HomeMy WebLinkAbout4.07 Request for Authorization for Financial Management System RFP Q
Equipment Replacement Fund for the replacement of the server on the City's Financial Management
System. The existing financial system software was never accounted for in the Equipment Replacement'
Fund. Based on preliminary analysis of available systems, it is anticipated that a total appropriation of
$94,000 will be required in Fiscal Year 1998/99 to fully implement the required changes. In preparing the
Fiscal Year 1998/99 Budget and Capital Improvement Program staff may recommend minor
modifications to the budget based upon more detailed cost proposals from vendors.
, Some anticipated advantages with the purchase of a new financial management system include: a.) the
ability to handle dates for the year 2000 and beyond (the current system does not support the year 2000,
and the vendor has not supported the customized version used by the City of Dublin); b.) the ability to use
a report writer to create special reports in PC format; c.) the ability to create more comprehensive reports
for Capital Improvement Projects and developer deposit accounts; d.) the potential ability to provide
better integration between the cash registers and general ledger for the posting of cash receipt transactions
e.) an easier way to obtain information on past payments made to vendors and f.) the ability to file 1099s
and W-2 forms electronically,which will be required by the federal government in the near future..
Due to the unique nature of governmental fund accounting, there are a limited number of products
designed,for government agencies similar to the City of Dublin. The selection of a new software also has
implications for hardware support depending on the software products offered. Staff will evaluate all of
these considerations in making a final recommendation. Due to the Year 2000 problem with the existing
system it is imperative that the City proceed with the selection of a replacement. The implementation of
the full system will need to be phased with some redundant entry in order to ensure accuracy.
The City will be seeking proposals for a turn-key system in which a single vendor would provide both the
hardware and software. However,the RFP document will allow the City to separately bid the hardware in
the event that market conditions indicate a significant competitive advantage would be achieved. The
value of purchasing of a complete solution from a single vendor also must be considered, as it eliminates
potential conflicts during the implementation process.
As discussed in the RFP, staff is anticipating evaluating the proposals and holding in house product
-- demonstrations in June and July. Staff will then present a proposed contract with the recommended
vendor for approval by City Council at a future meeting. Staff is projecting that all training and
installation for the new system will be complete by the end of June 1999.
Recommendation
Staff recommends that the City Council authorize staff to distribute the RFP in accordance with the
purchasing exception allowed under Section 2.36.050 of the Dublin Municipal Code.
•
REQUEST- FOR PROPOSAL -
FINANCIAL MANAGEMENT SYSTEM
__General Description _ _ -- - - -
The City of Dublin invites your company to submit a written proposal for providing an financial
management system designed for use by cities. Your proposal should clearly demonstrate how the related
hardware and software that you are proposing can best satisfy the requirements of the City. A complete
description of the scope of this project and the requirements for preparing your proposal is described later
in this document.
This written request for proposal (RFP) consists of the following:
City Background Information-Attachment A
Proposal Selection Criteria-Attachment B
' Proposal Forms -Attachment C
Requested Product Feature List-Attachment D
Standard Contractual Services Agreement-Attachment E
H. Contact Person
Questions regarding this RFP may directed to Fred Marsh,.Finance Manager at(510) 833-6640
III. General Information For Responding to the RFP
1. Ten Copies of the Responses are to be received by Friday, May 29, 1998 at 2:00 p.m. NO
FAXED INFORMATION CAN BE CONSIDERED.
PROPOSALS SHOULD CLEARLY MAR D "PROPOSAL-FOR F INANCIAL
MANAGEMENT SYSTEM" AND SHOULD BE DELIVERED TO:
City of Dublin
Attention: Fred Marsh,Finance Manager
100 Civic Plaza-Finance Department- Second Floor
Dublin, California 94568
Evaluation of the proposals will be done in accordance with selection criteria, established in the
"Proposal Selection Criteria" section. The City of Dublin reserves the right to accept or reject any
and all proposals. -
3. Prices quoted in these proposals shall remain fixed and binding for any agreement executed on or
before September 30, 1998. The City will not pay costs incurred in the proposal preparation,
printing, demonstration or negotiation process. All costs shall_be borne by the vendor. The City-may elect to incorporate the proposal as an integral part of the Agreement.
4. All responses to the RFP submitted by vendor shall be deemed public documents at the time they
are opened by the City. The RFP is intended to be worded in such a manner so as to not elicit
proprietary information as to computer software. If proprietary information is submitted as part of
the proposal, such information is to be labeled as proprietary. Any proposal which is submitted
with a blanket statement or limitation which would prohibit or limit such public inspection may be
rejected.
t ,
5: It is anticipated that the successful vendor will be recommended for approval by City Council. A
consultant agreement will be developed between the vendor and the City after which acquisition and
installation will occur. See Attachment E for an example of the City's standard contractual services/
agreement (Agreement), which may be subject to additional modifications for specific issues related
• to an agreement fora financial Management system:_== - - - -
IV. Pre-Proposal Conference
A Pre-Proposal Conference will be held in the Regional Room at the Dublin Civic Center, 100 Civic
Pla72, Dublin, California on May 13, 1998 at 9:00 a.m. This conference is anticipated to last no longer
than three hours. Attendance is not mandatory but is strongly encouraged. Staff encourages vendors to .
submit any questions they have at least three working days in advance so they can be addressed as part of
the presentation. Please call Fred Marsh at (510) 833-6640 at least three working days in advance to
indicate how many members of your firm will be attending this conference. It is not the intention of
the City to issue minutes or notes of the Pre-Proposal Conference. -
V. Minimum Content Of Responses -
All participating vendors are required to submit Attachment C - Proposal Forms and Attachment D -
Requested Product Feature List as part of their proposal. All responses must be on this form or its copy,
and additional pages may be attached as needed. Unnecessarily lengthy proposals are discouraged. Failure
to complete any portion of these specific Attachments may result in rejection of a proposal.
VI. Tentative Schedule For Selection Process
Event Deadline
Issuance of RFP Authorized By City Council 4/22/98
Pre-Proposal Conference 5/6/98
- Submittal-Deadline -___.__., __ - - 5/29/98-_. - - - --
Screening of Submittals June 98
Product Demonstrations by Selected Finalists July 98
Recommendation To City Council With Agreement To Be Determined
Complete Installation and Training . Not Later Than 6/30/99
VII. . Product Demonstration
It is anticipated that requests for on site product demonstrations will be limited to selected vendors, as
determined by the evaluation of responses to the Request for Proposal. Note that the ,schedule and its .
components may be subject to change. - - _
Product Demonstrations will be held at City Hall. Each product demonstration may be scheduled over a two
day period for an in depth analysis and presentation. The product demonstration will be used to accomplish
the following a.) to provide an in depth review of the various components of the proposal, including the
vendor's response to Attachment D - Requested Product Feature List; b.) to allow the opportunity for each
proposer to amplify the points made in their proposals,and to clarify the City's and vendor's expectations; c.)
to allow employees from other departments to see an overall picture of the features available in the vendor's
- financial management system.. ._
CITY OF DUBLIN RFP
PAGE 2 -
__ ATTACHMENT A-CITY BACKGROUND INFORMATION
The City of Dublin is a General Law city, incorporated in 1982. The City operates under the Council -
Manager form of government. _...
A. Organization Structure
The basic structure for City operations is commonly referred to as a "contract city." Many of the typical
municipal services are provided through a contract with public or private entities. For example, Police
Services are provided by the Alameda County Sheriff. Street, Park and Building Maintenance Services
are provided by private contractors. A separate independent district provides water and sewer services
and related utility billing. For Fiscal Year 1997-98 the City had a total of 40 Full Time positions which
provide services as City employees. An additional 82 positions are employees of the City's Contractors
and are assigned to work solely within the City of Dublin operations.
B. Project Description
The City intends to purchase and implement a financial management system, which will serve to organize
and facilitate financial control and reporting for all City departments. The primary financial software
package used by the City was purchased in 1998 from DLH/INE, which was subsequently acquired by
Business Records Corporation (BRC). The financial system includes modules for general ledger and
financial reporting, accounts payable, accounts receivable,-cash receipts and payroll. This software
_ package currently operates on an IBM System 36, which the City has used for approximately ten years.
The City also uses a stand alone PC based program called GFAMS to account for its fixed assets. In
addition, the City implemented a new stand alone software package for business licenses from HDL
Companies and a building permit system will be implemented during the next few months.
__ The The--City-has_not kept current with upgrades to the general ledger,-cash receipts and accounts.payable_ _
modules provided by the vendor over the last several years. Payroll is on the current Paymate version of
BRC software. This has resulted in a system that is limited in functionality (especially in the areas of
inquiry and reporting) and is difficult to use by the outside departments. In addition, the vendor has
indicated to the City that the IBM System 36 will not be able to handle the change to the year 2000. It is
primarily because of these two limitations as well as the aging hardware that the City is considering a
change from its current accounting software package.
_ The City seeks' an integrated financial system from a single vendor, which will supply the functions
desired by staff, as described.in more detail-in attachments. C and D._. The replacement financial -
_management system shall include the following modules, at a minimum:
1. - General Ledger and Financial Reporting (G/L) - _ -
2. Accounts (
Pa able A/P
y
3. Accounts Receivable and Cash Receipts (A/R)
..4. Peisonnel/Payroll
_ _ 5. Bank Reconciliation -- ;. -
6. Report Writer with User Defined Reports for All Modules
7. - Project Cost Accounting
CITY OF DUBLIN RFP
PAGE 3
Optional Modules may include:
1. __ Budget Preparation
2. --. . Purchasing .
3. Cash Register Support for A/R
4. Fixed Assets
5. Investments/Cash Management
Vendors shall state in Attachment C.which of the optional modules are available from the vendor as part
of an integrated software and hardware upgrade. The City may elect to purchase some, none or all of the
optional modules at this time. However, the availability and features of the optional modules may affect
the City's decision in determining the overall suitability of each vendor's products. Vendors shall
indicate in Attachment C any previous experience with, or available interface to, other software in use by
the City. All modules must interface with the General Ledger.
C. Background on City's Computer Hardware and Software
The City has approximately 59 IBM compatible computers in use, which- contain 486 or Pentium
processors and all of which run under Microsoft Windows 3.11 for Workgroups or Windows 95. The
computers are connected to network servers running under either Windows NT 3.5 or 4.0. Each client is
connected to the LAN with either a 3Com or Hewlett-Packard 10BaseT network interface card.
Approximately 30 of these workstations were purchased in 1994 and are anticipated to be replaced within °
the next year. It is anticipated that at the time of installation that all PC workstations will be minimum
Pentium 90 and that the City will standardize all workstation operating systems by discontinuing use of
Windows 3.11 in favor of a more current Windows product (i.e. Windows 95, Windows 98 or NT
Workstation). -
All City employees currently use Microsoft Office for Windows version 6.0 for their word processing,
spreadsheet and database needs. The City is anticipating upgrading to.the Windows 98 version of this
program during the next fiscal year. The City also has shared HP Laserjet IV SI printers connected to this
network via JetDirect cards. The proposed financial management system must provide a solution which
will operate on the City's network under Windows NT 4.0.
The Civic LA N utilizes two Hewlett-Packard NetServers. One server has 32 MB RAM(which will be
upgraded to 128 MB in the near future) and a 2 GB hard drive,while the other one has 128 MB of RAM
and a 4 GB hard drive.. Typically,programs reside on the server and clients are configured with minimum
installations.
The Civic LAN is divided.into two wings; Police.and Administration. Each wing is exclusively
with Category 5 cabling. In the Administration wing, each client is connected to the server by continuous
Category 5 cabling (home run)which runs from the client machine directly to a patch panel. The patch -.
panel connects to'tliree 24=port 3Com linkbuilder Hubs. Police are connected via Category S_cabling to
two 3Com hubs. The Police hubs are connected to the Administration side of City Hall via a Fiber Back
Bone. The entire LAN has functioned reliably for over four years.
Currently, all City computers utilize one of the following protocols;Netbui,IPX/SPX or TCP/ICP.
CITY OF DUBLIN RFP
_ - - PAGE 4-- - - - -- -- - -
The current preference of the City is to limit the number of operating system platforms utilized for City -
operations. The RFP does not preclude a proposal based on a Unix platform. However, the proposal must
account for all costs associated with hardware and software to integrate with the City's computer network.
Further,the evaluation of support costs and maintenance will need to be weighed in making a final selection.
-
CITY OF DUBLIN RFP
PAGE 5
ATTACHMENT B-PROPOSAL SELECTION CRITERIA
The following criteria will be used by Staff in evaluating the proposals received in response to this RFP.
The listing does not reflect any priority or weighting:
1. Ability to Meet Functional Requirements
This includes the extent to which the proposed software solution meets the City's functional
requirements for a financial management system.
2. Quality of References and User Satisfaction with Product Features, Support and Training
This includes the level of satisfaction of current program users with the product functionality and
support.
3. Comparable Installations in California
This includes a judgment of the level of similarity of the City to other vendor installations, both in
overall size, complexity and intended use for the financial management system. It also evaluates the
number of cities in California and the.San Francisco Bay Area who are currently using the vendor's
financial management system. _
4. One time and Recurring Costs
This includes initial license fees, equipment, training, other implementation costs, and annual
maintenance fees, as compared to the other vendors, including any modifications or customizations
that may be required to the hardware or software.
5. Staying Power/Financial Stability/Software Updates
This evaluates the vendor on the ability to provide quality product and customer maintenance and
product upgrades on a regular basis and in a timely fashion now and in the future. The evaluation
will also assess the long term protection of the City investment in the creation of this database.
6. -Report Generation
This iticludes the canned reports, custom reports requested by the City and the ease of designing,
- custom reports with the report writer_It is important that the reports produced are of high quality and
that the report writer is easy to use
- 7._ Hardware lnteb ation - _ -_
-This includes the ability for the primary.hardware and server to integrate_within the City client/server
environment. This includes-both the initial connection as well as ongoing support and maintenance. _
CITY OF DUBLIN RFP
PAGE 6
•
ATTACHMENT C-PROPOSAL FORMS _ _
To the City of Dublin:
- _
viiidor, having familianze myself with the terms of the propos , hereby-propoe and
agree to provide a complete fmancial management system to the City as specified in the attached proposal
and within the specified delivery time, after receipt of the notice to proceed and the completed contract. I
agree to provide and furnish any and all utility and transportation services necessary to perform the contract
and install the financial management system to the satisfaction of the City.
RESPECTFULLY SUBMIT1ED,
SIGNATURE(Must have binding Authority DATE
to enter into Contracts)
NAME OF SIGNER(Please Print) TITLE
NAME OF CONTACT PERSON(If different) TITLE
- - - - - - -
- PHONE NUMBER _ _ _ _ _ _ - FAX NUMBER-- - ---
CITY OF DUBLIN RFP
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_ _ _
•
Cl COST BREAKDOWNS FOR SOFT WARE/HARD WARE/RELATED SUPPORT -
A. Required Components of Financial Management System
1ST COST COST COST COSA-
_ _
FY FY FY FY
ITEM COST 1999/00 2000/01 2001/02 2002/03
A. General Ledger
B. Accounts Payable _ _
C. Accounts Receivable and Cash Receipts(A/R)
D. Personnel/Payroll -
E. Bank Reconciliation
F. Report Writer for use in all modules
G. Project Cost Accounting
H. System and Database Engine Software
I. Design/Customization(from Part C4)
J. Installation and Database Conversion
(Including related travel -from Part C5)
K. Training&Travel for Required Modules
(Including related travel -from Part C6)
L. Manuals/Documentation(from Part C7)
_ K. First Year Maintenancd/Support(Part C15)- _ -
M. Hardware Requirements(from Part C16)
N. Freight and Sales Tax
Total Cost for Base System _ _
Optional Components of Financial Management System -- - _- _
1ST'YEAR COST- •COST - COST -- - COST --
ITEM COST FY 1999/00 FY2000/01 FY 2001/02 FY 2002/03
- _A.-Budget Preparation - - -
_
C. Cash Register Support-for A/R -
C.
D Fixed Assets--
- E. Investments/Cash Management
Total Cost for Optional Items
CITY OF DUBLIN RFP
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_
As part of the costs listed on the previous page,please provide estimated for four ydars beyond the year
of purchase. Please indicate whether or not the vendor will allow substitution by the City of specific parts
purchased from another third party vendor which meet the standards established by the vendor in their bid.
For costs proposed in subsequent years, please include any estimates used for cost adjustments in the next
_
- - four years:-- -- -
C2 DELIVERY TIME
Provide a detailed installation, conversion, and trainin g plan which outline the overall implementation of the
new financial management system. This plan should project time frames with goals for each. Provide
information concerning requirements on City staff and facilities. Attach additional pages if necessary for
explanation. -
C3 LICENSING COSTS FOR BASE SYSTEM AND ADDITIONAL USERS
The initial base system for the City assumes the following: a single file server running under Windows NT
4.0, at least 30 workstations and distinct users (determined by sign-on IDs) and at least 10 concurrent users.
In addition,please specify the cost if expanded utilization of the system was to occur
Per additional workstation
Per additional user
Other additional licensing costs(explain)
- Please also indicate on a per user and workstation basis how much the system price would decrease should
the City decide to have less than 10 concurrent users and 30 workstations using the system. As part of this,
please indicate the minimum amount that your company would charge the City for licensing costs for your
financial management system.
._C4_ DESIGN/CUSTOMIZATION
Th e Design/Customi7ntion cost applies tO the Sery you provide_to—bring the data structures, us er
_
interfaces, and output formats for the financial management system into conformance with our practices.
Pleasespecifythefollowmj - _ - -
-- -Cost-per hour for custom programming,_-______-_-_ _
Minimum charge per customizatioir. - - - - - -
- -Total cost of recommended customizations from _
Attachment D (Requested Product Feature List) -
(transfer to part C1) _
Cost of other required customizations(explain) -
CITY OF DUBLIN RFP
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CS INSTALLATION AND DATABASE CONVERSION
The installation cost applies to services involved in setting up the hardware and software for the financial
management system so that it is available for use by, the installation deadline noted in the project schedule.
- - Please attach support detail showing the components of the total cost involved for installation. :-_ - = --
In addition,please indicate below the cost to convert the following from our BRC Accounting System on our
IBM System 36 to your financial management system. You should also discuss in your response any
restrictions or problems anticipated during the conversion process.
Item Conversion Cost
A. Accounts Payable Vendors used during the last year _ •
(approximately 2,500)
B. One year of history for these vendors
(approximately 10,000 transactions)
C. General Ledger Fund and Department Numbers
(approximately 75 funds and 200 department numbers)
D. Employee Personnel and Payroll Master Files
(Approximately 700 total employee records,200 of which are active)
E. Benefit,Tax and Deduction Tables
(25 tables total for PERS,workers comp,taxes and general leave).
F. One year of history for all general ledger account numbers for Revenues
and Expenditures (approximately 50,000 transactions)
G. 300 outstanding payroll and a/p checks for bank reconciliation module
H. Dbase compatible Fixed Asset Database(Approximately 2,500 records)
I. Other(Specify)
Total Conversion Costs
C6- :_ =
Explain the type of training"provided by.the vendor and where the training will be conducted. In addition,
please indicate the cost of training five employees for the financial management system. In addition, please
specify-the cost elements related to additional on-site training if needed. If any of the items in the table
below differ bymodule,please provide more details on a per-module basis
Maximum users per_framing class
Instructor time per hour . - -
Or,instructor time per day
Other instructional costs(explain)
CITY OF DUBLIN RFP
- _ . RAGE_10.
• 1
C7 MANUALS/-DOCUMENTATION---
The City requires two copies of system administrator level and 10 copies of user level documentation for the
financial management system,Please indicate how you will_provide printed documentation (check all that
apply)
Prepared and three ring bound manuals
Masters with right to copy
Disk file with right to print
C8 PRODUCT FEATURES
The tables in Attachment D indicate the features the City desires in a financial management system.
Features within each section are NOT sorted in any particular priority. Respond to all questions by checking
the appropriate box for each question,according to the following key:
A. Module has this function Included in existing program. Requested function must be
demonstrable and fully operational at one existing client site in the
San Francisco Bay Area.
B. Module can be modified to Optional function. Indicate the cost to the City to purchase the
perform function/Cost of function or provide customization of product to obtain the function.
modification If exact costs are unknown or are difficult to determine, a range of
expected costs along with an indication of the information needed to
calculate an exact cost must be provided.
- C. Module cannot perform Not available: The function is not included-in-package, an- d is not
function offered as a customization or extra-cost function.
Lists of functions, cost details for optional items, or any other explanatory text, should be attached as
separate pages to the end of attachment D. Indicate on the attached sheets the function number for each
explanation or comment. Be sure to include as part of this explanatory text any advantages or functions, by
module,that the software module offers that is not mentioned in this product feature list. If the vendor's
software exceeds the minimum requirements of a requested software feature (for example, the system can
accept a 60 digit account number instead just a 20 digit account number)this should also be mentioned in the
explanatory text to this section. __. :.. . -
CITY OF DUBLIN RFP
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C9 INTERFACING WITH OTHER PROGRAMS
Indicate if your financial management system can download the preestablished reports that are included with
each of the modules noted above and reports created by the user from the program's report writer into a data
file with.the followm. formats:- _ _ _
Ability to Download
Software Program Data in This Format
Ascii
Microsoft Word for Windows 6.0
Microsoft Word for Windows 97
Microsoft Excel for Windows 97
Microsoft Excel for Windows 5.0
In addition, please indicate what other programs can interface with the data in the financial management
system. An indication of the estimated cost of these supplemental modules is also appropriate.
C10 REFERENCES
Please supply at least three California client references, including at least one from the San Francisco Bay
Area, that can be used for an on site visit during the period between June and July for a review of the
vendor's software. When possible, references should be for cities of similar size to the City. For each
-
reference,supply the name,title,and phone number of one or more contact persons.
- - - -
C 11- WARRANTIES - - - -
_ - -
Please describe in detail the warrantyperiod for software and hardware and the provisions and limitations of
- -- - - -
CITY OF DUBLIN RFP
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• .
• _ __
C12• NU1VIBEROF INSTALLATIONS - -
What is the number of installations of the financial management system:
a. In cities of 20,000 to 80,000 people - -- -
b. In California - - _
c. In the San Francisco Bay Area
_ C13 VENDOR HISTORY AND BACKGROUND
1. How long has the Company been in business?
2. How many people does the vendor employ?
3. What percentage and number of employees are in technical support?
4. What percentage and number of vendor employees are in product development?
- 5.-- ___Where is the vendor located? Does the vendor have_any local offices in California?
- -
C14 UPGRADE HISTORY OF MODULES
- When were the modules listed below last modified and how many_releases of each module have been issued:
Module Date Last Modified Number of Releases
General Ledger _ _
- Accounts Payable - - -
Accounts Receivable and Cash Receipts - - -
- - -Personnel]Payroll- = -- - - - - -
Bank Reconciliation -
Budget Preparation - - -
- Report-Writer - -
Purchasing
Project Cost Accounting
Fixed Assets
Invdstments Cash Management -- -
CITY OF DUBLIN RFP
CUSTOMER SUPPORT - - - -
1. Can the vendor support staff connect interactively with the City's financial management system
through a modem?
-- _
2. Is toll-free phone support offered in the standard support contract? What hours (Pacific Standard
Time) are customer representatives available for assistance with the financial management system?
Is after hours phone support provided? Is this included at no charge as part of the support contract?
3. How often are user group meetings held?
4. How often are newsletters issued regarding product updates and information?
5. How soon (in hours and/or days) is the vendor able to come out to the customer to resolve a
problem?
a. On an emergency basis? (Note cost per hour)
_
b. On a non emergency basis ?(Note cost per hour) _
-- 6 - Provide hourly billing rates for support not covered in the annual maintenance agreement
7. Provide the support costs for the first and four subsequent years (transfer to Cl). If the cost for first
and subsequent years' support is not a flat rate but instead dependent on the configuration and/or
utilization of the system,please indicate the formula for determining both amounts.
CITY OF DUBLIN RFP -
PAGE 14
_ _
8: Please describe current and planned.support for Windows 3.1,_Windows:95 and/or-Windows 98. _
Please also indicate whether your software is either 16 bit,32 bit or 64 bit.
C16 HARDWARE REQUIREMENTS
Please break out in detail below any hardware and other related costs necessary for the acquisition of the
financial management system. For each component of the hardware, please provide the name of the
manufacturer, model number, and provide details of any optional features available on the equipment. The
cost itemization shall include a breakdown the amount of the sales tax, delivery and installation for each
component of the hardware. The City reserves the right to purchase hardware separate from this contract.
Item Cost
A. Host System
B. UPS,Cable and Monitoring Software
C. Tape Backup Subsystem
D. 3 cash drawers and receipt printers
E. 1 Communications modem and cable
F. Terminal Emulation Software
G. Printer(Specify whether a line printer or laser printer will be used)
H. Other(Specify Below):
Describe one or m ore typical hardware and network configurations which will support your system. Please
describe the minimum required and recommended configurations for the File Server,
Cabling/Communications Equipment, Printers-and each Workstation, including whether the transmission:
from the hub should be based upon 10 base T or 100 base T. The recommended configuration of the
workstation and printers, including specifications on processor speed, RAM and storage requirements,
should be based on the number of users and transactions the City has. If the proposed financial management
system operates on a minicomputer,then you should also specify gateway devices, input/output controllers,
and terminal emulation or other driver software that is required for each individual PC workstation in order
to gain access to the-minicomputer.
For each alternative, indicate if your program package will require any proprietary or special-use software or
hardware (such as a network or site license for a fourth-generation language; database program, specific
' - network software;or specific types of PCs or peripheral equipment - _ .-
The City reserves the right to purchase any or all required software/hardware not directly manufactured by..
the Vendor from other sources, as best meets the needs of the City., -Any substitutes will be in compliance
-
with`standards=supplied by the bidder. =- - —
The City will assume responsibility for maintenance of its existing PC workstations.
CITY OF DUBLIN RFP -- _
C17 = CORPORATE OVERVIEW
Please provide a corporate overview which includes a discussion on the vendor's current fmancial position
and available financial resources. In addition, please provide.the resumes for top management and key
personnel who will be directly involved in this project if the contract is awarded to the vendor.
C18 VENDOR PURCHASE AND MAINTENANCE/SUPPORT AGREEMENTS
The final selection of an financial management system will be made only after agreement on a mutually
acceptable contract. Vendor must attach a sample Purchase and Maintenance / Support agreement for City
review.
C19 SAMPLE REPORTS AND MANUALS FOR FINANCIAL MANAGEMENT SYSTEM
Vendor must provide, as part of their response to this RFP, complete manuals and samples of all of
the reports produced by the financial management system.
C20 PAYMENT METHOD
Please specify your payment terms for the requested software and services listed in section Cl of the
proposal forms. The City typically retains at least 10%until completion and a cceptance of any particular
phase of the project.
C21 INSURANCE REQUIREMENTS
The vendor will be required to adhere to the City's insurance requirements as stated in Exhibit D, Section
4 of the City's Standard Contractual Services Agreement. See Attachment E for additional details.
C22 OTHER PROGRAM FEATURES
Indicate the maximum number of items allowed for each (enter"Unlimited"if there is no internal limit in
the program):
1. Character Length of Description_
Field for each transaction in:
a
General Ledger _ _ _ -
b. Cash Receipts _ _ ._ _.
c Payroll I Personnel
d _ Accounts.Payable :
='2.` Vendor
3. Transactions included on a vendor's_check=
4: Maximum dollar=amount that can be handled by the cash r eceipts
program in conjunction with thecash register. -
CITY OF DUBLIN RFP
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C23 -YEAR 2000 COMPATIBILITY. _ -
Explain if the system has been programmed to handle changing to the year 2000 on all types of transactions
and what testing has been performed to ensure compatibility for the change into the year 2000.
C24 DATA RECOVERY
Please describe the options available on your system and provided by your company to overcome a.)
corrupted data and b.) a complete system crash.
CITY OF DUBLIN RFP -
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