2025-F-01 - Addendum #1.pdf

TAZEWELL COUNTY FINANCE DEPARTMENT

Request for Proposals, Project #2025-F-01

BUDGETING AND CAPITAL PLANNING SOFTWARE SOLUTION

Tazewell County - Pekin, Illinois 61554

ADDENDUM #1

1. Please provide a breakdown of potential users for the proposed software according to the table below: please provide the breakdown of costs and user volumes

Type Quantity

System Administrators - Involved in configuring and maintaining model

5 or less

Basic user (read/write access) 50+

Read-only Public access users; limited internal users with read-only access

2. What is the anticipated go-live date of the software? Our desire would be by early May 2025. We ask interested bidders to provide their required timeline.

3. Scope Services: Does the County have a preferred format for presenting the response? Should tables be prioritized and presented first in the response, or can the arrangement be left to the respondent's discretion? At the respondent’s discretion.

4. Has the County participated in any software demonstrations similar to what is being sought? If so, what product demonstrations has the County reviewed? Yes, the Finance Director has participated in software demonstrations of Gravity and ClearGov.

5. Do you have a budget for this project? The County Board has approved a budget of $50,000 for the software and implementation and $50,000 for the annual licensing agreement.

6. Can you please let us know if the software and implementation services can be two different contracts? Software and implementation should be part of one contract. You can always provide alternatives for consideration.

7. Please clarify the County’s vision for the budget book solu�on. Specifically, is the intent to enhance the budget book with added narra�ve content and charts/graphs, as men�oned in the RFP, or to replicate the current format primarily composed of report tables? We are looking to completely update our budget book and are looking to provide users more data including charts, graphs, tables, photos, narra�ves, etc.

8. Could you please provide the evaluation criteria and scoring breakdown that Tazewell County will be utilizing for this Request for Proposal (RFP)?

Please reference the Scope of Work and Specifications document in the RFP for proposal requirements.

Proposals will be evaluated on the following criteria:

• Ability to meet the requirements as set out in the Scope of Work and Specifications document (30 points)

• Responses provided to the Additional Required Information (Section I.) requested under the Submittal Content and Procedures section of the Scope of Work and Specifications document: (30 points) o Implementation plan o Training plan o Support provided during implementation and after implementation o System maintenance plan o Security/privacy program

• References/past projects (15 points) o Are they of similar scope and size to Tazewell County?

o Were clients satisfied with the project implementation process and outcome?

• Experience and qualifications of company and team (15 points)

• Cost proposal and timeline (20 points)

The above criteria will be used to select companies to provide virtual software demonstrations if deemed necessary by the County. Evaluation of virtual software demonstrations would then be used in the final selection process. The Scope of Work and Specifications document provides the criteria to be used for the virtual software demonstrations. Ease of use, functionality, and final product will be key factors for selection. Final selection will be based on the best overall fit for the County.

9. In an effort to reduce hard copy materials, is the County open to receiving a proposal response via email submission? If email submissions are not acceptable, is the County open to receiving an original, signed proposal on a mailed flash drive in lieu of hard copies? Please provide submissions in the manner requested in the RFP.

10. Will the County consider extending the deadline to Tuesday, February 4th? Unfortunately, to get the chosen vendor approved by the Board in February, this date cannot be moved. This would not allow adequate time to evaluate the proposals and select vendors for virtual software demonstrations to be held on February 5 and 6, if needed.

11. Will the County accept Docusign signatures in place of wet signatures? Yes, Docusign signatures are acceptable.