BID - Financial System Software

The document provides information about the evaluation process for selecting a vendor for a procurement project. The document states that amendments will be distributed to potential offerors on November 19, 2003, and an Acknowledgement of Receipt Form must be signed and returned by the offeror's representative. Failure to return the form will result in the offeror's organization being removed from the procurement distribution list. The evaluation process consists of two phases. In Phase One, County staff will review the RFP responses and rate each proposal based on a set of needs. The goal of Phase One is to reduce the number of proposals to 3 or less and invite the finalists to participate in Phase Two. Phase Two involves system presentations, which may include actual users from the County Human Resources/Payroll department. The County will provide scenarios for vendors to incorporate into their demonstrations, and evaluators may also visit existing reference sites. This phase will culminate in contract negotiations and award. The Vendor Proposal Analysis (VPA) will be used to evaluate each vendor response. Each phase will comprise approximately 50% of the final total score, and a vendor must be one of the finalists to be considered for the award. Phase One evaluation will be based on different sections of the proposal, such as vendor qualification, financial application features, human resources/payroll application features, system technical information, implementation/training/support plan, and proposed investment. Phase Two evaluation will be based on how well the system meets the needs of the County, including solution overview demonstration, financials demonstration, HR/payroll demonstration, technology demonstration, reporting demonstration, overall functionality, references, and price. The document also includes a checklist matrix of functional requirements for the application. Each requirement is categorized as included, available, or not currently available. The requirements cover various aspects such as general functionality, county government orientation, user-defined workflow, integration, internet/intranet capabilities, image-enabling, MS Office compatibility, record locking, report writer capability, security features, customization options, graphical user interface, data download/upload, workflow definition, in-process transaction handling, on-line help facility, documentation for custom reports, and processing multiple fiscal years. Additionally, the document provides specific requirements related to the general ledger and chart of accounts, including account number structure, history of changes, suspense date for future changes, handling multiple charts of accounts, budget history, statistical accounts, and detail accounts. Two additional requirements are mentioned: GL08: Detail accounts that "roll up" to a summary account. GL09: Ability to create. These requirements highlight the need for the system to support detail accounts that can be summarized under a higher-level summary account, as well as the ability to create new accounts within the system.