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County of Madison, Virginia

REQUEST FOR PROPOSAL

Financial Management, Tax Administration, Building and Zoning and Enterprise Resource Planning Software

Issue Date: May 4, 2020 Questions Due by: May 18, 2020 Question Responses by: May 22, 2020 Due Date and Time: June 3, 2020 Anticipated Interview Date: June 10, 2020 Anticipated Award Decision Date: June 30, 2020 Anticipated Implementation Date: July 1, 2021 RFP #: 200504 Issuing Agency: Madison County Board of Supervisors Procurement Contact: Mary Jane Costello, Director of Finance/Assistant

County Administrator 302 Thrift Road/P.O. Box 705

Madison, VA 22727 Phone: (540) 948-5938

Email: mjcostello@madisonco.virginia.gov

The Madison County Board of Supervisors requests proposals from qualified individuals or firms willing to provide qualifications, for provision of software, implementation services, data conversion, training and maintenance for a comprehensive financial management system (“ERP”) to support financial and administrative functions for the County. A copy of the request for proposals document is available at www.madisonco.virginia.gov. All proposals shall be delivered in hard copy and digital format per the RFP document to Mary Jane Costello; 302 Thrift Road, P.O. Box 705; Madison, VA 22727 no later than 2:00 PM on April 30, 2020. This procurement shall utilize competitive negotiation.

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1) General Information and Background

a) Madison County, Virginia Local Government (excluding School Board) located in Central Virginia, is home to 13,424 residents and contains 317 square miles of which 1/6 is contained within the Shenandoah National Park. The total 2020 Operating Budget is $54,226,890. At full employment, excluding Schools and Social Services, we maintain roughly 135 employees (65% Full Time/30% Part Time/<5% Board Members).

b) Consistent with other Local Governments, Madison County requires reliable financial and accounting software to support all of Madison County’s key stakeholders. The Constitutional Officers and/or County Departments listed here are the key stakeholders for the current project. They include the Board of Supervisors, Commissioner of Revenue, Treasurer, Building and Zoning and County Administration.

c) As part of this project, the County has established an IT working group including members of the board, constitutional officers, residents, county leadership and IT professionals to oversee this process, provide input and ensure the ultimate solutions selected meet or exceed the needs of the County.

d) Madison County has been working diligently over the past several years to modernize its technology including both their hardware and software. As part of this initiative, we are baselining our hardware across the organization, have hired an internal IT professional to govern our IT environment, and are looking to ensure the core software we rely on to perform the daily business of the County is satisfactory to meet our current and anticipated needs.

e) We are working through a process to identify, evaluate and select Software Solutions to address the specific needs defined below. The lists below should not be considered all inclusive, rather it is a highlight of the critical functionality we require to execute the County’s business needs.

2) Qualifications and Scope of Work

a) Overall Goal of Project

At a high level, we desire to procure and implement a post modern ERP1 solution with the flexibility to scale and mature over time. These solutions should be able to: i) Mitigate or eliminate the need to manually track and monitor daily routine

transactions ii) Facilitate the ability to consolidate data from disparate systems into a single system of

record at least at a summary level (1) The proposed system will utilize integrated databases of accounting, budgetary,

customer assessment and personnel data. This allows the information to be easily

1 Portfolio of heterogeneous applications integrated through an Application Programming Interface (‘API’) to execute complimentary and required functionality to support leadership’s needs.

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accessed, reused, and associated to relevant activities. Capturing data once also avoids costs, duplication of effort, and potential for error.

iii) Support and/or Facilitate key financial and operational reporting to monitor the County’s performance against Board and Constitutional directives and expectations

iv) Support and/or Facilitate data exchanges with external 3rd parties electronically (1) The proposed system will use the concept of electronic government to allow

transactions and inquiries to occur without customers having to visit County offices or having direct contact with employees. The proposed system will provide workflow management capabilities to ensure service delivery is timely.

v) Support and/or Facilitate User Access Controls to maintain proper segregation of duties and restrict access to sensitive taxpayer information

vi) Flexibility to adjust as necessary to comply with ever-changing laws, mandates, and regulations.

b) Budgetary Requirements

i) We expect the proposed system will cost less than $150,000 for implementation. ii) We expect the proposed system will cost less than $150,000 in recurring licensing,

hosting, maintenance, and other annual fees.

c) Functional Requirements

The following is a list of required and desired primary functions of the system. Also, we have prepared a listing of functional requirements along with a priority rating of required or desired in Addendum A. The proposed system or systems should meet the functional requirements specified in Addendum A, particularly those listed as “Required”. Offerors must complete and return Addendum A with their proposal indicating whether their software is able to provide requested functionality without additional customization (Standard), with additional customization (Customization), or not at all (Not Available). i) General

(1) Browser-based user interface (2) Exception Reporting (3) Flexible and Scalable API2 to support the integration of other critical

solutions and potentially Schools and/or Social Services systems

2 Application Programming Interface “API” is a software that facilitate communication between two different software solutions.

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(4) Robust user access controls (5) 99.9% Service-Level Agreement (‘SLA’) (6) Robust configurable workflows (7) Ability to support reasonable segregation of duties (8) Private or public based cloud deployment model (9) File Management Capabilities / Document Retention Policy

(10) Data Conversion Support from legacy solutions ii) General Ledger

(1) Maintains all financial data from various sub-ledgers (2) Standardized chart of accounts (3) Multiple self-balancing funds (4) Appropriately record transactions in asset, liability, revenue, expense/expenditure,

encumbrance and fund equity account types (5) Appropriately record transactions in specific accounting periods and fiscal years.

iii) Accounting and Budgeting

(1) Collaborative Budgeting Solution (Multi-Threaded) (2) Ability to hold approved budget amounts against GL accounts / user-defined

groups of GL accounts (3) Budget funds may be transferred between accounts/account groups/summary

values with appropriate audit trail (for example, budget transfer journals) (4) GASB Reporting

(a) APA Chart of Accounts (5) Interdepartmental Expense Allocations (6) GL Combo Limitations (7) Fixed Asset Management

(a) Unique Identifiers (b) Key Data Maintenance

(8) 3rd Party Data Sharing (‘FOIA’) Response (9) Duplicate Entry Detection (10) Allocation Capabilities (Fixed percentages / GL Balances / Weighting

Factors) (11) Robust Search Functionality

(a) Account balances with transaction analysis and drill back to source documents in subsystems

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(b) Inquiry from P&L view with comparative periods that allows users to perform detailed analysis in real time using GL coding elements (for example, cost center, account, product, project) including ability to drill down through multiple hierarchy levels

(c) Inquiry from balance sheet view with comparative periods that allows user to perform detailed analysis in real time using GL coding elements (for example, cost center, account, product, project) including ability to drill down through multiple hierarchy levels

(d) Ad hoc transaction analysis using transaction analysis codes that are not part of primary GL coding structure

(12) Support Thomas Brothers (Social Services Software) Integration (13) Support School RDA (14) Journal Entry Upload Capability (15) Potential GL Structure - Fund – Program – Project – Cost Center – Object

Code (16) Bank reconciliation performed by Treasurer in GL software (17) Reporting

(a) Capital and Operational Budgets (b) Original Budget vs Final Budget (c) Grant Tracking (d) Project Tracking (e) Audit Trail (f) Appropriation vs Budget (g) User-defined journal / invoice warning / rejection tolerances

iv) Accounts Payable and Procurement

(1) Purchase Order Solutions

(a) Track by Department, Account, Vendor, and Date (b) Track Open and Closed POs

(i) Audit Trail to Payments (c) Track & Manage PO Modifications (d) Support Partial Fulfillments (e) Ability to create supplier master data without a vendor being established

in the AP module (f) Automated conditional purchase requisition & AP invoice approval

workflow by user role (2) Direct Invoice Approvals

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(3) Check Printing (a) Precheck Register (b) Scheduled Checks Report (c) Designated Responsibility for approval

(4) Multi-point duplicate invoice check (5) OCR Capabilities or ability to integrate to an AP Automation solution (6) Ability to facilitate ACH / Check Positive Pay (7) Expense Reporting Automation (Credit Cards) or the ability to integrate to an

Expense Report Automation tool (8) Reporting

(a) Unapproved requisitions (b) Unapproved purchase orders (c) Open purchase orders (d) Requisition history (shows requisitioner status of any requisition

including related purchase orders, receipts and invoices) (e) Purchase orders by supplier (f) Purchase order audit (history of any purchase order, showing related

requisitions, receipts and invoices along with any change order activity) (g) Vendor search by any part of the name (h) Vendor aged balance inquiry (i) Inquiries allow drill down to invoice image (j) Invoice search (k) Check search (l) Invoice register (m) Check register (n) Overdue invoices

v) Human Capital Management3

(1) Integrated & automated timekeeping solution (2) Portal to facilitate sharing of employee payroll documentation (3) Ability to support unique payroll compliance such as that related to Law

Enforcement (4) Supports across the board cost of living adjustment increases (5) Supports annual benefit enrollment

3 HCM functionality can be part of the core technology of the proposed solution or is can be a fully- integrated outside solution that integrates to your proposed solution.

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(6) Integrates with Virginia Retirement System (VRS) (7) Tracks PTO, Comp Time, Sick Leave, etc. efficiently

vi) Treasury and Revenue

(1) Collaborative solution to facilitate communication and sharing of information (2) Facilitate the tracking and administration of liens efficiently

(a) Wages (b) Bank (c) DMV (d) Debt Set Off

(3) Income Tax Processing (a) Process State income estimated tax payments (b) Income Tax Penalty Calculation

(i) Ability to calculate interest at a future date (4) Facilitates simple reconciliation and allocation of cash receipts (5) Supports Payment Plan Management and Execution (6) Supports key tax types

(a) Real Property (b) Public Service Corporation (c) Personal Property (d) Mobile Homes (e) Machinery and Tools (f) Restaurant Food (g) Sales and Use (h) Transient Occupancy/Lodging (i) Gross Receipts

(7) Ability to import and administer tax levy of real estate parcels (a) Computer Assisted Mass Appraisal (‘CAMA’) Integration (b) Land use-value tracking and calculation of rollbacks (c) Administer veterans and elderly relief programs

(8) Personal Property Tax Administration and Billing (a) Personal

(i) Integrates with Virginia Department of Motor Vehicles (‘DMV’) (ii) Integrates with National Automotive Dealers Associations (‘NADA’)

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(iii)Depreciation Calculation (iv) Track Mileage (v) Car Titles

(b) Business (i) NAICS Code Tracking (ii) Professional Activity Tracking (iii)Virginia Tangible Property Form (762 Form) Processing

(9) Integrated Credit Card payment processing solution (10) Reporting

(a) Robust Search Solution (b) Ability to link taxpayer accounts together (c) Monitor Compliance against payment plans or other remittance

requirements (d) Quickly Identify Delinquent Accounts

(11) Calculates and invoices for various taxes and assessments billed by the County, including but not limited to: (a) Dog tag sales (b) Transfer stations (c) Freedom of Information Act Requests

vii) Building and Zoning

(1) Web-Based Application / Mobile Client (2) Automate permit fee calculation according to predefined rules (3) Workflow management application, correspondence, progress tracking,

revisions (4) Concise and easy to access electronic documentation (5) Automated inspection scheduling (6) Certificate of Occupancy completion (7) Builder / Citizen Portal (8) Online payment processing (9) Integration to GIS (10) API to other solutions

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User Counts Department # of Full Users # of Limited Users

Treasury and Revenue 6 1 Accounting and Budgeting 3 5 Purchasing and Payables 5 15 Human Capital Management 2 133 Building Zoning Permitting 3 1

Total 19 155

Transaction Counts Transaction Type # of Transactions

Funds 24 Real Property Assessments (Bi-Annually) 9,200

Cash Receipts 27,000 Tangible Property 26,000

Liens 1,200 Purchase Orders 1,000

Payments 8,000

viii) Hardware Requirements/ Architecture

The vendor must specify whether the proposed system operates on customer owned, on-site hardware, or a hosted, cloud-based hosting operating environment, or both. Despite the County’s limited Information Technology staffing, the decision as to whether to utilize a hosted vs. on-site system solution will be secondary to the functionality of the system selected. As we have previously stated, our goal is to implement a post modern ERP (all software in the cloud), however we need to weigh that against what is available in the functionality of proposed solutions.

Vendors must provide itemized listings and network diagrams of the proposed hardware requirements and architecture required to support their system under each scenario, as applicable. The hardware requirements list should include initial cost information and annual maintenance costs for all equipment. Hosted solutions should describe all associated annual fees.

Vendors should identify the level of support needed (daily, monthly and annual activities) from the County’s Information Technology staff under each alternative set up.

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ix) Data Conversion & Implementation Services

The selected vendor shall be responsible for proposing an implementation timeframe, to be approved by the County, which is based upon reasonable allowances for training, data conversion, testing, and parallel system operation. The implementation will be performed in phases and by module, with implementation dates that correspond with typical process milestones.

The system should provide appropriate data conversion safeguards that meet current COBIT (Control Objectives for Information and related Technology) standards and audit best practices. Documentation and data dictionaries capturing the transformation mapping implemented by ETL (Extract, Transform, and Load) or other methods from the original data sources to the Offeror’s system should be provided for Madison County staff to review and for future reference.

Data conversion will be the responsibility of the Offeror. Data conversion work (Master and Open Transactional Data) will be phased; the phases may mirror the module sequence recommended for implementation by the Offeror based on best practices and experience of the Offeror. The system should convert all detailed transactions, allowing for subsequent automated processing by the system in cases of exonerations, refunds, etc. The timing of the data conversion and responsibility allocation will be discussed and documented in the final award to establish clear expectations

During implementation, the Offeror will work with County staff to provide means for interfacing/sharing data between newly implemented modules of the system and existing modules of the County’s current system that have not yet been implemented. Interfacing methods should be designed to minimize manual input yet preserve a sufficient level of transaction level detail. The County shall give notice to Offeror of acceptance of each module of Application Software licensed under this Agreement upon implementation of that module; modules shall not be considered implemented until the County has provided notice of such acceptance.

x) Ongoing Support and Maintenance

The County requires ongoing support and maintenance services for the proposed system, including, at a minimum, a one-year warranty for all software provided by the Offeror at no additional cost to the County. The warranty period will not start until after the date of final acceptance of the system once all modules have been fully implemented and an agreed to period for testing, which will be a minimum of 30 days. The Offeror shall warrant that the software proposed shall be substantially free from errors. The Offeror shall also warrant that the services performed by the Offeror shall be performed in a timely and professional manner by qualified personnel.

The Offeror should identify ongoing support and maintenance options available to the County for services beyond the warranty period, including annual costs. Annual support and maintenance costs for years 2 – 9 following final acceptance shall be itemized as part

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of the pricing schedule. The Offeror should also address the availability for customization services and the cost structure associated with those services. The Offeror shall also describe their customer service and support delivery, including the method(s) of customer service provided (phone, web, live chat, email) and the ratio of customer support staff to customers.

xi) Training

The County requires adequate training/staff development to ensure that all system users are familiar with the operations of the system for their specific roles and responsibilities. The Offeror should specify the length and type of training to be provided, and all initial training costs shall be part of the proposed system costs and identified in the response to this RFP. Offeror shall provide training materials, which can be reproduced by the County as needed. Initial training should be conducted at the County’s facilities.

A user manual shall be provided by the offeror for the version of the software provided to the County. It shall include an overview of the system modules and be organized by business process.

xii) Changes in Laws, Regulations, or Accounting Standards

The Offeror will be required to provide software updates or upgrades to maintain compliance with all state and federal mandates as part of the maintenance of the system, and shall not charge the County for changes to the software required by new or changing laws, regulations, or accounting standards that impact the operation of the County in the areas administered through use of the financial software.

3) Proposal Format

a) Proposal Contents

Proposals shall be organized in the following manner and address each of the following areas efficiently and succinctly. Cross-references to the corresponding section of the RFP are encouraged. i) The cover page at the end of this RFP, Appendix A. ii) Description of the Vendor, including information sufficient to give the County

indications of the Company’s capacity, history, financial stability and vision. Descriptions should include organizational charts and number of employees by division and location. Vendors should also describe their experience with similar organizations, particularly municipal governments, and specifically Virginia municipalities.

iii) Availability and preference between Hosted vs. On-site configurations, including relevant considerations and costs of both options, if available.

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iv) For on-premise solutions, Vendor to provide preferred and required minimum hardware configurations, including sketches of both hardware layouts. Description must include itemized specs for all components of each scenario. Vendors may include hardware pricing in their proposal, but the County reserves the right to provide hardware for Offeror to use in installation, purchased directly from other vendors.

v) Recommendations for implementation of the system, including phased approach among modules, training to be provided and when, identification of milestones, concurrent usage with current system.

vi) Approach toward training, including types of training provided, number of classes per module, train everyone or train-the-trainer approach, estimated number of hours of training to be provided to employees.

vii) Ability to meet the functional requirements outlined in Addendum A. To be considered, vendors must respond as to their proposed system’s ability to perform each function and return Addendum A with their proposal. The first four columns in Addendum A are prefilled identifying the requirement and its relative importance to the County. Offerors shall complete the final two columns indicating whether the software proposed by the Offeror can perform the requirement as is (Standard), with some customization by the Offeror (Customization) or if the software is not able to perform the function (Not Available). It is expected that for each “Standard,” response that functional requirement would be met by the software as proposed with no additional customization at the costs included in the proposal. Those functional requirements unable to be addressed within the standard system as proposed, but which may be addressed through vendor customizations should be clearly shown as requiring additional customization with an estimated additional cost. The comments column is provided for Offerors to elaborate on their responses. The County requires that Addendum A become part of the resulting contract between the County and the Offeror.

viii) Customer support structure and service level agreements. Offerors shall describe their help desk and other customer support services in detail, including the various ways customers may contact the Offeror for customer support, the ratio of customer support personnel to customers, average response and resolution time statistics for various levels of issues, samples of technical documentation, etc. Offerors should also describe their level of commitment to product enhancements, specifically citing the frequency of update releases, responsiveness to changes in state and federal mandates, and availability of customization

ix) Contingency Planning. Offerors shall identify how they provide appropriate data and software backups and Continuity of Operations in the event of a localized or wide-spread catastrophic event. Information should reference the timing of backups, location, restoration plan, hardware or software requirements, and response time.

x) Commitment to product enhancements and updates. Offerors shall describe their support for changes in state and federal laws and regulations, generally accepted accounting principles, governmental accounting mandates, federal and state administrative requirements, and advances in technology affecting the industry.

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b) Project management plan and implementation services. Offerors shall provide a comprehensive project management plan and detailed description of implementation services to be provided, such as providing test and training environment databases separate from the production environment for County use in testing various processes during implementation and training staff in system function. Offerors shall describe in detail their project management structure, including the identification of key personnel involved with project management. The professional resumes and relevant experience of project management personnel should be included.

c) Pricing

i) Offerors should provide a complete cost proposal of all software, maintenance, implementation, training, travel, and conversion costs for their proposed solution. All costs provided are to be expressed as a total cost to the County.

ii) Fixed costs shall be provided whenever applicable, and in the absence of fixed costs, rates per unit shall be identified with an estimated number of units to be provided.

iii) Hardware and network requirements of the system shall be identified in the proposal, and if available from the vendor, the costs of associated hardware shall be included and itemized in the pricing proposal as well. Equipment specified should be of recent release and not nearing end of model life.

iv) One-time charges such as training, conversion or software modification charges should be detailed as non- recurring costs

v) Any additional charges above the annual maintenance costs should be listed in detail.

vi) Offerors should differentiate all costs clearly so that they may be properly evaluated without interpretation.

vii) Software Maintenance Costs for years 2 – 9 should be provided.

viii) Offerors should identify when maintenance fees commence, and how system customizations, if any, may impact maintenance costs.

ix) Any fees associated with third party software that is required to fully operate and maintain the ERP should be provided.

d) References. Offerors should provide a list of no less than four similarly sized local

governments for which they have successfully implemented similar software. At least two of such references shall be from Virginia localities. References should include the name of the locality, a contact individual who actively participated in the implementation, their title, phone number, email address, and a brief description of the systems implemented. This section should also indicate the length of implementation from contract award to final acceptance.

As previously stated, we are considering a post modern ERP solution, therefore we don’t

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expect all solutions to address all the specific functional areas. We do however expect them to possess an open and robust API.

4) Submittal Instructions a) In order to be considered, proposals must be submitted in the format requested herein. If for

any reason you deviate from this Request for Proposal, indicate the reason in detail. Ten (10) hard copies and one electronic copy (on USB flash drive or other common media) of your proposal must be submitted in a sealed envelope. All firms shall sign their proposal and submit to the County, by the time specified. It shall be the full responsibility of the proposer to allow adequate time for delivery of the proposal. Failure to comply with these requirements may be cause for rejection of proposal.

b) The County reserves the right to reject any or all proposals submitted and to make award where it appears it will be to the best interest of the County.

c) The County will request demonstrations from all or some of the firms submitting proposals.

d) Addenda will be issued if necessary. It is the sole responsibility of the vendor to be aware of the addenda which will be posted on the Madison County web page. It is anticipated that no addendum will be issued less than three days before the due date.

5) Evaluation and Award

a) General

Each submittal will be reviewed by the Board of Supervisors or their designee

who has full discretion in this procurement, including suspending the terms of this request for proposal and proceeding as it deems appropriate.

The County shall engage in individual negotiation and discussions with one or

more Contractors deemed fully qualified, responsible and suitable based on initial responses to provide the required services. Repetitive informal interviews are permitted. Contractors shall be encouraged to elaborate on their qualifications, performance data, and staff expertise pertinent to the proposed contract as well as alternative concepts. Based on evaluation factors published in this RFP and all information developed in the selection process to this point, the County shall select the Contractor whose price, qualifications, and proposed services are deemed most meritorious. If a contract satisfactory and advantageous to the County can be negotiated at a price considered fair and reasonable, the award shall be made to that Contractor. Otherwise, negotiations with the Contractor ranked first shall be formally terminated and negotiation conducted with the Contractor ranked second, and so on, until such a contract can be negotiated at a fair and reasonable price.

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Proposals will be evaluated against the required specifications as listed in the RFP. A proposal may be eliminated from consideration at the County’s option for failure to comply with any required specification, depending on the nature and extent of non-compliance. In addition to meeting mandated specifications, proposals will be evaluated for the ability of a vendor to provide, in the County’s opinion, the best overall solution to meet the County’s objectives.

The Request for Proposal and all documents contained herein shall become part

of the contract executed between the Contractor and the County of Madison, VA.

Proposals will be evaluated using the criteria outlined below: Note: the weight and rate scoring/ranking methodology will not be employed for either shortlisting or the final selection decision process.

i) Functional Requirements

(1) Extent to which the proposed software meets the functional requirements identified as “required” or “desired”, with emphasis on the “required”

(2) Compliance with the RFP’s technical requirements and use of appropriate technology and hardware/ architecture

(3) Extent to which customizations or modifications are needed to meet County’s requirements

ii) Proposed cost (1) Comprehensiveness of proposed pricing structure (2) Implementation Cost (3) Cost of ongoing services and maintenance (4) Proposed warranty (5) Summarize the total life cycle cost

iii) Qualifications of the Vendor

(1) Experience in Virginia localities (2) Experience in similar organizations (size, structure, etc.) (3) Offeror’s reputation, capacity, history, financial stability and vision (4) Unqualified SOC1/SOC2 (5) Demonstrated commitment to product enhancement, including software

modification for mandated state and federal changes

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iv) Professional Services (1) Quality of project management, including experience of project management staff (2) Quality of implementation plan, including experience of implementation staff (3) Quality, variety, and sufficiency of training (4) Quality, variety, and availability of system support and customer service,

including user groups, discussion forums, technical support, help desk, etc.

v) References (1) Existing customer satisfaction with products, maintenance and support, and

overall system (2) Proven company track record to provide services as promised (3) Project management (4) Training

b) Demonstration Evaluation Factors

i) Ease of use / user friendliness ii) Demonstrated ability to meet functional requirements per scripted processes iii) Technology, security, integration & compatibility with other County infrastructure iv) Dedicated and defined API v) Limited on-premise IT demands / Cloud functionality

6) General Terms and Conditions

During the performance of any contract awarded pursuant to this Request for Proposal, the Offeror agrees as follows:

(1) The Offeror will not discriminate against any employee or applicant for employment because of race, religion, sex or national origin, or handicap, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operation of the Offeror. The Offeror agrees to post in conspicuous places, available to employees and applicants for employment, notices setting for the provisions of this nondiscrimination clause.

(2) The Offeror, in all solicitations or advertisements for employees placed by or on

behalf of the Offeror, will state that such Offeror is an equal opportunity employer.

(3) Notices, advertisements and solicitations placed in accordance with federal law,

rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section.

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Immigration Reform and Control Act of 1986

By submitting their proposal, Offerors certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986.

Insurance

The Offeror shall purchase and maintain in force, at his own expense, such insurance as will protect him and the County from claims which may arise out of, or result from, the Offeror’s execution of the work, whether such execution be by himself, his employees, agents, subcontractors, or by anyone for whose acts any of them may be liable. The insurance coverage shall be such as to fully protect the County, the Offeror and the general public from any and all claims for injury and damage resulting by any actions on the part of the Offeror of his forces as enumerated above. The Offeror shall furnish a copy of an original Certificate of Insurance, naming Madison County as additionally insured. Should any of the policies be canceled before the expiration date, the issuing company will mail 30 days written notice to the certificate holder. The Offeror shall furnish insurance in satisfactory limits, and on forms and of companies, which are acceptable to the County’s Attorney and/or Risk Management and shall require and show evidence of insurance coverage on behalf of any subcontractors (if applicable), before entering into any agreement to sublet any part of the work to be done under this contract.

The Offeror will provide a minimum of liability insurance as follows:

(1) Workman’s Compensation - Statutory Limits

(2) Contractor’s liability covering all operations performed by the Offeror or any subcontractor with limits of not less than $1,000,000 combined single limit. Subcontractors are subject to the same limits and must submit certificates of insurance to this office. All certificates of insurance must name Madison County as additionally insured.

(3) Automobile liability insurance-all owned, non-owned and hired automobiles with same limits as in (b) above.

Certification of above insurance requirements will be required before the issuance of an award. The complete address, phone number and contact person for the insurance company is required to be submitted with the insurance certificate. The authorized agent signing on behalf of the Insurance Company must submit certification that they are a licensed agent to do business with the Company within the State of Virginia.

Certificate Holder should be listed as – Madison County, PO Box 705, 302 Thrift Road, Madison, Virginia 22727 Drug Free Workplace

During the performance of this contract, the Offeror agrees to the following:

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(1) Provide a drug-free workplace for the Offeror’s employees

(2) Post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the Offeror’s workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(3) State in all solicitations or advertisements for employees placed by or on behalf of the Offeror that the Offeror maintains a drug-free workplace.

(4) Include the provisions of the foregoing clauses in every subcontract or purchase order over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

For the purpose of this section, “drug-free workplace” means a site for the performance of work done in connection with a specific contract awarded to a Offeror in accordance with this chapter, the employees of who are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensations, possession or use of any controlled substance or marijuana during the performance of the contract.

Faith-Based Organizations

Madison County does not discriminate against faith-based organizations in accordance with The Code of Virginia, Section 2.2-4343.1.

Debarment Status

By submitting their proposals, Offerors certify that they are not currently debarred by the Commonwealth of Virginia from submitting proposals on contracts for the type of good and/or services covered by this solicitation, nor are they an agent of any person or entity that is currently so debarred.

Choice of Laws and Venue

Any disputes under a resulting contract that cannot be resolved between the County of Madison and the Offeror, must be resolved in the Circuit Court of Madison County, Virginia. The laws of the Commonwealth of Virginia shall govern any resulting contract.

Proprietary Information

Section 2.2-4342 of the Code of Virginia states: “Trade secrets or proprietary information submitted by a bidder, Offeror, or contractor in connection with a procurement transaction shall not be subject to public disclosure under the Virginia Freedom of Information Act; however, the bidder, Offeror, or contractor must invoke the protections of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary.”

Applicable Laws

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This solicitation and any resulting contract shall be governed in all respects by the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of Madison County, Virginia. The County and the Offeror are encouraged to resolve any issues in controversy arising from the award of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2-4366). The Offeror shall comply with all applicable federal, state and local laws, rules and regulations.

Cooperative Procurement

The procurement of goods, and/or services provided for this Invitation for Bid, is being conducted pursuant to Virginia Code, Section 2.2-4304. Therefore, the Offeror or bidder is advised, and by submitting a response to this procurement, such offer or bidder agrees that any resulting contract from this procurement may also be extended to other public agencies or bodies in the Commonwealth of Virginia to permit those public agencies or bodies to purchase such goods and/or services at contract prices, in accordance with the terms, conditions, and specifications of this procurement. The successful Offeror or bidder shall deal directly with each public agency or body seeking to obtain any goods and/or services pursuant to any contract that may result from this procurement and in accordance with Virginia code, Section 2.2-4304.

Appropriation of Funds

The continuation of the terms, conditions, and provisions of a resulting contract beyond June 30 of any year are subject to approval and ratification by the Board of Madison County and appropriation by them of the necessary money to fund said contract for each succeeding year. In the event of non-appropriation of funds, the contract shall be automatically terminated with no recourse to the Offeror. It is understood and agreed between the parties herein that the County shall be bound hereunder only to the extent of the funds available or which may hereafter become available for the purpose of this agreement

Ethics in Public Contracting

By submitting their proposals, Offerors certify that their proposals are made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in connection with their proposal, and that they have not conferred with any public employee having official responsibility for this procurement transaction including making any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.

The Offeror shall identify any actual or potential conflicts of interest that exist, or which may

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arise if the Offeror is recommended for award and propose how such conflicts might be resolved.

By his/her signature on the proposal documents submitted, each Offeror attests that his/her agents and/or employees, to the best of his/her knowledge and belief, have not in any way colluded with anyone for and on behalf of the Offeror, or themselves, to obtain information that would give the Offeror an unfair advantage over others, nor has he/she colluded with anyone for and on behalf of the Offeror, or itself, to gain any favoritism in the award of this Request for Proposal.

Antitrust

By entering into a contract, the Offeror conveys, sells, assigns, and transfers to Madison County all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws of the United States and Madison County, relating to the particular goods or services purchased or acquired by Madison County under said contract.

Payment to Prime Contractor

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

Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice or delivery, whichever occurs last. This clause, however, shall not affect offers of discounts for payment in less than 30 days.

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

Changes to the Contract

Changes can be made to the contract in any of the following ways:

(1) The parties may agree in writing to modify the scope of the contract. An increase or decrease in the price of the contract resulting from such modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.

(2) The County may order changes within the general scope of the contract at any time by written notice to the Offeror. Changes within the scope of the contract include, but are not limited to, things such as services to be performed, the method of packing or shipment, and the place of delivery or installation. The Offeror shall comply with the notice upon receipt. The Offeror shall be compensated for any additional costs incurred as the result of such order and shall

21

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

(a) By mutual agreement between the parties in writing; or

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

Default

In case of failure to deliver goods or services in accordance with the contract terms and conditions, the County, after due oral or written notice, may procure them from other sources and hold the Offeror responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the County may have.

Audit

The Offeror shall retain all books, records, and other documents relative to this contract for five (5) years after final payment, or until audited by Madison County, whichever is sooner. The agency, its authorized agents, and/or state auditors shall have full access to and the right to examine any of said materials during said period.

Preparation and Submission of Proposals

Proposals must give the full business address of the Offeror and be signed by him/her with his/her usual signature. Proposals by partnerships must furnish the full name of all partners and must be signed in the partnership name by one of the members of the partnership or any authorized representative, followed by the designation of the person signing. Proposals by corporations must be signed with the legal name of the corporation followed by the name of the State in which it is incorporated and by the signature and designation of the president, secretary, or other person authorized to bind it in the matter. The name of each person signing shall also be typed or printed below the signature. A proposal by a person who affixes to the signature the word “President,” “Secretary,” “Agent” or other designation without disclosing the principal, may be held to be the proposal of the individual signing. When requested by the County, satisfactory evidence of the authority of the officer signing on behalf of the corporation shall be furnished.

Withdrawal or Modification of Proposals

Proposals may be withdrawn or modified by written notice received from Offerors prior to the deadline fixed for proposal receipt. The withdrawal or modification may be made by the person signing the proposal or by an individual(s) who is authorized by him/her on the face of the proposal. Written modifications may be made on a separate document. Written modifications, whether the original is delivered, or transmitted by facsimile, must be signed by the person making the modification or withdrawal

22

Receipt and Opening of Proposals

It is the responsibility of the Offeror to assure that his/her proposal is delivered to the place designated for receipt of proposals and prior to the time set for receipt of proposals. Proposals received after the time designated for receipt of proposals will not be considered.

The provisions of § 2.2-4342 of the Code of Virginia, as amended, shall be applicable to the inspection of proposals received.

Bid Acceptance Period Any bid in response to this solicitation shall be valid for one-hundred and eighty (180) days. At the end of the one hundred and eighty days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled. Termination by County for Convenience

County may terminate the resulting contract at any time without cause, in whole or in part, upon giving the Offeror notice of such termination. Upon such termination, the Offeror shall immediately cease work and remove from the project site all its labor forces and such of its materials as owner elects not to purchase or to assume in the manner hereinafter provided. Upon such termination, the Offeror shall take such steps as owner may require assigning to the owner the Offeror’s interest in all subcontracts and purchase orders designated by owner. After all such steps have been taken to owner’s satisfaction, the Offeror shall receive as full compensation for termination and assignment the following:

(1) All amounts then otherwise due under the terms of this contract,

(2) Amounts due for work performed subsequent to the latest Request for Payment through the date of termination,

(3) Reasonable compensation for the actual cost of demobilization incurred by the Offeror as a direct result of such termination. The Offeror shall not be entitled to any compensation for lost profits or for any other type of contractual compensation or damage other than those provided by the preceding sentence. Upon payment of the forgoing, owner shall have no further obligations to the Offeror of any nature.

In no event shall termination for the convenience of the owner terminate the obligations of the Offeror’s surety on its payment and performance bonds. Indemnification Offeror agrees to indemnify, defend and hold harmless Madison County, its officers, agents, and employees from any claims, damages and actions of any kind or nature, whether at law or in equity, arising from or caused by the use of any materials, goods, or equipment of any kind or nature furnished by the Offeror/any services of any kind or nature furnished by the Offeror,

23

provided that such liability is not attributable to the sole negligence of the using agency or to failure of the using agency to use the materials, goods, or equipment in the manner already and permanently described by the Offeror on the materials, goods or equipment delivered.

Renewal of Contract for Maintenance The maintenance agreement within the resulting contract may be renewed by the County for eight (8) successive one-year periods after the expiration of the warranty under the pricing schedule as provided by the Offeror. Maintenance agreements for years subsequent to the term of this RFP (year 10 and beyond) may be negotiated at the time of renewal. Upon a determination by the County to renew this contract for an additional term, written notification will be given to the Offeror.

Demonstrations The County has established an evaluation team to review proposals. One or more Offerors with the top scoring proposals will be required to present an on-site scripted demonstration of the proposed solution at their own cost. Offeror should be available to demonstrate the software for a period of up to two days. The County will provide scripts to selected vendors in advance of the sessions, which will be attended by the Evaluation Team. The scripts will request demonstration of specific functional elements in each module.

Multiple Awards

This RFP may result in a multiple awards to allow the County to mix and match the best in class solutions to meet the County’s needs. If in order to meet the full scope of the proposal, Offerors may partner with other firms to provide a comprehensive ERP for the County. It is the vendor’s responsibility to identify and partner with sub-contracting firms in order to provide a complete solution that is fully responsive to all requirements of this RFP.

In this situation, the Offeror should identify the primary firm that will be responsible for the integrated user experience as well as the operational, functional and data integration points between proposed solutions. The primary firm will need to be identified for the initial implementation as well as the contract years following solution rollout.

Subsequent to contract award, the County should have the option to procure the proposed solution in whole or in stand-alone parts or modularly.

Performance Bond and Labor and Material Payment Bond

The chosen vendor will provide a performance bond, in the amount of 100% of the contract price, with a corporate surety authorized to do business in the Commonwealth of Virginia and otherwise acceptable in all respects to the County Attorney. The bond will stay in effect from contract execution through the warranty period, which expires no later than one year after final acceptance by the County. The party to whom the contract is awarded will be required to execute the contract and obtain

24

a performance bond within fifteen calendar days from the date when the Notice of Award together with the contract is delivered to the Offeror for execution.

Software Support/ Maintenance

As part of the software purchase price, a minimum of one-year software support for each item shall be included, which will be the warranty period. Support shall include phone support and all software updates. Support begins on the first day of the month after the software is installed by Offeror. Purchase price for third party products shall also include one-year software support.

Travel

The County shall not be liable for any reimbursement costs associated with travel prior to award of contract. Warranty The Offeror should warrant that Software proposed shall be substantially free from errors. Subsequent contract should conform to the requirements set forth in this RFP. Offeror should also warrant that the services performed by the Offeror shall be performed in a timely and professional manner by qualified personnel. Offeror should respond to requests for warranty service within four hours and should remedy any programming errors, defects, or breach of warranty as soon as practicable and with minimal downtime at no charge. The warranty should remain in effect for a minimum of one year after the date of final acceptance of the software. In the event that the software, in whole or in part, does not perform in accordance with the contractual requirements, the Offeror should promptly, and in no case any later than twenty-four (24) hours after notification thereof, correct, modify, or improve the software, at the Offeror’s sole expenses, to ensure that the Software complies with the software availability and response standards and software requirements set for in this RFP. In the case of any dispute involving the software, the Offeror should have the burden of proving that the software meets all standards and requirements. In the event the software is inoperable, the Offeror should immediately apply the necessary resources to correct the problem.

7) AWARD PROCEDURE

Selection shall be made of two or more Offerors deemed to be fully qualified and best suited among those submitting proposals on the basis of the evaluation factors included in this Request for Proposals, including overall price.

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Appendix A: Proposal Cover Sheet

COUNTY OF MADISON, VIRGINIA RFP #200504

ERP Implementation Issue Date: May 4, 2020

Due Date & Time: June 3, 2020 at 2:00 PM (COMPLETE THIS SHEET AND RETURN AS A COVER PAGE FOR THE PROPOSAL)

GENERAL INFORMATION FORM

QUESTIONS: All inquiries for information regarding this solicitation should be directed to Mary Jane Costello at mjcostello@madisonco.virginia.gov at least seven days before the deadline. Answers will be posted in addendum form on the Madison County web site at least 48 hours prior to the deadline. It is the Offeror’s responsibility to obtain addenda.

ADDRESS: Proposals should be mailed, or hand delivered to: Mary Jane Costello; Madison County; 302 Thrift Road/P.O. Box 705; Madison VA 22727. Reference the Due Date and Hour and RFP number in the lower left corner of the return envelope or package.

COMPANY INFORMATION/SIGNATURE: In compliance with the Request For Proposals and to all conditions imposed herein and hereby incorporated by reference, the undersigned offers and agrees to furnish the services and goods in accordance with the attached signed proposal or as mutually agreed upon by subsequent negotiation.

Full Legal Name (print) Federal Taxpayer Number (ID#)

DBA Name & Location of Local Office Mailing Address Corporate/Home Office Address

Contact Name/Title Signature (ink) Date

Telephone Number E-mail Address Toll Free Number Fax Number

References: Organization Contact name, phone number & e-mail: Scope of Work:

Organization Contact name, phone number & e-mail: Scope of Work:

Organization Contact name, phone number & e-mail: Scope of Work:

Organization Contact name, phone number & e-mail: Scope of Work:

Addendum A - Functional RequirementsGeneral

1

Ref Process Recommendation / Requirement Priority Availability Comments1 General Minimize SPF (Single Point of Failure) breakdown in the organization Required2 General Data should be easily accessible using standard tools. (i.e. Industry Standard DB) Required3 General Solution should provide strong personalization capabilities without requiring customization to source

codeRequired

4 General Ability to import data into the system and validate based on set criteria, provide exception report Required

5 General Role-based security with the ability to customize by user Required6 General All records in system should be time stamped with userid and date when created and last modified Required

7 General Ability to add additional auditing to specific transaction types and/or records to log when a change was performed, who performed it, what was changed, and the old and new values

Required

8 General All data maintained in one location to as much extent possible Required9 General Out-of-box integrations should be readily available. Required

10 General Ability to mandate required information / fields when entering new items, customers, vendors, etc. Required

11 General Ability to set Alerts throughout the system for checks and balances and proactive identify potential issues

Required

12 General Ability to see reporting on a daily, day of week, weekly, monthly, quarterly, and yearly basis and not just by accounting periods

Required

13 General Ability to scale to grow as the organization does (users, file sizes, functionality, etc.) Required14 General Ability to email common documents and forms (i.e. statements, invoices, POs, etc.) to taxpayers and

vendors via email directly from the system. Should be able to process a batch of documents as opposed to one-by-one.

Desired

15 General Ability to share information across the organization efficiently and cost effectively Required16 General Workflow capabilities for Vouchers, Purchasing, Etc. Required17 General Ability to drill down from report to underlying data to specific items on the order Required18 General Ability to customize look up/ searches to include additional fields such as zip code Required19 General Scheduled report generation Desired20 General New report generation notification by email with report either in email or link to report embedded in

emailDesired

21 General Ability to do reversing entries so that the initial and correcting entry can be viewed Required22 General Supports dashboards for leadership, general staff, other roles. Real time. Ability to drill down. Define

scorecards.Required

23 General Ability to query, view & update SQL data as necessary Required24 Integration Strong and simple integration with Microsoft Office including Word, Excel, and Outlook. Standard

reports and views can be easily exported.Required

25 Integration Ability to support an integration to external service tech portal (i.e. - RepNet) Desired26 Integration The ability to import Payroll distributions (ADP) to the General Ledger Required27 General Support attaching files to business objects (taxpayer, work order, fixed assets, PO, etc.) Required

Addendum A - Functional RequirementsAccounting and Finance

2

Ref Process Recommendation / Requirement Priority Availability Comments1 Financial Accounting - Accounts Payable Ability to use Vendor Classes to simplify the set-up and maintain default vendor information

including distribution accounts, terms, payment method, bank account to pay from, etc.Desired

2 Financial Accounting - Accounts Payable Ability to designate certain fields on the Vendor Master as required, so as to ensure appropriate information has been entered when new vendors are created "on the fly"

Required

3 Financial Accounting - Accounts Payable Support for 1099 vendors Required4 Financial Accounting - Accounts Payable Ability to mark payments to 1099 vendors as a reimbursable expense (non-1099) Required5 Financial Accounting - Accounts Payable Integration of AMEX expense management within AP system Desired6 Financial Accounting - Accounts Payable Support for one-time vendors Required7 Financial Accounting - Accounts Payable Ability to combine vendors with existing balances, current open documents, and historical

transactions combined appropriatelyRequired

8 Financial Accounting - Accounts Payable Vendor integrity should be maintained when changing a vendor name, address, etc. Required9 Financial Accounting - Accounts Payable Ability to rate vendors by tracking vendor performance based on historical PPVs and on-time

deliveryDesired

10 Financial Accounting - Accounts Payable Ability to view from the vendor master any open POs, Invoices, historical Invoices, AP Vouchers, etc. Required

11 Financial Accounting - Accounts Payable Ability to detect and notify the user of duplicate vendor invoice #s upon entry Required12 Financial Accounting - Accounts Payable Ability to perform a 3-way match of the AP Invoice to the Purchase Order and the Bill of Lading Desired13 Financial Accounting - Accounts Payable Ability to create re-occurring vouchers (weekly and monthly) for payment of rent, etc. These should

factor into cash requirements forecasting.Desired

14 Financial Accounting - Accounts Payable The ability to inquire on vendor transactions by dollar amount, check number, vendor id, vendor name, voucher #, invoice #

Required

15 Financial Accounting - Accounts Payable Ability to age by Invoice Date or by Due Date Required16 Financial Accounting - Accounts Payable Support for flexible aging periods including: Current, 30, 60, 90, Over 90 Required17 Financial Accounting - Accounts Payable Support for Vendor Credit Memos and Adjustments Required18 Financial Accounting - Accounts Payable Ability to pre-pay a vendor account and then apply future vouchers against the credit balance Required19 Financial Accounting - Accounts Payable Ability to make partial payments against the total invoice Required20 Financial Accounting - Accounts Payable Ability to place an invoice "On Hold" - with a reason code Required21 Financial Accounting - Accounts Payable The ability to process Direct Deposits transactions for Vendors through Electronic Funds Transfer

(EFT)Required

22 Financial Accounting - Accounts Payable Supports multiple remit-to addresses for a single vendor, with the ability to pay to multiple remit-to addresses in the same check batch

Required

23 Financial Accounting - Accounts Payable Ability for the system to suggest vouchers to pay then be able to adjust Required24 Financial Accounting - Accounts Payable Support for automation of RMA and RTV process Required25 Financial Accounting - Accounts Payable Ability to select vouchers to pay based on vendor priority (priority code set on the vendor master) Desired

26 Financial Accounting - Accounts Payable Automated integration between Accounts Receivable and Accounts Payable - when a Customer is also a Vendor - so that information only has to be maintained in one place

Desired

27 Financial Accounting - Accounts Payable Automated integration with Accounts Receivable to support the payment of Refund Checks to Customers with Credit Balances

Desired

28 Financial Accounting - Accounts Payable Ability to have more than 1 PO related to a vendor Invoice. Match more than 1 PO against a single invoice.

Required

29 Financial Accounting - Accounts Payable Support for Vendor National Accounts - with a defined relationship with a Parent and Child account. Desired

30 Financial Accounting - Bank Account Management Provide for electronic bank reconciliation Required31 Financial Accounting - Budget System identifies approved AP invoices as commitments Desired32 Financial Accounting - Budget System identifies approved purchase orders (POs; if purchasing module is provided) as separate

commitments from AP invoices Desired

33 Financial Accounting - Budget System identifies approved requisitions (if purchasing module is provided) as separate commitments from AP invoices and approved POs)

Desired

34 Financial Accounting - Budget Ability to hold approved budget amounts against user-defined groups of GL accounts Desired35 Financial Accounting - Budget Budget funds may be transferred between accounts/account groups/summary values with

appropriate audit trail (for example, budget transfer journals)Required

36 Financial Accounting - Budget User-defined journal/invoice warning/rejection tolerances Desired37 Financial Accounting - Budget Available funds checking performed against remaining annual budget Required

Addendum A - Functional RequirementsAccounting and Finance

3

Ref Process Recommendation / Requirement Priority Availability Comments38 Financial Accounting - Financial Reporting Ability to create custom financial reports such as:

- Statement of Net Position- Statement of Activities- Fund Level Reports

Desired

39 Financial Accounting - Financial Reporting Ability to perform multi-year comparisons Required40 Financial Accounting - Financial Reporting The ability to create financial reports at various levels of detail Required41 Financial Accounting - Financial Reporting Ability to easily export to Microsoft Excel Required42 Financial Accounting - Financial Reporting Ability to drill-down from Financial Reports to the G/L, and then to any Subsidiary Ledgers Required43 Financial Accounting - Financial Reporting Ability to forecast Cash Flow Requirements based on anticipated receipts from Accounts Receivable

and disbursements from Accounts Payable. Receipts should be based on average days to pay by using historical trends.

Desired

44 Financial Accounting - Fixed Assets User-defined asset classes (for example, furniture and fixtures) Required45 Financial Accounting - Fixed Assets User-defined asset types (for example, leased, purchased new) Required46 Financial Accounting - Fixed Assets User-defined asset groups (for example, all assets making up a production facility) Required47 Financial Accounting - Fixed Assets Asset physical location recorded against asset Required48 Financial Accounting - Fixed Assets Assets may be grouped in hierarchies for reporting and inquiry Required49 Financial Accounting - Fixed Assets Link to GL element values (for example, cost center) to define department that owns asset Required50 Financial Accounting - Fixed Assets Link to GL element values (for example, cost center) to define department that will be charged

depreciationDesired

51 Financial Accounting - Fixed Assets Ability to link assets (for example, vehicle and trailer) Desired52 Financial Accounting - Fixed Assets User-defined asset descriptive fields <organization to specify required data elements> Required53 Financial Accounting - Fixed Assets Ability to record maintenance information against asset Desired54 Financial Accounting - Fixed Assets Ability to define asset maintenance schedules with tracking of scheduled maintenance performed Desired

55 Financial Accounting - Fixed Assets Default values may be associated with asset class (for example, depreciation method) Required56 Financial Accounting - Fixed Assets Ability to enter asset disposal with sale proceeds Desired57 Financial Accounting - Fixed Assets Partial disposal of assets Desired58 Financial Accounting - G/L Ability to support multiple segments in chart of accounts so that the GL structure can be streamlined

and organized for reporting, and to reflect if and when desired multiple locations, business units, etc.

Required

59 Financial Accounting - G/L Need ability for hard close of financial periods which are securely protected by system administrator, with ability to re-open periods

Required

60 Financial Accounting - G/L Ability to post to the G/L either in summary or detail - this can be defined separately for each of the subsidiary ledgers

Required

61 Financial Accounting - G/L Ability to drill-down from the G/L to Subsidiary Ledgers - all the way to the originating source document

Required

62 Financial Accounting - G/L Any month-end summary tables in a Subsidiary Ledger should be updated when the Subsidiary Ledger is closed, not when the G/L is closed (post through GL)

Required

63 Financial Accounting - G/L Ability to import GL Entries from Excel Desired64 Financial Accounting - G/L Ability to control the creation of new accounts, matching of product line, main acct Required65 Financial Accounting - Procurement Ability to consolidate POs by Supplier when multiple items from the same supplier are scheduled for

replenishmentDesired

66 Financial Accounting - Procurement Ability to see the frequency of orders placed with each vendor Desired67 Financial Accounting - Procurement Support for Blanket POs with single item per blanket P.O. Desired68 Financial Accounting - Procurement Support for Blanket POs with multiple items per blanket (multiple releases over 12 mo. Period) Desired69 Financial Accounting - Procurement Ability to specify different delivery dates for individual line items on P.O. Desired70 Financial Accounting - Procurement Ability to perform partial receipts (when allowed by item or order management rules) Required71 Financial Accounting - Procurement Ability to alter a PO after entered and insert comments Required72 Financial Accounting - Procurement Ability to know the ETA of products ordered and availability on hand Desired73 Financial Accounting - Procurement Notification when ETA is off schedule, and request for tracking number from Vendor Desired74 Financial Accounting - Procurement Ability to close open POs with tolerances (qty. and price), and also inform the Vendor Desired75 Financial Accounting - Procurement Ability to spot duplicate entry of item on the PO with the same release date Desired76 Financial Accounting - Procurement System retains historical POs Desired77 Financial Accounting - Procurement Ability to have Vendor Classes for reference and description characteristics Desired78 Financial Accounting - Procurement Ability to set default, contract pricing, by vendor, for items Desired

Addendum A - Functional RequirementsAccounting and Finance

4

Ref Process Recommendation / Requirement Priority Availability Comments79 Financial Accounting - Procurement Ability to receive multiple PO's that are combined in a single shipment Desired

Addendum A - Functional RequirementsTreasury and Revenue

5

Ref Process Recommendation / Requirement Priority Availability Comments1 Treasury and Revenue Effective Lien Management Required2 Treasury and Revenue Execute various liens including (wages, bank, DMV, Debt Set off) Required3 Treasury and Revenue Facilitate Remittance of State Income Tax Collections to the State Required4 Treasury and Revenue Calculates State Income Tax Late Fees Required5 Treasury and Revenue Facilitates simple reconciliation and allocation of cash receipts Required6 Treasury and Revenue Supports Payment Plan Management and Execution Required7 Treasury and Revenue Supports Real Property Tax Assessment and Collection Required8 Treasury and Revenue Supports Public Service Corporation Tax Assessment and Collection Required9 Treasury and Revenue Supports Personal Property Tax Assessment and Collection Required

10 Treasury and Revenue Supports Mobile Home Tax Assessment and Collection Required11 Treasury and Revenue Machinery and Tools Tax Assessment and Collection Required12 Treasury and Revenue Restaurant Food Tax Assessment and Collection Required13 Treasury and Revenue Sales and Use Tax Assessment and Collection Required14 Treasury and Revenue Transient Occupancy/Lodging Tax Assessment and Collection Required15 Treasury and Revenue Gross Receipts Tax Assessment and Collection Required16 Treasury and Revenue Ability to Import and Administer Tax Levy of Real Estate Parcels Required17 Treasury and Revenue Computer Assisted Mass Appraisal (‘CAMA’) Integration Required18 Treasury and Revenue Land Use-Value Tracking and Calculation of Rollbacks Required19 Treasury and Revenue Administer Veterans and Elderly Relief Programs Required20 Treasury and Revenue Property Tax Assessment Requirements Required21 Treasury and Revenue Integrates with Virginia Department of Motor Vehicles (‘DMV’) Required22 Treasury and Revenue Integrates with National Automotive Dealers Associations (‘NADA’) Required23 Treasury and Revenue Depreciation Calculation Required24 Treasury and Revenue Track Mileage Required25 Treasury and Revenue Car Titles Required26 Treasury and Revenue NAICS Code Tracking Required27 Treasury and Revenue Professional Activity Tracking Required28 Treasury and Revenue Virginia Tangible Property Form (762 Form) Processing Required29 Treasury and Revenue Real Estate Record Tracking Required30 Treasury and Revenue Integrated Credit Card payment processing solution Required31 Treasury and Revenue Reporting Required32 Treasury and Revenue Robust Search Solution Required33 Treasury and Revenue Ability to link taxpayer accounts together Required34 Treasury and Revenue Monitor Compliance against payment plans or other remittance requirements Required35 Treasury and Revenue Quickly Identify Delinquent Accounts Required

Addendum A - Functional RequirementsHuman Capital Management

6

Ref Process Recommendation / Requirement Priority Availability Comments1 General HCM Provide on-line support/instructions for completion of routine tasks. Required2 General HCM Establish new organizational entities (e.g., companies, cost centers, and other variables) with no IT or

programming required.Required

3 General HCM Add/change organizational entities and easily/effectively transfer employees within and/or across them.

Required

4 General HCM Maintain employee demographic data for all employment-related details (e.g., birth date, employee number, gender, hire date, contact information).

Required

5 General HCM Maintain ethnic, visa, and I-9 related data. Required6 General HCM Maintain marital, family, and dependent/beneficiary related and tax-related elections. Required7 General HCM Maintain historical data for current/former employees (e.g., names, employment, job/assignments,

performance ratings, status, and pay).Required

8 General HCM Maintain audit trails of employee file and data updates by date, time, and origin of update. Required9 General HCM Generate, identify, and track employees by unique employee number. Track Social Security Number for

U.S. based employees.Required

10 General HCM Maintain language, education, and certification data. Required11 General HCM Establish jobs/roles/positions and all relevant details. Required12 General HCM

Maintain data for all job-related details (e.g., grade, exemption status, EEO code, salary, job family).Required

13 General HCMMake simultaneous changes to large employee groups (e.g., new hires, salary changes, transfers).

Required

14 General HCM Enable effective/future dating of pending transactions/events, and maintain transaction history. Required15 General HCM New hires automatically routes approval based on company’s hierarchy. Required16 General HCM Routes job/salary changes electronically for approval based on user defined approvals. Required17 General HCM Managers can submit new hires. Required18 General HCM Managers can run reports. Required19 General HCM Managers can create ad-hoc reports based on security access. Required20 General HCM E-mail alerts can be generated based on system or user defined events. Required21 General HCM Data/transactions submitted by managers automatically validate for accuracy and completeness. Required22 General HCM Life-to-date history on all employee fields. Required23 General HCM Audit trails for all additions, updates and changes. Required24 General HCM Retains employee status code history. Required25 General HCM Narrative history (e.g., disciplinary actions, grievances). Required26 General HCM No limit to historical data captured. Required27 General HCM Unlimited user defined fields. Required28 Payroll Managers can view summary data and analyze salary budget information for their departments. Required29 Payroll Managers can assign salary increases based on:30 Payroll Managers can create “what if” employee scenarios to ensure that increases do not exceed the

department salary budget.Desired

31 Payroll Managers can apply “across the board” salary increases for a department. Required32 Payroll Managers can allocate different percentages and/or dollar amounts to different employees. Desired33 Payroll Assign multiple salary increases to one employee (i.e., cost of living and merit increases). Required34 Payroll Rate changes and increases are effective-dated for payroll processing. Required35 Payroll Manager can plan for compensation, overtime, taxes and benefits. Required36 Payroll Manager can utilize advanced functions to calculate benefits (nested if/then statements, etc.) Desired37 Payroll Manager can plan for pre-tax benefits. Desired38 Payroll Manager can set budget using FTE or Headcount. Desired39 Payroll Manager can plan for terminations, leaves, and new hires. Desired40 Payroll Managers can plan for transfers between locations, departments and sections. Desired41 Payroll Managers can plan for temporary, part time, half time employees. Desired42 Payroll Manager’s view of budget can be restricted to their respective departments/offices. Desired

Addendum A - Functional RequirementsHuman Capital Management

7

Ref Process Recommendation / Requirement Priority Availability Comments43 Payroll Budget Data can be exported to excel. Required44 Payroll Current and prior year payroll data is accessible in the budget planning module. Required45 Payroll Manager can generate variance reports to compare budget to actual expense. Required46 Payroll System maintains historical budget records. Required47 Payroll Budget assumes all existing comp, taxes and benefits remains the same, then allows for overrides as

necessary.Desired

48 Benefits Provides total integration between benefits and payroll including other payroll vendors. Required49 Benefits Maintain calculations and limits in compliance with federal legislation. Required50 Benefits Assigns different benefit packages to different groups of employees based on eligibility rules. Required51 Benefits Establishes benefit/deduction plans with multiple types and options. Required52 Benefits Supports effective dated:53 Benefits Benefit/deduction plans Required54 Benefits Employee benefit/deduction plan enrollment Required55 Benefits Employer benefit/deduction plan enrollment Required56 Benefits Updates benefit/deduction plans based on employee status change. Required57 Benefits Tracks “waived” benefit/deduction plans. Required58 Benefits Assigns a rate schedule to apply new rates with future effective dates for the new plan year. Required59 Benefits Without writing a separate program, automatically updates premiums for age/salary driven benefit

calculations.Required

60 Benefits Automatically enrolls employees in required plans. Required61 Benefits Automatically cancels specified employee benefits upon termination. Required62 Benefits

Allows benefit costs to be set up for the new year while continuing processing for the current year.Required

63 Benefits Tracks and maintains information for dependents and beneficiaries. Required64 Benefits Calculates imputed income. Required65 Benefits Tracks and reports workers’ compensation claims. Desired66 Benefits Facilitates reporting to third-party vendors such as benefit providers. Required67 Benefits Provides one screen that shows employee data (“benefits-at-a-glance”), without having to scroll

through multiple screens.Required

68 Benefits Defines and maintains benefit/deductions for the employee and employer Required69 Benefits Includes automated schedules for benefits/deductions. Required70 Benefits Supports benefit/deduction goals and limits. Required71 Benefits Recovers benefit/deduction amounts that have been put into arrears. Desired72 Benefits Supports multiple arrear types. Desired73 Benefits Includes defined start and stop dates for benefit/deduction. Required74 Benefits Processes one-time benefit/deductions. Required75 Benefits Includes pre-tax and post-tax benefits/deductions. Required76 Benefits Supports a designated default amount for each deduction code. Required77 Benefits Supports multiple types of life insurance, long term disability, and short term disability. Required78 Benefits Supports flexible spending accounts (FSA). Required79 Benefits Display flexible spending account information such as:80 Benefits Includes minimum check option for FSA. Desired81 Open Enrollment System provides next-year enrollment capability while in current year. Desired82 Open Enrollment From a Web browser, employees can:83 Open Enrollment View current benefits and related information. Desired84 Open Enrollment Compare current benefits to the new benefits employees may choose to elect. Desired85 Open Enrollment Compare the cost of current versus new benefits. Desired86 Open Enrollment Make benefit elections from a list of eligible benefits. Desired87 Open Enrollment Keep existing benefit elections with no changes. Desired88 Open Enrollment Modify existing benefit elections. Desired

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Ref Process Recommendation / Requirement Priority Availability Comments89 Open Enrollment Make new benefit elections to replace existing benefits. Desired90 Open Enrollment Waive or decline benefits. Desired91 Open Enrollment Review, add, modify and remove dependents and beneficiaries. Desired92 Open Enrollment Review benefits and summary description documents. Desired93 Open Enrollment Link to benefit plan provider Web sites for additional information to help in making informed

benefit and provider choices.Desired

94 Open Enrollment Save “in progress” enrollments and then later return to modify choices, make additional elections and complete the enrollment process.

Desired

95 Open Enrollment Make life event (e.g., baby, marriage) benefit changes. Desired96 Open Enrollment From a Web browser, managers can:97 Open Enrollment Describe benefit plans and include specific plan details. Desired98 Open Enrollment Include customized messages to employees on enrollment pages, (e.g., new benefit

notifications, additional instructions, deadlines for completion, disclaimer for those employees who decline a benefit).

Desired

99 Open Enrollment Specify the display order in which each benefit plan is viewed by the employee. Desired100 Open Enrollment

Identify required and optional activities that designate an active versus passive enrollment.Desired

101 Open Enrollment Limit the number of dependents to the employee for each benefit plan offered. Desired102 Open Enrollment

Limit the number of dependent relationships to the employee for each benefit plan offered.Desired

103 Open Enrollment View the statuses of all enrollments. Desired104 Open Enrollment Drill into benefit groups and plans to check specific enrollment information such as a list of

employees whose enrollments are completed, in progress, or not yet started.Desired

105 Open Enrollment Add or modify employee elections. Desired106 Open Enrollment Send due date reminders using an integrated e-mail feature. Desired107 Open Enrollment

Use a “manage paperwork” feature to track requests for additional information or paperwork (e.g., proof that a dependent is enrolled in school, required Evidence of Insurability form).

Desired

108 Open Enrollment Create Internet links to benefit plan provider Web sites so employees can obtain additional details to help them make informed choices.

Desired

109 Open EnrollmentAttach enrollment worksheets for employees to use when making life event benefit changes.

Desired

110 Open Enrollment Report and track benefits-related information and activities as they relate to new hires, benefit group changes, dependents, session setup, employee elections, and terminations.

Desired

111 Open Enrollment Export employee enrollment data (e.g., 401(k) plan), to a ready-to-send file that can be transmitted to appropriate plan providers or third party administrators prior to the plan effective date.

Required

112 Open Enrollment Supports unique enrollment dates for each benefit plan. Required113 Open Enrollment Provides a next year enrollment capability. Required114 Open Enrollment

Provides ability to report life event (e.g., marriage) and allow “eligible” changes to benefit elections.Required

115 Open Enrollment Allows updates to dependent information for life events. Required116 Paid Time Off PTO accruals and leave administration can be processed without Time and Attendance feature. Required117 Paid Time Off PTO plans can be configured for a lump sum accrual on an annual basis. Required118 Paid Time Off PTO plans can be configured to accrue based on length of service and user defined rates. Required119 Paid Time Off PTO plans can be configured to accrue based on user-defined frequencies. Required120 Paid Time Off PTO plans can be configured to adhere to user-defined carryover rules. Required121 Paid Time Off Tracks the approved date when the employee’s leave of absence is expected to start. Required122 Paid Time Off Tracks the approved date when the employee is expected to return from the leave. Required123 Paid Time Off Tracks and reports cumulative (FMLA) time taken. Required

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Ref Process Recommendation / Requirement Priority Availability Comments124 Paid Time Off Maintains leave of absence history. Required125 Paid Time Off Calculates the planned duration based on expected end and start dates. Required126 Paid Time Off Employees can view PTO/leave plan balances. Required127 Paid Time Off Employees can request PTO/leave. Required128 Paid Time Off Manager can view PTO/leave plan balances. Required129 Paid Time Off Managers can view pending employee PTO/leave requests. Required130 Paid Time Off Manager can request PTO/leave. Required131 Paid Time Off

Workflow approval processes are included for PTO/leave requests initiated by employees or managers.Required

132 Time and Attendance Unlimited number of user defined time/earnings codes Required133 Time and Attendance Includes the definition and application of complex pay rules based on timesheet details. Required134 Time and Attendance Date effective recording of all timesheet- and employee-related data. Required135 Time and Attendance Can maintain and modify any and all complex pay rules without vendor intervention. Required136 Time and Attendance Allow group change capabilities to modify common elements in a group of employee timesheets. Desired137 Time and Attendance Employees can enter hours using on-line timesheets. Required138 Time and Attendance Timesheet values can be adjusted by week and selected days within a week by authorized users. Required139 Time and Attendance Provides a comprehensive audit trail of all changes made to the timekeeping records. Required140 Time and Attendance Tracks both standard and actual hours by activity code for analysis purposes. Required141 Time and Attendance Stores employee (contractor) hours to be withheld from payroll upload. Required142 Time and Attendance Retro calculations based on payroll transfer date. Required143 Time and Attendance Allow the viewing of overtime by employee(s) by time period. Required144 Time and Attendance Allow validation of over 100,000 docket codes, in an on-line fashion, when activity code is entered at

timekeeping device.Desired

145 Time and Attendance Includes various types of payroll lockdown dates to freeze timesheet edits for payroll processing (i.e. supervisor lockout date, hands-off date, etc.).

Required

146 Time and Attendance Allow a fully reconciled payroll, labor and job activity information captured and maintained within the application

Required

147 Time and Attendance Allow employees to punch in and out and make position changes on-line. Desired148 Time and Attendance Allow on-line edits to daily timesheets by employee and by authorized users. Desired149 Time and Attendance Allow real time access to activities and related costing information. Desired150 Time and Attendance Allow the validation of absence codes against associated leave balances. Required151 Time and Attendance Allow for absence tracking with year at a glance scoring and analysis. Required152 Time and Attendance Allow for the viewing employee attendance data for a given year. Required153 Time and Attendance Allow employees to request time off, tracks status with dynamic validation against time off business

rules.Required

154 Time and Attendance Allow for the employee to view their timesheet along with weekly hours and costs. Required155 Time and Attendance

Allow for non-technical personnel to generate standard reports via a web-based, wizard-style interface.Required

156 Time and Attendance Allow for scheduled reports to run automatically and be distributed to specific users/distribution lists, via email or other means of distribution.

Required

157 Time and AttendanceAllow for the building, modification and maintenance of custom reports by non-technical employees.

Required

158 Time and Attendance Allow for the report hours of worked/dollars earned by employee by selected date range. Required159 Time and Attendance Allow the reporting employee leave balances totals. Required160 Time and Attendance Allow for reports to be created by copying an existing report and modifying it. Required161 Time and Attendance Allow for the routing of exception report results to supervisors. Required162 Time and Attendance Allow for business intelligence rules to be built supporting customer specific requests. Required163 Time and Attendance Tracks FMLA including intermittent leave. Required164 Payroll Processing Report on FMLA status include intermittent leave based on rules established. Required165 Payroll Processing Run supplemental payrolls at any time. Required

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Ref Process Recommendation / Requirement Priority Availability Comments166 Payroll Processing Provides for pay data entry by:167 Payroll Processing Employee online Required168 Payroll Processing Manager online Required169 Payroll Processing Batch uploads Required170 Payroll Processing Import from third party time and attendance solution Desired171 Payroll Processing Exception-based/autopay (e.g., salaried or fixed hourly employees). Required172 Payroll Processing Performs gross-to-net calculations per employee per check, which are immediately viewable. Required173 Payroll Processing User can override an employee’s pay check by entering or changing:174 Payroll Processing When preparing multiple checks for an employee during a payroll process, options exists for direct

deposit or live check as well as the ability to exclude or process deductions.Required

175 Payroll Processing Provides pre-check registers and audit reports prior to processing payroll. Required176 Payroll Processing Allows for manual checks to be printed onsite or any location. Required177 Payroll Processing Voids payroll checks by selecting the appropriate check; changes should be applied to applicable

quarter’s totals.Required

178 Payroll Processing Provides capability to re-run selected steps of the payroll process. Required179 Payroll Processing Using Web browser, administrators can run the entire payroll process including:180 Payroll Processing Collect employee time Required181 Payroll Processing Open payroll Required182 Payroll Processing Calculating pay (including gross-to-net) Required183 Payroll Processing Pre-check preview and editing Required184 Payroll Processing Check payroll processing status Required185 Payroll Processing Generating pay checks and/or direct deposit advises Required186 Payroll Processing Payroll reporting Required187 Payroll Processing GL reporting Required188 Payroll Processing Post payroll Required189 Payroll Processing Close payroll Required190 Payroll Processing Create manual checks (interim, voided) Required191 Payroll Processing Print checks from the Web Required192 Payroll Processing Update deduction goal amounts Required193 Payroll Processing Perform check reconciliation Required194 Payroll Processing Tax filing Required195 Payroll Processing Supports different types of payment methods (e.g., direct deposit, live check). Required196 Payroll Processing Print checks in any order, which may differ from payroll registers. Required197 Payroll Processing Provides internal check printing capability. Required198 Payroll Processing Supports laser printed pay statements to include MICR coding and signatures. Required199 Payroll Processing Supports unlimited check detail history . Required200 Payroll Processing Provides online pay statements to employees without creating paper statements. Desired201 Payroll Processing Allows for paid time off information (e.g.,. vacation) to be on pay statement. Desired202 Payroll Processing Create an “ACH” file for direct deposit. Required203 Payroll Processing Can rerun “ACH” file to include adjustments. Required204 Payroll Processing Allows employees to have up to 99 direct deposit accounts. Desired205 Payroll Processing Process a refund (negative deduction) with no earnings, pretax and after tax deductions (taxes adjusted

with refund).Required