendor ledger;

5. All purchases;

6. Closed invoices;

7. Open purchase orders;

8. Close purchase orders;

9. Vendor price quotes;

10. Returns/Credits;

11. Open purchase lines;

12. Partial purchase orders;

13. Vendor payments and payment history;

14. DBE summary and detail reports by project (i.e. amount paid to each DBE per project);

15. 1099 vendor payment summary;

16. 1099 vendor payment detail;

17. 1099 final information;

18. Individual 1099s;

19. Generate electronic and paper 1099s and 1096 forms in legal compliance for submission.

5.4 Fixed Capital Assets

The fixed asset module must eliminate duplicate entries that are required under the current system format as follows:


Full Compliance


Notes

Detailed information automatically flows from the PO/AP modules to the fixed asset module after the invoice has been entered in the AP module

Fixed asset module automatically calculates depreciation, maintains depreciation schedules, accounts for asset dispositions and calculates the gain or loss on such dispositions

Provides for an automatic interface form the fixed asset module to the GL

Automatically posts depreciation, dispositions, transfers, and the gain or loss on dispositions to the GL

Provides ability to interface with the procurement module

Provides for location tracking of assets

Provides automatic notification when an asset is fully depreciated

5.4.1 Fixed Asset Reports

The report functionality must allow the user to create fully customizable reports based on the data entered and calculated for each fixed asset. At a minimum, the standard reports must include, but not be limited to:

1. Fixed asset summary;

2. Fixed asset detail;

3. Funding source;

4. GL posting;

5. Net book value;

6. Acquisitions;

7. Disposals (partial & full);

8. Transfers (partial & full);

9. Period close summary;

10. Property tax detail & summary;

11. Replacement value;

12. Changes in capital assets;

13. Depreciation expense;

14. Depreciation adjustment.

5.5 Grants Tracking

The grants management module must be fully integrated with all other accounting modules and provide the ability to record and report on grant activity including, but not limited to the following:

1. Grant name and/or number;

2. Federal, state, local and other matching requirements (indicated in dollars and percentage);

3. Actual level/percentage of grantor (federal, state, local);

4. Grantor name;

5. Grant type;

6. Grant purpose;

7. Grant expiration date;

8. Project manager;

9. Projects or accounts for which grant can be used;

10. Related grants to be used as match;

11. Related grants for which the grant is serving as a match;

12. Original grant amount and date;

13. Changes to grant amount by date;

14. Current grant amount;

15. Encumbered grant amount for current fiscal year and since inception;

16. Expended grant amount for current fiscal year and since inception;

17. Expended grant amount for current fiscal year vs. budget;

18. Expended grant amount by major expense category;

19. Unencumbered grant funds in real time;

20. Unexpended grant funds in real time;

21. Quarterly Federal Transit Administration (FTA) milestone report;

22. List of financial and construction milestones and other compliance; requirements created for each grant;

23. Cost sharing (allocation) percentage;

24. Indirect cost rate.


Full Compliance


Notes

Provides the ability to create sub-grants to identify dollar portions that will be used to support one or more other grants

Provides for sub-grant detail (i.e. sub-grant purpose, expiration date, grant amount history, encumbrances, expenditures)

Provides override capability (i.e. finance) for insufficient available funds for a PO

Provides approval functionality to increase PO amount

Updates revised approvals in the grant management application

5.6 Budgeting and Forecasting

The basic functional requirements of the budgeting module will include, but not be limited to:

1. Imports to the GL;

2. Provides historical budget data;

3. Provides printable budget reports;

4. Provides budget to actual reports;

5. Provides easy forecasting capabilities.


Full Compliance


Notes

Provides flexibility to enter an annual budget based on management discretion

Provides an automated method to prepare an initial monthly spread of the annual budget based on a system of user-defined methodology (i.e. prior year, actual results, percentages, etc.)

Defined methodology can be superseded based on user discretion

Provides ability to import/export to external source file (i.e. MS Excel, PDF)

Provides ability to develop, save, and retrieve multiple budget versions

Provides ability to facilitate efficient hypothetical analysis

Provides for account/line item changes based upon user-defined authorization levels without I.T. programming or intervention

Allows for budget revisions that are neutral to the overall budget

Provides override capability (i.e. finance) that may result in overall increases/decreases/fund-shifting, etc. to the overall budget

Provides detail of all budget revisions/adjustments by user/account code

Provides a comparison of the annual and monthly budget to prior financial years

Provides ability to forecast year-end results based on user-defined methodology (i.e. actual vs. remaining, proportionately based on year-to-date experience, flat dollar amount, etc.)

6.0 PAYROLL AND HUMAN RESOUCES INFORMATION SYSTEM (HRIS)

Metro Buss current payroll, HRIS, time & attendance, and employee scheduling systems function separately through the MetroNet homegrown software program. Vendors are asked to propose a solution which will allow these functions to fully integrate with one another. At a minimum, the proposed system must allow for, but not be limited to:

1. Provide a highly secure system, basing log-in security and user/role-based access within a standard Active Directory;

2. Be able to interface and perform data exchange with each system;

3. Improve payroll and human resources administering creating a seamless and automated process;

4. Be able to administer employee benefits;

5. Improve access to HRIS data and analytics, as appropriate, to all Metro Bus employees, supervisors, and management staff;

6. Be able to directly import employment history;

7. Have the ability to use mass processes to apply across the board salary increases;

8. Have the ability to administer tables for the maintenance of data;

9. Have performance management capability;

10. Be able to manage and track employee training, licenses, and certifications;

11. Be able to interface with multiple applications related to payroll/HRIS (i.e. finance, accounting, scheduling, etc.);

12. Be able to produce custom and ad hoc reports;

13. Provide access to custom/advanced configuration of data fields, screens, processes, workflows, etc.;

14. Provides for time and attendance and benefit accrual functionality;

15. Provide new hire automated workflow;

16. Have document management capability;

17. Provide for employee self-service via the Web.

6.1 Payroll

At a minimum, the payroll module scope of services must include, but are not limited to:

1. Employee maintenance and information reports;

2. Reporting by calendar year;

3. Re-print check stubs;

4. Detailed payroll history reports;

5. Provide tracking for all deductions, and employer expenses;

6. Imports to external websites (i.e. HCSP, PERA, Deferred Comp, etc.);

7. Communicates with HR tracking;

8. Automatic pay increase schedules;

9. Automatic PTO schedules;

10. PTO tracking and historical reports;

11. Imports to the GL (on a Fiscal Year basis);

12. Import/Exports with Scheduling software;

13. Electronic supervisor approval on timesheets, reimbursement and PTO request;

14. PTO balances on pay stubs;

15. Ability to submit bank changes and W-4 changes electronically;

16. Ability to submit reimbursements electronically;

17. Affordable Care Act (ACA) annual reporting.

6.1.1 Payroll Administration

6.1.2 Pay Processing

Full Compliance


Notes

Ability to concurrently process separate payrolls for different employees (hourly, salaried)

Accumulate hours & earnings for reporting on checks and direct deposit

Accumulate hrs. & earnings for reporting purposes (Current, MTD, QTD, YTD)

Accumulate specific earnings for pension calculations and stops at IRS defined annual limits

Ability to pay terminated employees after termination date without changing HR/payroll status

Ability to process unscheduled adjustments

Ability to have two or more pay rates in a pay period

Ability to provide net-to-gross pay calculation with system defined taxes (federal, state, local) or employee defined tax overrides or deductions (i.e. cash awards)

Ability to report multiple categories of absences (i.e. vacation, sick, personal, holiday, etc.)

Ability to perform end-of-year corrections/adjustments as needed to the time W-2s are generated in new year

Ability to provide a variety of scheduling options for deductions (i.e. each payroll, 1st of the month, etc.)

Ability to view & print audit reports from payroll input and preview/verify exact gross-to-net payroll results before final processing

Ability to generate exception reports based on pay data entered in the system

Supports a complete reversal of a pay transaction.

6.1.3 Deductions

Full Compliance


Notes

Ability to temporarily override or deactivate deductions at the employee level one-time or on and ongoing basis

Temporarily deactivate deductions at the company level for all employees

Ability to enter start and end dates for deductions

Ability to maintain deduction limits and goal balances

Accommodate for separate tax exempt controls for federal, state, local taxes for various deductions

Ability to accommodate pretax deductions

Supports user-specified prioritization of deductions

Ability to summarize deductions (i.e. printing on pay stubs)

Provide detailed deduction reports for all taxes and deductions

Ability to track and expense ER-paid taxes and deductions

6.1.4 Earnings

Full Compliance


Notes

Establish earnings transactions as either one-time or perpetual automatic payments w/future start/stop dates

Ability to have earnings with different or no tax rates applied (i.e. standard withholding vs. supplemental rates)

Supports weighted average overtime and premium categories (i.e. straight time, time-and-a-half, double-time)

Ability to exclude certain earnings from a percentage calculation (i.e. garnishments, union dues)

6.1.5 Direct deposit and check processing

Full Compliance


Notes

Allows for unlimited ACH deposits

Ability to create outgoing ACH file of specified account groups

Process system-generated manual checks on demand

Ability for an employee to view or print their pay statements online

Ability to mask or eliminate printing of a social security number on a pay stub

6.1.6 Tax processing

Full Compliance


Notes

Maintains all current federal, state, local tax changes and supplemental tax rates

Allows for different marital status for federal and state calculations

Allows for fixed or additional tax withholdings for federal, state, local taxes

Provides effective dating of tax changes

Provides self-correcting FICA and SUI for both active and inactive employees

6.1.7 Year-end processing

Full Compliance


Notes

Provides all federal, state, local year-end with paper copies needed by state/local entities and paper copies of employee W-2s

Ability to report attributed income/fringe benefits

Ability to select continued deductions from year-to-year

Ability to produce a year-end statement that includes federal and FICA taxable calculations

Ability to generate, reprint, recreate, or correct W-2s and W-3s in electronic or paper format

Ability to generate 1094 and 1095 forms for mailing and submission as required by the Affordable Care Act

Ability to generate quarterly 941, state withholding and state unemployment reports in both electronic and paper format, including any/all annual submission fees

6.1.8 Wage attachments (garnishments, tax levies, child support)

Full Compliance


Notes

Ability to record as a percentage of gross or percentage of disposable or flat dollar amount or combination thereof

Ability to differentiate the type of wage attachment

Capability to establish pay period and monthly deductions dollar limits

Ability to automatically suspend deductions for a defined pay period

Ability to retrieve employee payment history

Provides for all compliance for calculations of garnishments, tax levies, and child support

Provides for effective dating of transactions

Notifies payroll administrator when employee does not have enough funds to cover his/her deductions for the pay period

7.0 HUMAN RESOURCES MODULE

At a minimum, the Human Resources module scope of services must include, but are not limited to:

1. Ability to customize categories for scanned employee forms;

2. Time clock/scheduling (Hourly & Salary time tracking option);

3. Employee notes (Drop-down list of selected types of reference i.e. training, recognition, FMLA, etc.);

4. Emergency contact storage;

5. Training module;

6. Accident tracking by employee;

7. Work Comp module (data automatically populates to the actual OSHA 300 & 300A reports).

8. Drug and Alcohol module must:

a. Separate DOT and Non-DOT;

b. Ability to select a monthly random pool for testing;

c. Ability to track status/results;

d. Customizable test type;

e. Numbered reports;

f. Must be able to total by classification (i.e. driver, dispatcher, maintenance, etc.);

9. Expiration reports (i.e. tracking of drivers license, DOT physical, motor vehicle reports, etc.).

The system should also include the following HRIS/Payroll combinations:

1. Tracking of dates in one area;

2. Employee notes (shared);

3. Employee rosters;

4. Accidents;

5. PTO;

6. Step increases;

7. Employee status changes;

8. Insurance eligibility tracking;

9. FMLA (dates and pertinent information);

10. Union start/stop information;

11. Training information (historical and notifications).

7.1.1 New HR Features

The HRIS module must have the ability to interface with all system modules and provide the following requirements, but will not be limited to:

1. Applicant portal -

a. Affirmative Action/EEO reporting on applicants. Report must total by race;

b. Customizable online job application with the option to create weighted and elimination questions;

c. Applicant demographic data moves to HRIS & Payroll modules upon hire.

2. FMLA tracking module -

a. Intermittent and continuous capabilities;

b. Ability to report on total used/available time by date ranges;

c. Must factor the leave start date into the 12-month calculation report.

3. SSN - Must be available as an optional field to add to reports in HRIS & Payroll;

4. Robust report writing tool -

a. Must have the ability to select any fields in the system;

b. Must have an option to number records in a report;

c. Must have the ability to export to MS Excel or PDF format;

d. Must be able to save custom report formats to run at a later date;

e. Must be able to create scheduled reports to automatically run and distribute to a direct email account or web portal.

5. Continuous data sharing between HRIS & Payroll - Data that is updated in one module syncs to the other;

6. Detailed change logs - Ability to see what, when, and who updated any database fields;

7. Automated Rate Changes Step increase tables built in the background and automatically update in payroll and HRIS based on position and hire date or adjusted seniority date;

8. Employee EEO tracking and ability to generate an EEO-1 report using database data - Need the program to total numbers of employees by type (i.e. discipline, separation, termination);

9. PTO accruals built in the background - Updated based on hire date or adjusted seniority date.

10. Electronic policy sign-off -

a. Ability to push new and updated policies to employee portals based on database criteria;

b. Employees must be able to electronically sign-off;

c. Admin must be able to report on those that have signed and those who have not.

11. Electronic time-off requests Must be sent through appropriate workflow for approval/denial;

12. Automatic assignment of employee ID#s;

13. Customizable workflow

a. Ability to select positions and specific employees included;

b. Can be used for notification purposes or configured to require approval;

c. Ability to customize the order of notifications/approvals.

14. Ability to post specific documents to employee portals by specific user group

a. Teamsters to Teamster specific employees;

b. AFSCME to AFSCME specific employees;

c. Executive Committee agendas to Executive Committee members.

7.1.2 Employee recordkeeping - Payroll


Full Compliance


Notes

Standard report that shows all employee changes made within a pay period

Track employee grievances

Track employee disciplinary actions

Collect and maintain employee compensation data

Base rate and change history

Multiple change reasons for reporting with a single effective date

Collect and maintain effective dates of employment

Maintain employment service interruption history for determination of adjusted service, etc.

Provides ability to record and manage general comments

Supports multiple pay rates (per employee) in a pay period

Add/update salary ranges in batch mode and individual mode

Provides mass change capability

Maintains job evaluation info for each employee

7.1.3 Labor Relations


Full Compliance


Notes

Tracks union membership

Maintains union vacation and benefits eligibility

Tracks union contacts and bargaining units

Provides automatic step progression based upon number of days in a job

Generates union related reports

7.1.5 Salary Planning


Full Compliance


Notes

Provides for future dated salary changes

Provides ability to record multiple reasons for rate change

Provides for mass change capability

Projects and analyzes salary information with report writing tools

Maintain job evaluation information with report writing tools

Job class/Level/Grade/Groups

Calculates salary changes based on employees recommended increase

Maintains user-defined merit matrix

Supports compensation modeling & planning

7.1.6 Compliance Reporting


Full Compliance


Notes

Maintains employee information relating to EEO, Affirmative Action, etc.

Maintains employee injury information

Tracks health and safety information (provides detailed and summary reports)

Tracks OSHA related incidents including required medical certifications

Provides required OSHA regulatory compliance reports

Maintains the agencies affirmative action goals

7.1.7 Training and Education


Full Compliance


Notes

Maintains a history of certifications, licenses and degrees

Maintains employee career planning data

Maintains employee external and in-house training history

Retains unlimited training-tuition reimbursement history

Provides confirmations and reminders to employees

Provides training dates/locations

7.1.8 PTO Tracking


Full Compliance


Notes

Ability to track PTO based on company policy

Ability to customize PTO tracking options to different employee groups

Provides a report of eligible PTO balances for all employees

Provides online capability for employees to view and track available PTO

Provides online and reporting capability for PTO accrual rules

7.1.9 Benefits


Full Compliance


Notes

Ability to create unlimited plans/programs/coverage levels

Ability to create custom calculations for benefit dollars

Employs real-time workflow from benefits open enrollment, to Admin approval, to payroll without manual intervention

Allows HRIS to specify benefits workflow and provides an approval trail

7.2 Human Resources Application Process


Full Compliance


Notes

Ability to track recruitment activities, including, but not limited to:

1. Job descriptions by department

2. Online job application process

3. Recruitment activities

4. Applicant tracking

5. Onboarding

Ability to customize job application by type (i.e. driver, dispatcher, admin, etc.)

Ability to transfer employment applications to employee records

Provides ability for a new-hire to complete required information online prior to start date

Benefits open enrollment and interface with outside vendors

7.3 Legal Compliance


Full Compliance


Notes

Legal compliance shall include, but not be limited to:

1. Healthcare Reform

2. ADA Compliance

3. EEO-4

4. COBRA

FLMA

Provides for upkeep of benefits information

Tracks probationary status

Provides upkeep of discipline and grievance information

Training and certification tracking

Provides automatic reminders to managers and supervisors for review due dates

Workforce succession planning, org chart capabilities

Salary and wage forecasting tools

Provides for salary step increase reporting

7.4 General Requirements


Full Compliance


Notes

Ability to report on point-in-time data for an employee or group of employees

Ability to report on every field in the database through general or ad-hoc reporting

Provides online bulletin board for news and problem reporting

Ability to access software from remote sites

Mass change capability

Ability to track when changes are made and by whom

Provides for long-character comments fields by employee

Provides ability to change historical data

Provides real-time updates of all data

Enforces security permissions to users generating reports

Ability to generate reports containing data from both HR & payroll

Provides an interface to the GL system

7.5 Employee Self-Service

Employees may be assigned a log-in ID to view and make revisions in the following areas:


Full Compliance


Notes

Previous checks/pay stubs

Previous W-2

Provides ability for employees to adjust wage/benefits withholdings, addresses, direct deposits, etc.

Provides workflow capability so changes do not directly update in the payroll database

Payroll and self-service updates are in real-time

Department listings

Performance reviews (future use)

Ability for employees to apply for internal positions online

Ability to apply information in various languages

7.6 Manager Self-Service


Full Compliance


Notes

Employee Name

Employee pay rate

Employee birthday/anniversary

Department listings

Performance reviews (future use)

Initiate employee status changes

8.0 FLEET VEHICLE AND INVENTORY MANAGEMENT MODULE (Optional)

If the current fleet/inventory management system is kept (RTA) the new financial, procurement, and asset management systems must be able to fully integrate with RTA.

In the event a new fleet/inventory management system is proposed, the total solution must encompass, but not be limited to, the following:

1. Master file module

2. Fleet vehicle module

3. Work Order module to include mechanic paperless shop, driver defect reporting, etc.

4. Parts inventory module to include barcode capabilities

5. Fueling operations module to include handheld and Electronic Fueling Interface capability (EFI)

6. Purchase Order module

7. VMRS Codes by component repair type

The proposed system must be fully integrated and in real-time, updating all files as the transaction occurs, not in a batch mode. However, Electronic Fuel Transfers will operate in batch mode.

8.1 Basic Requirements

The following summary of system requirements must contain, but not be limited to:

8.1.1 System Features


Full Compliance


Notes

Provides context sensitive on-line help that can be accessed using a function key

Help feature provides documentation that includes reports, data entry, and display screens

Provides for on-screen preview of all reports with choice to print/not-print

Provides security by user ID and password

Ability to create/assign user rights by user group

Allows for unlimited user ID entries

Provides facilitator security access for all system data parameter adjustments (i.e. purge functions, cost adjustments, etc.)

Provides for facilitator configuration of all primary system parameters

Allows for facilitator configuration of all system codes

Provides a complete system utilities feature for vehicle, parts, work orders, etc. revisions/adjustments

8.1.2 Vehicles


Full Compliance


Notes

Provides general vehicle master record (Unit#, VIN#, year, make, model, etc.)

Ability to configure and maintain all preventative maintenance schedules

Ability to create and track user-defined list of all vehicle sub-components (i.e. surveillance equipment, fareboxes, radios, destination signs, etc.)

Ability to track and report on all financial and operating costs by vehicle

Ability to create custom reports for all vehicle repair costs

Template copy of all vehicle master records

Warranty tracking function

Vehicle odometer adjustments

Unlimited system notes

8.1.3 Vehicle Cost Reports


Full Compliance


Notes

Repair history report summarized by parts & labor for each major category.

Period-to-date, year-to-date, life-to-date cost reports

Cost and work order reports by unit#, date range, VMRS code, repair type code, etc.

Total vehicle repair history cost

Fixed cost by vehicle

Fixed and total vehicle cost by fleet segment (i.e. fixed route / paratransit)

8.2 Parts Inventory


Full Compliance


Notes

Minimum 15 character alpha-numeric part number

Full integration with all work orders

Minimum 10-vendor cross-reference sourcing list

Minimum 10 character alpha-numeric bin location

Allows for stock vs. non-stock inventory set-up

Allows for separate cost tracking of stock vs. non-stock inventory

Provides for basic inventory cycle count reports

Provides utility for all necessary system parts adjustments (i.e. cost adjustments, global changes, bin-reassignment, renumbering, etc.)

Provides cost reporting on all purchase, work order, parts usage, etc.

Ability to report on all purchase history by vendor, date, part code, invoice#, VMRS code, etc.

Ability to create and easily print barcode labels for all parts bins

Provides standard or 3rd party options for barcode readers

8.2.1 Parts Management Reports


Full Compliance


Notes

Inventory Balance Report (must upload to GL)

Total parts adjustment report

Total parts usage report

Parts ordering/usage by vendor

Most used vendor report by part number

Part usage by work order

Part usage by vehicle#

Part usage by fleet segment (i.e. fixed route, Paratransit)

Low usage reports by part number/parts room/bin location, etc.

High part usage reports by part number, parts room, bin location, etc.

Parts failure tracking/reporting

Parts warranty tracking/reporting

8.3 Purchase Orders


Full Compliance


Notes

Provides multiple user requisitioning options when inventory falls below designated levels (i. e. min/max)

Ability to create PO for all MRO types

Ability to edit all parts requisitions (i.e. vendor, price, qty, etc.)

Purchase orders can be manually or automatically generated

Allows for Blanket PO creation

Ability to create POs for stock or non-stock parts

Ability to receive POs line-by-line or in total

8.4 Vendor Information


Full Compliance


Notes

Vendor number (minimum 8 character alpha numeric)

Vendor abbreviation (i.e.- name)

Basic business info (name, address, city, state, zip)

Basic contact info (name, phone, fax, email, web address, etc.)

Delivery options (i.e. Ground, 2nd Day, Next Day, UPS, FedEx, etc.)

Payment terms (i.e. - Net 10, 30)

Last purchase date

Last PO#

Month/year-to-date purchases (qty)

Total POs month/year-to-date

Total monthly/year-to-date spend

Open PO list report

Partial PO list report

Closed PO list report

Average ship days

8.5 Work Orders


Full Compliance


Notes

Program must use VMRS format to specify labor codes

VMRS codes must be in 3 digit, 6 digit, and 9 digit level

Provides access to vehicle master file from work order processing

Vehicle repair history displays when creating a work order

PMs due will display when creating a work order

Ability to create template work orders

Ability to make manual revisions within the work order (i.e. remove parts from work order, change cost figures)

Up to 300 characters of notes per work order line

Look-up screens (parts, VMRS, vendor) throughout

Ability to apply various job codes (i.e. reason, priority, cause, accomplished, etc.)

Allows for user override capability (i.e. labor rates, parts cost, static job codes, etc.)

Parts posting routine updates all parts inventory levels, generates part requisitions when necessary

Work order post routine updates all vehicle history (odometer, repair history, cost figures)

Provides Roadcall history reports

Job scheduling managed through a paperless system

Paperless system provides separate log-in to main system log-in

Mechanic clock-in /clock-out from assigned work orders

Provides Drivers vehicle defect report module

Allows Driver Log-in to create automatic vehicle defect reports

Driver defect reports are held in que until reviewed

Driver defect reports can be automatically turned into a work order and assigned to a mechanic

8.6 Fueling Module


Full Compliance


Notes

Fueling module must interface with Fuel Master, Metro Buss automated fueling hardware/software system. Inability to do so is a non-starter on any proposed fleet management system

Provides for manual, computer handheld device, and Electronic Fuel Interface fuel upload capability

Must provide Unit#, odometer reading, pump#, fuel qty, oil qty, antifreeze qty

Pump/tanks Includes ability to record storage tank stick readings, pump meter readings, identify variances in inventory, accept fuel deliveries, execute pump-to-tank transfers, etc.

9.0 TIME AND ATTENDANCE MODULE

Metro Bus currently tracks time and attendance within its Homegrown MetroNet software program. Vendors are encouraged to provide an alternative solution that will result in efficiencies in the manner that Metro Bus accumulates hours worked for all employees for payroll processing.

In particular, the system would be required to store hours including, but not limited to:

1. Regular hours worked;

2. Vacation time;

3. Bid vacation time (drivers);

4. Sick time;

5. Carry over sick time;

6. Personal time;

7. Holiday pay;

8. Banked holiday pay;

9. FMLA;

10. Funeral leave;

11. Intern;

12. On-call hours;

13. Jury Duty.

Vendors must be mindful of work rules that need to be applied to accurately calculate overtime. Functionality must include full integration to the payroll module with the ability to import/upload hours into the payroll system from a source file that eliminates manual entry. An interface from the Time & Attendance module to the payroll module must be seamless and efficient without the need for I.T. programming and support to generate payroll.

10.0 SCHEDULING MODULE

Metro Bus currently coordinates all driver and dispatcher shift scheduling within its Homegrown MetroNet software program. Vendors are encouraged to provide an alternative solution that will provide complete integration to the Time & Attendance and Payroll modules.

The proposed solution must also fully interface with Trapeze Pass/Streets, Metro Buss AVL tracking system. Any proposed solution that is incapable of interfacing with Trapeze Pass will not be considered.

At a minimum, the scheduling software module should provide, but not be limited to, the following requirements:


Full Compliance


Notes

Ability to track changes made to schedules

Ability to track shifts and who each shift was offered to

Ability to track overtime by employee/work week

Ability to track behind-the-wheel training by employee

Ability to automatically build employee schedules/bids

Automated shift filling that allows for manual revisions by scheduler

Allows for shift/bid revisions midstream (i.e. unexpected employee absences)

Employee availability status changes in real-time

Ability to set shift preference/restriction criteria by employee (i.e. no evening/weekend shift scheduling, etc.)

Provides notification when an employee is about to become in violation of DOT or contractual restrictions (i.e. consecutive hours worked, etc.)

Ability to enter an unlimited character number of concealed notes (i.e. drivers cannot view notes)

The Vendors proposed scheduling solution must also meet the basic functional requirements as detailed on Attachment B.

11.0 METRONET MODULES

The MetroNet is a Metro Bus specific custom designed software system created by Sleekcode, LLC. Metro Bus may elect to keep some, or all, of the module components of the MetroNet dependent upon the type of software solution proposed.

The high priority module components utilized in the MetroNet are as follows:

1. Human Resources -

a. Employee Info;

b. Various company documentation;

c. Company forms;

d. Expirations;

e. Compensation changes;

f. Drug and alcohol testing (i.e. tracking, random testing, etc.);

g. Employee training documentation.

2. Insurance Claims -

a. Liability;

b. Work Comp.

3. Customer Relations

4. Finance -

a. Sales;

b. Revenue;

c. Deposits.

5. Various Contracts/Agreements (i.e. expense/revenue contracts)

6. PTO Accrual;

7. Scheduling;

8. Timeclock (i.e. shift start/end time);

9. Travel Training database;

10. Media/Schedule outlets;

11. Fixed Asset tracking (I.T. equipment only);

12. Keys (i.e. facility, equipment, vehicles, (spares) );

13. Ridership surveys;

14. Media Lists;

15. Waiting facilities;

16. Incentives;

17. Project Management.

12.0 PROJECT IMPLEMENTATION

The Vendor shall prepare a draft System Implementation Plan (SIP) that must be provided as part of their proposal.

A revised and final SIP will be discussed during the initial meeting phase after proposal award has been made. The revised SIP must be approved and agreed upon in writing by both parties before it can become effective. A final executed copy of the SIP will be presented to Metro Bus within five (5) working days after notice to proceed has been granted.

The SIP shall include the following content:

1. Detailed implementation activities for both parties;

2. Project team details;

3. A detailed schedule which lists each project task, start and end times for each task, progress milestone estimates, resource needs, etc.;

4. Roles and responsibilities associated with each task by project team including assistance needed from Metro Bus staff;

5. High level plan for testing and acceptance of each system component;

6. High level plan for quality assurance and quality control;

7. Identification of risks and risk mitigation strategies, as applicable;

8. System roll-out plan.

An updated SIP will be submitted to Metro Bus at the 1st of each month.

12.1 Action Items List

The Vendor shall maintain an Actions Items List (AIL) indicating each of the following:

1. Action item number;

2. Action item title;

3. Item priority number;

4. Date generated;

5. Person assigned with lead resolution responsibility;

6. On-going narrative regarding resolution status ;

7. Current unresolved date;

8. Resolved date;

9. Item close date.

The AIL will be sorted by priority number and unresolved vs. resolved item status.

Items shall not be closed unless authorized by Metro Bus.

12.2 On-going Meetings/Conference Calls

The Vendor and Metro Bus primary project leads/teams shall participate in a bi-weekly meeting and/or conference call unless it is determined by both parties that extended (i.e. monthly) meetings and/or conference calls are satisfactory.

The Metro Bus Project Manager will coordinate and guide these meetings and will determine additional meeting/conference call participation by other Metro Bus staff and any outside consultants as required.

A meeting agenda and status report will be prepared by the Vendor Project Manager and be submitted to Metro Bus at least two (2) days prior to each meeting/conference call. The agenda for these meetings will generally include, (but may not be limited to):

1. Prior meeting notes/review;

2. Most current status of the project;

3. Status update of the AIL;

4. Discussion on all issues identified in the most recent release of the SIP;

5. Open discussion on any additional issues beyond those in the AIL and SIP.

12.3 System Design Reviews

12.3.1Gap Analysis

The Vendor shall review the current system environment at Metro Bus and prepare a gap analysis report as part of the design phase. The gap analysis shall include, but not be limited to:

1. Computer hardware infrastructure;

2. A complete review of all current Metro Bus software programs.

12.3.2Requirements Review

The chosen Vendor will participate in the development of a list of Matrix requirements as part of the initial on-site meeting. The Vendor will use this Matrix as a list of requirements for conducting the Design Review. The Requirements Review will focus on the following three (3) areas:

1. Metro Buss design intent;

2. The Vendors intended design approach;

3. The Vendors general approach from demonstration to the acceptance testing process.

12.3.3 Preliminary Design Review

The preliminary design document shall include the following materials:

1. A conceptual diagram illustrating all elements in the proposed system and data flows between those elements;

2. A detailed system network diagram identifying all network intersections and connectivity;

3. An overview of the equipment, system, and configuration proposed for implementation;

4. Detailed technical documentation for each equipment item;

5. Details on servers, workstation, and network infrastructure;

6. Detailed technical documentation on all software, including functions of each module;

7. Detail on the formatting of all user interface screens;

8. Format of all reports;

9. The data fields to be including in all data exchange interfaces and any other software aspects warranting advance agreement with Metro Bus prior to system customization/configuration.

The review and design meetings will include a review of all Metro Bus facilities and available resources at each that may need to be updated to accommodate any newly added technology. The Vendor shall determine and detail the exact demand of resources required of Metro Bus. The Vendor shall update the preliminary design document based on Metro Bus feedback and submit the updated documentation as the final design.

12.3.4 Final Design Review

The Vendor will conduct the final design review ten (10) working days after the final design has been submitted to Metro Bus.

The final design document will include the following materials:

1. Updated Preliminary Design incorporating Mero Bus feedback and comments;

2. Final list of equipment to be procured;

3. Final design and configurations of the system to be installed including all customizations to be made to the system;

4. Matrix table providing cross-references between the requirements and final design.

The various meetings and design requirements are intended to minimize the chance of any misunderstandings on the design intent or interpretation of the contract requirements.

12.4 Installation (Some items will apply to an in-house solution only)

12.4.1 General Requirements:

1. The Vendor will install and configure the entire system, including any Metro Bus provided computer hardware and integration with existing systems at Metro Buss main operations center;

2. The Vendor shall specify rack space needed for hardware as needed (in-house solution only);

3. The Vendor shall comply with Metro Buss naming conventions and network configuration standards (in-

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