97-22545 RESORESOLUTION NO. 97-22545
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AUTHORIZING THE ADMINISTRATION TO ISSUE
A REQUEST FOR PROPOSALS (RFP) NO. 1-97/98, FOR A CONTRACT TO
PROVIDE HARDWARE AND SOFTWARE FOR FINANCIAL MANAGEMENT,
UTILITY BILLING AND PAYROLL/HUMAN RESOURCES SYSTEMS.
WHEREAS, the current Financial Management, Utility Billing, and Payroll/Human
Resources systems are based on outdated technology which is no longer cost effective to maintain;
and
WHEREAS, the current systems are not Year 2000 compliant; and
WHEREAS, the current systems are not integrated and do not share data effectively; and
WHEREAS, it is the intent of the City to utilize the Request For Proposals process to select
a qualified vendor who will be contracted to install an integrated hardware and software solution to
meet the City's Financial Management, Utility Billing and Payroll/Human Resources Departments'
needs.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City
Commission hereby authorize the Administration to issue a Request for Proposals for Financial
Management, Utility Billing and Payroll/Human Resources S
PASSED and ADOPTED this 8th day of October,
ATTEST:
CITY CLERK
APPROVED AS TSO
FORM & LANGUAGE
& FOR EXECUTION
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CITY OF MIAMI BEACH
;ITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 r,
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COMMISSION MEMORANDUM NO. GFS -9 -_1_1
TO: Mayor Seymour Gelber and DATE: October 8, 1997
Members of the CRheMayor
ission
FROM: Jose Garcia-Pedr
City Manager
SUBJECT: A Resolution o and City Commission of the City of Miami Beach,
Florida, Authorizing the Administration to Issue Request for Proposals (RFP)
No. 1-97/98, Financial Management, Utility Billing and Payroll/Human
Resources Systems.
ADMINISTRATION RECOMMENDATION
Approve Resolution authorizing the RFP to be issued.
FUNDING
Funding will be available from the Information Technology Internal Services Fund.
BACKGROUND
The City's current Financial Management, Utility Billing, and Payroll/Human Resources systems are
not year 2000 compliant. They are based on outdated technology which is no longer cost effective
to maintain.
City Departments can become more productive by replacing these systems with more efficient,
integrated, cost effective systems based on updated technology. It is critical to obtain year -2000
compliance. Integrated systems enable different applications to talk to each other and to efficiently
share data.
Attached is an RFP to solicit proposals from responsible vendors to provide an integrated hardware
and software solution for Financial Management, Utility Billing and Payroll/Human Resources
systems.
CONCLUSION
The issuance of the RFP will allow the City to select a qualified vendor to provide an integrated
hardware and software solution to the City's Financial Management, Utility Billing and
Payroll/Human Resources needs.
JGP:MDB:PK, i,,4
Attachment
AGENDA ITEM
DATE
TABLE OF CONTENTS
Page
I - OVERVIEW AND PROPOSAL PROCEDURES ............................. 3
II - SCOPE OF SERVICES .................................................. 8
III - PROPOSAL FORMAT ................................................. 12
IV - EVALUATION/SELECTION PROCESS; CRITERIA FOR EVALUATION ...... 15
V - GENERAL PROVISIONS .............................................. 17
VI - SPECIAL TERMS AND CONDITIONS ................................... 19
VII-EXHIBITS...........................................................23
VIII - PROPOSAL DOCUMENTS TO BE COMPLETED ......................... 109
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 2
E��
A.
1.9
C.
SECTION I - OVERVIEW AND PROPOSAL PROCEDURES,
INTRODUCTION/BACKGROUND
The City of Miami Beach is located on a barrier island off the southeastern coast of Florida
and comprises 7.1 square miles of land and 10 square miles of water. Incorporated in 1915,
the current population is approximately 100,000. The City has approximately 1,800
employees managed by a City Manager form of government. The City Manager reports to
six commissioners serving staggered four-year terms and a Mayor serving a two-year term.
The City of Miami Beach is soliciting proposals from responsible vendors to provide
integrated hardware and software solutions for Financial Management, Utility Billing and
Payroll/Human Resources Systems. Proposers can submit proposed solutions for any or all
three (3) of the systems specified.
RFP TIMETABLE
The anticipated schedule for this RFP and contract approval is as follows:
RFP issued
Deadline for receipt of questions
Pre Proposal Conference
Deadline for receipt of proposals
Evaluation/Site Visits
Final Selection
Projected award date
Projected contract start date
PROPOSAL SUBMISSION
1019197
1113197
11112197
1212197 at 12 Noon
1218197 through 216198
2120198
314198
413198
An original and 5 copies of complete proposal must be received by December 2, 1997 at
12:00 Noon and will be opened on that day at that time. The original and all copies must be
submitted to the Procurement Division in a sealed envelope or container stating on the
outside the proposer's name, address, telephone number, RFP number and title, and proposal
due date.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 3
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The responsibility for submitting a response to this RFP to the Procurement Division on or
before the stated time and date will be solely and strictly that of the proposer. The City will
in no way be responsible for delays caused by the U.S. Post Office or caused by any other
entity or by any occurrence. Proposals received after the proposal due date and time will not
be accepted and will not be considered.
D. CONTACT PERSON/ADDITIONAL INFORMATION/ADDENDA
The contact person for this RFP is the Procurement Director at (305) 673-7490. Proposers
are advised that from the date of release of this RFP until award of the contract, no contact
with City personnel related to this RFP is permitted, except as authorized by the contact
person. Any such unauthorized contact may result in the disqualification of the proposer's
submittal.
Requests for additional information or clarifications must be made in writing to the
Procurement Director no later than the date specified in the RFP timetable. Facsimiles will
be accepted at (305) 673-7851.
The City will issue replies to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the deadline for responding to the RFP.
Proposers should not rely on representations, statements, or explanations other than those
made in this REP or in any addendum to this RFP. Proposers are required to acknowledge
the number of addenda received as part of their proposals. The proposer should verify
with the Procurement Division prior to submitting a proposal that all addenda have
been received.
E. PROPOSAL GUARANTY
All proposals must be accompanied by a proposal guaranty, payable to the City of Miami
Beach, in the form of a certified check, cashier's check, or proposal bond in the amount of
$500.00. Failure by a proposer to honor its proposal or to submit any required insurance or
performance bond, within the time stated, shall cause the proposal guaranty submitted with
the proposal to be forfeited.
Any proposal which is not accompanied by the required proposal guaranty shall be
considered non-responsive and ineligible for award.
Proposal guaranty will be returned to successful proposer upon approval of any required
insurance certificates or bonds. Guaranties submitted by other than the successful proposer
will be returned after award of contract.
F. MODIFICATION/WITHDRAWALS OF PROPOSALS
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 4
0.
A proposer may submit a modified proposal to replace all or any portion of a previously
submitted proposal up until the proposal due date and time. Modifications received after the
proposal due date and time will not be considered.
Proposals shall be irrevocable until contract award unless the proposal is withdrawn in
writing prior to the proposal due date or upon expiration of one -hundred twenty calendar
days after the opening of proposals without a contract award. Letters of withdrawal received
after the proposal due date and before said expiration date, and letters of withdrawal received
after contract award will not be considered.
G. RFP POSTPONEMENT/CANCELLATION/REJECTION
The City may, at its sole and absolute discretion, reject any and all, or parts of any and all,
proposals; re -advertise this RFP; postpone or cancel, at any time, this RFP process; or waive
any irregularities in this RFP or in any proposals received as a result of this RFP.
H. COST INCURRED BY PROPOSERS
All expenses involved with the preparation and submission of proposals to the City, or any
work performed in connection therewith, shall be bome by the proposer(s) and not be
reimbursed by the City.
I. VENDOR APPLICATION
Prospective proposers should register with the City of Miami Beach Procurement Division;
this will facilitate their receipt of future notices of solicitations when they are issued. All
proposer(s) must register prior to award; failure to register will result in the rejection of the
proposal. Potential proposers may contact the Procurement Division at (305) 673-7490 to
request an application.
Registration requires that a business entity complete a vendor application and submit an
annual administrative fee of $20.00. The following documents are required:
1. Vendor registration form
2. Commodity code listing
3. Articles of Incorporation - Copy of Certification page
4. Copy of Business or Occupational License
5. Notarized Florida Public Entity Crime Affidavit
It is the responsibility of the proposer to inform the City concerning any changes, including
new address, telephone number, services, or commodities.
J. EXCEPTIONS TO RFP
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DATE: 10/14/97 5
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Proposers must clearly indicate any exceptions they wish to take to any of the terms in this
RFP, and outline what alternative is being offered. The City, after completing evaluations,
may accept or reject the exceptions.
require the proposer to furnish the
acceptable alternative.
K. SUNSHINE LAW
In cases in which exceptions are rejected, the City may
services or goods described herein, or negotiate an
Proposers are hereby notified that all information submitted as part of a response to this RFP
will be available for public inspection after opening of proposals, in compliance with Chapter
286, Florida Statutes, known as the "Government in the Sunshine Law".
L. NEGOTIATIONS
The City may award a contract on the basis of initial offers received, without discussion, or
may require proposers to give oral presentations based on their proposals. The City reserves
the right to enter into negotiations with the selected proposer, and if the City and the selected
proposer cannot negotiate a mutually acceptable contract, the City may terminate the
negotiations and begin negotiations with the next selected proposer. This process will
continue until a contract has been executed or all proposals have been rejected. No proposer
shall have any rights in the subject project or property or against the City arising from such
negotiations.
M. PROTEST PROCEDURE
Proposers that are not selected may protest any recommendations for contract award by
sending a formal protest letter to the Procurement Director, which letter must be received no
later than 5 calendar days after contract award by the City Commission. The Procurement
Director will notify the protester of the cost and time necessary for a written reply, and all
costs accruing to an award challenge shall be assumed by the protester. Any protests
received after 5 calendar days from contract award by the City Commission will not be
considered, and the basis or bases for said protest shall be deemed to have been waived by
the protester.
N. RULES; REGULATIONS; LICENSING REQUIREMENTS
Proposers are expected to be familiar with and comply with all Federal, State and local laws,
ordinances, codes, and regulations that may in any way affect the services offered, including
the Americans with Disabilities Act, Title VII of the Civil Rights Act, the EEOC Uniform
Guidelines, and all EEO regulations and guidelines. Ignorance on the part of the proposer
will in no way relieve it from responsibility for compliance.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
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O. DEFAULT
Failure or refusal of a proposer to execute a contract upon award by the City Commission,
or untimely withdrawal of a proposal before such award is made, may result in forfeiture of
that portion of any proposal surety required equal to liquidated damages incurred by the City
thereby, or where surety is not required, such failure may be grounds for removing the
proposer from the City's vendor list.
P. CONFLICT OF INTEREST
The award of this RFP is subject to provisions of State Statutes and City ordinances. All
proposers must disclose with their proposal the name(s) of any officer, director, agent, or
immediate family member (spouse, parent, sibling, child) who is also an employee of the
City of Miami Beach. Further, all proposers must disclose the name of any City employee
who owns, either directly or indirectly, an interest of ten (10%) percent or more in the
proposer or any of its affiliates.
Q. PROPOSER'S RESPONSIBILITY
Before submitting proposal, each proposer shall make all investigations and examinations
necessary to ascertain all conditions and requirements affecting the full performance of the
contract. No pleas of ignorance of such conditions and requirements resulting from failure
to make such investigations and examinations will relieve the successful proposer from any
obligation to comply with every detail and with all provisions and requirements of the
contract documents, or will be accepted as a basis for any claim whatsoever for any monetary
consideration on the part of the proposer.
R. RELATION OF CITY
It is the intent of the parties hereto that the successful proposer shall be legally considered
to be an independent contractor and that neither the proposer nor the proposer's employees
and agents shall, under any circumstances, be considered employees or agents of the City.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 7
SECTION II - SCOPE OF SERVICES
A. OVERVIEW
The City Of Miami Beach seeks to purchase an integrated hardware and software solution
for the following systems:
1. Financial Management
2. Utility Billing
3. PayrolUHuman Resources
You may propose a solution for one, two or all of the above systems. If solutions are
proposed for multiple systems, they must be fully integrated with a common database and
interface. Preference will be given to an integrated solution that incorporates all three
systems and meets the needs of the City as described herein.
We are asking for an integrated hardware and software solution, however the City reserves
the option to purchase the software solution only.
B. REQUIREMENTS
The proposed system must operate within a Client/Server configuration using
MicroSoft Windows operating environment for client access. The proposed system
should maximize the City's current investment and future plan in technology (see
section VII - Exhibits, Exhibit B - City Technology Profile).
2. The software must be completely Year 2000 compliant.
3. The software must be built around an industry standard non-proprietary Relational
Database Management System (RDBMS).
4. The system must include an easy -to -learn, user-friendly, real-time, on-line database
query and report writer.
5. The Utility Billing software must accommodate approximately 15,000 customer
accounts. The system should allow the City to generate bills for the utility services
currently provided such as water, sewer, sanitation, drainage and miscellaneous
services. Currently meter reading is done with ITRON hand held equipment. The
system must either interface with the ITRON "Enterprise 5000" meter reading
software, or you must provide an alternative.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 8
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6. The Payroll/Human Resources software must accommodate approximately 1800
employees. The City currently has four (4) bargaining unions which necessitates a
flexible pay/benefit structure. The system should track an employee from the
recruiting phase through paycheck issuance. It should provide all the standard reports
and meet all Federal reporting requirements. It should allow multiple entities with
separate reporting for each entity.
7. The Financial Management software must include the following modules:
General Led gr: A General Ledger module is required for the effective support of
management planning for the City. Such a module should eliminate the majority of
manually -created journal entries, as it will receive most of its input on an automated
basis from other modules. The system should facilitate the ongoing operations and
special processing of the Finance Department.
Grant/Proiect Accounting A Grant/Project Accounting module is required to
monitor the various grants acquired by the City. It should provide the ability to track
and report on activity for a given time period. It must track matches to grants, and
interest earned and paid to the state.
Purchasing and Receiving A Purchasing module is required to expedite the input
of requisitions by users and the purchasing of goods and services at the lowest cost
to the City. Such a module should interface to the other modules described herein.
It should have vendor files and commodity codes to facilitate the accumulation of
information on types of items purchased and vendor performance. It should issue a
Purchase Order if a requisition is against an existing contract. It should track
Purchase Orders issued to minorities and females. It should speed the operations of
the purchasing function within the City. There are approximately 6,000 purchase
orders, change orders, and release orders issued on an annual basis. The City deals
with more than 10,000 vendors.
Accounts Pavable: An Accounts Payable module is required to provide a means of
paying properly approved invoices and providing accurate and timely information on
past and future payments to vendors. Such a module should interface expenditure
information to other modules. It should provide a method of payment scheduling to
take advantage of vendor discounts. It must track payments to minorities and females.
It must track payments against a Purchase Order. It must allow for electronic
approval of invoices by departments. The Accounts Payable module should facilitate
the work flow in the Accounting Department.
Fixed Assets: A Fixed Asset Accounting module is required to provide the City with
the ability to track the City's fixed assets. It should convert all existing asset records
to the new system with minimal manual effort. Additionally, it should have the
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 9
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ability to allow the City to specify the commonly used depreciation methods for each
of our assets. It should accommodate any desired year-end. It should have the ability
to handle short year calculations and run depreciation schedules, including monthly,
quarterly and annual reports at any time. It must track date of purchase and life
expectancy.
Budget Development: A Budget module is required for effective management of the
resources of the City. Such a module should be totally integrated with the General
Ledger module. It should provide for periodic budgets and include a modeling
package for projections. Additionally it should include the capability to process
multiple year budgets. Such a module should provide for the effective operation of
the Budget function and its support of management objectives.
Cost Accounting: A Cost Accounting module is required to track the costs
associated with various jobs/services provided by the City. It should integrate with
the Payroll/Human Resources System. It should track interdepartmental charges.
Accounts Receivable: An Accounts Receivables module is required to track the
various receivables due the City from various sources. It should provide for billing,
receivables aging and interest calculations on outstanding bills (such as tax
collections). It should enhance the operations of the various departments who bill
taxes, permits, fees and rents. It should issue notices to accounts in arrears.
Cash Receipts: A Cash Receipts module is required to allow for the collection of
cash payments for both general receipts and for receipts on receivables. The module
should automatically interface invoice receipts to the Receivables module.
8. All source code and internal documentation must be supplied as part of the software
package or held in escrow to be made available to the City at no cost in the event that
the proposer becomes unable to provide service and/or support for any reason such
as going out of business, being bought out by another company, etc.
C. LEADERSHIP
The Proposer's ability to support the City in a way that will ensure a successful
implementation is of critical importance. The selected Proposer must meet the following
requirements:
1. Be an industry leader and have a clear vision of how they will support emerging
technologies and industry standards.
2. Provide a single point of contact for all contract negotiation, installation and
implementation issues.
3. Demonstrate an ongoing commitment to quality, increased operating efficiency and
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 10
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effectiveness and an improving cost/value ratio.
4. Maintain competent technical and administrative support organizations, trained in
current and emerging technology, and properly trained and equipped.
5. Proposer must have references for other similar/equivalent installations, including
contacts and telephone numbers.
6. Proposer must have a track record of having implemented systems for at least five
(5) years.
7. The proposed system must be already implemented at a site of at least equal size as
of 9/l/97.
D. TRAINING PLAN
Proposer will describe a detailed description of the training plan necessary for full utilization
of the system. The training plan will include the type of training, location of training,
equipment / materials used for training and party responsible for said equipment / materials,
length of training and any limits on number of users to attend training.
E. IMPLEMENTATION PLAN
Proposal will include a detailed project plan for the proposed implementation. Include
information on data conversion procedures.
F. WARRANTIES / MAINTENANCE PLAN
Proposer will describe, in detail, your proposed warranty (minimum three (3) year) on the
system and any optional extended maintenance plans.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 11
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SECTION III - PROPOSAL FORMAT,
Proposals which do not include all required documentation or are not submitted in the required
format, or which do not have the appropriate signatures on each document, may be deemed to be
non-responsive. Non-responsive proposals will receive no further consideration.
A. CONTENTS OF PROPOSAL
Please structure your proposal as follows. Do not include brochures, manuals, or boiler plate
proposals in the sections listed below. If such material is included, it must be listed in the
table of contents as an appendix after section 5 (Other Required Documents).
1. Table of Contents
Outline in sequential order the major areas of the proposal, including enclosures. All
pages must be consecutively numbered and correspond to the table of contents.
2. Proposal Points to Address
Include the following subsections:
a. Executive Summary - Top level summary of the most important aspects of
the proposal, containing a concise description of the proposed solution and
cost.
Detailed Description of Proposed Solution - Proposer must provide documentation
which demonstrates the ability to satisfy all of the requirements described in Section
11 - SCOPE OF SERVICES. Proposals which do not contain such documentation
may be deemed non-responsive.
b. Requirements
C. Leadership
d. Training Plan
e. Implementation Plan
f. Warranties / Maintenance Plans
3. Price Proposal
Provide detailed price information for hardware, software, training, warranty, and
extended maintenance plan as follows:
Description `Price
Hardware:
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DATE: 10/14/97 12
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Description
Price
List itemized detail of hardware for proposed system; provide $
name brand, model number, and price per unit. $...
Hardware Total $
Software:
Please describe, in detail, software modules/components $
including version number and price per module for the $
proposed system. If third party software is needed, include as $
separate module and price. $
Software Total $
Licensing
Include price per single user and simultaneous users in groups $
of 3, 5, and 10 users, etc. or state unlimited use by City. $...
Training: .
Please list and price the training plan proposed in Section II -D. I $
Warranties / Extended Maintenance:
Please list various options for extended warranties / I $
maintenance plans to begin after warranty period. $...
4. All documents included in Section VIII - PROPOSAL DOCUMENTS TO BE
COMPLETED AND RETURNED TO CITY.
Proposals must contain the following documents, each fully completed and signed
as required.
■ The Proposer Information form
■ The Acknowledgment of Addenda
■ The Declaration form
■ The Questionnaire
5. Other Reauired Documents
Proposals must contain the following documents, each fully completed and signed
as required.
■ The completed "Functions/Features Questionnaire" (Exhibit A). This
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DATE: 10/14/97 13
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Exhibit should be returned as both hardcopy and filled in on the attached
diskette. Both WordPerfect (question.wpd) and Word (question.doc) formats
are available.
■ Include either an annual report or financial data (e.g. audited financial
statements, Dunn & Bradstreet rating reports, etc.).
a The Proposal Guaranty (see Section I - E).
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DATE: 10/14/97 14
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SECTION IV - EVALUATION/SELECTION PROCESS: CRITERIA FOR.
EVALUATION
The procedure for proposal evaluation and selection is as follows:
1. Request for Proposals issued.
2. Receipt of proposals.
Opening and listing of all proposals received.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
proposal in accordance with the requirements of this RFP. If further information is desired,
proposers may be requested to make additional written submissions or oral presentations
before the Evaluation Committee makes its recommendation.
5. The Evaluation Committee shall recommend to the City Manager the proposal or proposals
acceptance of which the Evaluation Committee believes to be in the best interest of the City.
The Evaluation Committee shall base its recommendations on the following factors:
■ Responsiveness to the technical requirements of this RFP.
■ Proposer's Qualifications, Experience and Professional Reputation.
■ Cost.
■ Project Plan.
■ Training Plan.
■ Warranty / Maintenance Plan.
■ Success of similar/equivalent installations and time frame to install.
6. After considering the recommendation(s) of the Evaluation Committee, the City Manager
shall recommend to the City Commission the proposal or proposals acceptance of which the
City Manager deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation(s) in light of the
recommendation(s) and evaluation of the Evaluation Committee and, if appropriate, approve
the City Manager's recommendation(s). The City Commission may reject City Manager's
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DATE: 10/14/97 15
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recommendation(s) and select another proposal or proposals. In any case, City Commission
shall select the proposal or proposals acceptance of which the City Commission deems to be
in the best interest of the City. The City Commission may also reject all proposals.
8. Negotiations between the selected proposer and the City Manager take place to arrive at a
contract. If the City Commission has so directed, the City Manager may proceed to negotiate
a contract with a proposer other than the top-ranked proposer if the negotiations with the top-
ranked proposer fail to produce a mutually acceptable contract within a reasonable period of
time.
9. A proposed contract or contracts are presented to the City Commission for approval,
modification and approval, or rejection.
10. If and when a contract or contracts acceptable to the respective parties is approved by the
City Commission, the Mayor and City Clerk sign the contract(s) after the selected
proposer(s) has or have done so.
Imuortant Note:
By submitting a proposal, all proposers shall be deemed to understand and agree that no
property interest or legal right of any kind shall be created at any point during the aforesaid
evaluation/selection process until and unless a contract has been agreed to and signed by both
parties.
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DATE: 10/14/97 16
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SECTION V - GENERAL PROVISIONS
A. ASSIGNMENT
The successful proposer shall not enter into any sub -contract, retain consultants, or
assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all
of its right, title, or interest therein, or its power to execute such contract to any
person, firm, or corporation without prior written consent of the City. Any
unauthorized assignment shall constitute a default by the successful proposer.
B. INDEMNIFICATION
The successful proposer shall be required to agree to indemnify and hold harmless
the City of Miami Beach and its officers, employees, and agents, from and against
any I and all actions, claims, liabilities, losses and expenses, including but not limited
to attorneys' fees, for personal, economic or bodily injury, wrongful death, loss of
or damage to property, in law or in equity, which may arise or be alleged to have
arisen from the negligent acts or omissions or other wrongful conduct of the
successful proposer, its employees, or agents in connection with the performance of
service pursuant to the resultant Contract; the successful proposer shall pay all such
claims and losses and shall pay all such costs and judgments which may issue from
any lawsuit arising from such claims and losses, and shall pay all costs expended by
the City in the defense of such claims and losses, including appeals.
C. TERMINATION FOR DEFAULT
If through any cause within the reasonable control of the successful proposer, it shall
fail to fulfill in a timely manner, or otherwise violate any of the covenants,
agreements, or stipulations material to the Agreement, the City shall thereupon have
the right to terminate the services then remaining to be performed by giving written
notice to the successful proposer of such termination which shall become effective
upon receipt by the successful proposer of the written termination notice. z.
In that event, the City shall compensate the successful proposer in accordance with
the Agreement for all services performed by the proposer prior to termination, net of
any costs incurred by the City as a consequence of the default.
Notwithstanding the above, the successful proposer shall not be relieved of liability
to the City for damages sustained by the City by virtue of any breach of the
Agreement by the proposer, and the City may reasonably withhold payments to the
successful proposer for the purposes of set off until such time as the exact amount of
damages due the City from the successful proposer is determined.
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DATE: 10/14/97 17
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D. TERMINATION FOR CONVENIENCE OF CITY
The City may, for its convenience, terminate the services then remaining to be
performed at any time without cause by giving written notice to successful proposer
of such termination, which shall become effective thirty (30) days following receipt
by proposer of the written termination notice. In that event, all finished or unfinished
documents and other materials shall be properly delivered to the City. If the
Agreement is terminated by the City as provided in this section, the City shall
compensate the successful proposer in accordance with the Agreement for all
services actually performed by the successful proposer and reasonable direct costs
of successful proposer for assembling and delivering to City all documents. Such
payments shall be the total extent of the City's liability to the successful proposer
upon a termination as provided for in this section.
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DATE: 10/14/97 18
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SECTION VI - SPECIAL TERMS AND CONDITIONS,
Within five (5) calendar days after the award of the Agreement, the successful Respondent
will be required to obtain and provide a $25,000.00 bond which will remain in effect during
the term of the Agreement. The bond shall be executed by a responsible corporate surety
which has been given a B+ VI or higher rating by the most recent edition of AM Best's
Insurance Guide and which is authorized to issue bonds in the State of Florida through an
authorized agent with an office in Florida. In the alternative, an Irrevocable Letter Credit or
cash deposit will be accepted.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 19
101
PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS that
as Principal,
hereinafter called Contractor, and as Surety, hereinafter
called Surety, are held and firmly bound unto the City of Miami Beach, Florida, as Obligee,
hereinafter called the City, in the amount of Dollars ($ ), for
the payment of which sum well and truly to be made, we bind ourselves, our heirs, executors,
administrators, successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, Contractor, on the day of , 19 , entered into a
certain contract with the City, hereto attached, for RFP No. 1-97/98 , Entitled "Financial
Management, Utility Billing and Payroll/Human Resources Systems" , which Contract
is made a part hereof by reference thereto.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION IS SUCH, that,
if the Contractor shall well and truly perform and fulfill all the undertakings, covenants,
terms, conditions and agreements of said Contract, and all duly authorized modifications of
said Contract that may hereafter be made, notice of which modifications to the Surety being
hereby waived, then this obligation shall be void; otherwise to remain in full force and effect.
Any suit under this bond must be instituted before the expiration of two (2) years from the
date on which the final payment under the Contract falls due.
No right of action shall accrue on this bond to or for the use of any person or corporation
other than the Obligee named herein or the heirs, executors, administrators or successors of
the Obligee.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 20
102
IN WITNESS WHEREOF, the above bounded parties have caused this Bond to be
executed by their appropriate officials of the day of
,19
WITNESSES:
PRINCIPAL:
(If sole Proprietor or partnership)
(Firm Name)
Title: (Sole Proprietor or Partner)
PRINCIPAL (If Corporation)
Attest:
(Corporate Name)
(President)
(Secretary)
(CORPORATE SEAL)
COUNTERSIGNED BY
RESIDENT FLORIDA
AGENT OF SURETY: SURETY:
(Copy of Agent's current
License as issued by State
of Florida Insurance By:
Commissioner)
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 21
103
CERTIFICATE AS TO CORPORATE PRINCIPAL
I, , certify that I am the Secretary of the Corporation named as
Principal in the foregoing bond; that who signed the said bond on behalf
of the Principal, was then of said Corporation; that I know his
signature, and his signature hereto is genuine; and that said bond was duly signed, sealed, and
attested for and in behalf of said Corporation by authority of its governing body.
Corporate
Secretary Seal
ACKNOWLEDGMENT OF ATTORNEY-IN-FACT SURETY
STATE OF FLORIDA)
ss
COUNTY OF )
Before me, a Notary Public, duly commissioned, qualified and acting, personally appeared
, who says that he is the Attorney -in -Fact, for the
(Surety) and that he has been authorized by the Surety to execute the
foregoing bond on behalf of the Surety named therein in favor of the City of Miami Beach, Florida.
Said person is _ personally known to me, or _ has produced (specify type of identification, i.e.,
driver's license and number, state of issue, etc.) and
who _did take an oath, or _ did not take an oath.
WITNESS my hand and official seal, at the County and State aforesaid, on the day and year
aforesaid.
(Attach Power of Attorney)
Notary Public
State of Florida -at -Large
My commission Expires:
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 22
104
SECTION VII - EXHIBITS
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 23
105
Exhibit A - Functions/Features Questionnaire
Please return the appropriate sections of this questionnaire, both as part of your printed proposal,
and filled in on the attached diskette in either WordPerfect (question.wpd) or Word (question.doc)
format.
This questionnaire consists of four (4) sections:
■ General section
■ Financial Management System section
■ Utility Billing System section
■ Payroll/Human Resources System section
All proposers are to fill out the General Section, and any of the remaining sections for which a
proposed solution is being submitted Proposers can propose solutions far any or all of the three
(3) systems specified within this RFP. If solutions are proposed for multiple systems, those
systems must be fully integrated with a common database and interface.
General Section
1. Check off each system for which a proposed solution is being submitted:
Financial Management System
Utility Billing System
Payroll/Human Resources System
2. If you are submitting a proposed solution for a Financial Management System, list all the
modules which interface to the General Ledger module. Include modules in the Utility
Billing System and Payroll/Human Resources System, if appropriate.
3. If you are submitting a proposed solution for a Utility Billing System and a Payroll/Human
Resources System, answer the following: Are the two systems integrated to enable accessing
employee payroll data from The Payroll system in order to calculate labor charges for work
orders produced in the Utility Billing system.
General Proposer Information
4. State proposer's main line of business.
5. State number of years proposer has been in business.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 24
106
Exhibit A - Functions/Features Questionnaire
6. List the proposers headquarters address and support center address, if different.
7. State years proposed software has been installed in working sites.
8. List three references of proposed system of similar size for whom you have installed, include:
a. Company/Agency name and main line of business.
b. Brief narrative of implementation including date of installation, size of
implementation, summary of technical environment.
C. Contact information including name, position, phone number and extension, fax
number.
Support/Training Information
9. Does proposer have a local telephone number or a toll free number for support?
10. Are there escalation procedures for support calls? List steps and contacts.
11. What type of training does proposer include for system start-up as needed for full utilization
of system by purchaser, for example (classroom, train -the -trainer, video, length of training,
location of training, etc.)?
Technical Information
12. Describe the hardware your system runs on.
13. Describe the software required to run your system.
14. Describe the telecommunications requirements for your system.
15. Which Relational Database Management Systems(RDBMS) are supported?
16. Which RDBMS are installed and can be demonstrated to the City?
17. Which operating environments are supported?
18. Which network operating systems are supported?
19. Which Wide Area Networks are supported?
20. Does the same functionality exist across all supported platforms?
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 25
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Exhibit A - Functions/Features Questionnaire
21. Does your software employ a graphical user interface (GUI)? If so, please describe.
22. Do you have a data dictionary that defines all data fields and their access? If so, how is it
made available to the users?
23. Describe your system's file import/export capabilities.
24. Describe the data conversion process used to initially transfer data from an existing system
to your system.
25. Describe how the system archives data and how archived data is accessed.
Please complete the following matrix. Use the appropriate Response Code as detailed below:
A - Specification is fully met by the proposed existing software, is installed and
operational at other sites and can be demonstrated to the City.
B - Available at extra cost.
C - Not available.
Stq,W Widg Itgm�
General
26. Fully Year 2000 compliant.
27. Built on an industry -standard Relational Database Management System
(RDBMS).
28. Front-end GUI design using industry -standard language or tool.
29. On-line Help is available.
30. Operates within a Client/Server configuration using MicroSoft Windows
operating environment for client access.
31. Seamless ActiveX or OLE interface to standard word processor to publish
letters.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 26
Response
Code
Exhibit A - Functions/Features Questionnaire
Svstem Wide Items
32. Seamless ActiveX or OLE interface to standard spreadsheet to analyze
statistics.
33. Use of Microsoft -standard "tabbed" user interface.
User Querying and Report Writing
34. End-users have access to an easy -to -learn, user-friendly, real-time, on-line
database query and report writer.
35. Query language supports formatting with titles, page layout, column
headings, totals and subtotals, mathematical calculations, sorting and
selection criteria.
36. End user -designed reports are constructed so that users have a
"WYSIWYG" (")What You See Is What You Get") visualization of results.
37. System is able to perform sorts, in ascending or descending sequence,
based on any field name and include or exclude records based on selection
criteria.
38. System is able to store, recall, and execute query statements for previously
generated reports and queries.
39. The capability is provided to submit a query/report request for background
or batch queue execution at future date and time specified by the user.
40. The ad hoc query language allows for multiple selection criteria supporting
equal, not equal, less than, greater than, less than or equal, greater than or
equal; and is capable of utilizing these selection criteria against multiple
fields/files with full support of boolean operators.
41. Capabilities are available to enable an end-user to quickly edit and execute
current, and previously stored query statements.
42. The ad hoc query language supports selections based on pattern matching
and "wild card" characters.
Security
43. User -maintained security tables with password(s) and access rights.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 27
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Response
Code
Exhibit A - Functions/Features Questionnaire
System Wide Items,
44. Two-level log -in security (User ID and Password).
45. Two-level access (view only versus update capability).
46. Security access is assignable at the Module level.
47. Security access is assignable at the Menu level.
48. Security access is assignable at the Table level.
49. Security access is assignable at the Field level.
50. Security access is assignable at the User level.
51. Log -In log and report by user and time of all log -ins.
52. Date, time and User ID of the last update.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
28
110
Response
Code
Exhibit A - Functions/Features Questionnaire
Complete the following section if you are submitting a proposed solution for a Financial
Management system.
Financial Management Section
53. List all the modules that comprise your Financial Management System.
Please complete the following matrix Use the appropriate Response Code as detailed below:
A - Specification is fully met by the proposed existing software, is installed and
operational at other sites and can be demonstrated to the City.
B - Available at extra cost.
C - Not available
Financial Management
General Ledger
54. Conforms to GASB pronouncements in accordance with GAAP, also
supports GAAFR principles published by the GFOA.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
29
111
Response
Code
Exhibit A - Functions/Features Questionnaire
FinanFial Management
55. Ability to define within the General Ledger the following fund types
and account groups, in compliance with GAAP, that can be grouped as
needed:
■ Government Funds
- General Fund
- Special Revenue Funds
- Capital Projects Funds
- Debt Service Funds
■ Proprietary Funds
- Enterprise Funds
- Internal Service Funds
■ Fiduciary Funds
- Trust and Agency Funds
■ Account Groups
- General Fixed Assets
- General Long-term Debt
56. Ability to internally define within the General Ledger the following
account types as needed: assets, liabilities, Fund balance, revenues,
expenditures, other financing sources.
57. Ability to further define the internal account types into secondary
classifications as needed to facilitate revenue budgeting and accounting.
58. Ability to group funds and accounts and report financial information based
on those groups.
59. Ability to prepare the Comprehensive Annual Financial Reports(CAFR),
by automatically generating the individual, and combined financial
statements for all funds, and account groups, with the exception of the
Statement of Cash Flows, and the Schedule of Changes in General Fixed
Assets.
60. Ability to provide on-line maintenance and control of tables for definition
of the Chart of Accounts.
61. Ability to provide a translation table for definition of external report codes
to the chart of accounts for reporting to external agencies.
62. Ability to route and approve documents electronically.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 30
112
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Management Response
Code
63. Ability to support program budgeting, analysis, and reporting.
64. Ability to allow user -defined budgetary control options.
65. Ability to allow budget periods to be defined as monthly, quarterly, or
annual for specified organizational units.
66. Ability to provide on-line availability checking for all transactions.
67. Ability to provide authorized user overrides to by-pass funds availability
checking.
68. Ability to define a unique fiscal year, providing as many as fourteen
separate accounting periods.
69. Ability to maintain virtually unlimited accounting periods open
simultaneously, allowing processing in any open period based on
transaction date.
70. Ability to close the General Ledger at the end of the normal accounting
periods, under full user control.
71. Ability to define encumbrance and budget policies during year-end
processing.
72. Ability to provide a year end process that allows concurrent closing of a
fiscal year, recording of year end adjustments, and processing for new
fiscal year operations.
73. Ability to provide for multiple preliminary closings before a final closing.
74. Ability at year end to automatically close operating accounts to the
appropriate fund balances, establishing beginning balances for the new
fiscal year.
75. Ability to provide "zoom" navigation and extensive on-line query from
status to source document.
76. Ability to provide on-line summary queries in real-time.
77. Ability to construct queries within queries in real-time.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 31
113
Exhibit A - Functions/Features Questionnaire
Financial Manag
&mentResponse
Code
78. Ability to provide for on-line review of all supporting tables during
transaction processing
79. Ability to post summary and/or detail transactions to the General
Ledger.
80. Ability to route and approve journal entries completed on-line
electronically.
81. Ability to provide for the encumbrance of purchase orders, requisitions,
and other transaction types.
82. Ability to automatically liquidate encumbrances for partial and
complete payments.
83. Ability to provide for user -controlled rule-based transaction processing
and editing.
84. Ability to designate the Fund Balance account to which an operating ledger
account will close.
85. On-line approval process for access, approval or disapproval of all over
budget requests.
86. Real-time management of budget requests at different levels than the level
at which the budget was created. For example, Real-time management of
the budget at the cost center, project, or fund level, while allowing over
budget conditions at the account level.
87. User defined levels of budget management so that different General Ledger
accounts may be managed at different levels.
88. Does not require the use of the 13th closing period for year end. Allows for
two fiscal years with different budgets to be open and fully managed on a
simultaneous basis.
89. On demand, roll over of the next year budget amounts to the current
year fields at new year set up.
90. Inquiry into budget and account summary information for a cost center
department or range of accounts.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 32
114
Exhibit A - Functions/Features Questionnaire
Fipancial Management
91. User definition of the structure of financial reports, including control
over the following:
■ Account Inclusion.
■ Totals.
■ Description lines.
■ Report appearance.
■ Selected Projects, Grants, Cost Centers, Departments.
■ Ability to generate total only reports without detail lines.
92. User definition of financial reports at the department or division level.
93. Unlimited prior years can be retained on-line.
94. Hierarchical structures can be defined that allow for reporting of
individual as well as aggregate revenues and expenditures.
95. New account numbers are automatically validated.
96. Built-in software safeguards insure General Ledger accounts are always in
balance and subsidiary ledgers total to control accounts, even during
computer crashes.
97. System verifies that each transaction being posted balances within each
fund and qualifies as an acceptable entry for the particular source
document and type of account.
98. Rules for year-end closing of accounts can be defined differentially for
different types of accounts.
99. An audit trail (including time and user identification) is maintained
automatically reflecting all activities on all accounts.
100. Full backup and recovery capabilities exist in the case of any type of
malfunction (hardware and/or software).
101. System has capability to produce comprehensive management reporting
102. System has capability for account history reports.
103. On-line maintenance and control of tables for definition of the chart of
accounts.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
33
115
Response
Code
Exhibit A - Functions/Features Questionnaire
Financia) Managgment
104. Actual revenue and expenditure data can be stored and retrieved on-line for
any number of past years.
105. There are comparison and summarization capabilities and reports for
analyzing effects of requests and alternatives on all or part of a budget.
106. Subsequent proposals and changes to budgets can be analyzed without
affecting current budgets.
107. All posted budget updates are recorded to provide complete audit trail of
approved budgets.
108. Intermediate and final budget reports are available.
109. System can store complete valuation data, including purchase,
replacement, disposal, renewal, book, other user -defined attributes.
110. General Ledger transactions are automatically generated for depreciation
and usage allowances, and for asset disposal.
111. Reports of capitalized and non -capitalized fixed assets are available by
user -defined asset types (i.e., error listings).
112. Fixed asset reports are available by acquisition date, by responsible person,
and by categories for insurance purposes.
113. System has the capability of posting to either of two fiscal years during the
lapse period. (Lapse period from July 1 to September 30 allows
liquidation of encumbrances in effect at end of fiscal year.)
114. System supports accrual and modified accrual bases of accounting.
115. System allows for reversing entries.
116. System allows for routine journal entries and annual renewals.
117. Capability to automatically access the General Ledger in real-time for
the purpose of checking for over budget conditions during online
processing.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
34
116
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Management
118. Prevention of unauthorized over budget transactions. Include for this
purpose realtime interface to:
■ Accounts Payable
■ Purchasing
119. Ability to support up to a 24 alphanumeric digit account number with a
minimum of ten structures. Allow for the following minimum structure
types:
■
Fund
■
Department
■
Division
■
Grant
■
Object
■
'lub-object
■
Project
120. Ability to break annual budgets into monthly periods. Support of the
following methods of monthly period distribution:
■ Equal distribution to each period.
■ User directed distribution to each period through direct entry.
■ 'Trended distribution based on prior year period activity.
121. Ability to close by fund.
122. Ability tD "soft close" a fund. This ability prevents general posting to a
fund on a temporary basis. Secured users should have the ability to post
to soft closed funds.
123. Inquiry or lookup on accounts by account number, abbreviated account
number, account name or any portion (segment) of the defined account.
124. Ability for multiple users to simultaneously input journal entries and keep
separate totals by operator of all entries for balancing purposes.
125. Ability to predefine field edits (such as for account number and
description) for journal entries and provide for automatic usage of these
defaults when these fields are left blank in order to reduce input and speed
up entry. Separate description for each journal line item.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
35
117
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Management Response
Code
126. Ability to define recurring journal entries with the following features:
■ Unlimited number of defined transactions.
■ Forced balancing.
127. Ability to define the periods for processing (i.e. monthly, bi-monthly,
quarter, half year, annual, user selected, etc.).
128. Ability to change amounts prior to posting.
129. Ability to maintain a detail and summary history of account budget
adjustments with separate defined security on which users can made
budget adjustments.
130. Unlimited number of budget adjustments.
131. Ability to prevent all posting to an account code with the ability to
continue using the code in reporting.
132. Encumbrance notation for transactions that have not yet been processed as
accounting entries, such as partially entered transactions, unapproved
purchase orders and requisitions, unbalanced journal entries, etc. Ability
for the user to determine the number and source of all of these potential
accounting transactions.
133. Allows for the option of all entered, but unposted transaction to be
considered when realtime budget checking is performed. In this example
such entries would be treated as encumbrances for budget checking only,
but would not show as encumbrances on financial reporting.
134. User defined source codes to identify General Ledger transaction types,
such as JE (Journal Entry), etc.
135. Inquiry into detail of active encumbrance information by account.
136. Ability for a user to review either the total of encumbrances or drill to the
detail that created the encumbrance.
137. Ability to define alternate account relationships for reporting capabilities.
For example, the ability in a report to combine multiple accounts to a
different account to match an alternate account reporting requirement on
a recurring basis (state reporting).
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 36
118
Exhibit A - Functions/Features Questionnaire
Financial Management
138. The following minimal reporting capabilities are included with the
General Ledger system:
• Account History Report
• Budget Projection Report
• Account Master Report
• Journal Report
• Trial Balance
• Revenue and Appropriations
• Comparative Statement
• Transaction Detail Report
• Recurring Transactions Report
• Budget Adjustment Report
• Inactive Accounts Report
• Various Edit Reports
• Security Authorization Listing
139. Ability to handle more than one set of chart of account roll -ups.
Grant/Project )Lccounting
140. Ability tc integrate the Grant/Project Accounting Module with the General
Ledger, Purchasing/Receiving, Accounts Payable, and Budget
Development modules.
141. Ability tz) generate Fiscal Year, Program Year, and Inception -to -date
reports tc track grant/project activity for the appropriate period.
142. Ability tD generate a Balance Sheet, and a Statement of Revenues,
Expenditures, and Other Changes Report, by grant/project.
143. Ability to define the program or budget year of the grant/project differently
than the system established fiscal year.
144. Ability tc automatically recognize revenue and establish a receivable for
each grant expenditure on either a transaction or frequency basis.
145. Ability to budget grants and projects across multiple attributes of the chart
of accounts.
146. Ability to calculate on a user defined basis indirect cost associated with
any grant, and to provide system generated entries.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 37
119
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Managginent Response
Code
147. Ability to carry forward appropriations at year end for grants/projects.
148. Ability to accommodate multiple grants funding a single project, one grant
for a project, multiple projects for a single grant, and the use of general
fund moneys commingled with grant moneys in a single project. Including
full reporting capabilities.
149. Ability to create an online and printed tickler file for grant reporting
requirements
150. Ability to directly track and post grant and project related transactions and
updates, including both grant/project designations within and outside of the
account code structure, in each of the following areas:
• Journal entries.
• Requisitions.
• Blanket purchase orders.
• Invoice/Accounts Payable entry.
• Cash Receipts.
• Billing.
• Payroll distribution.
• Inventory issues.
151. Grant and project General Ledger is available for general financial
reporting in addition to grant and project reporting.
Purchasing:and Receiving
152. Ability to integrate the Purchasing/Receiving module with the General
Ledger, Accounts Payable, and Fixed Assets module.
153. Ability to electronically route and approve requisitions and purchase orders
completed on-line.
154. Ability to allow authorized departmental users to enter their requests for
goods and services on-line in a decentralized mode.
155. Ability to allow users to specify a vendor and price.
156. Ability to allow for virtually unlimited text to be applied to requisitions
and purchase orders at the header and line item level.
157. Ability to derive price from vendor agreements.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 38
120
Exhibit A - Functions/Features Questionnaire
Financild Mantiggment Response
Code
158. Ability to allow buyers to override either user-specified or system
generated vendors and prices.
159. Ability to provide automatic on-line budget account validation, as well as
funds availability checking.
160. Ability to provide complete on-line and hard -copy reporting of purchase
orders issued and goods received.
161. Ability to provide for automatic assignment of requisitions to buyers.
162. Ability to provide an on-line list of candidate vendors.
163. Ability to allow for consolidation of several requests in a single purchase
order.
164. Ability to allow for multiple budgetary accounts to be applied to each
purchase order line item.
165. Ability to charge accounts at the purchase order document level.
166. Ability to provide tables to store descriptive information that is
automati,-,ally included on the purchase order document including vendor
name and address, shipping instructions, and special instructions.
167. Ability to provide for immediate printing of the purchase order.
168. Ability to allow users to create an encumbrance at the point of entering a
purchase order.
169. Real-time verification of budget availability of all charged accounts,
including, the consideration of both encumbrances and pre -encumbrances.
170. Ability to provide up-to-the-minute purchasing reports showing goods
requested versus goods ordered and available balance.
171. Ability to allow for change orders to be processed against an existing
purchase order.
172. Ability to create the necessary accounting adjustments automatically.
173. Ability to allow for the creation of blanket orders with limits on specific
amounts or dates
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 39
121
Exhibit A - Functions/Features Questionnaire
FinancjjaJ Npoaninent Response
Code
174. Ability to track purchase orders and payments issued against blanket
orders.
175. Ability to support the RFP and bidding process.
176. Ability to maintain a prospective bidders list.
177. Ability to record evaluation results of proposals.
178. Ability to provide for the receipt of goods and services to be recorded on-
line by purchase order number.
179. Ability to allow for the receipt of goods and services process to be
centralized or decentralized.
180. Ability to allow for on-line inquiry of all open purchase orders by vendor,
buyer, fund, organization, account, and program.
181. Ability to allow the user to define specific search criteria and limits while
performing an on-line inquiry.
182. Ability to allow for the tracking of items received and the recording of
goods returned to the vendor.
183. Ability to automatically update Accounts Payable with the receipt of goods
including the associated purchase order number.
184. Ability to provide a three-way match of the receipt of goods.
185. Ability to specify a tolerance for receipt of goods against a purchase order.
186. Ability to create requisitions that reference General Ledger accounts.
187. Ability to process changes to purchase orders without having to re-enter
purchasing information.
188. Ability to provide document history retrieval on-line, linking requisitions,
bids, purchase orders, packing slips, stores issues, invoices, checks,
returned goods, and received goods.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
40
122
Exhibit A - Functions/Features Questionnaire
Fjpapcipl MpinglCment
189. Ability to establish user authorization levels for processing control.
Support at a minimum 99 defined authorization levels including:
• Requisition request capabilities
• Requisition and purchase order approval levels
• Over budget approval ability
• Ability to post to prior periods
190. Ability lo support NIGP Commodity Codes or user defined commodity
codes or both commodity code types simultaneously.
191. Ability to share a single system wide vendor file( inventory, purchasing,
Accounts Payable) that includes Minority ownership designation.
192. Ability to support multiple alternate addresses per vendor.
193. Ability to define authority areas for the approval process for the proper
routing of approvals. Authority areas are maintained separate from the
account code cost center definitions. The system electronically routes
transactions requiring approvals to the proper areas and maintain area
security for approvals.
194. Capital i.ems purchased through the requisition/purchase order process are
automatically established in the fixed assets system as a suspense record
to avoid re-entry of data.
195. Ability to define the maximum dollar values of approval authority by user.
196. Ability to accommodate the purchase of the following classes of products
and services:
• Stock items.
• Non -stock items.
• Services.
• Capital items.
• Miscellaneous.
197. Ability to provide for the departmental/distributed online entry of
requisitions.
198. Ability to provide for the real-time checking of charged account balances
and prevent unauthorized over budget conditions.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
41
123
Response
Code
Exhibit A - Functions/Features Questionnaire
Finapcial Nanaf&ment
199. Ability to selectively manage budget checking at summary levels of the
account code definitions. At a minimum, allows for the definition of
budget management levels within the following categories:
■ Fund
■ Department
■ Object
200. Ability to automatically pre -encumber funds at the requisition level.
201. Ability for the system to generate pre -encumbrances that are treated as
encumbrances for online budget management activities that have not been
fully posted. Include support of.
■ Unapproved or partially entered requisitions
■ Unapproved or partially entered purchase orders
■ Unbalanced, unposted or partially entered journal entries
202. Prevent the liquidation of more than the original encumbrance on any item.
203. Ability to establish user authorization levels for processing control.
Supports at a minimum 99 defined authorization levels, including:
■ Requisition request capabilities.
■ Requisition and purchase order approval levels.
■ Over budget approval ability.
■ Ability to post to prior open periods.
204. Ability to support NIGP Commodity Codes or user defined commodity
codes or both commodity code types simultaneously.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
42
124
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Mana'In mL
205. Ability to share a single system wide vendor file (inventory, purchasing,
Accounts Payable) that includes the following key information:
■ Vendor number
■ Vendor name
■ Vendor address
■ Contact name
■ Minority ownership designation
■ "'hip via default
■ Vendor type and categorization
■ 1 ocation code
■ Known by name as an alternate look up key
■ Phone number
■ Standard default terms for payment
■ F ax Number
■ Vendor rating based on performance
■ Default 1099 code
206. Ability to support multiple alternate addresses per vendor.
207. Ability to report all purchase activity by each individual vendor location,
as well as for all locations of a single vendor.
208. Ability to default to a specified bank for payments to each vendor and by
each vendor location. Different vendor locations may have different bank
designations.
209. Ability to capture free form text information on each vendor to indicate
vendor contract information, as well as information not a part of the
vendor master file information, with a minimum of 500 lines of text.
210. Ability to define comment macros that are used in an recurring manner,
which should be available for input into vendor comments in an
automated manner to avoid unnecessary typing.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
43
125
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Management
211. The system supports online requisitions with the following minimum
features:
■
System assigned requisition number.
•
Up to 999 detail lines per requisition.
■
Ability to charge each requisition line to different General Ledger
accounts and funds.
■
Ability to charge a single requisition line to multiple General
Ledger accounts by percentage or dollar breakdown.
■
Ability to assign recommended vendors to each line item.
■
Ability to look -up vendors by name during the requisition process.
■
Ability to include line items from blanket or contract purchase
orders.
■
Ability to include up to a 999 line description for each line item
■
Ability to include general remarks, a minimum of 500 text lines is
required.
■
Ability to automatically adjust the order quantity to "in stock" item
levels to avoid back orders
■
Ability to include alternate ship to and bill to addresses.
■
Ability to override vendor 1099 codes.
■
Ability to limit charges entered by a user to only authorized
departments based General Ledger accounts.
■
Ability to mix stock and non -stock items on the same requisition.
■
Ability to lookup account numbers for charges during the entry
process.
■
Ability to charge a requisition like item to a grant, project or work
order, without the need to include these items in the account code
structure.
■
Ability to display the following information at the requisition line
item level:
- Bid status
- Assigned buyer
- Purchase order number if assigned
- Hazardous material code
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
44
126
Response
Code
Exhibit A - Functions/Features Questionnaire
Finjincial Management Response
Code
212. Ability to establish catalogs for the definition of commonly ordered items,
wherein each catalog entry includes the vendor, item description and cost.
Multiple catalogs provided for product categorization, such as office
supplies, PC supplies, etc. so that like items can be a part of a specific
catalog
213. Ability for a user to select items from the catalogs during the requisition
process by designating the desired catalog and the quantity of each item
required.
214. Ability to include catalog selections as well as stock and non -stock items
on the same requisition.
215. Real-time verification of budget availability of all charged accounts,
includir.g the consideration of both encumbrances and pre -encumbrances.
216. Provision of a suspense file for further management review and an online
approv<<1/disapproval process for over budget requests that are not
approved during the entry process.
217. Ability to support multiple warehouse for online access of stock items.
218. Prevent.on of each individual user to use account codes (fund, cost center,
object, etc.) that are not valid for that user.
219. Automatic generation of picking tickets in batch or realtime at the
appropriate warehouse after requisition entry of stock items.
220. Ability to support back orders and back order tracking is required.
221. Ability ':o support substitute stock items.
222. Ability to support returns to stock by users and to reverse transactions
created during the requisition process.
223. Ability to automatically flow all previously entered data from the
requisiti :)n through issue, return, purchase order, receiving and invoicing
processes without re-entry.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
45
127
Exhibit A - Functions/Features Questionnaire
Financial Manoggment
224. Abililry to support the automatic generation of purchase orders from the
requisition process including the following options:
■ Combining of like items on a single purchase order.
■ Combining of items from multiple requisitions on a single
purchase order.
225. Ability to confirm purchase orders where the purchase order detail is
entered after the purchase and the purchase order number is preassigned.
226. Direct manual entry of purchase orders without the need for a prior
requisition.
227. Ability to define at least 500 ship to/bill to locations and the designation
of the specific location on the purchase order entry.
228. Ability to support the automatic generation of tax obligations on each
purchase order.
229. Table management of tax rates.
230. Ability to establish catalogs for the definition of commonly ordered items
that include the vendor, item description and cost. Multiple catalogs can
be provided for product definition, such as office supplies, PC supplies,
etc.
231. Ability for a user to select items from the catalogs during the purchase
order process by designating the desired catalog and the quantity desired.
232. Real-time verification of budget availability of all charged accounts,
including the consideration of both encumbrances and pre -encumbrances.
233. Ability for users with security clearance to approve over budget conditions
during; the purchase order process.
234. Full encumbrance and automatic liquidation of purchase order amounts.
RFP NO.: 1-97/%
DATE: 10/14/97
CITY OF MIAMI BEACH
46
128
Response
Code
Exhibit A - Functions/Features Questionnaire
F:inapcial Mjtnaggment
235. Provides the ability to generate change orders. Change orders allow for
the following minimal feature content:
■ Ability to change or delete any purchase order line item up to the
time of payment.
■ ]Detailed tracking of the users making changes.
■ Ability to limit users to changes that are a fixed dollar value.
■ Ability to limit users to changes that are a percent of the purchase
order value.
■ Full online historical record of all changes.
■ 1kutomatic management of General Ledger distribution and
encumbrances for all changes
236. Allows for authorized management to change requisition and purchase
order information prior to approval.
237. Ability to override previous disapprovals by management.
238. Ability to automatically markup purchase orders or stock inventory
supplied against requisitions for the purpose of funding warehousing and
purchasing activities.
239. Ability to automatically post markup amounts to specific General Ledger
revenue accounts that are user defined. This capability must be a fully
user controlled function.
240. Capital Aems purchased through the requisition/purchase order process are
automatically established in the fixed assets system as a suspense record
to avoid re-entry of data.
241. Online approval of requisitions and purchase orders that are charged to
over budget accounts by only authorized management.
242. Online in quiry screen that summarizes all activity against a purchase order,
including:
■ F'.eceipts
■ Payments
■ Changes
■ Eleletions
243. Ability to cancel/delete a line item of a purchase order with a single online
transaction.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 47
129
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Mansetm-ent.. Response
Code
244. Ability for user control of starting requisition and purchase order numbers
so that fiscal year may be inserted into the automatically assigned numbers.
245. Online approval processes with the ability to define maximum dollar
values of approval authority by user.
246. The following standard inquiry functions are provided:
■ Inquiry on vendor information by vendor number, vendor name or
a user managed known by name for the vendor.
■ Ability to display a summary listing of a requisition and/or a
purchase order.
■ Ability to inquiry on purchase orders that are larger than a user
entered value.
■ Ability to inquiry on all purchase orders that have been open for a
user specified period of time.
■ Ability to inquiry on invoices that are on file for a purchase order.
247. Ability for line items of a requisition to be automatically transferred to a
bid process without re-entry.
248. Ability to accept bid award information automatically from a bid process
to update requisitions/purchase orders without re-entry of information.
249. Generates either purchase orders or vendor contracts from bid award
information.
250. Ability for line items of a single requisition to be transferred to separate
purchase orders when appropriate for requisitions.
251. Ability to maintain the original requisition reference that generated the
purchase order requirement on purchase order line items.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
48
191111
Exhibit A - Functions/Features Questionnaire
Financial Manaamgnt
252. The following Purchasing reports are provided:
■
Catalog Report.
■
Hazardous Materials Report.
■
Open Purchase Orders Report.
■
Orders and Receipts Report.
■
Stock Receiving Report
■
Actual versus Invoice Variance Report.
■
Purchase Order and Change Order Generation.
■
Purchase orders received with missing invoices.
■
Backorder Report.
■
Approval Area Report.
■
Reports listing all tables and codes.
■
Vendor Performance Report.
Accounts Payable
253. Ability to integrate the Accounts Payable with the General Ledger,
Purchasing/Receiving, and Fixed Asset Module.
254. Ability to route and approve Accounts Payable documents electronically.
255. Ability to provide on-line entry of invoices and maintenance of vendor
data.
256. Ability to automatically calculate discounts and payment schedules based
on user -defined rules.
257. Ability to provide automatic generation of General Ledger transactions on
a real-time basis.
258. Ability to allow for virtually unlimited multiple addresses for each vendor.
259. Ability to provide a designation code for each vendor including 1099,
minority, or other special status.
260. Ability to provide for the establishment of discount and payment terms for
each vendor.
261. Ability to allow invoice data to be processed on-line.
262. Ability to automatically retrieve vendor name and address, goods ordered
and received, and unit prices based on purchase order number.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 49
131
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Management
263. Ability to automatically calculate applicable discounts and payment date.
264. Abilit}r to allow on-line changes to the retrieved data.
265. Ability to allow for the addition of freight and bulk charges.
266. Ability to calculate multiple taxes, as appropriate, by item.
267. Ability to calculate tax rebates at the time of invoice entry.
268. Ability to provide automatic on-line budget account validation, as well as
funds availability checking.
269. Ability to automatically liquidate associated encumbrances as invoices are
processed.
270. Ability to handle partial payments.
271. Ability to process credit memos on-line.
272. Ability to store credit memos for each vendor.
273. Ability to provide for the identification of capitalized items as invoices are
processed.
274. Ability to automatically assign a temporary asset tag number in the Fixed
Asset module for the previously designated items.
275. Ability to automatically generate payable checks based on due date.
276. Ability to automatically calculate payment due date to take advantage of
available discounts.
277. Ability to provide for the definition of grouping rules by vendor to produce
one check per invoice or vendor.
278. Ability to provide for the issuance of "on demand" checks produced at a
local printer.
279. Ability to provide an "on demand" check process that automatically
updates the General Ledger and liquidates associated encumbrances
280. Ability to interactively check account number and available budget.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
50
132
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Mgnaggment
281. Ability to automatically handle recurring payments.
282. Ability to establish "one-time" vendors.
283. Ability to provide for the recording of void checks on-line with automatic
generation of the appropriate accounting entry.
284. Ability to provide a complete bank reconciliation process.
285. Ability to match receipts with bank deposits.
286. Ability to provide for the matching of outstanding checks with cleared
checks.
287. Ability to provide document history retrieval on-line, linking requisitions,
bids, purchase orders, packing slips, stores issues, invoices, checks,
returned ,goods, and received goods.
288. System includes user customizable forms for purchase orders.
289. All open purchase orders can be queried on-line by vendor, buyer, fund,
organization, account, program, and purchase order number.
290. System provides complete on-line and hard copy reporting of purchase
orders issued and goods received.
291. An on-line list of vendors is available.
292. Discount and payment terms for each vendor can be provided.
293. Invoice amount can be distributed to multiple expense accounts.
294. Partial shipments can be handled.
295. Invoices without purchase order can be handled.
296. System includes user customizable forms for checks.
297. System has capability to identify duplicate payments.
298. An open encumbrance report by account number can be run at any time, by
accounting period or as -of date.
299. System provides forecasting and aged Accounts Payable reports.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 51
133
Response
Code
Exhibit A - Functions/Features Questionnaire
FWaAcial Management
300. System allows inputing transactions without paying until approved
documents are received.
301. System has capability to track vendors requiring a W-9 (Request for
Taxpayer Identification Number and Certification) form and to produce
labels for these identified.
302. Maintains a single vendor master file that can be shared with other
applications. Includes at a minimum:
■ Vendor number (alphanumeric)
■ Name
■ Address
■ Vendor category (definition of a vendor type or class)
■ Vendor local code (location of the vendor for reporting)
■ Vendor minority code (minority enterprise type)
■ Ship via (for default purposes)
■ Contact person
■ Telephone number
■ 1099 code
■ Federal tax ID number or Social security number for generating
1099 forms
■ Terms (terms for payment and discounts)
■ Known by name (alternate initials or short key access)
■ Status - Active/Inactive
■ Purchases year-to-date (automatically maintained)
■ Purchases last year (automatically maintained)
■ Average lead time (calculated based on actual activity)
■ Fax Number
■ Vendor rating based on scaled performance
303. Ability to track all purchasing activity for a vendor, for the vendor as a
whole and for each vendor location individually.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
52
134
Response
Code
Exhibit A - Functions/Features Questionnaire
FinAncial Management
304. Online entry and editing of vendor demand invoice detail, including at a
minimum:
■
Vendor number
■
Windowed access for look up for vendor name (user entry of name
or vendor number)
■
Invoice number
■
Purchase order number
■
Invoice date
■
1099 code (default to setting in vendor master file)
■
Due date
■
flay date
■
Payment terms
■
flank (default to standard bank)
305. Separate entry of information for each line of an invoice, including at a
minimuni the following:
■ ►mount.
■ General Ledger account distribution (allow the ability to post to
any account number or multiple account number distributions for
a single line item).
■ Allow for default General Ledger distribution by invoice to prevent
the need to enter the same number on multiple invoice lines.
■ P dlow for distribution of General Ledger to be allocated to multiple
a -,counts by fixed dollar amounts or percentages.
■ Description.
306. For each line item of each invoice, allows for the entry of grant, project
and/or work order number to reference and charge to those areas. These
entries are separate from the account code structure.
307. Full matching of vendor invoice information against outstanding purchase
orders to minimize user input. All purchase order information is
automatically part of the input record on entry of the purchase order
number.
308. Allows fc r multiple banks for check generation. For example, each invoice
should be able to be directed to a specific bank for payment.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
53
135
Response
Code
Exhibit A - Functions/Features Questionnaire
FinAncial Manggement
309. Allows for payment of multiple vendor invoices with one check with
detailing on check stub. Automatic combinations with user override are
available.
310. Allows for online entry of canceled checks which have cleared the bank or
the use of a bank supplied tape for clearing of checks. Clearinghouse tape
format is supported.
311. Allows for online lookup of invoices by vendor, by date, and by invoice
number for research and vendor inquiry resolutions. Shows at a minimum:
■ Vendor number
■ Vendor name
■ Invoice number
■ Invoice description
■ Invoice date
■ Invoice amount
■ Check date
■ Check number
■ Check status (cleared, pending, etc.)
■ Clear date, if cleared
■ Check amount
■ Invoice status (paid, frozen, on hold, etc.)
■ General Ledger account distribution
312. Automated ability to support wire transfer.
313. Predefined lookup/inquiry capabilities into purchase orders that are
overdue.
314. Predefined lookup/inquiry capabilities into purchase orders that are larger
than a user entered value. For example, all purchase orders that are greater
than $10,000.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
54
136
Response
Code
Exhibit A - Functions/Features Questionnaire
FjMV jal Mppaggment
315. Interfaces automatically and in real-time with the fund/budgeting
accounfi.ig module. Posts detail invoice and Accounts Payable transactions
to each account. Allows for multiple test check runs before actual posting
of cash disbursements. Posting detail includes at a minimum, for research
purposes, the following:
• (,heck number
• Check date
• Vendor number
• Invoice description
• General Ledger distribution
• Eunount
316. Full sharing of a single vendor master file so that all information updated
is available throughout the Accounts Payable and purchasing systems.
317. Full enctmbrance accounting including liquidation on payment and partial
liquidation on partial payments. Prevent the possibility of liquidating more
than the original budget encumbrance.
318. Ability to select invoices for payment by due date. This process allows for
all invoi.-,es with a due date prior to a user entered cut-off date to be
automati,-,ally scheduled for payment.
319. Ability to "unselect" individual invoices included in a payment batch
created using the cut-off date selection process.
320. Ability to store and maintain general text information on vendors that do
not fit into the standard file formats. Provides for at least 500 lines of text
storage.
321. Full tracking of activity related to a check (system generated, manual or
counter check), including status, invoice(s), paid, dates, amount, etc.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
55
137
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Managgment Response
Code
322. Provides, at a minimum, the following reports:
■ Vendor Master Listing
■ Vendor Multiple Address Listing
■ Check Generation
■ Various Code Listings (I.E., Minority, Category, Locale, Etc.)
■ Performance Rating Report
■ 1099 Reporting
■ Check Register
■ Bank Report
■ Cash Requirements Report
■ General Ledger Interface Report
323. Provides for Automated Clearing House (ACH) transmission.
324. Ability to print checks on a laser printer.
Fined Assets
325. Ability to integrate the Fixed Assets module with the General Ledger,
Purchasing/Receiving, and Accounts Payable modules.
326. Ability to maintain detailed property records for all fixed assets including
identification codes, commodity classification, acquisition data, supplier
information, make, model, serial number, disposition data, location,
original cost, value at last appraisal, year to date accumulated depreciation,
scheduled replacement date, purchase order number from PO system,
reference document number, and asset useful life.
327. Ability to provide for the definition of funds, asset accounts, depreciation,
and funding sources for accounting entries.
328. Ability to allow for the definition of user -defined categories of fixed assets.
329. Ability to track transfer of assets.
330. Ability to maintain detailed property records for insurance purposes.
331. Ability to maintain cost, insurance, and replacement values.
332. Ability to automatically capitalize assets acquired with Governmental
Funds to the General Fixed Assets Account Group, generating the
appropriate system entries.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 56
138
Exhibit A - Functions/Features Questionnaire
Financial Manggtmmt— Response
Code
333. Ability i-.0 generate depreciation & inventory reports by fund, account,
account 'type, asset number, asset class, company, or division.
334. Ability to inquire and generate a report on any data table.
335. Ability to use wildcard searches on inquiries (i.e., search on first word of
description).
336. Ability to provide for automatic calculation of depreciation and posting of
entries to the General Ledger for assets acquired with Proprietary Funds.
337. Ability to allow depreciation to be calculated on either a monthly,
quarterly, or annual basis.
338. Ability to provide the option of having depreciation data updating the
General 'Ledger or being stored in Fixed Assets for information purposes
only.
339. Calculates depreciation for each fixed asset item using the straight line
method.
340. Tracks the detailed cost of each asset, including at a minimum depreciation
cost andacquisition cost.
341. Allows for direct online inquiry to the fixed asset master file.
342. Allows for multiple Rinds definition and the splitting of asset depreciation
between :multiple funds and accounts.
343. On demand, generates a five year online projection of depreciation based
on asset defined depreciation methods.
344. Ability to track lease contracts by asset.
345. Ability to track the location assignment history of an asset via an online
query transaction.
346. Ability to track assets that are not being depreciated for control purposes.
347. Allows simulated depreciation online based on user entered parameters.
348. Ability to manually adjust the General Ledger interface transactions prior
to processing.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 57
139
Exhibit A - Functions/Features Questionnaire
Fipgnpial Managgment Response
Code
349. Ability to track quantity of a single asset, such as feet, tons, etc.
350. Ability to maintain relationship of assets that have been reassigned and
may have new assigned asset numbers.
351. Tracks the assignment of assets to individuals.
352. Provides, at a minimum, the following reports:
■ Asset listing
■ Adjustment Listing
■ Asset Balance Sheet
■ Asset Book Adjustments
■ Table Listings
■ Depreciation Report
■ Book Comparative Report
■ General Ledger Edit Report
■ Lease Listing
■ Location of Asset Report
■ Depreciation Projections
■ Asset Retirement Report
■ Remarks Report
■ Asset Transfer Report
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
58
140
Exhibit A - Functions/Features Questionnaire
Financial ManAggmsn—L
353. Allows J:'or online entry of fixed asset data, including:
0
Asset number
0
Asset description
0
1--.Xpanded description capability
0
aerial 'erial nuniber
E
Asset type/category
0
Asset location
0
Acquisition data (type of acquisition)
N
Original cost
0
Life in months
0
Salvage value
0
Insurable value
0
Value at last appraisal
0
Last appraisal date
0
Year-to-date accumulated depreciation (system generated)
0
Total accumulated depreciation (system generated)
S
Scheduled replacement date
E
Purchase order (interfaced from Purchasing module)
S
Purchase order date (interfaced from Purchasing module)
E
Sales representative name
0
Reference document number
E
Optional asset picture
354. Provide for automatic interfaces to other applications, including:
• General Ledger
• Purchasing
• Budget Preparation
• Fleet Maintenance
• Inventory
• Work Order Management
355. Calculates depreciation for each fixed asset item using the straight line
method.
356. Allows for the calculation of depreciation of assets using a minimal of four
alternative depreciation methods.
Budget Development
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DATE: 10/14/97
CITY OF MIAMI BEACH
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141
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Manpggment
357. Ability to integrate the Budget Development module with the General
Ledger and Grant/Project Accounting modules.
358. Ability to allow monthly, quarterly, and annual budgeting at various levels
within an organization.
359. Ability to provide user -defined budget phases.
360. Ability to provide for a pool budget for a class of expenditures.
361. Ability to, support the definition of a line item budget for equipment
expenditures.
362. Ability to allow users to develop budget forecasts using base -year budget.
363. Ability to allow forecasts to be expressed in terms of percentage increases
or decreases.
364. Ability to provide a process to apply inflation factors to a budget model.
365. Ability to support program budgeting that matches the same hierarchical
program structure established in the chart of accounts.
366. Ability to allow modification to the standard chart of accounts during
budget preparation, without affecting the active chart of accounts, until
such time as the budget is rolled into the General Ledger.
367. Ability to group funds, revenue accounts, expenditure accounts, programs,
and departments and report budgetary information based on those groups.
368. Ability to automatically create budgetary adjustments.
369. Ability to support the establishment of multi-year budgets that can be
maintained on-line.
370. Ability to allow budgets to be established and maintained for future
periods.
371. Ability to automatically record budgets to the General Ledger as original
budgets once they are approved.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
60
MM
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Management Response
Code
372. Ability to allow for partial rolls of the budget prior to final approval of a
complete fiscal year budge (i.e., Work Orders,etc. - with no additional
approvals needed).
373. Ability to provide on-line budget query with capability to dynamically
change the sort and display keys.
374. Ability to allow for statistical data for performance based budgeting.
375. Hierarchical structures can be defined that allow for reporting of individual
as well as aggregate revenues and expenditures.
376. New account numbers are automatically validated.
377. Purchase orders and requisitions can be encumbered and automatically be
partially or fully liquidated.
378. Built-in safeguards insure General Ledger accounts are always in balance
and subsidiary ledgers total to control accounts, even during computer
crashes.
379. System verifies that each transaction being posted has a posting date
acceptable to the appropriate fiscal year calendar controlling posting to the
accounts affected.
380. System verifies that the data entry user has authority to create the type of
journal entry being attempted.
381. All transactions, whether posted manually or automatically, update both
general and subsidiary ledgers immediately.
382. System can automatically create due-to/due-from entries for interfiind
transfer transactions
383. System handles bank statement reconciliation.
384. Year-end closing of accounts and generation of balance forwards and
encumbrances forward is an automatic process.
385. Ability to provide standard reports at the lowest level of detail, with
consolidation of the data according to the user -defined chart of accounts.
386. Ability to produce a trial balance report on demand.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 61
143
Exhibit A - Functions/Features Questionnaire
Financial Management
387. System has capability for account history reports.
388. System has capability for extensive on-line query from status to source
document.
389. System has capability for on-line summary and detail queries.
390. On-line maintenance and control of tables for definition of the chart of
accounts is provided.
391. Approved budget is automatically recorded for use by General Ledger in
new fiscal year.
392. Subsequent proposals and changes to budgets can be analyzed without
affecting current budgets.
393. All posted budget updates are recorded to provide complete audit trail of
approved budgets.
394. Intermediate and final budget reports are available.
395. Ability to interface to a spreadsheet program to download budget data for
further data manipulation.
396. Ability to report year-to-date actual General Ledger account balances for
both inquiry and budget reports.
397. Ability to transfer salary and benefit costs electronically to the budget.
398. Budget report includes all budgeted revenues and expenditures
399. All reports must be printable on demand.
400. Ability to generate a budget report by fund, consolidated, and by account
class
401. Budget data can be established and maintained on-line for any number of
past, present, and future years.
402. Budget request data can be entered easily and /or copied forward from the
current budget.
403. Budget projections can be made for multiple years according to user -
defined parameters.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 62
144
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Management
404. Ability for users to develop budget forecasts using base -year budgets.
405. Allows forecasts to be expressed in terms of percentage increases or
decreases.
406. There are comparison and summarization capabilities and reports for
analyzing effects of requests and alternatives on all or part of a budget.
407. Subsequent proposals and changes to budgets can be analyzed without
affecting current budgets.
408. All posted budget updates are recorded to provide complete audit trail of
approved budgets.
409. Intermediate and final budget reports are available.
Cost Accounting
410. Ability to integrate the Cost Accounting module with the General Ledger
module.
411. Ability to provide for the recovery costs including direct and indirect labor,
overhead, equipment usage, and stores usage.
412. Ability to allow for the definition of customers as either internal or external
to the government entity.
413. Ability to support the collection of service/product delivery data by
customer and cost accounts.
414. Ability to support the billing of customers and the recording of appropriate
accounting entries.
415. Ability to automatically encumber the necessary funds for a customer job
or service;.
416. Ability to perform the appropriate accounting as billing occurs
417. Ability to automatically create interfund transactions.
418. Ability to automatically update the Accounts Receivable account in the
General Ledger for external customers.
419. Ability to allow for the calculation and maintenance of internal rates.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 63
145
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Mapa%ement Response
Code
420. Ability to support the automatic selection of the chargeback rate through
the billing process.
421. Ability to provide a mechanism to reconcile actual data to estimated data.
422. Integrates with Payroll/Human Resources system for salary and earnings
information and charges.
,Accounts Receivable
423. Ability to. integrate the Accounts Receivable module with the General
Ledger
424. Ability to provide for user -defined entity types to classify customers.
425. Ability to establish customer credit limits.
426. Ability to provide user -defined charges.
427. Ability to provide user -defined accounting distributions associated with
end charge and payment code.
428. Ability to provide for either invoice or statement generation.
429. Ability to provide for on-line entry for requesting billing.
430. Ability to bill by type of charge and/or type of customer.
431. Ability to assess late charges and penalties, and age past due accounts
432. Ability to provide for refund checks from Accounts Receivable to
Accounts Payable
433. Ability to provide on-line query of account status on detail charges and
payments
434. Ability to provide for cashier checkout.
435. Ability to process miscellaneous cash not related to receivables.
436. Ability to identify accounts sent to collection agencies
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 64
146
Exhibit A - Functions/Features Questionnaire
Financial Manaament Response
Code
437. Ability to define multiple addresses including the ability to determine
which address prints on receipts, statements, invoices, refund checks and
late charge/penalty charge notifications.
438. Ability to have special instructions, by vendor or invoice, on
invoices/statements.
439. On-line calculation of interest upon inquiry on payment.
440. Generation of additional billings based on user -defined definitions.
441. Prevents deletion of a customer account containing a balance due.
442. Accommodates posting of partial receipts "on account" where the amount
paid is less than the amount due.
443. Prevents statements being prepared for customers with no account
balances.
444. Ability to process lockbox payments.
445. Accommodates credit and debit memo adjustments, with a full audit report
provided upon request.
446. Provides for automatic extension of price and quantity for invoice
processing.
447. Separate subsidiary ledgers can be maintained for deposits and other
receivables.
448. An unlimited number of deposits can be posted against an account
449. Billing statements can be generated on-line or off-line.
450. System has capability to print invoices or statements in any desired sort
order.
451. System has capability to print statements all at once, by type or by balance.
452. Informational messages may be printed on statements.
453. System has capability to create and maintain third -parry entities and bill the
third party separately.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 65
147
Exhibit A - Functions/Features Questionnaire
Financial Management
454. Interest can be automatically calculated and posted for overdue accounts,
using a choice of user -defined methods.
455. Cashier can enter easy user -defined account codes in place of full -account
numbers for faster data entry.
456. Cash receipts can be printed immediately
457. System automatically tracks cash entries and cash on -hand and provides
cash receipt register and deposit reports for cash draw reconciliation.
458. Maintains an open item Accounts Receivable system.
459. Allows for a customer master record including, at a minimum:
■ Customer Number
■ Customer Name
■ Customer Address
■ Customer Telephone Number
■ Customer Type
■ Default Account Code (For Default During Data Entry)
■ Alias Name (Alternate Or Short Name To Facilitate Lookup)
■ Customer Default Terms
■ Penalty Calculation Formula
460. Allows for entry of invoices. For each invoice, stores, at a minimum:
■ Customer
■ Invoice number sequentially assigned by the system
■ Invoice date
■ Invoice description
■ Description for each invoice line (unlimited comments for each
line item)
■ Invoice line amount
■ General Ledger numbers and distribution
■ Reference number for future reference
■ Project, grant and/or work order reference
461. Automatic interface to and from the cash receipts module.
462. Allows partial payments of invoices with detailed tracking.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
66
148
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Management
463. Allows fbr lookup to the Accounts Receivable system by customer number,
customer name or invoice number.
464. Interface with the cash receipts module. Accepts cash receipts
transactions by invoice number. Passes General Ledger account
distributions by invoice numbers.
465. Allows 1br the entry and maintenance of collectors notes. Allows for at
least 999 lines of user maintainable text comment per customer.
466. Provides for the ability to automatically generate late charges on a flat
fee or percentage basis.
467. Provides, at a minimum, the following reports:
•
Customer Listing
•
Activity By Customer
•
Activity By Customer Type
•
Multiple Address Listing
•
Collector Notes Report
•
Aged Trial Balance
•
Master File Reports (I.E., Types, Terms, Etc.)
•
Invoice Edit Listing.
•
Late Charges Listing
•
Recurring Invoices Listing
•
Invoices And Statements
468. A deferred payment fee can be assessed.
469. Statements may selectively show either all prior transactions or only
those since a user specified date.
470. System has capability to age past due accounts.
471. All postings to accounts automatically update all appropriate subsidiary
and General Ledger accounts simultaneously and immediately.
472. Built-in system safeguards assure that General Ledger accounts are
always in balance, even during computer crashes.
473. Built-in system safeguards assure that subsidiary accounts always total
to General Ledger control accounts, even during computer crashes.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 67
149
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Manaament
474. Each Accounts Receivable report includes in the title: the name of the
report, date and time when the report is produced, and the date(s) for
which the report is printed.
475. A register is generated for each invoice or statement cycle. Register is a
detailed report in customer order, indicating the previous balance,
current billing amount, adjustments, and total ending balance.
476. Prints a report for an individual customer that lists all transactions for that
customer, during a user -selected time frame. The user can specify the time
period(s) for which this report is produced.
477. Provides a Customer Aging Report that is aged by date of original billing.
We have the option to select days for the aging classifications on the report.
Typical aging categories are 0-30 days, 31-60 days, 61-90 days, 91-120
days, 120+ days. System is capable of generating the report aging balance
due by both days and General Ledger number.
478. Prints a customer account history for one or more customer accounts as
needed by the user. This report includes transaction dates and descriptions
for the period specified by the user.
479. Prints an Accounts Receivable listing which includes only customers with
amounts due, amounts paid listed separately.
480. Produces the following reports:
■ Aged receivables by days and service type
■ A detailed transaction history report as of a user-specified date or
date range, including all transactions by account, and summary
totals provided by transaction type, i.e. billing, payment,
adjustment, etc.
481. Produces as needed delinquent reports and statements on user -defined
forms for delinquent accounts. These reports are capable of being generated
by user -defined criteria, such as a user -defined time period, or a
user -defined amount past due.
482. Generates user -defined mailing labels from customer master file
information in zip code order.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
68
150
Response
Code
Exhibit A - Functions/Features Questionnaire
Financial Manjaggment Response
Code
483. Produces a detail or summary report of the information contained in the
customer master file in either alphabetic or customer number/code
sequence.
Cash Receipts
484. Allows for the collection of cash payments for both general receipts and for
receipts on receivables. Automatic interface of invoice receipts to the
Accounts Receivable module if required. Provides for the printing of
receipts on entry of customer receipts at a counter.
485. Allows receipts to be printed in batch to be mailed.
486. Allows for the tracking of receipts by various types such as mail, counter,
airport, etc.
487. Allows for the tracking of receipts by input operator and by date. Detailed
information is available.
488. Provides for online cash balancing support.
489. Allows for the tracking of multiple receipt types, including:
■ C'ash
■ C'heck
■ Money Order
■ Visa
■ Other
490. Allows for cash to be deposited into multiple banks based on operator
entry.
491. Provides for automatic General Ledger updates. Allows a single cash
receipt to be posted to an unlimited number of General Ledger accounts.
492. Provides for an automatic interface to Accounts Receivable to update
customer accounts and acquire default account posting and customer
information.
493. Allows for the maintenance of cash receipts prior to processing and final
acceptance.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
69
151
Exhibit A - Functions/Features Questionnaire
Finanpial Managgment
494. Provides for a daily and monthly cash receipts journal report showing all
transactions.
495. For each line of each cash receipt, allows for the entry of the project, grant
and/or work order number for notation or posting to those systems.
496. During cash receipting, allows the online lookup of customer numbers
based on a full or partial name entry.
497. Provides for a daily or monthly edit report showing cash receipts sorted at
a minimum by:
■ General Ledger Distribution
■ Date
• Operator
■ Entry Sequence
498. Allows for multi -line descriptions to be entered on each receipt.
499. Provides for the entry of user determined default entries for speed up of the
data entry process. For example, allow the user to determine "cash" as
default receipt, "counter" as cash type, etc.
500. Provides the user the ability to override the offset account to which the
General Ledger transaction will be posted.
501. Provides for the ability to distribute a single payment/ cash receipts to
multiple Accounts Receivable accounts with a single entry.
502. Allows for automatic generation of General Ledger distribution by receipt
type, Accounts Receivable type, customer or other methods.
503. Provides, at a minimum, the following reports:
■ Receipts By Type
• Receipts By Bank
■ Receipts Edit Listing
• Table Listings
• Receipts By Operator
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
70
152
Response
Code
Exhibit A - Functions/Features Questionnaire
Complete the following section if you are submitting a proposed solution for a Utility Billing system
Please complete the following matrix Use the appropriate Response Code as detailed below:
A - Specification is fully met by the proposed existing software, is installed and operational
at other sites and can be demonstrated to the City.
B - Available at extra cost.
C - Not available.
Utility Billing Section
Response Code
BW Forms
504. All forms are fully customizable by the vendor.
505. All forms can be post card, statement or self mailer.
506. Post card and statement forms can be laser or dot matrix.
507. Available forms include: Bill form.
508. Available forms include: Reminder Notice (no penalty
assessed),
509. Available forms include: Past Due Notice (user -defined
penalty assessed).
510. Available forms include: Shutoff Due Notice (user -defined
penalty assessed).
511. Available forms include: Door Hanger with optional penalty.
512. Bill forms can be directed to any user -selectable printer.
513. Bill forms can be reprinted from any point.
Reports
514. User -selectable criteria for each report.
515. Supports laser (8.5" * 11 ") and/or line printer formats.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 71
153
0
Exhibit A - Functions/Features Questionnaire
Utility Billing
516. Displayed in standard windows "preview" mode prior to actual
printing.
517. Capable of being directed on demand to any designated system
printer using standard Windows utilities.
518. Capable of being resized on demand to print in either landscape or
portrait mode.
519. Capable of being replicated on demand to print multiple copies at
user direction.
System Integration
520. Interfaces with the ITRON "Enterprise 5000" meter reading
software.
521. Export files in ASCII format from a report writer.
522. Export general ledger journal entries in ASCII format.
523. Export any file to a standard spreadsheet for analysis.
524. Export bill print files to a service bureau.
525. Import "lock box" payments from a third party.
526. Import meter readings from a third party.
527. Ability to assign default general ledger accounts to all utility billing
charges.
Customer Data Features
528. System allows inquiry by account, name, address, meter number,
telephone, social security number, plate lot, Geographical Code,
Folio Number.
529. System allows searches on partial words like Av, Ave, with
wildcards.
530. Ability to maintain customer master file.
531. Tabbed interface allows quick access to all other functions.
RFP NO.: 1-97/98
DATE- 10/14/97
CITY OF MIAMI BEACH
72
154
Response Code
in
Exhibit A - Functions/Features Questionnaire
Utilitv Billing Response Code
532. All codes are user -defined.
533. Each code has a "pull down" list of descriptions.
534. User -defined status codes control billing and other actions.
535. Auto -incrementing account number "suffix".
536. Master account number allows linking multiple customers for
billing or reporting.
537. Memo entries have auto -assigned User ID, date and time.
Mailing Addresses
538. Unlimited address types (Forwarding, Owner etc.).
539. Unlimited multiple addresses per customer.
540. Maintain owner data where the owner is not the occupant.
541. System handles nine -digit ZIP code, plus Delivery Point.
542. Send unlimited extra bill copies to each address.
543. Active Effective Date automatically activates or "wakes up" each
address.
544. Inactive Effective Date automatically suspends each address.
545. Full support of Carrier Route, DPC and postnet bar coding.
Last Bill Information
546. Full detailed display of every billed line item.
547. Number of days billed shown.
548. Same period usage last year shown.
549. Twelve months of prior usage shown in bar graph format.
550. Mailing address and service address shown.
551. Print a duplicate copy on demand to a local printer.
Budget Billing
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 73
155
Exhibit A - Functions/Features Questionnaire
Utijity Billing
552. Allow level payment of a fixed amount each bill.
553. Automatically track actual vs. billed usage.
554. Recalculate individual payment amounts on demand.
555. Recalculate group payment amounts on demand.
Bank Drafts
556. Customer's bank account is debited by the last bill amount.
557. Full compliance with NACHA file formats.
558. Unlimited banks supported.
559. Print "PAID BY BANK DRAFT" on the customer's bill.
Bill History
560. Unlimited history is available.
561. Transaction date, amount and running balance are shown.
562. Number of years of history is determined by a control table.
563. Excess history can be purged (deleted) and archived off-line.
564. History search is available by date range, charge type, or
geographic area.
565. A bill history report is available on-line.
Usage History
566. Unlimited history is available.
567. Number of years of history is determined by a control table.
568. Excess history can be purged (deleted) and archived off-line.
569. History search is available by date range or utility type.
570. A usage history report is available on-line.
571. A usage history bar chart is available on-line.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 74
156
Response Code
Exhibit A - Functions/Features Questionnaire
14ft Billing Response Code
Collection Activity
572. User -defined collection activity types (Letter, Lien etc.).
573. Collection history is unlimited (Date, Activity Type etc.).
574. Collection profile report is available by customer.
575. Standard collection letters are unlimited and user -defined.
576. Personalized correspondence is available via word processor.
577. Credit extension dates and terms are provided.
578. Active credit terms can be used to suspend service shutoff.
579. Credit Rating is user -defined.
580. Running 12 -month late/partial payment history provides a snapshot
credit rating.
581. Running 12 -month Past Due/Reminder/Shutoff history provides a
snapshot credit rating.
Deposits
582. Multiple deposits are available by customer.
583. Interest rules are user -defined and table -maintained.
584. Deposit refund rules are user -defined and table -maintained.
585. Refunds are automatically credited to the bill when refundable.
586. Refunds can be credited to the bill by user request at any time.
587. Refunds can be refunded by check request at any time.
588. Deposit recalculation upon shut-off notice using user -defined
calculation method.
Discounts
589. Unlimited discounts are available per customer.
590. Discount types are user -definable (senior citizen etc.).
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 75
157
Exhibit A - Functions/Features Questionnaire
Utility Billing
Response Code
591. Percent discounts can be set up by customer, and charge type.
592. Flat amount discounts can be set up by customer, and charge type.
593. Start Date and End Date control billing activation.
Penalties & Interest
594. Penalties, and calculated interest, can be assessed on late payments
according to a user defined table for each utility (water, sewer, waste,
etc).
595. Penalties are applied after a system specified number of days
automatically on an average daily balance on past due amounts.
596. Ability to print a monthly penalty report.
597. Ability to flag selected accounts as exempt from receiving past due
notices.
598. Ability to automatically access a charge to an account if a shut-off
notice is issued.
599. Ability to calculate interest on the average daily balance of past due
amounts including penalties.
Flat Charges
600. Unlimited flat charges are available per customer.
601. Unlimited flat charge types are user -defined.
602. Flat charges can have a (rate * number of units) computation.
603. Start Date and End Date control billing activation.
.Recurring Charges
604. Unlimited recurring charges are available per customer.
605. Charges can be either a recurring debit or credit amount.
606. Original amount, paid to date and balance are maintained.
607. Start Date and End Date control billing activation.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 76
it"11
Pi
Exhibit A - Functions/Features Questionnaire
oflity Billing Response Code
Purchases
608. Unlimited purchases are available per customer.
609. Start Date and End Date control billing activation.
610. Paid to date and outstanding balance are maintained.
611. Original amount and number of installments are maintained.
612. Reconciliation of water purchased to water sales.
Installment Payments
613. Unlimited installment payment plans are available per customer to
pay off seriously delinquent balances.
614. Installment payoff amounts are separately itemized on the bill.
615. Paid to date and remaining balance are automatically updated.
616. Start Date and End Date control billing activation.
Payment Assistance
617. Unlimited payment assistance plans available per customer.
618. Flat credit per bill is available.
619. Block grant with a declining balance is available.
620. Start Date and End Date control billing activation.
Messages, General (1000 characters minimum)
621. Unlimited date -keyed message entries for any purpose.
622. Start Date and End Date control activation.
Messages, Customer Bill (1000 characters minimum)
623. Free -form message lines print on the customer's bill.
624. Start Date and End Date control activation.
Messages, Work Orden (1000 characters minimum)
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 77
159
Exhibit A - Functions/Features Questionnaire
Utility Billing
625. Free -form message lines print on the customer's work orders.
626. Start Date and End Date control activation.
User -Defined Fields
627. At least ten open alpha -numeric fields into which the user can put
future data.
Premise/Service Address
628. Each physical service connection has a unique Premise Number,
plate lot, folio number, and geographic code.
629. Premise serves as the main "building block".
630. Premise Number stays constant.
631. Multiple customers per Premise (Active, Moved Out etc.).
Cross -Connection Control (Backflow Prevention)
632. Backflow device maintenance is fully supported.
633. Unlimited Backflow test history is automatically maintained.
634. Unlimited Backflow mailing history is automatically maintained.
635. All Backflow letters are user -defined in word processing software.
636. Backflow letters can be mailed in user -defined groupings.
637. Backflow reporting / testing forms meet current State and Federal
mandates.
Meter Maintenance
638. Ability to identify meter by type and size.
639. Ability to define and maintain a customer service charge schedule
by meter size.
640. There can be unlimited multiple meters per Premise.
641. Meter must have a meter location within the Premise.
642. Each meter can have its own usage rate code.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 78
160
Response Code
Exhibit A - Functions/Features Questionnaire
lutilit n
.V Billing
643. Meter types can be: Simple one -dial.
644. Meter types can be: Compound (multiple dials).
645. Meter types can be: Multiple registers billed at different usage
rates.
646. Meter types can be: Master/sub meters with all usage added
together.
647. Meter types can be: Master/sub meters with all meters billed
separately.
648. Meter types can be: Deductive meters with one meter's usage
subtracted from the master meter.
649. User -defined meter status (Customer, Inventory etc.).
650. Add new meters to inventory at any time.
651. Remove old meters at any time.
652. Swap out (exchange)meters and combine usage from both meters
on the next bill.
653. Read routes and meters per route are unlimited and user -defined.
654. Read routes can be resequenced automatically by: fixed increment,
time read or account number.
655. Read routes can be merged automatically.
656. Multiplier factor (5 decimals) can be used to adjust raw usage.
657. Ability to set the percentage above or below that determines the HI -
LOW usage on a meter.
Meter Reading
658. Interface is available to multiple AMR devices.
659. Allows for manual entry of a meter read.
660. Prints a list of all accounts in meter route sequence.
RFP NO.: 1-97/98
DATE: 10/14/97
CITY OF MIAMI BEACH
79
161
Response Code
A
Exhibit A - Functions/Features Questionnaire
n
u0tv Billing Response Code
661. Shows calculated usage from the previous reading automatically
when the current reading is entered.
662. Download routes by Read Route or Billing Cycle.
663. Download multiple non-consecutive Routes or Cycles.
664. Estimate missing readings based on last billing period.
665. Estimate missing readings based on billing as of one year ago.
666. Estimate missing readings based on the average of the previous "x"
months.
667. Reread meters with a specially -generated reread work order.
668. Force estimated reads for entire routes.
669. Can correctly process meter readings that rollover from readings of
1199911 to 110001V.
670. Ability to enter a meter change without interruption of the billing
cycle and final reading.
671. Report on HI and LOW usage for every cycle that is read.
672. System flags customers whose readings are outside the normal
range during entry or edit of the readings.
673. Ability to maintain reading instructions by service meter and to
print instructions on the route listing. Instructions should include
location and warning information. Example: Beware of Dog.
674. System prints a report on all meters that were not read and the
reason it was not read. Example: Broken meter.
Customer Status Changes
675. Move In checks to see if the prior occupant has moved out.
676. Move In can automatically "move out" prior skipped customer.
677. Move Out automatically creates a final bill.
678. Transferred customers take their deposit(s) with them.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 80
162
Exhibit A - Functions/Features Questionnaire
I
Utility Billing Response Code
679. Transferred customers take their bill history with them.
680. Transferred customers take their account balances with them.
681. Change a customer's account number with one transaction.
682. Maintain old account number for future cross-reference.
683. Add new customer records easily (new development).
684. Builder -to -owner transfer of billing responsibility using a single
screen.
685. Multiple builder -to -owner transfers using a single screen.
686. Ability to have terminated service revert automatically to owner.
Billing
687. Ability to bill on a cyclic basis by cycle/route according to a
geographic code contained in a master record.
688. Ability to allow different billing types and rates. Example:
Residential, Business, etc.
689. Billing to be handled in a batch process.
690. Allows for water accounts to be sewer exempt.
691. Preview mode is available for test billing runs.
692. Billing register is printed after each billing cycle. The following
fields are included: Account #, Account Name, Usage, Past Due
Amount, Current Charges, Total.
693. Report that shows accounts that have had more than X amount of
estimated reads. X being defined in a system control table.
694. Final bills can be created on-line for one or more customers.
695. Off -cycle bills can be created for one or more customers.
696. Rate codes are unlimited and user -defined.
697. GL Interface is via a general journal transaction file.
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 81
163
Exhibit A - Functions/Features Questionnaire
Utility Billing
698. Reports that tracks total consumption by cycle, by month, by year.
699. Report that shows consumption by class of service.
700. Report that shows aging for all customers in all cycles.
701. Report that shows consumption for a range of customers; for
example, top 10, top 100.
702. Interface to multiple general ledger vendors is available.
703. Bank drafts adhere to the standard NACHA Format.
Rates
704. Unlimited flat charges are available.
705. Unlimited usage tiers are available.
706. Ability to charge a different water rate for each account type,
independent of sewer rates.
707. Mid -period rate changes are automatically prorated.
708. Flat charges are prorated for move ins and move outs.
709. Ability to calculate a utility tax to be included on customer bills as
a X% of the utility and customer service charge.
710. Ability to handle one-time and recurring miscellaneous utility
charges.
Bill Printing
711. Bill Forms include: Bill (any custom style).
712. Bill Forms include: Reminder Notice.
713. Bill Forms include: Past Due Notice.
714. Bill Forms include: Shutoff Notice.
715. Deposit recalculation according to user -defined formula when
Shutoff Notice is sent.
716. Bill printing is separate from bill calculation.
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Exhibit A - Functions/Features Questionnaire
Utility Billing
717. Reprinting of bills can start at any point.
718. Bill printed will cover all services one 1 bill per customer.
719. Bill includes a return stub so that cash receipts can be read with an
optical character reader, scanning the account number and the
amount paid. This interfaces with LOCKBOX payments.
720. Bill print files can be exported to a service bureau.
721. Ability to create a manual invoice on the computer for special
services like: additional meter, unmetered usage, labor charges for
installation of new meter, etc.
722. Ability to bill customer even when there are no water or sewer
charges.
Payment Entry
723. All payment entry is on-line, by batch.
724. Batch Number and Date can be automatically assigned.
725. Multiple users can open multiple simultaneous batches.
726. Existing payments can be located across all batches.
727. Duplicate payments are flagged when entered.
728. Running Batch Total 1 is updated automatically.
729. Running Batch Total 2 is used for one check/multiple payments.
730. Partial payments can be directed to specific line items.
731. Partial payments can be allocated automatically via a user- defined
payment Priority Code sequence.
732. An on-screen batch balance listing is always available.
733. Lock Box interface automatically builds a batch.
734. Receipt printing is activated with a button click.
735. Cash drawer activation is activated with a button click.
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0
Exhibit A - Functions/Features Questionnaire
Utjlitv Billing
Response Code
736. Ability to issue a credit as required, and print credits.
737. Accepts payments of cash, checks, credit cards and debit cards for
deposits.
Adjustment Processing
738. Adjustment types are unlimited and user -defined.
739. Adjustment history is unlimited.
740. Multiple adjustments are possible per billing cycle.
741. Report that shows all adjustments made for a specific period of
time.
742. Refund credit balances with a credit adjustment to the customer.
743. Refund credit balances with a check transaction to A/R.
744. Refund deposit balances with a credit adjustment to the customer.
745. Refund deposit balances with a check transaction to A/R.
746. Adjust past usage with a single transaction.
747. Back out all billed details for NSF returned checks.
748. Automatically assess a user -defined NSF penalty.
749. Automatically "lien" delinquent accounts and export a file.
750. Write off all or part of a delinquent balance.
751. Export a file of write-offs to a third party.
Transaction Posting
752. Post payments to customer accounts by batch date.
753. Post adjustments to customer accounts by batch date.
754. Post multiple batches simultaneously.
755. Show all payments posted by their Revenue and A/R Cash
Accounts.
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Exhibit A - Functions/Features Questionnaire
Utility Billing
756. Automatically create new records for posted write-offs.
Work Orders
757. Work orders can be used for move ins, move outs and transfers in
order to get a starting or ending meter reading.
758. All work order types are user -defined (Leak, Broken Meter etc.).
759. Work order types are unlimited.
760. Work order processing supports creation, printing, dispatching
and logging in (finishing).
761. Comments can be entered by the dispatcher or the worker.
762. Start and ending times calculate elapsed time.
763. Labor charges and Employee payroll data can be added to any work
order, selected from a user -defined labor rate table.
764. Material charges can be added to any work order, selected from
a user -defined materials table.
Code Table Maintenance
765. All major codes are user -maintainable.
766. Each code list is available in printed format.
Storm Water
767. The system allows for the logical grouping of accounts by
parcel(folio) /plate lot.
768. The system allows for multiple accounts per parcel(folio)/plate lot
and/or one account in multiple parcels(folios)/plate lots.
769. The system tracks total square footage of impervious area for each
account and for each parcel(folio)/plate lot.
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DATE: 10/14/97
CITY OF MIAMI BEACH
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Utility Billing
770. The system balances the number of square feet of impervious area (or
improved sq. footage, whichever applies) in a parcel/plate lot to the
sum of square feet of impervious area (or improved sq. footage,
whichever applies) of all accounts contained within the
parcel(folio)/plate lot. Additionally, the system balances the number
of Residential units in a parcel(folio)/plate lot to the sum of the
number of Residential units in all accounts contained within the
parcel(folio)/plate lot.
771. The system allows for flexible fee calculations (with or without
applicable fee reductions) based on a combination of factors which
include square footage of impervious area, type of use (residential,
non-residential, unimproved, or mixed use.) etc.
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DATE: 10/14/97 86
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Exhibit A - Functions/Features Questionnaire
Complete the following section if you are submitting a proposed solution for the PayrolUHuman
Resources system.
Payroll/Human Resources Section
Global Characteristics
772. Can your system accommodate a minimum of 3000 (full time, part time and temporary)
employees?
773. List all the component modules of your Payroll/Human Resources system.
774. Are all modules integrated such that they share common data and can be populated with a single
entry?
775. Describe how your system supports event-driven/date sensitive changes.
776. Describe how your software allows decentralized access and administration by non-technical
users.
777. Describe your system's ability to access, update, and report on current and selected historical data
online, for both distributed and centralized users?
778. Describe how a user accesses the database to select information for update or viewing purposes.
779. Does your system provide the ability to add fields unique to our environment? Describe how this
is accomplished. How are they added to the data dictionary?
780. Describe the editing capabilities of your system that are applied online at the point of information
entry.
781. Can your system accommodate employees who work full time for benefits but work in two or
more positions in different departments at different rates of pay?
782. Describe your system's Help facility. Does it enable adding customized help text for procedural
instructions?
783. Are there means to setup a custom work -flow so that users follow simple instructions on how
to proceed?
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Exhibit A - Functions/Features Questionnaire
784. What type of Audit Trail or Log files are maintained?
785. List the rules tables and reference tables used by your system. Provide a short description of
each one and explain the purpose each one serves. List the capacity of each table.
786. Does your system provide a rules table for defining all types of deductions and allowances? If
so, list the capacity of this table, describe the methods of calculation available and explain how
the rules table would have to be set up to handle the following situations:
■ A deduction is valid only for members of specific unions.
■ The "pensionability" of an allowance depends on which pension plan the employee
belongs to, the employee start date, and the employee's age.
■ An allowance is valid only for employees with certain occupation codes.
787. Describe how tables are maintained. Are these lists user maintainable and open-ended?
788. Describe how your system maintains and stores historical data.
789. Can history be updated online?
790. Can users view data for a particular point in time online?
791. Is an archive facility provided to purge history to magnetic or optical media?
792. Does your system provide a facility to restore archived history to production files?
793. How many years can be kept on-line?
HUMAN RESOURCES
General Human Resources
794. Provide a brief description of the features and capabilities of your human resources system.
795. Describe the standard HR reports included with your system.
796. Is your system delivered with ready -to -use fields and screens to meet most human resources
requirements?
797. Does your system require that all basic human resources data be entered and accepted for an
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Exhibit A - Functions/Features Questionnaire
employee prior to allowing the employee status code for that person to be set to active?
798. Does your system identify each employee by his/her social security number? List any alternate
identification elements/methods?
799. Does your system provide an "Employee Self -Service" module where he/she can lookup any
information pertaining to their employment record? Is this available as an Intranet?
Organization Management
800. Explain how we define our organizational structure in your system. Must we use structure
components that you have predefined or can we define our own?
801. How many organization levels can be defined in your system? How are the relationships
between those levels defined?
802. Describe how an entire department can be transferred to another part of the organization. How
is employee data changed?
803. How do you support the transfer of data to an organization charting system?
804. Describe how positions are identified in your system.
805. Discuss how your system defines the relationships between workers and positions.
806. Does your system contain a facility to set up a "position database" in which each and every
position is established independently of being occupied by a particular person?
807. Describe how the user defines the knowledge, skills, abilities and other characteristics that
identify the requirements for a position.
808. What are the standard attributes of a position (e.g., company, organization, grade level, job code,
title, space requirement, description, status, etc.)?
809. How would a position have a status associated with it, such as "authorized" or "planned", or
both?
810. Does your system allow the user to establish characteristics on a position such as:
■ EEOC job code
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Exhibit A - Functions/Features Questionnaire
■ Full-time/Part-time/Fluctuating indicator
■ Job title
■ Normal hours for the position
■ Normal salary for the position
■ Evaluation factors for the position
■ Position narrative for job posting
■ Budget data
■ Eligibility for Holiday Pay
■ Eligibility for Flexible Part -Time
■ Eligibility to earn Leave time
■ Eligibility for Overtime
■ Variant Pay
■ Alternate Holiday Work
■ Job Risk Factor
811. Describe how positions can be defined as temporary?
812. Describe how positions can be assigned or linked to a reporting position?
813. Describe in detail your product's position control/requisition management capabilities.
814. Does your system provide for requisition control (i.e., list of open requisitions by department,
filled requisitions by department, by whom, replacement or addition, transfers with requisition
number, date effective, department to and from)?
815. Provide information on the data elements specifically related to personnel requisitions.
816. Describe your support for EEO reporting. Do you produce the EEO -1, EEO -4, and EEO -6
reports in a format ready for filing?
Attendance/Leave
817. How does the system track leave for employees?
818. Describe how leave adjustments affects the balance on each accrual code?
819. Describe how we would set up thresholds so that excessive use of any code is reported?
820. How does the system accommodate donated time from one employee to another?
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821. Can the system handle a "Pool Account" where employees can donate time?
Compensation
822. Provide an overall description of how your software handles the Compensation function (i.e., the
administration of salaries, the management of the performance appraisal process, and the
maintenance of salary and performance history).
823. Is your software capable of producing a total compensation profile/display of all pay components
(i.e., overtime, base, variable/incentive plans, shift differentials, donated sick leave, family leave)
with effective dates?
824. Does your system store salary grade structures in tables?
825. Is your software able to handle variable compensation plans for a wide group of employees?
Example: Some employees are on a grade/step system, others are on pay per performance within
a range.
826. Can your system handle employees who are "defaulted" their standard hours and employees were
time must be positively entered?
827. Does your software provide full compensation history capability with effective dates for all
compensation payments and eligibility dates for payment?
828. Describe types of scheduling available (e.g. Mon -Fri 8-5, 24 on - 48 off).
829. Does your system provide the capability to make internal and external comparison of pay scales
and salary structures.
830. Does your software provide an online salary/merit matrix and salary planning
worksheets/spreadsheets for supervisory use? If so, describe.
831. Does your system allow for the tracking of employee performance appraisals?
832. Is your system capable of generating salary review notices prior to an employee's salary review?
833. Is your software capable of modeling the effects of future merit or other compensation plans?
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Exhibit A - Functions/Features Questionnaire
834. Does your system provide maintenance of executive compensation data (i.e., dates, types, and
amounts) including performance based pay compensation?
835. Does your system enable individual calculations of compensation data such as percent of range,
percent/amount of salary change and annualized percent of change?
836. How does your system support multiple salary change types effective on the same day?
Example: Union A is getting a 2% COLA on October 1, and Union B is getting a 3% COLA.
How would this be implemented.
837. Describe how your system supports the recording, tracking, and management of non-cash
compensation items.
838. Describe how you support the entry of future dated changes (e.g., salary, termination, promotion,
transfer).
839. How does the system flag employees so that they don't get paid before their start date and after
their term date?
Benefits
840. Describe the structure within which all benefit programs are defined. Explain your benefits
program/plan structure hierarchy, Include its ability to handle multiple plans. Is the plan
definition able to be date sensitive?
841. What limits are there to the number of benefit programs, plans, or types of participation?
842. Describe how a new plan is added within a program.
843. Does your system allow for two different benefit plan designs to be active during the same time
frame? For example, a benefit plan is defined one way for current year processing, but is defined
differently for next year enrollments.
844. Does your system provide for the maintenance of health and welfare benefits information? Does
this information include employer and employee benefit contributions, plan participation,
dependents, beneficiaries, medical claims, etc.?
845. How are benefit program/plan eligibility rules established in your system?
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Exhibit A - Functions/Features Questionnaire
846. Describe how your system supports definition of a default benefit plan(s) or program(s) into
which individuals are enrolled if no enrollment selections are specified by the individual.
847. Can your system track dependent information independent of benefit participation?
848. Does your system provide the ability to conduct "what if' calculations for health and welfare
benefit costs?
849. Does your system accurately determine the insurance premium amount(s) (both employee and
employer) for each employee, depending on the type of insurance and the amount of additional
coverage?
850. Does your system report all changes in insurance enrollment so the appropriate carriers can be
notified?
851. Does your software allow for production of employee communications under administrator
control with a suite of standard letters? If so, describe.
852. Does your software support employee benefits history maintenance including dependent and
beneficiary information? If so, describe.
853. Does your system generate output (i.e., magnetic tape) for insurance carriers indicating premium
payment data, and all changes which have occurred with respect to enrollment?
854. Does your system enable the Human Resources Department to input and manage a variety of
insurance coverage data to include the following types:
■ Life insurance
■ Medical insurance
■ Dental insurance
■ Long term disability insurance
■ Accidental death and dismemberment insurance
855. Does your system allow enrolling employees into one or more insurance plans, with verification
that an employee is eligible for the respective enrollment?
856. Does your system automatically adjust insurance amounts (when appropriate) as salary
adjustments are processed?
857. Does your system track physical exam data?
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Exhibit A - Functions/Features Questionnaire
858. How does your system handle the employee and employer premium payments when an
employee goes on a leave of absence?
859. Does your system support a variety of employee benefits for record keeping purposes (e.g.,
uniforms, equipment, books, etc.)?
860. Does your system enable retirees to be enrolled in one or more insurance plans? Does it maintain
the enrollment date for all plans for each individual insured, allow input of years of service to
determine percentage of premium to be paid, and allow for variable due dates.
861. Does your software provide timely and accurate data for benefit statements? if so, describe.
862. Does your'software easily provide a summary statement of compensation and benefits by
employee?
863. Can your system handle multiple pension options simultaneously for the same employee?
Staffing
864. Describe how your system tracks the following employee data:
■ New hires and rehires
■ Promotion, demotions, transfers
■ Temporary, consultant, vendor
■ Reclassification
■ Terminations, resignations
■ Inactive status
■ Retirees and beneficiaries
865. Describe how your system tracks employee history.
866. Describe how your system defines the minimum data required for new or rehired workers.
867. Is a field for rehire consideration provided? Does this system provide a cross- validation check
of the rehire consideration code?
868. Does your system have a function which automatically establishes a tickler/diary for such items
as license renewal, performance review, etc.? Please describe how this is accomplished.
869. Does your software support employee demographic data maintenance (e.g., name and address,
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Exhibit A - Functions/Features Questionnaire
relevant dates/status, emergency contact data, immigration reform data, etc.)? If so, describe.
870. Does your software support employee status change data maintenance (e.g., status, salary, job,
transfer, promotion, termination changes, etc.)? If so, describe.
871. Describe how transfers are processed by your system.
872. Does your system provide the online ability to locate employee data using any of the following
as search criteria:
■ Employee number
■ Employee Social Security number
■ Employee last name
■ Employee partial last name
■ Employee address
■ Employee maiden name (former name)
■ SOLNDEX on last name
873. Does your system accept entry of new employee data prior to the hire date?
874. Does your system accept entry of terminated employee data prior to the termination date?
875. Does your software record and track employee specialties, lines of business experience, and
work strengths? If so describe.
876. Is your software able to maintain additional data on an executive such as individual development
plans, job rotation assignments, detailed performance assessments, strengths, areas for
improvement, key accomplishments, backstop/potential successor data, etc.? If so, describe.
877. Describe your system's employee profile turnaround document?
878. Is your software able to perform turnover analysis by a variety of factors? If so, describe.
879. Does your system track warnings online? Is warning history automatic?
880. Are exit interviews recorded online?
881. Does your system support COBRA? If so, describe how COBRA options and plans are defined
in the system.
882. Does your product support multiple incumbents per position, one position per incumbent, or
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Exhibit A - Functions/Features Questionnaire
both? Please explain.
883. Does your software maintain promotability and readiness indicators on employees? If so,
describe.
884. Does your system have the ability to match open personnel requisitions (by job code) to potential
employment candidates in the applicant file?
885. Does your system have a facility to identify existing employees with the best "fit" for a particular
position?
Applicant Tracidng
886. Describe your applicant tracking features.
887. Does your system enable the Human Resources Department to enter basic applicant data plus
the following personnel data:
■ Company code
■ Applicant name
■ Applicant Social Security number
■ Applicant address, city, state, zip code
■ Applicant home telephone number
■ Applicant business telephone number, extension
■ Applicant sex code
■ Applicant ethnic code
■ Source of information
888. Describe your system's resume tracking capability.
889. Describe your system's resume scanning and OCR capabilities.
890. Describe how your system handles an applicant that applies for multiple jobs. Are there any
limitations?
891. Does your software provide job descriptions/functions/competency sets maintained for online
access, with the ability to match applicant/employee against job requirements? If so, describe.
892. Does your system provide the ability to maintain a file of potential candidates for future job
openings?
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Exhibit A - Functions/Features Questionnaire
893. Is your software able to perform a "skills search" of employees enterprise -wide in order to
generate candidate lists? If so, describe.
894. Describe how your system creates an employee record from applicant data once an applicant is
hired without having to re -input applicant data.
895. Is your software able to create, maintain, and report on a "prospect"? If so, describe.
896. Does your system provide the ability to retain information about internal applicants?
897. Will your system track the source of employment?
898. Does your system track applicant skills and education?
899. Does your system allow automatic purging of an applicant's record after a user- defined period
of time?
Training and Development
900. Describe how your system tracks training requirements and training received.
901. Describe how your system identifies those individuals who require additional training to meet
the skill requirements of the position(s) held.
902. Describe how your system enables the scheduling of training classes.
903. Describe how your software tracks employee formal education (i.e., schools attended, dates,
degrees received, major/minor, etc.).
904. Describe how your system enables tracking:
■ seminar attendance data.
■ license and renewal information.
■ skills inventory information.
905. Describe how your system enables the collection and maintenance of training course data (e.g.,
course code, title, description, duration, etc.).
906. Can your system produce a report of certain user selected required skills with a list of
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Exhibit A - Functions/Features Questionnaire
employees/applicants that meet the requirements?
Risk Management
907. Does your system provide injury/illness data for each employee and support generation of
required OSHA, Workers Compensation and Accident Tracking reports?
908. Can your system monitor or produce a list of all City workers and drivers license number for
verification annually?
909. Can your system compute an employee's Workers Comp amount based on date of occurrence,
time frame, maximum allowable amount, etc.
910. Explain how the system tracks multiple accidents per employee.
911. Can we set a limit on how many weeks an employee can be paid Workmens Compensation? If
so, explain how this is done.
912. Will the system prevent a user from entering Workmens Compensation after closing an accident?
913. Can your system maintain Material Safety Data Sheets for all materials used at each facility?
914. Does your system provide the capability to match employee restrictions data to job requirements
to administer a modified work duty program?
915. Does your system provide the capability to record and analyze safety-related training records?
If so, does the system report when retraining is due?
Labor Relations
916. Does your system enable grievance tracking?
917. Does your system maintain employee/group grievance tracking capability with grievance
identification, employee identification, contract provision, resolution status, and descriptive
details?
918. Does your system enable corrective action tracking?
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Exhibit A - Functions/Features Questionnaire
919. Does your system have the capacity for employee corrective action history, including date action
taken, level of action and reason?
920. Does your system provide maintenance of bargaining unit, seniority, and layoff/recall rights
data?
921. Describe how your system supports tracking those individuals who are authorized to perform
labor contract negotiations for our organization.
922. Describe how your system allows identification of multiple union memberships for a single
individual.
923. Describe how your system supports identification of Union/Shop Steward positions.
924. Does your system facilitate tracking the time spent on union activities?
925. Does your system track Union information such as NLRB Certification/De- certification?
926. Does your system support tracking the contractual provisions of a Labor Agreement?
927. Does your system print a list of employees who are eligible to vote in union negotiations, as well
as elections of union officers?
PAYROLL
General Payroll
928. List the pay cycles supported by your system.
929. Does your software provide the flexibility to define salary individually by employee, as well as
by a range of step increases or min/max/mid-points defined by a position?
930. Does your system do exception pay processing where only changes need to be entered each pay
period? Can it handle mix -mode of positive entry and exception pay?
931. Does your system do forced entry processing where all payroll data needs to be entered each pay
period?
932. Describe standard payroll reports, consistency reports, audit control reports, leave history reports,
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Exhibit A - Functions/Features Questionnaire
etc. provided with your system.
933. Describe how your system identifies pay period begin and end dates, and check dates.
934. Can your system define installation -specific holidays to ensure that checks will not fall on
holidays?
935. Describe how your system supports automated retroactive pay adjustments, both on a global
level, union level and for individuals?
936. Describe your system's online check writing capabilities.
937. Does it allow for checks to be "signed" with a supplied font? If so, list any specialized printer
for this process to work.
938. Explain how checks are canceled with your system.
939. Can you process multiple separate checks for an employee in a single pay run?
940. Can additional payments be made to individual employees during normal payroll processing,
with each payment treated as a separate entity to avoid excessive taxation?
941. Can an advance payment be made and an associated declining balance be established, allowing
the employee to pay the advance back over several pay periods? If so, describe.
942. Can your system process a reduction in pay, through the creation of a negative adjustment, that
does not affect reported hours?
943. Can the account distribution information be changed on a one-time basis?
944. How can hour and dollar balances be adjusted through online entry?
945. Describe how your system supports paid time off accruals.
946. Describe how your system supports special payroll runs for bonuses or adjustments that are "off -
cycle"?
947. Does your system pay both hourly and salaried employees?
948. Does your system support exempt and non-exempt employees?
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Exhibit A - Functions/Features Questionnaire
949. Can payroll calculations be done multiple times without updating the database? In other words,
is there a "preview" mode to see what would happen in this payroll run.
950. Are hour and dollar balances available for month to date, quarter to date, year to date, and Fiscal
to date at the employee level?
951. Describe how your system tracks leave hours taken.
952. Can the system be setup so that attendance is Not archived? This is so that we can have
attendance information for as long as we wanted.
953. Does your system track sick leave usage by day of the week? This would allow us to do a report
that shows how many times an employee has been out sick on a Friday or Monday.
954. Describe the information that prints on the pay stub. Is the pay stub large enough to
accommodate all the relevant data describing all deductions and accrued leave times?
955. Can online inquiries be done on:
N Checks.
■ Earnings or deduction detail.
■ Balance adjustments.
a Direct deposit information.
R Year-to-date balances.
956. How would we process a check that was lost by an employee? Explain the void and re -issue
process.
957. Can the system allow importing of an ASCII file containing adjustments to payroll?
Direct Deposit
958. Does your system provide the ability to have multiple direct deposit accounts defined for each
employee?
959. Does your system meet NACHA (National Automated Clearing House Association)
prenotification requirements?
960. Does your system support the direct deposit of the total net and/or only a portion of the net?
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Exhibit A - Functions/Features Questionnaire
961. Does your system support direct deposit magnetic tapes in NACHA, Floppy, and/or electronic
format?
962. Does your system provide an online direct deposit display, including the amount, transit number
and account number for each direct deposit actually taken?
963. How does your system verify the transit number of a bank?
Earnings Processing
964. Describe how employees can have multiple jobs and multiple pay rates?
965. What is the limit to the number of earnings categories that your system can accommodate?
966. Do you deliver your system with the following earnings categories:
■
Holiday Worked Pay.
■
Jury Duty-
■
Military. Leave.
■
Moving Expense Reimbursement.
■
Multiple types of Overtime Pay.
■
Nontaxable Retirement Pay.
■
Taxable Retirement Pay.
■
Multiple types of Shift Differential.
■
Company Car.
■
Work -Study.
■
Multiple types of Retirement Plans.
967. Does your system calculate and maintain tax-deferred earnings?
968. Describe how your system distinguishes between nonworked hours, overtime hours, and regular
and leave hours?
969. Does your system provide an online earnings detail display by check or advice, giving each
earnings category with its associated hours, amount, account distribution code, and pay period
date?
Deduction Processing
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Exhibit A - Functions/Features Questionnaire
970. Can your system calculate deductions based on the calculated result of another deduction? If so,
describe how this is done.
971. Does your system support both gross -to -net and net -to -gross calculations?
972. Does your system accommodate standard deductions in addition to user -defined deductions
without program modification?
973. Describe how your system handles deduction arrears processing. Include an explanation of how
cash payments of arrears by employees are handled.
974. Can you specify whether to take all of the deduction, take none of the deduction, or take as much
as possible?
975. How does your system handle the pre -payment of deductions when an employee anticipates little
or no pay"
976. Describe how the rules for deduction calculations can be modified without program changes?
977. Does your system permit changing the order in which deductions are processed without
programming changes?
978. Does your system provide the ability to specify whether a deduction should reduce gross pay
before or after the calculation of taxes?
979. Does your system provide the ability to specify computation requirements for a deduction, such
as:
■ it is a flat amount.
■ it is a percent of a specific base.
■ it is applicable to all or only a group of employees.
■ its calculation is to invoke special processing.
■ it is equal to I hour's pay
■ it is equal to 1 hour's pay of a specific occupation
■ it is split such that part of it is "pre-tax" and part "post -tax".
980. Does your system specify whether balances are to be maintained as quarter -to -date, year-to-date,
employment -to -date, or fiscal -year-to-date?
981. Can your system specify whether a deduction is to be taken at the following frequencies:
For semi-monthly payrolls:
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Exhibit A - Functions/Features Questionnaire
All payroll cycles.
Only in the first cycle for a month.
Only in the second cycle of the month.
For biweekly payrolls:
All payroll cycles.
All cycles except the third in a month.
Only during the first cycle of a month.
Only in the second cycle of a month.
For weekly payrolls:
All payroll cycles.
All cycles except the fifth in a month.
Only the first or second or third or fourth cycle of a month.
Only the first and third cycle of the month.
Only the second and fourth cycle of the month
982. Describe the type of accounting and reporting activities your system provides in order to support
a U.S. Savings Bond purchase program.
983. Once a garnishment has been withheld from an employee's check, describe how your system
disburses the associated dollars to the appropriate vendor (originator of the garnishment order).
984. Does your system have an automated means of ensuring that each vendor's guidelines concerning
garnishment payment and the attachment of fines are being followed?
985. Describe the wage attachment/garnishment reporting activities provided by your system.
986. Does your system provide the means to specify which deductions should be taken on a pre-tax
basis?
987. Can a deduction be specified as reducing the taxable base, such as deductions for Flexible
Spending Accounts, 401(a) plans, 457 plans, or IRAs?
988. Does your system support the definition, calculation and reporting of company contributions
without affecting employee data?
989. Can company contributions be related to specific employee deductions to ensure that the
company contribution and the employee deduction are in sync?
990. Can gross -to -net detail be viewed online by check or advice?
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 104
Exhibit A - Functions/Features Questionnaire
Tax Processing
991. Does your system support quarterly reporting?
992. Describe how your system handles year-end processing.
993. Does your system maintain prior year tax data for year end processing purposes?
994. Does you- system support federal, state, and local taxes in the United States?
995. Describe how local, state, provincial and federal tax law updates are reflected in your system in
a timely manner.
996. Does your system handle the following tax calculation methods:
■ Regular pay calculation per federal and state requirements.
■ Aggregate method.
■ Flat rate method.
■ Cumulative method.
■ Daily/miscellaneous method.
997. Does your system have the ability to do tax calculations such as:
■ Flat amount.
■ Percentage of federal tax withheld up to an annual maximum amount which is then
subtracted from the subject gross.
■ Percentage of Basic Federal Tax (BFT)
■ A deduction from taxable gross based on annual federal tax.
998. Does your system handle FICA exempt or Medicare exempt tax processing?
999. Does your system allow tax calculations to be overridden for specified employees during payroll
processing?
1000. Does your system handle Earned Income Credit (EIC) tax processing?
1001. Does your system handle the processing of additional state and federal withholding tax?
Labor/Expense Distribution Processing
1002. Describe your system's labor distribution reporting capability.
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1003. Describe how your system supports user -defined reports for labor distribution data such as cost
centers, account numbers, current and prior time periods.
1004. Does your expense distribution system track benefit and accrual information?
1005. Does your expense distribution system organize data using the chart of accounts to feed into the
general ledger for the accounting period being processed?
1006. How would users modify the Labor Distribution file so that time worked could be charged to
work orders and/or jobs?
1007. Does your system provide the ability to report employee earnings by job class, organizational
unit, and account number?
1008. How does your system handle an employee that works overtime in another department so that
the overtime does NOT get charged to his/her normal department?
1009. Can the system transfer fringes, in addition to the overtime, when an employee works in another
department?
General Ledger Interface
1010. Does your system provide an automated General Ledger interface? If so, describe.
1011. Does your General Ledger interface carry entries for gross pay, insurance, deductions, taxes, net
pay, and employer contributions?
1012. Does your General Ledger interface carry entries needed for offset accounts such as cash,
deduction clearing, and net effect?
1013. Does your General Ledger interface handle accruals processing?
1014. Does the General Ledger interface validate account numbers against our Chart of Accounts?
1015. Does the General Ledger interface provide a means of reallocating amounts if an error is
discovered at the time of the interface? Can it be corrected in the payment history portion of the
payroll system with no impact on employee pay?
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 106
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Exhibit B - City Technology Profile
A. Overview
The City curren;ay operates a geographically -dispersed mix of technology platforms connected via a
wide area network. Several new technology requirements have been identified which are fundamental
to achieving the City's strategic initiatives. These new technology requirements formulate the City's
"Future" Technology Architecture. During the next few years, the City will aggressively migrate from
the current or "As -Is" Technology Architecture to the new, "Future" Technology Architecture.
B. "As -Is" Technology Architecture
Currently, the City operates the following technology platforms at its various operating locations:
1. Four (4)1-[P series 3000 minicomputers running under MPE/iX.
2. Ten (10) :Pentium servers with speeds ranging from 90 to 200 Mhz. All are running Novel
Netware 4. 1.
3. Approximately 400 PC's, of which about 350 are networked. Configurations range from the
minimum 486 running at 25 to 66 Mhz with 8 MB RAM, to Pentiums running at 100 to 166 Mhz
with 16 to 32 MB RAM. Most feature a 14" SVGA monitor and have from 800 to 1.6 GB hard
drives. CD-ROM drives are not standard. Fewer than 5% have FAX capabilities and internal
modems. About 98% operate under Windows 3.1. The City plans to migrate to a 32-bit OS by
mid 1998.
4. Most departments have at least one network printer. Network printers include HP 4si, HP5L,
HP6, HP 4-mv and HP 5m.
5. The City leases a 10 MBS WAN connection from Bell South. The HP 3000's are tied to an
Ethernet 802.3 backbone.
6. HP's running Computer Aided Dispatch and Emergency Response applications tie through a
Microvax SNA Gateway to Microwave MDTs.
7. Local Area Networks are currently 10 base T. Most network interface cards are currently "b-
link" for 11) base T. Some departments are expected to upgrade to 100 base T.
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C. "Future" Technology Architecture
A "Future" Technology Architecture includes:
1. Components required to access data from anywhere in the enterprise in a transparent fashion and
present it to users as information to make critical decisions.
2. Information repositories for data storage.
3. Data highways by which users access information.
4. Desktop and laptop computers where information is presented.
5. Software required to tie all these elements together.
Making the "Future" Technology Architecture a reality poses three major challenges. The Architecture
must:
1. Provide the required "additional" functionality.
2. Coexist and be integrated with the City's existing application and technology investments.
3. Be flexible, capable of changing rapidly according to the needs of the City.
To satisfy our requirements, several technology components have been identified including, but not
limited to:
1. Shared Database Systems - A foundation for all enterprise data so it can be accessed and
manipulated in a consistent fashion throughout the organization.
2. Client/Server Applications - Applications that can access large blocks of data from one or more
data servers and manipulate the data for presentation.
3. Local Area Networks (LANs) Shared storage, printing and file services, and connectivity to high
speed networks and other computing environments.
4. Laptop Computers - Mobile access to data via client/server applications and display information
on a graphical user interface.
5. High Performance Networks - Multi -protocol network connectivity providing high speed data
transfer between remote locations.
6. Open Systems - Adherence to industry standards able to coexist and inter -operate with other
systems.
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SECTION VIII - PROPOSAL DOCUMENTS TO BE COMPLETED
AND RETURNED TO CITY
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 109
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PROPOSER INFORMATION
Submitted by:
Proposer (Entity):
Signature:
Name (Typed):
Address:
City/State:
Telephone:
Fax:
It is understood and agreed by proposer that the City reserves the right to reject any and all
proposals, to make awards on all items or any items according to the best interest of the City, and
to waive any irregularities in the RFP or in the proposals received as a result of the RFP. It is also
understood and agreed by the proposer that by submitting a proposal, proposer shall be deemed
to understand and agree than no property interest or legal right of any kind shall be created at
any point during the aforesaid evaluation/selection process until and unless a contract has been
agreed to and signed by both parties.
(Authorized Signature)
(Printed Name)
(Date)
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DATE: 10/14/97 110
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REQUEST FOR PROPOSALS NO. 1-97/98
ACKNOWLEDGMENT OF ADDENDA
Directions: Complete Part I or Part 11, whichever applies.
Part 1: Listed below are the dates of issue for each Addendum received in connection with this RFP:
Addendum No. 1, Dated
Addendum No. 2, Dated
Addendum No. 3, Dated
Addendum No. 4, Dated
Addendum No. 5, Dated
Part 11: No addendum was received in connection with this RFP.
Verified with Procurement staff
Name of staff
(Proposer - Name)
(Signature)
Date
(Date)
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 111
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DECLARATION
TO: Jose Garcia -Pedrosa
City Manager
City of Miami Beach, Florida
Submitted this day of , 1997.
The undersigned, as proposer, declares that the only persons interested in this proposal are named herein;
that no other person has any interest in this proposal or in the Contract to which this proposal pertains;
that this proposal is made without connection or arrangement with any other person; and that this
proposal is in every respect fair and made in good faith, without collusion or fraud.
The proposer agrees if this proposal is accepted, to execute an appropriate City of Miami Beach
document for the purpose of establishing a formal contractual relationship between the proposer and
the City of Miami Beach, Florida, for the performance of all requirements to which the proposal pertains.
The proposer states that the proposal is based upon the documents identified by the following number:
RFP No. 1-97/98.
SIGNATURE
PRINTED NAME
TITLE (IF CORPORATION)
RFP NO.: 1-97/98 CITY OF MIAMI BEACH
DATE: 10/14/97 112
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QUESTIONNAIRE
Proposer's Name:
Principal Office Address:
Official Representative:
Individual
Partnership (Circle One)
Corporation
If a Corporation, answer this:
When Incorporated:
In what State:
If Foreign Corporation:
Date of Registration with
Florida Secretary of State:
Name of Resident Agent:
Address of Resident Agent:
President's Name:
Vice -President's Name:
Treasurer's Name:
Members of Board of Directors:
Ouestionnaire (continued)
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If a Partnership:
Date of organization:
General or Limited Partnership*:
Name and Address of Each Partner:
NAME
* Designate general partners in a Limited Partnership
ADDRESS
1. Number of years of relevant experience in operating similar business:
2. Have any similar agreements held by proposer for a project similar to the proposed project
ever been canceled?
Yes ( ) No ( )
If yes, give details on a separate sheet.
3. Has the proposer or any principals of the applicant organization failed to qualify as a
responsible bidder, refused to enter into a contract after an award has been made, failed
to complete a contract during the past five (5) years, or been declared to be in default in
any contract in the last 5 years?
If yes, please explain:
Questionnaire (continued)
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4. Has the proposer or any of its principals ever been declared bankrupt or reorganized
under Chapter 11 or put into receivership?
If yes, give date, court jurisdiction, action taken, and any other explanation deemed necessary.
5. Person or persons interested in this bid and Qualification Form
(have) (have not) been convicted by a Federal, State, County, or Municipal
Court of any violation of law, other than traffic violations. To include stockholders over
ten percent (10%). (Strike out inappropriate words)
Explain any convictions:
6. Lawsuits {any) pending or completed involving the corporation, partnership or individuals
with more than ten percent (10%) interest:
A. List all pending lawsuits:
B. List all judgments from lawsuits in the last five (5) years:
C. List any criminal violations and/or convictions of the proposer and/or any of its principals:
7. Conflicts of Interest. The following relationships are the only potential, actual, or perceived
conflicts of interest in connection with this proposal:
(If none, so state.)
The proposer understands that information contained in this Questionnaire will be relied upon by the City in
awarding the proposed Agreement and such information is warranted by the proposer to be true. The
undersigned proposer ,agrees to furnish such additional information, prior to acceptance of any proposal
relating to the qualifications of the proposer, as may be required by the City Manager.
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The proposer further understands that the information contained in thisuestionnaire may be confirmed
through a background investigation conducted by the Miami Beach PoliceDepartment. By submitting this
questionnaire the proposer agrees to cooperate with this investigation, including but not necessarily limited to
fingerprinting and providing information for credit check.
WITNESSES: IF INDIVIDUAL:
Signature
Print Name
WITNESSES:
Signature
Print Name
Signature
(Print Name)
WITNESSES:
Signature
Print Name
RFP NO.: 1-97/98
DATE: 10/14/97
Signature
Print Name
IF PARTNERSHII':
Print Name of Firm
Address
By:
(General Partner)
(Print Name)
IF CORPORATION:
Print Name of Corporation
Address
By:
President
Attest:
Secretary
(CORPORATE SEAL)
CITY OF MIAMI BEACH
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