County of Allegheny RICH FITZGERALD COUNTY EXECUTIVE

Transcription

1 County of Allegheny RICH FITZGERALD COUNTY EXECUTIVE DEPARTMENT OF ADMINISTRATIVE SERVICES DIVISION OF PURCHASING AND SUPPLIES REQUEST FOR PROPOSAL FOR BUDGET DEVELOPMENT AND MANAGEMENT SOFTWARE SPECIFICATION NO This Request for Proposal contains requirements for proposers to assist the County in meeting M/W/DBE goals and our Veteran owned small business goals. Therefore, proposers must document their plan or good faith efforts to meet those goals. Please see the Requirements and fill out the Participation Statement. RFP DUE DATE: SUBMIT TO: Wednesday, November 26, 2014, 11:00 A.M. Division of Purchasing and Supplies Allegheny County Courthouse 436 Grant Street, Room 206 Pittsburgh, PA John Deighan, Chief Purchasing Officer

2 REQUEST FOR PROPOSAL RFP NUMBER: 7391 TITLE: RFP for Budget Development and Management Software DUE DATE: November 26, 2014, ADVERTISING DATE: October 31, 2014 DESCRIPTION: Proposal to provide Budget Development and Management Software to the County of Allegheny The undersigned hereby offers to furnish and deliver the articles or services as specified in strict accordance with the RFP and scope of proposal, all of which are made a part of this request. This offer is not subject to withdrawal without permission of the County of Allegheny Chief Purchasing Officer. FULL LEGAL COMPANY NAME: STREET ADDRESS: CITY, STATE AND ZIP CODE: AUTHORIZED SIGNATURE: PRINT NAME: TITLE OF AUTHORIZED SIGNER: TELEPHONE #: FAX #: ADDRESS: COMPANY INFORMATION (This information is for tracking purposes only and has no role in the determination of the lowest, responsive, responsible proposer.) [ ] check here if your firm is registered with the Allegheny County Department of Minority, Women and Disadvantaged Business Enterprises [ ] check here if your firm is a Minority Business Enterprise or MBE as defined in the Small Business Act, 15 USC [ ] check here if your firm is a Women Business Enterprise or WBE as defined in the Small Business Act, 15 USC [ ] check here if your firm is a Small Business as defined by the Small Business Administration (13 C.F.R , in most cases, this means a business with 500 or fewer employees) NOTE: THIS PAGE AND PAGES 3 AND 4 OF THE FOLLOWING DOCUMENT MUST BE SUBMITTED WITH YOUR PROPOSAL. ALL PAGES REQUIRES A LIVE SIGNATURE SIGNED IN BLUE INK.

3 ALLEGHENY COUNTY M/W/DBE PARTICIPATION STATEMENT A GOOD FAITH EFFORT MUST BE MADE TO MEET THE M/W/DBE CONTRACT GOALS OF 13%MBE AND 2%WBE PARTICIPATION AS OUTLINED IN THE "MINORITY AND WOMEN BUSINESS ENTERPRISE UTILIZATION AFFIRMATIVE ACTION" DOCUMENT THIS PACKET INCLUDES THE FOLLOWING: 1. ROAD MAP TO MAKING A GOOD FAITH EFFORT 2. SOLICITATION AND COMMITMENT FORM FAILURE TO COMPLETE AND SUBMIT EACH SHEET OF THE ENCLOSED SOLICITATION & COMMITMENT FORM MAY BE SUFFICIENT CAUSE FOR PROPOSAL REJECTION You may contact the Allegheny County Department of Minority, Women and Disadvantaged Business Enterprise (M/W/DBE) at (412) with any questions regarding the completion of the required forms. Page 1 of 4

4 Road Map to Making a Good Faith Effort Allegheny County expects all firms to demonstrate a good faith effort to include Minority Business Enterprises (MBEs) and Women Business Enterprises (WBEs) when bidding on County contracts. Allegheny County has established specific goals for the utilization of MBEs and WBEs, which are 13% and 2% respectively. A good faith effort as defined by the Code of Federal Regulations (49CFR26) means efforts to achieve a DBE goal or other requirement of this part which, by their scope, intensity, and appropriateness to the objective, can reasonably be expected to fulfill the program requirements. The following are examples of areas in which a good faith effort may be demonstrated: Example 1: Example 2: If bidding as a manufacturer, are there aspects of the manufacturing process or material use in the manufacturing of the commodity that can be acquired from a certified M/W/DBE? If the answer is yes, indicate on the solicitation and commitment from those M/W/DBE firms you have solicited in an effort to meet the contract goals for participation. If bidding as a service provider or supplier/broker, are there aspects of the contract that can be performed by a certified M/W/DBE in areas of personnel, transportation, assembly or procurement of products, distribution or other aspects of the contract which can be subcontracted out? If the answer is yes, indicate on the solicitation and commitment from those M/W/DBE firms you have solicited in an effort to meet the contract goals for participation. If you are not successful in securing M/W/DBE participation after a Good Faith Effort is made, provide the following in your waiver request: A detailed account of your efforts; Your normal business practice and /or inventory profile; and An active diversity plan/policy; and An explanation as to why an M/W/DBE participation waiver is being requested. ****Certified M/W/DBEs can be found through the Pennsylvania Unified Certification Program website ( and the Pennsylvania Department of General Services website ( Page 2 of 4

5 ALLEGHENY COUNTY M/W/DBE PARTICIPATION STATEMENT Failure to complete this form and submit it with the bid may be sufficient cause for rejection of bid or proposal. SOLICITATION AND COMMITMENT MINORITY, WOMEN AND DISADVANTAGED BUSINESS ENTERPRISES BID or RFP NUMBER NAME OF BIDDER or PROPOSER ADDRESS PHONE NUMBER List below ALL M/W/DBE's that were solicited - whether or not commitment was obtained -- Copy this form as necessary MBE WBE DBE TYPES OF SUBCONTRACT DATE SOLICITED COMMITMENT MADE GIVE REASON(S) IF NO CERTIFIED BY: WORK OR MATERIALS YES(IF YES GIVE DATE) COMMITMENT MADE COMPANY NAME MONTH DAY YR SOLICITATION METHOD NO ADDRESS AMOUNT COMMITTED QUOTE RECEIVED CONTACT PERSON / PHONE # YES NO $ AMOUNT % OF TOTAL BID MBE WBE DBE TYPES OF SUBCONTRACT DATE SOLICITED COMMITMENT MADE GIVE REASON(S) IF NO CERTIFIED BY: WORK OR MATERIALS YES(IF YES GIVE DATE) COMMITMENT MADE COMPANY NAME MONTH DAY YR SOLICITATION METHOD NO ADDRESS AMOUNT COMMITTED QUOTE RECEIVED CONTACT PERSON / PHONE # YES NO $ AMOUNT % OF TOTAL BID MBE WBE DBE TYPES OF SUBCONTRACT DATE SOLICITED COMMITMENT MADE GIVE REASON(S) IF NO CERTIFIED BY: WORK OR MATERIALS YES(IF YES GIVE DATE) COMMITMENT MADE COMPANY NAME MONTH DAY YR SOLICITATION METHOD NO ADDRESS AMOUNT COMMITTED QUOTE RECEIVED CONTACT PERSON / PHONE # YES NO $ AMOUNT % OF TOTAL BID Prepared by: Signature: Title: Date: Page 3 of 4

6 ALLEGHENY COUNTY M/W/DBE PARTICIPATION STATEMENT (Waiver Request) NAME of BIDDER or PROPOSER : ADDRESS: CONTACT PERSON: TELEPHONE NUMBER: ADDRESS: SPEC or RFP NUMBER & TITLE: IN ALL INSTANCES A GOOD FAITH EFFORT MUST BE MADE TO MEET THE M/W/DBE CONTRACT GOAL AS OUTLINED IN SECTION OF THE 'MINORITY AND WOMEN BUSINESS ENTERPRISE UTILIZATION AFFIRMATIVE ACTION REQUIREMENTS" DOCUMENT. If you plan to perform the entire contract without using MWBDE subcontractors and/or suppliers or have not completely met the MWDBE goal of 13%MBE and 2% WBE, the following is required: * a detailed explanation of your normal business practice * operation and/or inventory profile * an active company supplier/subcontractor diversity policy * explanation as to why an M/W/DBE participation waiver is being requested NOTE: The fully completed M/W/DBE Participation Statement must accompany this waiver request, that shows your "Good Faith Effort". Prepared by: Signature: Title: Date: REFER TO THE MWDBE SECTION OF THE INVITATION FOR BID FOR ADDITIONAL INFORMATION Page 4 of 4

7 ALLEGHENY COUNTY VETERAN OWNED SMALL BUSINESS (VOSB) PARTICIPATION STATEMENT Failure to complete this form and submit it with the bid may be sufficient cause for rejection of bid or proposal. SOLICITATION AND COMMITMENT BID or RFP NUMBER NAME OF BIDDER or PROPOSER ADDRESS PHONE NUMBER List below ALL VOSB s that were solicited - whether or not commitment was obtained -- Copy this form as necessary TYPES OF SUBCONTRACT DATE SOLICITED COMMITMENT MADE GIVE REASON(S) IF NO CERTIFIED BY: WORK OR MATERIALS YES(IF YES GIVE DATE) COMMITMENT MADE COMPANY NAME MONTH DAY YR SOLICITATION METHOD NO ADDRESS AMOUNT COMMITTED QUOTE RECEIVED CONTACT PERSON / PHONE # YES NO $ AMOUNT % OF TOTAL BID TYPES OF SUBCONTRACT DATE SOLICITED COMMITMENT MADE GIVE REASON(S) IF NO CERTIFIED BY: WORK OR MATERIALS YES(IF YES GIVE DATE) COMMITMENT MADE COMPANY NAME MONTH DAY YR SOLICITATION METHOD NO ADDRESS AMOUNT COMMITTED QUOTE RECEIVED CONTACT PERSON / PHONE # YES NO $ AMOUNT % OF TOTAL BID TYPES OF SUBCONTRACT DATE SOLICITED COMMITMENT MADE GIVE REASON(S) IF NO CERTIFIED BY: WORK OR MATERIALS YES(IF YES GIVE DATE) COMMITMENT MADE COMPANY NAME MONTH DAY YR SOLICITATION METHOD NO ADDRESS AMOUNT COMMITTED QUOTE RECEIVED CONTACT PERSON / PHONE # YES NO $ AMOUNT % OF TOTAL BID *Please refer to 1.12 Veteran Owned Small Business section for qualification requirements Note: A copy of the veteran(s) DD 214 discharge form MUST accompany this document.

8 ALLEGHENY COUNTY VETERAN OWNED SMALL BUSINESS (VOSB) PARTICIPATION STATEMENT (Waiver Request) NAME of BIDDER or PROPOSER : ADDRESS: CONTACT PERSON: TELEPHONE NUMBER: ADDRESS: SPEC or RFP NUMBER & TITLE: IN ALL INSTANCES A GOOD FAITH EFFORT MUST BE MADE TO MEET THE 5% VETERAN OWNED SMALL BUSINESS CONTRACT GOAL AS OUTLINED IN THE SOLICITATION. If you plan to perform the entire contract without using VOSB subcontractors and/or suppliers or have not completely met the 5% VOSB goal a detailed explanation of why you are unable to meet this goal must be accompany your bid or proposal. NOTE: The fully completed VOSB Participation Statement must accompany this waiver request, that shows your "Good Faith Effort". Prepared by: Signature: Title: Date:

9 TABLE OF CONTENTS 1. GENERAL INSTRUCTIONS TO SUPPLIERS Purpose of Request for Proposals About this Document Terminology Issuing Office Proposal Delivery, Time, Date and Place Proposal Submissions Clarification of Requirements Pre-Proposal Conference Call Addenda and Modifications Examination of Documents and Requirements Minority, Women or Disadvantaged Business Enterprise (M/W/DBE) Requirements Veteran Owned Small Business Requirements Conflict of Interest Proposal Preparation Costs Insurance Option to Extend SCOPE OF CONTRACT Background Scope of Work System Requirements Proposal Response Format PRICE EVALUATION CRITERIA Evaluation Process Additional Information Award Criteria Final Award Process TERMS OF CONTRACT Period of Contract MINORITY AND WOMEN BUSINESS ENTERPRISE UTILIZATION AFFIRMATIVE ACTION REQUIREMENTS FOR BIDDERS AND PROPOSERS Equal Employment Opportunity (EEO)... 41

10 GENERAL CONDITIONS AND INSTRUCTIONS TO SUPPLIERS Appendix A Appendix B... 57

11 RFP for Budget Development and Management Software SPEC# 7391 Section 1 1. GENERAL INSTRUCTIONS TO SUPPLIERS 1.1 Purpose of Request for Proposals The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for the provision of Budget Development and Management Software (the RFP ) to the County of Allegheny, (the County ). The County as represented by its Division of Purchasing and Supplies, intends to use the results of this process to award a contract to one or possibly more successful suppliers. 1.2 About this Document This document is a Request For Proposal. It differs from an invitation for bid in that the County is seeking a solution, not a quotation meeting firm specifications for the lowest price. As such, the lowest price proposal shall not guarantee an award recommendation. Sealed proposals shall be evaluated based upon criteria formulated around the most important features of a product or service, of which quality, testing, references, experience in the field, availability or capability may be overriding factors. Price may not be determinative in the issuance of a contract award. The proposal evaluation criteria should be viewed as a standard that measures how well a supplier s proposal meets the desired requirements and needs of the County. The criteria considered in evaluating the award are set forth in this document. The County shall thoroughly review all proposals received. The County shall also utilize its best judgment when determining which suppliers to schedule meetings with after receipt of all proposals. The request for proposal process allows the County to negotiate with suppliers prior to awarding a contract. A contract shall be awarded to a qualified responsible supplier(s) submitting the best proposal. The County reserves the right to select, and subsequently recommend for an award, the proposed service which best meets its required needs, quality levels, and budget constraints. The issuance of this RFP does not obligate the County to enter into contract for any services or equipment. 1.3 Terminology Agreement means the negotiated contract between the County and the Contractor to provide the Contract Services or Contract Items. Proposer or Supplier means the person, firm, or corporation that submits a proposal to the Court and County, in response to the RFP, seeking to be selected as the Contractor. Contractor means the entity selected by the County to perform the Contract Services or provide the Contract Items. Contract Services means the services provided under the Scope of Contract as set forth in Section 2 of the RFP and as finalized, through negotiations, and incorporated into the Agreement. Contract Items means the goods provided under the Scope of Contract as set forth in Section 2 of the RFP and as finalized, through negotiations, and incorporated into the Agreement. 9

12 RFP for Budget Development and Management Software SPEC# 7391 Section Issuing Office This RFP is issued for the County by the Division of Purchasing and Supplies (Issuing Office). The Issuing Office is the sole point of contact in the County for this RFP. Please refer all inquiries in writing to. Point-of-Contact: John Deighan, Chief Purchasing Officer John.Deighan@alleghenycounty.us It is proposed that if a contract is entered into as a result of this RFP, it shall be a fixed price contract, unless otherwise stated, on a list of products or services and / or a percentage discount from catalog list price for list of manufacturers covered by the contract. The contract shall incorporate by reference this RFP and the General Conditions and Instruction to Suppliers. Proposers who have received the RFP from a source other than through the Pennsylvania Purchasing Group central notification are advised to contact the point-of-contact above to provide their company s contact information. Proposers who have received the RFP by any method are responsible for checking the website to obtain any addenda. 1.5 Proposal Delivery, Time, Date and Place Separate and sealed proposals in response to this RFP shall be due by Wednesday, November 26, 2014, at 11:00 a.m. local time. Proposals received after 11:00 a.m. shall be returned unopened. No exceptions shall be made. The County reserves the right to extend or postpone the date and time for accepting proposals through an addendum. All proposals, responses, inquiries, or correspondence relating to or in reference to this RFP, and all electronic media, reports, charts, and other documentation submitted by supplier shall become the property of the County when received. Nothing submitted shall be considered confidential or proprietary. 10

13 RFP for Budget Development and Management Software SPEC# 7391 Section 1 Timeline Reflecting Event and Dates Event Date Advertise RFP October 31, 2014 Release RFP to Vendors November 3, 2014 Pre-Proposal Conference Call November 7, 2014 Vendor Questions Due November 14, 2014 Final Answers to RFP Questions ed November 17, 2014 Vendor Proposal Responses Due November 26, :00 AM EST Finalists Notified/Vendor Short List Released December 8, 2014 Vendor Demonstrations Complete December 22, 2014 Vendor Reference Checks Complete December 23-31, 2014 Negotiate Contract January 6, 2015 Announce Successful Vendor January 12, 2015 Work with software vendor to develop timeline January 12, 2015 Notify Unsuccessful Proposers January 13, 2015 Software ready for use Target 4/1/ budget process to begin Target 6/1/15 **NOTE: TIMELINE SUBJECT TO CHANGE AT THE DESCRETION OF ALLEGHENY COUNTY 1.6 Proposal Submissions Proposers are requested to submit one (1) original, five (5) photocopies and one (1) electronic copy on CD-ROM or FLASH DRIVE of their proposal and samples, if required. Proposers must include their company name and address on the outside of each envelope or container. The envelopes or containers must be sealed. The words RFP for Budget Development and Management Software, Specification Number 7391 must appear on the outside of the envelope or container. Proposals shall be accepted in person, by U.S. Mail or by private courier service. NO Proposals shall be accepted via oral or e/mail communication, telephone or fax transmission. Proposals are due at the Division of Purchasing and Supplies, Allegheny County Courthouse, 436 Grant Street, Room 206, Pittsburgh, PA. Proposals must be submitted in the format, described in this RFP. To be considered, the proposal must respond to all requirements in the RFP. The contents of this RFP and your proposal shall become part of any contract(s) entered into as a result of this RFP. 11

14 RFP for Budget Development and Management Software SPEC# 7391 Section 1 The County reserves the right to request additional information which, in the County's opinion, is necessary to assure that the proposer's competence, business organization, and financial resources are adequate to perform in accordance with this RFP and any resultant contract. The County may make such investigation as it sees fit to determine the ability of the proposer to perform the work, and the proposer shall furnish the County all such information and data for this purpose as requested by the County. The County reserves the right to reject any proposal if the evidence submitted by, or investigation of, such proposer fails to satisfy the County that such proposer is properly qualified to carry out the obligations of the contract and to satisfactorily perform the work specified. When asked, proposers shall also include their answers to the questions listed in this RFP using the same answering sequence as put forth in the RFP. Proposals should be prepared simply and economically, providing a straightforward, concise description of the proposer s ability to meet the requirements of the RFP. Any other information thought to be relevant, but not applicable to the enumerated questions, should be provided as an appendix to the proposal. 1.7 Clarification of Requirements It is the intent and purpose of the County that this RFP permit competitive proposals. It shall be the supplier s responsibility to advise the point-of-contact if any language, requirements, or any combination thereof, inadvertently restricts or limits the requirements stated in this RFP to a single source. Such notifications must be submitted in writing and must be received by the Issuing Office no later than seven (7) days prior to the proposal due date. A review of such notification shall be made. All requests for additional information or clarification concerning this RFP must be submitted in writing no later than seven (7) days prior to the proposal due date, and addressed to: John Deighan, Chief Purchasing Officer County of Allegheny Division of Purchasing and Supplies Allegheny County Courthouse 436 Grant Street / Room 206 Pittsburgh PA Fax: , E/mail: John.Deighan@alleghenycounty.us 1.8 Pre-Proposal Conference Call A pre-proposal conference call will be held on Friday, November 7, 2014 at 11 a.m. Proposers interested in participating in the call should John.Deighan@alleghenycounty.us by 9 a.m. on Friday, November 7 th and they will be ed instructions for connecting to the Conference Call. 1.9 Addenda and Modifications Any changes, additions, deletions, or clarifications to the RFP are made by amendments (addenda). Any supplier in doubt as to the true meaning of any part of the RFP documents may request any interpretation thereof from the Issuing Office. At the request of the supplier, or in the event the Issuing Office deems the interpretation to be substantive, the interpretation shall be made by written addendum issued by the Issuing Office. Such addendum issued by the Issuing Office shall become part of the proposal package having the same binding effect as provisions of the original RFP. No verbal explanations or interpretations shall be 12

15 RFP for Budget Development and Management Software SPEC# 7391 Section 1 binding. In order to have a request for interpretation considered, the request must be submitted in writing and must be received by the Issuing Office no later than seven (7) days prior to the proposal closing date. All addenda, amendments, and interpretations of this solicitation shall be in writing. Any amendment or interpretation that is not in writing shall not legally bind the County. Only information supplied by the County in writing or in this RFP should be used in preparing proposal responses. All contact that a supplier may have had before or shall have after receipt of this RFP with any individuals, employees, or representatives of the County and any information that may have been read in any news media or seen or heard in any communications facility regarding this RFP should be disregarded in preparing responses. The County does not assume responsibility for the receipt of any addendum sent to suppliers. A copy of all addenda issued must be signed and returned with your proposal Examination of Documents and Requirements Proposers shall carefully examine all RFP documents and thoroughly familiarize themselves with all requirements prior to submitting a proposal to ensure that the proposal meets the intent of this RFP. Before submitting a proposal, each proposer shall be responsible for making all investigations and examinations that are necessary to ascertain conditions and requirements effecting the requirements of this RFP. Failure to make such investigations and examinations shall not relieve the supplier from an obligation to comply, in every detail, with all provisions and requirements of the RFP Minority, Women or Disadvantaged Business Enterprise (M/W/DBE) Requirements. M/W/DBE s shall receive equal opportunities to submit proposals and shall not be discriminated against on the grounds of race, color, sex, disability, or national origin in consideration of an award. A MWDBE is defined as a small business concern which is at least 51% owned and controlled by one or more socially and economically disadvantaged individuals, or in the case of any publicly owned business, at least 51% of the stock of which is owned by one are more socially and economically disadvantaged individuals. Socially and economically disadvantaged include Women, Black Americans, Hispanic Americans, Native Americans, Asian-Pacific Americans, and Asian-Indian Americans. A listing of MWDBE s certified by the County and the Pennsylvania Unified Certification Program can be found at Veteran Owned Small Business Requirements Allegheny County and the City of Pittsburgh have an annual goal of not less than five (5) percent participation by veteran-owned small businesses in all contracts. The participation goal shall apply to the overall dollar amount expended with respect to contracts. The County and City, therefore, requires that all prospective Contractors demonstrate good faith efforts to obtain the participation of veteran-owned small businesses in work to be performed under County and City contracts. In order to demonstrate this good faith commitment, all prospective Contractors are required to complete and submit with their bids an MBE/WBE/Veteran Owned Solicitation and Commitment Form, which details the efforts made by the prospective Contractor to obtain such participation. Failure to submit an MBE/WBE/Veteran Owned Solicitation and Commitment Form will result in rejection of the bid. 13 A. Veteran-owned small business is defined by the County and City as a business having one hundred (100) or fewer full-time employees and not less than fifty-one (51) percent of which is owned by one (1) or more veterans, or in the case of any publicly owned business, not less than fifty-one (51) percent of the stock of which is owned by one (1) or more veterans, and the

16 RFP for Budget Development and Management Software SPEC# 7391 Section 1 management and daily business operations of which are controlled by one (1) or more veterans. Vendor MUST provide proof of veteran ownership including percentage & name and address of business. B. For contracts under one hundred thousand dollars ($100,000.00), veteran-owned small businesses shall be exempt from all bonding requirements. C. THE ATTACHED FORMS (VETERAN OWNED SMALL BUSINESS PARTICIPATION STATEMENT AND VETERAN OWNED SMALL BUSINESS-WAIVER REQUEST) MUST BE COMPLETED AND SUBMITTED WITH ALL BIDS AND PROPOSALS. FAILURE TO SUBMIT THESE DOCUMENTS MAY RESULT IN THE REJECTION OF YOUR BID OR PROPOSAL. D. Attach a copy of vendor(s) DD 214 discharge form to participation statement Conflict of Interest The proposer shall not accept gifts or anything of value nor enter into any business arrangement with any employee, official or agent of the County. By signing their proposal, the proposer certifies and represents to the County that the proposer has not offered, conferred or agreed to confer any pecuniary benefit or other thing of value for the receipt of special treatment, advantaged information, recipient s decision, opinion, recommendation, vote or any other exercise of discretion concerning this RFP Proposal Preparation Costs Issuance of this RFP does not commit the County, in any way, to pay any costs incurred in the preparation and submission of a proposal. The issuance of this RFP does not obligate the County to contract for any services or equipment. All costs related to the preparation and submission of a proposal shall be paid by the proposer Insurance The supplier shall obtain and maintain during the life of the Contract, with an insurance supplier rated not less than A- by A.M. Best, authorized to do business in the Commonwealth of Pennsylvania, the following insurance requirements: Automobile Liability. Bodily injury and property damage liability covering all non-owned and hired automobiles for limits of not less than $1,000,000 bodily injury each person, each accident and $1,000,000 property damage, or $1,000,000 combined single limit - bodily injury and property damage. Bodily injury and property damage liability covering all owned automobiles for limits of not less than $300,000 bodily injury each person, each accident and $300,000 property damage, or $300,000 combined single limit bodily injury and property damage. Commercial General Liability. Bodily injury and property damage liability as shall protect the Supplier and any subcontractor performing work under the Contract, from claims of bodily injury or property damage which arise from operation of the Contract, whether such operations are performed by the supplier, any subcontractor, or anyone directly or indirectly employed by either. The amounts of such insurance shall not be less than $1,000,000 bodily injury each occurrence/aggregate and $1,000,000 property damage each occurrence/aggregate, or $1,000,000 bodily injury and property damage combined single limits each occurrence/aggregate. This insurance shall include coverage for products, operations, personal injury liability and contractual liability, assumed under the indemnity provision of the Contract. 14

17 RFP for Budget Development and Management Software SPEC# 7391 Section 1 Professional Liability. (Required for Professional Services Only) Coverage as shall protect the Supplier and any subcontractor performing work under the Contract, from claims errors and omissions which arise from operation of the Contract, whether such operations are performed by the Supplier, any subcontractor, or anyone directly or indirectly employed by either. The amounts of such insurance shall not be less than $1,000,000 each occurrence/aggregate and $1,000,000 excess liability, each occurrence/aggregate. Worker s Compensation and Employers Liability. The supplier shall meet the statutory requirements of the Commonwealth of Pennsylvania, $100,000 per accident limit, $500,000 disease per policy limit, $100,000 disease each employee limit Proof of Insurance. The supplier shall not commence any work in connection with the Contract until it has obtained all of the foregoing types of insurance and proof of such insurance has been approved by County. The supplier shall not allow any subcontractor to commence work on its subcontract until all similar insurance required of the subcontractor has been obtained and approved. Deductibles. The County shall be exempt from, and in no way liable for any sums of money, which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the supplier and/or subcontractor providing such insurance. Additional Insured. Allegheny County and the City of Pittsburgh shall be named as an additional insured for operations or services rendered under the general liability coverage. The supplier s insurance shall be primary of any self-funding and/or insurance otherwise carried by the County and City for all loss or damages arising from the supplier operations under this agreement. Certificates of such insurance will be furnished to the County and City and shall contain the provision that the County and City be given thirty (30) days written notice of any intent to amend or terminate by either the insured or the insuring supplier. Documents. Should any or all of the required insurance coverage be self-funded/self-insured, a copy of the Certificate of Self-Insurance or other documentation from the County Department of Insurance shall be furnished. If any part of the work under the Contract is sublet, the subcontractor shall be required to meet all insurance requirements set forth in the Contract, provided that types and amounts of insurance to be maintained by each subcontractor shall be adjusted to an amount reasonably necessary to cover the risks associated with such subcontractor s role in the project. The parties stipulate that the supplier shall maintain each type of insurance set forth above at a coverage level equal to at least half of the amount set forth above for such type of insurance. However, nothing contained herein shall relieve the supplier from meeting all insurance requirements or otherwise being responsible for the subcontractor. No program of self-insurance shall apply to any of the foregoing coverages without prior approval of the County. The successful proposer shall be responsible to require his sub-contractors to comply with all of the insurance requirements of this agreement. The Chief Purchasing Officer may waive or modify any of the insurance requirements at his discretion Option to Extend The Division of Purchasing and Supplies, reserves the right, upon notice to the supplier, to extend the Agreement or any part of the Agreement for up to three (3) months, upon the same terms and conditions after the indicated expiration date as described in the Agreement. This shall be utilized to prevent a lapse in Agreement coverage for the goods or services indicated on the Agreement, and only for the time necessary to enter into a new Agreement. When applicable, an extension notice shall be issued defining the exact 15

18 RFP for Budget Development and Management Software SPEC# 7391 Section 1 extension of the Agreement; all other terms and conditions of the extended Agreement shall remain in full force and effect. 16

19 RFP for Budget Development and Management Software SPEC# 7391 Section 2 2. SCOPE OF CONTRACT 2.1 Background Profile of the County of Allegheny Allegheny County, with a population of approximately 1.3 million, is the second largest county in the State, and until December 31, 1999 was guided exclusively by the Second Class County Code adopted by the Legislature in 1935 and modified in The functions delegated to the county under this code included: the administration of elections and the registration of voters; assessment of property for tax purposes; administration of justice; care of prisoners; recording of deeds; execution of wills; construction and maintenance of roads and bridges; care of the aged, dependent and indigent ill; planning; civil defense; the administration and direction of airports; sewage disposal; and management of parks, recreation and public health. The County is defined into 28 functional departments/offices, each with unique business units and over 5,000 employees. The County is led by fifteen elected County Council Members, an elected Chief Executive and an appointed County Manager. Except for the offices of the other elected officers of the County (the District Attorney, the Controller, the Sheriff and the Treasurer) the Departments report to the County Manager. The Budget and Finance Department compiles and monitors the County's operating, capital, special accounts and grants budgets. The budget is presented annually by the County Executive as the Comprehensive Fiscal Plan. Plans back to 2009 can be found at: More information about the County may be found on our web site at: 17

20 RFP for Budget Development and Management Software SPEC# 7391 Section 2 County Departments Chief Executive Court Records Economic Development County Manager Administrative Services Juvenile Court Placement County Solicitor Health County Council Budget And Finance Jail Court Of Common Pleas Public Defender Police Controller Human Resources Shuman Center Sheriff MBE - DBE - WBE Emergency Services Treasurer Medical Examiner Public Works District Attorney Human Services Kane Regional Centers Parks Facilities Management Current Budgeting Process The County's annual operating budget is over $800 million. The budget identifies the projected revenue and expenditures by detailed general ledger accounts. Preparation of the County's budget is governed by the County Home Rule Charter effective January 1, See Chapter 5. ADMINISTRATIVE CODE, Part 8. Fiscal Affairs, Article 801. Comprehensive Fiscal Plan included herein as Appendix A. The budget year for the County is on a calendar year basis. The budget cycle typically spans May through December. Phase 1: Development (Departmental Level) Period: June August Goal: Prepare Budget Method: Incremental (Line Item) Priorities: Departmental Level Key Tasks: Budget staff and Departments use historical data and new adjustments to draft new budget, which includes operating, capital, special accounts and grants. Stakeholders: Budget & Finance staff and department staff representatives. 18

21 RFP for Budget Development and Management Software SPEC# 7391 Section 2 Phase 2: Reconciliation (County Executive) Period: August - September Goal: Balance Budget Priorities: County Executive s Office Key Tasks: County Manager and County Executive s Office works with the Budget & Finance Staff to balance the budget, as well as highlight County Executive s key budget priorities. Stakeholders: County Executive, County Manager, Budget & Finance Staff and Department Directors. Phase 3: Approval (County Council) Period: October - December Goal: Approve Budget Priorities: County Council Key Tasks: Council reviews proposed budget and incorporates their own priorities. Hearings are held so that questions can be asked and documentation regarding the submission can be presented. Stakeholders: County Council, County Manager, Budget & Finance staff, Department Director, Public hearings. Almost 48% of the County's general operating expenditures are dedicated towards employees' salaries, wages, and benefits. As such, analyzing personnel costs is an important and complex component to the budgetary process. County employees have a wide range of benefits including medical, dental, vision, workers compensation, salary deferral plans, life insurance, sick leave, vacation, retirement, and other benefits. The County must also recognize the requirements of several labor agreements when budgeting and forecasting personnel costs. The County processes payroll through JDEdwards and maintains benefit data and other Human Resource data in JDEdwards. Capital expenditures also represent a significant component of the County's budget. Currently, capital costs are identified and prioritized by departmental stakeholders, such as project engineers and program managers. Budget staff formally solicits projections from these stakeholders and update a master capital expenditures Excel workbook. Anticipated capital costs for one year are added to the budgeting system on an annual basis. The County seeks a better centralized mechanism for tracking complex, multi-year capital project budgets and forecasts for spending. Special Account and Grant Funds are awarded to the County based on various grant periods, some single year and some multi-year. The annual budgeting process requires that we present as part of the Comprehensive Financial Plan, the level of expected spending for each grant and special account for the calendar year being presented for approval. Current Technology Used General Ledger (G/L) Account Formats: The County G/L is maintained in JDEdwards. The County develops the budget to a detailed G/L account level. The G/L account is linked to additional codes in the JDEdwards system used for grouping and reporting. The Budget development system must allow budget entries to the G/L account level and allow the integration of additional linked codes. At a minimum, the system must provide for identification of the fund, business unit, object, cost code, sub-ledger, department/division, sub-fund and fund group codes. Formatting of each of these codes has been established in JDEdwards. 19

22 RFP for Budget Development and Management Software SPEC# 7391 Section 2 The County Code requires that all funds within the budget must be balanced. The County groups and filters budget reports at many different levels, all of which have been defined in the table structure established in JDEdwards. Many data fields, some standard and some county-specific category code are used for roll up and filtering purposes. The budget system selected must support the format currently established. Budget Software: Currently, the County uses Excel and Global Software Inc. Spreadsheet Server to produce summarizes and analyzes of the data stored in standard JDEdwards tables for the purpose of budget preparation and forecasting. The process projects the labor costs of each active position. Additional labor costs are allocated for projected overtime and non-regular staff. These costs are identified by fund and cost center, and they are rolled up to the appropriate detailed objects within each detailed budget. Non-labor costs are entered directly to the detailed budget or allocated to budget detail entries by formula. Revenues are also entered into the detail budgets. Current and previous year financial data is used to create budget spreadsheets using JDEdwards data using Spreadsheet Server. Once the annual budget is approved, it is exported from the budget spreadsheets to JDEdwards where actual data is tracked against that budget. All summarization of data for budgeting and forecasting is done through spreadsheets in Excel using the functionality of JDE table formats already established. Third Party Software: The County has a preference to not use applications dependent upon JAVA, or "exclusive" reliance on specific versions of any third party software, including Excel. The County also would prefer not to use software that requires other third party plug-ins. Computing Environment: The County s network infrastructure is a Metro Ethernet Network, connecting 26 County buildings. Bandwidth to each location is 1000mb, 100mb or 10mb, depending on the number of employees located at the site. Connectivity to the desktop is 1000mb or 100mb, over Cat6 or Cat5e cabling. There are a few sites that are connected via DSL or cable utilizing VPN tunnels. The network is a Microsoft Active Directory implementation of disjointed domains and forest trees. There are various trusts established between distinct domains. The County utilizes Windows based end user computing platforms to include personal computers, laptops and thin clients, with a scheduled hardware replacement program and centralized purchasing process. The County also utilizes cell phones/tablets and supports an internal wireless network at many County locations. There are approximately 950 end user devices distributed across the County s network. The standard desktop operating system is Windows 7, with only about 20% of workstations running Windows XP. The County has a history of staying current on new Windows Operating System platforms. Microsoft Office 2010 is the current standard for the County s desktop office suite of tools. Exchange 2007 is used for the County system and Microsoft IIS is used for the County's intranet. We are developing a strategy to move to Office 365 as a cloud solution to host our Exchange 2013 implementation. Most of the County is on an enterprise agreement with Microsoft. The County utilizes the Internet Explorer browser by default, but a web solution should be able to accommodate all common web browsers. The County primarily uses VMWare virtual servers running either Windows 2008 R2 or Windows 2012 R2 operating systems utilizing the TCP/IP network protocol. Our preference is to develop any new solutions on our virtualized server platform with Windows 2012 R2. The standard database platform is Microsoft SQL 20

23 RFP for Budget Development and Management Software SPEC# 7391 Section 2 server The County also utilizes Oracle database servers to a lesser degree, including the JDEdwards financial application and the High Line payroll system. Preference will be given to applications that utilize the County's standard SQL environment. Applications Overview: The County has determined that it will take a core Best of Breed approach in the selection of software. We use both cloud based and local applications. The County s goal is to eliminate as many stand-alone sub-systems and applications as possible. The County s preference is to select a solution from a single Vendor that can provide all of the required functionality in a consistent, integrated, and managed environment. For this RFP we are seeking an application with integration capabilities to our core financial system, JDEdwards. 2.2 Scope of Work The County of Allegheny (the "County") is issuing this Request for Proposal (RFP) for the purpose of obtaining information and firm proposals related to an integrated Budget Development and Management Software system. The software must allow users at the County to develop, track, and manage budgets and perform analysis across multiple fiscal periods. The software must have reporting capabilities to facilitate the preparation of the County s Annual Comprehensive Fiscal Plan. The Budget Development and Management Software must facilitate the budgeting and forecasting process for the following fund types: General/Operating, Capital, Special Revenue Grants/ Special Accounts and Agency Fund. The software must be compatible with the JDEdwards file structure and must integrate, without customization with JDEdwards general ledger for both cost centers and jobs. Only vendors with current applications running with JDEdwards integration in a governmental environment will be considered. Vendors may offer a tiered pricing proposal that can be flexed based on the number of licensed users or utilization of specific modules. 2.3 System Requirements The County is seeking a Vendor-supported solution that meets all requirements identified in this RFP. It is the County s intent to accomplish this by implementing a new system that is fully integrated, flexible, and connects to the County s financial system, JDEdwards, through strong integration tool sets provided by the selected Vendor. The business objectives for this project include the following: 21 Facilitate the preparation and presentation of the County s annual budget in accordance with the Home Rule Charter of Allegheny County, Chapter 5. ADMINISTRATIVE CODE, Part 8. Fiscal Affairs, Appendix A. Position the County to meet its current and future strategic objectives. Make budget information easily and broadly available to all users by providing strong, flexible, easy-to-use query and reporting tools. Improve transparency, responsiveness, and timeliness. Support or compliment the County s desired technical architecture, with strong integration to financial and payroll systems.

24 RFP for Budget Development and Management Software SPEC# 7391 Section 2 Improve tracking and budgeting of changes related to positions. Improve tracking of budget changes during the budget process and budget transfers during year as determined necessary for continued operations. Strengthen operational effectiveness and efficiencies. Improve capital project accountability, particularly for multi-year complex projects. Improve access to comprehensive grant and special account submission requests. Improve forecasting based on trend analysis. The County intends to purchase an integrated Budget Development and Management solution that addresses the following functional areas: 22 Budget development for the County based on the current JDEdwards table structure currently established with roll up presentation at any and all levels determined necessary. Budget development to include a current year budget and two additional, one year budget periods. Enhanced labor budget development based on the current JDEdwards table structure. Multi-year capital project budget development. Ability to complete monthly forecasting models for use by management. Budget tracking and reporting capabilities which would yield reports that could be provided to external users. Link budget to performance management goals. Input current year revenue and expenditure projections. Project salaries and benefits for all regular staff at the individual level. Ability to integrate with the County financial and payroll system JDEdwards. Provide reporting capabilities that summarize expenditure projections and including supporting narratives that can appear as part of a presentation document. Provide an export of budget data to a file for import into the JDEdwards budget ledgers. Ability to set requirements for budget development that can include itemized support and narrative justification for predetermined accounts. Requirement needs to be flexible, defined for all departments or department-specific based on the nature of the budget item. Ability to track budget changes related during the budget process and during the budget year as transfers between accounts is needed. At a minimum, the system must provide for the effective management of a governmental budget throughout the budget year. A version of the budget, which we call the revised budget, is used to track changes to the budget, approved by County Council, during the budget year. This version of the budget, as well as the original adopted budget, is used for budget inquiries and reports. The County seeks a solution with the ability to plan and manage positions based on JDEdwards table configuration of positions, business units and funds already established. These costs must be rolled into the detailed budget plan. The system must be able to project costs for all planned changes during the budget year to: staffing levels (including retirements and new hires), planned position changes by date, wage rate changes, and modifications to benefit costs by labor group and individual position. The County would like to have a dashboard that provides a numerical and graphic view of budget tracking and forecasting information, with the ability to filter and drill-down on the data at a detailed level based on coding, such as budget groups and funds. This dashboard functionality may access data views from the JDEdwards financial system. The County would also benefit from a system that can provide for position management functionality. All positions are tracked based on a position number in JDEdwards. All individual

25 RFP for Budget Development and Management Software SPEC# 7391 Section 2 authorized regular position records are identified in the budget including vacant and occupied positions. Non-regular positions, including various types of temporary employees, are budgeted by amounts in the budget system, but have position records in JDEdwards. The new Budget Development and Management system would ideally provide for position requests, request approvals, and budget authorization functionality. An approved request in the workflow process would ideally create a position record in the labor budget with a start date. The County is willing to implement process improvements through implementation of a new Budget Development and Management system; however, these improvements must not violate the requirements of the County s Home Rule Charter and GASB. The new system should provide end-users with the ability to enter, update and view in presentation format, the data in an on-line interactive mode, including simultaneous access to files. This product selection process is the integral step of our strategic plan to achieve the following goals: Partner with a stable and visionary software technology provider. Rules based workflow to improve operating efficiency. Obtain user friendly reporting tools that offer flexible reporting, analysis, query, and drill down functionality. Use a product out of the box with minimal customization, and implement the best practices inherent in the software. Updates and patches should be run as needed to remain current with new features of the selected product as well as to ensure proper interfacing with any updates to the County's system. Minimal use of third party applications and plug-ins. Adherence to County technical standards. The proposed system must be designed with the recognition that the County will have changing requirements. The County must be able to amend the product using Vendor authorized development tools so the application can be tailored to fit the look, feel, and functionality required by the County. Any such configurations should not impact the County s ability to stay on the product upgrade path. Estimated user counts: 1. Two system admins - able to manage user security and technical aspects of the system 2. Three power users - able to configure and access a majority of the system individual budget development users that share a pool of concurrent licenses 4. Ten read only users with report and inquiry access 23