VENDOR’S COST TO DEVELOP PROPOSAL for developing proposals in response to the RFP are entirely the obligation of the Vendor and shall not be chargeable in any manner to the City. WITHDRAWAL OF PROPOSALS Proposals may be withdrawn at any time prior to the submission time specified in this RFP, provided notification is received in writing. Proposals cannot be changed or withdrawn after the time designated for receipt. REJECTION OF PROPOSALS – WAIVER OF INFORMALITIES OR IRREGULARITIES The City reserves the to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City. PROPOSAL VALIDITY PERIOD Submission of the proposal will signify the Vendor’s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline and will become part of the contract that is negotiated between the City and the successful Vendor. CITY LICENSE The Vendor awarded said contract will be required to purchase a City Business License. PUBLIC DISCLOSURE NOTICE Under Washington State law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this request for proposals (the “documents”) become a public record upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. Documents identified as confidential or proprietary will not be treated as such if public disclosure laws take precedence. If the City receives a request for inspection or copying of any such documents provided by a Vendor in response to this RFP, it will promptly notify the Vendor at the address given in response to this RFP that it has received such a request. Such notice will inform the Vendor of the date the City intends to disclose the documents requested and affording the Vendor a reasonable opportunity to obtain a court order prohibiting or conditioning the release of the documents. The City assumes no contractual obligation to enforce any exemption. Any information contained in the proposal that the Supplier desires to claim as proprietary or confidential, and exempt from disclosure must be clearly designated,
Section III: Exhibits Exhibit A – Key Functional and Technical Requirements Exhibit B – Pricing Proposal Exhibit C – Customer References Exhibit D – Acceptance of Terms and Conditions of RFP Exhibit E – Sample City Contract Exhibit F – Non-Collusion Certificate Exhibit G – Non-Disclosure Agreement Exhibit H – City of Kirkland IT Vendor Security Policy and IT Cloud Security Policy Exhibit A – Key Functional and Technical Requirements This section includes the Requirements to be evaluated in this RFP. This document will become Section 3 of your RFP response. Use the electronic format provided with this RFP package. This is not a comprehensive list of all of the City’s requirements, but includes the key requirements that will be used to evaluate the RFPs and will be included as part of the signed contracts. Each item has been provided a ranking of R, I, N or E. A ranking of “R” indicates a feature is preferably Required, “I” indicates the feature is Important to the final decision, a ranking of “N” indicates the feature would be Nice to Have in a solution, and a ranking of “E” represents areas to Explore in the overall solution. Software applications that are missing a significant number of required features and technology preferences may be eliminated from consideration. Vendors must provide a rating for item for Core Modules. If the requirement does not pertain to the proposal being submitted, enter “N/A”. In addition, each line item should include a brief explanation of how the required item is supported. Do not modify the format, font, numbering, etc. of this section. If a submitted RFP includes blank responses the document may be considered in violation and rejected. Vendors are encouraged to respond by
Time data for Payroll – Fire and Police Accela Springbrook - Utility Billing, Cashiering, POS - Recreation Registration Systems US Bank - Banking GovJobsToday – Employee Recruitment data Washington State Department of Retirement Systems: Enrollment, retirement contributions, reporting, etc. – Permits, Planning, Code Enforcement, etc. TRIM Document Management – document repository/retention system, contract routing, Esri Arc Info 10.5 GIS – Project Accounting, Capital Assets, Business Licensing and Utility Billing, etc. R Scan and attach PDF, JPEG, wav, MP3, TIF, etc. and MS Office files to records throughout all modules. I Describe SharePoint strategy and level of integration, e.g. display data to dashboard, document storage and retrieval, etc. I Describe functions supported by mobile technology, e.g. workflow approvals, data look-up’s, etc. Include what devices and mobile OS’s are support (iPads vs Surfaces, iOS vs. Android) I Describe Web/Portal functionality for internal and external users. Preference is to publish data to the Web, interact with vendors and citizens, support online payments, etc. R Online Readable Data Dictionary or database schema. I Indicate tools and utilities available for data purge and archiving processes. I Ability to use special characters (including keyboard [`|!@#$%^&*”] vs. non-keyboard) in notes, emails approvals, passwords, etc. Rating General Requirements Rating/Comments I Configurable role-based dashboards to present reports, tasks, notifications, approvals drill down to source transactions, etc. R Trail with user, date and time stamp throughout all modules, with before/after history. I Ability to view multiple levels of audit history in the application, not just the last change
R Multiple fiscal years or periods open at one time with role-based posting permissions. R Full Accrual method of accounting with reports generated in both Full Accrual and Modified Accrual basis. I Fund accounting with automatic inter-fund balancing entries; at minimum generate error message if out of balance. Describe procedure to ensure balancing when there are rounding issues. R Rules-based validation of account and segment combinations at data entry. R Multiple Journal Entry types including: Regular Reversing Recurring Allocations (equal increments or by percent) Statistical Budget Adjustment System import or upload R Journal Entry with short and long descriptions (45+ characters), comments and attachments. R Workflow routing of Journal Entries for approval. I System generated alerts when nearing Budget tolerances, e.g. 10% remaining. R Budget vs. Actual queries with or without encumbrances with drill down to source data. R Export query or report to Excel; save query and refresh data. I Describe available to support CAFR reporting. Rating Purchase Order Rating/Comments R Single vendor master for all integrated modules. R Vendor master file data: Vendor Number - system assigned or employee number Legal name, Doing business as name Business type – Regular, Employee, Jury, Temporary etc. Local Vendor – Yes or No – Nice to have Tax ID, EIN, SSN Addresses - Physical, Remit To, Ship To, Mail, etc. Status - Active, Inactive, On Hold, etc. Payment and discount terms; default to NET30 Commodity code 1099 Status Default General Ledger account Insurance and Bond data
R Position Control Management; define positions, number of FTEs (incumbents) within a position and expiration dates. R Assign multiple Positions to an employee with and end dates and varying rates of pay (up to 8 in Parks and Rec). Prefer drop-down selection for time entry, etc. R Assign Temporary Position to employee with start and end dates that can be used for reporting but do not stop pay generation. R Assign one or more funding sources and/or project numbers to a position. I Generate Position Requisition Form and route electronically for approval. Includes workflow approval process for MSP and position budgeting. I Applicant Management functionality; Indicate what is available in suite or via 3rd party. I Applicant Tracking information: applicant scoring, qualifications, pre-requisites, skills, dashboard snapshot view or other key data to support the evaluation process. Test scores and reference check results. I Ability to setup job recruitment with position description, salary range, minimum qualifications, preferred qualifications and recruitment closing date. I Ability to define job recruitment hurdles by posting. Allow recruitment reviewer to indicate hurdle status to move applicants through process. I Ability to assign multiple reviewers to job recruitments through security I Applicant sign-up process with ability to save education, job history, contact information, attachments. Preference is online portal with password security, and a forgot password feature. I Ability for applicants to apply for one or more job recruitments and to see their hurdle status for each application I Ability to mass e-mail all applicants for a job recruitment I Interface with GovJobsToday.com to post open positions. I Import recruitment data from GovJobsToday.com, e.g. candidate lists, resumes, and candidate data.