City of Stone Mountain, Georgia

-REQUEST FOR PROPOSAL-

-Accounting/Budget Software Solution-

INTRODUCTION

The City intends to seek the best solution, based on the representative criteria contained in this RFP, for

its Accounting data processing needs. The successful vendor(s) will seek to establish a turnkey,

integrated hardware/software environment for the City, which will satisfy the specifications contained in

this RFP, bringing to bear whatever vendor resources are required from the areas of computer systems

software, technical training, conversion, maintenance, and support services. The City currently uses

software maintenance, installation, conversion and support.

INSTRUCTIONS TO PROPOSERS

the methodology for evaluation of the proposals to determine which is the best proposal. In addition, to

accept the proposal (or proposals) deemed to be in the best interest of the City, i.e., the most qualified

proposal will not necessarily be the proposal with the lowest cost. Further, the City reserves the right to

accept a proposal (or proposals) for any or all items separately or together.

Vendor inquiries are to be directed to [Danny Lamonte, Finance Director], via email at

dlamonte@stonemountaincity.org. Three originals of the proposal, marked ‘original’ and clearly marked

as an "Accounting/Budget System Proposal", signed by an officer of the company, are to be submitted

and addressed on the outside as follows:

You may email your complete proposal in .PDF format to dlamonte@stonemountaincity.org.

Proposals may also be hand-delivered to the above address by the date and time specified. It is the

responsibility of the Proposer to deliver the proposal in accordance with these instructions contained

above and/or elsewhere in the RFP. Proposals dispatched, but not received by the City by proposal

closing time, will be kept by the City, unopened.

The selection process will be conducted as follows:

• Review of Written Proposals

Using the criteria given in items A through H described in the ‘Required Content for Proposal’

section of the RFP and with emphasis on application software specifications, the Proposer’s

project group shall review all proposals received to determine those software vendors who are

set forth by this RFP. Such discussions will be for the purpose of gathering additional information

and understanding the firm’s qualifications, expertise and experience.

• Evaluation and Ranking

Using all of the information developed during the proposal review and discussion stages, the

project group shall rank the top firms based on the information provided and present a

recommendation to enter into contract with the top ranked vendor to the Mayor and City Council.

primary contact information; years in business; brief company history; number of employees; % of

employees devoting 100% of their time to development and support.

Include how many public sector installations are currently live. Include any information

pertaining to any currently outstanding lawsuits against the company.

Please provide the names and resumes of the project team that would be working with the

Proposer. Provide any other company information the applicant may wish to supply.

B. Hardware Specifications

The City is seeking an open systems solution that can be hosted in the cloud and accessed using

windows-based workstations. Provide the hardware specifications needed for client workstations.

to support five concurrent users and up to 25 total users.

D. Application Software Specifications

Each specification must be answered with one of the responses described below followed by an

appropriate description.

[ A ] The current release of the software supports this specification/item. This feature is currently

installed and in successful operation at one or more of the vendor’s customer sites.

[ F ] This specification/item is not currently supported but will be supported in a future release.

- All application modules must be developed and maintained by the proposing company

- All application modules must be integrated and user interface identical in “look & feel”

- All application modules must maintain at least ten (10) years of detailed transaction history available for

reporting and inquiry.

General Features

- Ability for users to easily export data to Excel, CSV, PDF, etc.

- Ability for end-users to run ad-hoc reports.

- Upgrades to application software included in annual support fees.

- System must be cloud based with secure data storage.

enter requested amount for next budget year.

- Special budget administrator functionality.

- Ability to save historical development during budget preparation.

- Ability for users to enter justifications by line item as part of the entry screen.

- Ability to display summary data by funds, accounts, and departments.

- Ability to enter multiple funds per department.

- Ability to easily print customized budget pages for presentations.

- Ability to enter workload data, performance measurement and annual goals. Ability for requestor to

describe goals and why they are requesting the funds for an overall project or request.

- Ability to provide automatic updates to excel spreadsheets as updates are made to live database.

- Ability to integrate fixed asset management with Payables.

- Ability to create a paperless Accounts Payable Process.

- Ability to see any history with a particular vendor.

Web Inquiry & Payment Portal

– Developed and hosted by software provider

– Displays customers account information including owner of record, property location, meter reading,

meter reading date and consumption, billed amount, payment amount and balance due

– Customer can pay by; credit card, debit card or eCheck

– Ability to assign a pin number for customer validation

– Ability for real time verification of online payments

– Ability to create an unlimited number of business licenses or business privilege tax

– Ability to duplicate (renew) invoices and / or business licenses

– Ability to “write-off” accounts receivables

– Ability to print and send customer statements

Training and Ongoing Support

- The City expects the selected vendor to provide training on the new system to all staff that will be using

the different modules. In addition, Ongoing support is vital and will be a point of emphasis in

of the system.

Amounts should contain no taxes and include all transportation and delivery, FOB, Stone Mountain, GA.

All costs shall be in actual dollar and cent amounts, “Time and Material” quotation is not acceptable.

franchise agreement with proposal.

Termination for Convenience

The Proposer shall have the right to terminate at the City’s convenience, with or without cause, any

contract resulting from this RFP by specifying the date of termination in a written notice. In this event, the

It is agreed that the successful proposer will not assign, transfer, convey or otherwise dispose of the

contract or its right, title, interest in whole or any part thereof, without previous written consent of the City

and any sureties, of which the City shall be under no obligation to grant. The Proposer must receive

notification of any change in the members of the project team identified in this proposal.

RFP Proposal and Clarifications

The Proposer reserves the right to request clarification of information submitted and to request additional

information about one or more Proposing firms. Any inquiries, suggestions or requests concerning

interpretation, clarification or additional information pertaining to the RFP shall be made in writing to

Indemnification Requirement

The City shall require the following or similar indemnification paragraphs to be made part of the

contract(s) as entered into with the successful proposer(s):

• The City shall be held harmless against all claims for bodily injury, sickness, disease, death or personal

injury or damage to property or loss of use resulting there from arising out of performance of the

All proposals that have been submitted shall be open for public inspection.

Contact with City Employees.

In order to ensure fair and objective evaluation, all questions related to this RFP should be addressed only

to the person(s) named in this RFP. Contact with any other City employee, except at the vendor pre-bid

meeting, (if conducted), is expressly prohibited without prior consent of the person(s) so named herein.

Vendors directly contacting other City employees will risk elimination of their proposal from further

consideration.

Software Defects

The vendor shall properly correct all software defects for which the vendor is responsible, within the time

period agreed upon by the City and the vendor.

Response Preparation Costs

The City will not pay any costs incurred by any vendor in the proposal preparation, printing, demonstration

or negotiation process. All costs shall be borne by the proposing vendors with the exception of costs

associated with any City personnel visits to Vendor offices or other client sites.

Certificates of insurance shall be addressed to the City. All insurance shall be in effect during the term of

• Worker compensation insurance in accordance with provisions of the Labor Code of Georgia.