2025-F-01 - Budgeting and Capital Planning Software Solution - Bid Packet - FINAL.pdf

REQUEST FOR PROPOSALS

Issued By

COUNTY OF TAZEWELL

OFFICE OF THE COUNTY FINANCE DIRECTOR

MINDY L. DARCY

TAZEWELL COUNTY FINANCE DIRECTOR /

ASSISTANT COUNTY ADMINISTRATOR

11 S. 4TH STREET, SUITE #120

PEKIN, ILLINOIS 61554

PHONE (309) 477-2237 FAX (309) 477-3095

Sealed proposals will be received at the Office of the Tazewell County Finance Director, 11 S. 4th Street, Suite #120

Pekin, Illinois 61554

BUDGETING AND CAPITAL PLANNING SOFTWARE SOLUTION

Project # 2025-F-01

SUBMITTED BY:

RETURN THIS COPY Mindy L. Darcy ATTACHED TO YOUR BID Tazewell County Finance Director/ Assistant County Administrator

TC RFP # 2025-F-01

REQUEST FOR PROPOSALS

TAZEWELL COUNTY

Project #2025-F-01

LEGAL NOTICE

Tazewell County is inviting sealed Bid Proposals from interested and qualified parties for a county-wide Budgeting and Capital Planning Software Solution.

Copies of the Request for Proposals documents may be obtained from the Tazewell

County Finance Office, beginning Wednesday, January 8, 2025, at 11 S. Fourth Street, Suite 120, Pekin, Illinois, 61554 or on-line via BidNet Direct at http://www.bidnetdirect.com/illinois/tazewellcounty. Please follow all General

Instructions to Bidders.

Virtual software demonstrations and follow-up interviews may be held on Wednesday, February 5, 2025 and Thursday, February 6, 2025 for selected bidders to discuss their proposals in depth.

Proposals will be received in the Tazewell County Finance Office, 11 S. Fourth Street, Suite 120, Pekin, Illinois, 61554 no later than 2:00 p.m. CST, Tuesday, January 28, 2025.

Proposals will be publicly opened in the Tazewell County Finance Office, located at 11

S. Fourth Street, Suite 120, Pekin, Illinois, 61554 immediately following the close of receipts.

Questions regarding this Request for Proposals must be submitted in writing to Mindy L.

Darcy, Tazewell County Finance Director / Assistant County Administrator at bids@tazewell-il.gov no later than 5:00 p.m. CST on Friday, January 17, 2025.

Mindy L. Darcy

Tazewell County Finance Director /

Assistant County Administrator

TC RFP # 2025-F-01

http://www.bidnetdirect.com/illinois/tazewellcounty

We hereby submit our proposal for Tazewell County’s Budgeting and Capital Planning Software Solution, Project #2025-F-01.

______________________________________, herein called “bidder,” Company Name acknowledges receipt of the following documents, which are incorporated herein by reference and together with this proposal, are herein called “contract documents.”

A. Request for Proposals B. Legal Notice C. General Instructions to Bidders D. Scope of Work and Specifications E. Cost and Fee Proposal Form F. References G. Subcontractor Listing H. Non-Collusion and Certification of Eligibility Affidavit I. Agreement for County of Tazewell (Sample)

Signature & Title

Date

GENERAL INSTRUCTIONS TO BIDDERS

1. All instructions contained herein are applicable.

2. Proposal Form:

Separate duplicate copies of the proposal form, as provided, are to be submitted by the bidder for that purpose as set forth below.

3. Preparation of Proposal:

A. Proposals shall be submitted in format and quantity as specified in the RFP Project Document on forms furnished by the Tazewell County Finance Director’s Office.

B. All spaces provided for on the forms shall be either typewritten or written in ink. Where both written words and numerical figures are given, the written words will apply in the event of a conflict.

4. Questions and Inquires:

Questions or inquires concerning the specifications, terms, and conditions of the requested proposal should be directed to the Tazewell County Finance Director or designee as named in the detailed specifications. If the nature and volume of inquires indicate a substantial defect in the aforesaid specifications, terms and conditions, the County will either issue an addenda, schedule an additional pre-bid conference, extend the time for submission of proposals, or reject all proposals and reissue corrected or appropriately modified specifications, terms, and conditions.

All such addenda shall become a part of the specifications as if originally submitted. However, in no case will changes, additions, or deletions be made without receipt of either an addenda or change order from Mindy L. Darcy, Tazewell County Finance Director/Assistant County Administrator.

5. Submission of Bids/Proposals/Qualifications:

A. Submissions will be received at the time and place set forth in the RFP Project

Document.

B. Envelopes containing proposals shall be sealed; mailed or delivered, and addressed as follows:

Mindy L. Darcy Tazewell County Finance Director / Assistant County Administrator 11 S. 4th Street, Suite #120 Pekin, Illinois 61554

6. Contract to be Awarded/Terms and Conditions:

The following general contract terms and conditions are included in these instructions to inform vendors of general terms and conditions to which the County will require the successful vendor to agree. Successful vendor hereafter referred to as “Contractor”.

A. Assignment of Contractual Rights:

It is agreed that the Contractor shall not assign, transfer, convey, or otherwise dispose of the Contract or its right, title or interest in the Contract or any part thereof, without previous written consent of County and the sureties.

* County includes all offices of the County unless an individual officer is exercising independent contractual authority. Contact the County Administrator at (309) 477-2272 if this is an issue.

B. Contract Management:

The Contractor shall appoint an individual person as an Agent who shall be available for discussions; when requested, concerning the fulfillment of the Contract. The County will deliver official documents addressed to the Contractor to the Agent of the Contractor.

The Agent shall be available at the time of Contract award. The name, address and telephone number of the person to be designated as Agent shall be included in the Proposal.

C. Meetings:

After the award of the Contract, technical, scheduling and status meetings may be held.

These meetings will be for the purpose of, but not limited to:

- Establishment of project schedule

- Establishing functional details of the construction or equipment

- Delivery, installation and maintenance of equipment or hardware

The Contractor shall provide the services of his technical staff and Agent for these meetings.

D. Progress Reports:

The Contractor is required to submit monthly reports on the status of the project so that the County is kept fully informed of progress. The information required will be specified at the meetings with the Contractor.

E. Notice and Service Thereof:

Any notice to Contractor from the County relative to any part of this Contract shall be considered delivered, and the service thereof completed, when said notice is posted by U.S. mail to the said Contractor at his last given address or delivered in person to Contractor’s Agent.

F. Conflict of Interest

A Contractor filing a proposal thereby certifies that no officer, agent or employee of the County who has a pecuniary interest in this proposal has participated in the contract negotiations on the part of the County, that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Contractor for the same

Request for Proposals, and that the Contractor is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm.

G. Compliance With Laws:

The bidder shall at all times observe and comply with all laws, ordinances and regulations of the federal, state, local, and County governments, which may in any manner affect the preparation of proposals or the performance of the contract.

H. Equal Employment Opportunity

In the event of the Contractor's noncompliance with any provision of this Equal Opportunity clause, the Illinois Fair Employment Practices Act, or the Fair Employment Practices Commission's Rules and Regulations for Public Contracts, the Contractor may be declared not responsible and therefore ineligible for future contracts with the State of Illinois or any of its political subdivisions or municipal corporations, and the contract may be canceled or voided in whole or in part, and such other sanctions or penalties may be imposed or remedies invoked as provided by statute or regulation.

During the performance of this contract, the Contractor agrees as follows:

(a) That he shall not discriminate against any employee or applicant for employment on the basis of race, color, religion, sex, handicap, national origin or ancestry; and further that he will examine all job classifications to determine if minorities or women are under-utilized and shall take appropriate affirmative action to rectify any such under-utilization.

(b) That, if he hires additional employees in order to perform this contract or any portion hereof, he shall determine the availability (in accordance with the Fair Employment Practices Commission's Rules and Regulations for Public Contracts) of minorities and women in the area(s) from which he may reasonably recruit, and he shall hire employees for each applicable job classification in such manner that minorities and women are not under-utilized.

(c) That, in all solicitations or advertisements for employees placed by him or on his behalf, he shall state that all applicants will be afforded equal opportunity without discrimination based on race, color, religion, sex, handicap, national origin or ancestry.

(d) That he shall send to each labor organization or representative of workers with which he has or is bound by a collective bargaining or other agreement or understanding, a notice advising such labor organization or representative of the Contractor's obligations under the Illinois Fair Employment Practices Act and the Fair Employment Practices Commission's Rules and Regulations for Public Contracts. If any such labor organization or representative fails or refuses to cooperate with the Contractor in his efforts to comply, the Contractor shall promptly so notify the Illinois Fair Employment Practices Commission and the contracting agency and shall recruit employees from other sources when necessary to fulfill his obligations there under.

(e) That he shall submit reports as required by the Fair Employment Practices

Commission's Rules and Regulations for Public Contracts, furnish all relevant information as may from time to time be requested by the Commission or the contracting agency, and in all respects comply with the Illinois Fair Employment Practices Act and the Commission's Rules and Regulations for Public Contracts.

(f) That he shall permit access to all relevant books, records, accounts and work sites by personnel of the Fair Employment Practices Commission and the contracting agency for purposes of investigation to ascertain compliance with the Illinois Fair Employment Practices Act and the Commission's Rules and Regulations.

(g) That he shall include verbatim or by reference the provisions of paragraphs a through g of this clause in every performance subcontract as defined in Section 2.10(b) of the Commission's Rules and Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor; and that he shall also include the provisions of paragraphs a, e, f, and g in every supply subcontract as defined in Section 2.10(a) of the Commission's Rules and Regulations for Public Contracts so that such provisions will be binding upon every such subcontractor. In the same manner as with other provisions of this contract, the Contractor shall be liable for compliance with applicable provisions of this clause by all subcontractors; and further he shall promptly notify the Fair Employment Practices Commission and the contracting agency in the event any subcontractor fails or refuses to comply therewith. In addition, no Contractor shall utilize any subcontractor declared by the Commission to be not responsible and therefore ineligible for contracts or subcontracts with the State of Illinois or any of its political subdivisions or municipal corporations.

With respect to the two types of subcontractors referred to under paragraph (g) of the Equal Employment Opportunity Clause Above, following is an excerpt of Section 2 of the FEPC's Rules and Regulations for Public Contracts:

Section 2.10: The term "Subcontract" means any agreement, arrangement of understanding, written or otherwise, between a Contractor and any person (in which the parties do not stand in the relationship of an employer and an employee):

(h) For the furnishing of supplies or services or for the use of real or personal property, including lease arrangements, which, in whole or in part, is utilized in the performance of any one or more contract; or

(i) Under which any portion of the Contractor's obligation under any one or more contracts is performed, undertaken or assumed; or

(j) For bid specifications for construction or services.

I. Liability and Insurance:

The County does not assume any liability for acts or omissions of Contractor and such liability rests solely with Contractor.

Contractor’s Insurance – The Contractor and all subcontractors shall secure and maintain such insurance policies as will protect himself from claims for bodily injuries, death or property damage which may arise from operations under this Contract whether such operations be by himself or anyone employed by him directly or indirectly. The following insurance policies are required:

- Statutory Worker’s Compensation

- Comprehensive General Liability

Combined Single Limit $ 1,000,000.00 Property Damage $ 1,000,000.00

- Automobile Public Liability and Property Damage

Combined Single Limit $ 1,000,000.00 Property Damage $ 1,000,000.00

Insurance Inclusions – The comprehensive general liability insurance shall include independent contractor’s protective liability, products and completed operations broad form property damage coverage. The completed operations and products liability shall be maintained for two years after final payment.

Contractual Liability – The insurance required above shall include contractual liability insurance coverage for the Contractor’s obligations under Section N below entitled, “Hold Harmless and Indemnification Agreement”.

Certificates of Insurance – Certificates of insurance acceptable to the County indicating insurance required by the Contract is in force shall be filed with the County prior to approval of the Contract by the County. These certificates shall contain a provision that coverage afforded under the policies will not be canceled until at least thirty (30) days prior written notice has been given to the County.

J. Hold Harmless and Indemnification Agreement:

The Contractor shall save and hold harmless and indemnify the County and the citizens of Tazewell County against any and all liability, claims and costs of whatever kind and nature for injury to or death of any person or persons and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the use, service, operation or performance of work under the terms of this contract, resulting from the negligent acts or omissions of Contractor, or any employee, agent or subcontractor.

Contractor is not responsible for consequential damages.

K. Limited Distribution or Use of Certain Data and Information:

Performance of this contract may require the Contractor to have access to and use of data and information which may be considered proprietary to a County agency or County contractor, or which may otherwise be of such a nature that its dissemination or use, other than in performance of this contract, would be adverse to the interest of the County or others.

Contractor agrees that contractor personnel will not divulge or release data or information developed or obtained in connection with their performance of the resulting contract, unless made public by the County, except to authorized County personnel or upon written approval of the Tazewell County Administrator.

Except as may be otherwise agreed to with a data owner, the Contractor agrees not to use, disclose or reproduce proprietary data, other than as required in performance of this contract; provided, however, that nothing herein shall be construed as precluding the use of any data independently acquired by the Contractor without such limitation.

All proprietary information and all copies thereof shall be returned to the County upon completion of the work for which it was obtained or developed.

L. Inspection of Materials:

The County shall have a right to inspect any materials or equipment to be used in carrying out this Contract. The Contractor shall be responsible for the contracted quality and standards of all materials, equipment, components or completed work finished under this Contract up to the time of final acceptance by the County. Materials, equipment, components, or completed work not complying therewith may be rejected by the County and shall be replaced by the Contractor at no cost to the County. Any materials, equipment or components so rejected shall be removed within a reasonable time from the premises of the County at the entire expense of the Contractor.

M. Responsibility for County Property:

The Contractor assumes full responsibility for and shall indemnify the County for any and all loss or damage of whatsoever kind and nature to any and all County property (and/or property belonging to other County agencies within Tazewell County), including any equipment, supplies, accessories, or parts furnished, while in Contractor’s custody and care for storage, repairs, or services to be performed under the terms of the resultant contract, resulting from the negligent acts or omissions of Contractor or any employee, agent or representative of Contractor or subcontractor.

The Contractor shall do nothing to prejudice the County’s right to recover against third parties for any loss, destruction of, or damage to County property (and/or property belonging to other County agencies within Tazewell County), and upon the request of the contracting officer shall, at the Contractor’s expense furnish to the County all reasonable assistance and cooperation, including assistance in the prosecution of suit and the execution of instruments of assignment in favor of the County in obtaining recovery.

N. Right to Audit:

Contractor agrees that the County or its representatives shall have the right to examine any of Contractor’s records, which directly relate to this contract.

O. Default

(1) The County may, subject to the provisions of paragraph (c) below, by written notice of default to the Contractor, terminate the whole or any part of this contract in any one of the following circumstances:

(i) if the Contractor fails to make delivery of materials or to perform services within the time specified herein or any extension thereof, or

(ii) if the Contractor fails to perform any of the other performances of this Contract, or so fails to make progress as to endanger performances of this contract in accordance with its terms, and in either of these two circumstances does not cure such failures within a period of ten days, or such other period as the Purchasing Agent may authorize in writing, after receipt of notice from the Purchasing Agent.

(2) In the event the County terminates this contract in whole or in part as provided for in paragraph

(a) of this clause, the County may procure, upon such terms and in such manner as the Purchasing Agent may deem appropriate, materials or services similar to those so terminated, and the Contractor shall be liable to the County for any excess costs for such similar supplies or services. The County may deduct these costs from any unpaid balance due the Contractor or may collect against any bond or surety in effect.

(3) The Contractor shall not be liable for any excess of costs if acceptable evidence has been submitted that failure to perform was due to causes beyond the control of and without the fault or negligence of the Contractor.

P. Taxes:

The County is exempt from all State and City sales tax and will provide documentation, if required.

Q. Change Orders:

While the Contract is in effect, if unforeseen conditions require a change or major variations from the original plans, a Change Order will cover such work. The Change Order is to set forth in complete detail the nature of the change and reasons therefore.

Whether it is an addition or reduction with respect to the original Contract price is to be covered in detail as well as any extension or reduction of the completion date.

7. Examination of Site: (when applicable)-

Each bidder shall visit the site of the proposed work and fully acquaint himself with conditions as they exist, so that he may fully understand the facilities, difficulties and restrictions that may and can affect the work and cost thereof. Bidders shall also thoroughly examine and be familiar with the specifications as set forth for this project.

8. Withdrawal of Bids:

Any bidder may withdraw his proposal at any time prior to the time and date set for the termination of bidding in writing. No bidder may withdraw his proposal for a period of thirty (30) days after the time and date set for the termination of bidding.

9. Award of Contract:

A. An award will be made to the lowest qualified bid that complies with the terms and conditions of the specifications provided that it is in the best interest of the County to accept the proposal. Awards will be made on a per item basis unless otherwise stated.

The quality of the articles to be supplied, their conformity with specifications, their suitability to the requirements of the County and the delivery terms will be taken into consideration in making the award.

B. Award of a contract as a result of this invitation is dependent upon the availability of funds from which payments will be made.

C. Professional service selection will be awarded within the guidelines of the Local Government Professionals Service Act (50ILCS 510/0.01).

10. Rejection of Bids:

The County of Tazewell reserves the right to reject any or all bids when such rejection is in the best interest of the County.

Unless called for, substitute or alternative bids shall not be considered.

11. Acceptance of Bids:

The right is reserved, as the interest of the County may require, rejecting any or all bids and to waive any nonmaterial informality or irregularity in the bids received. The County will accept one of the proposals or reject all proposals within ninety (90) calendar days from the bid opening date.

12. Prices:

Unit prices shall be shown for each unit on which there is a bid and shall include all packing, crating, freight and shipping charges and cost of unloading supplies at destination unless otherwise stated in the bid proposal. Unit prices shall not include any local, state or federal taxes. In case of a mistake in extension of price, unit shall govern. All prices must be typewritten or written in ink.

No erasures are permitted. Mistakes must be crossed out and corrections typewritten in ink adjacent thereto and initialed in ink by the party signing the bid or his authorized representative.

13. Discounts:

Cash discounts for payment within fifteen (15) days or more will be considered in awarding the bid. Discounts of less than fifteen (15) days will not be considered in the bid evaluation. Where the net bid is equal to a bid with the cash discount deducted, the award shall be made to the net bid. Discounts will be figured from the date of delivery and acceptance of the articles, or in the case of incorrect invoice, from the date of receipt of corrected invoice.

14. Price Reduction:

If at any time after the date of the bid or offer the Contractor makes a general price reduction in the comparable price of any item covered by the Contract to customers generally, an equivalent price reduction based on similar quantities and/or considerations shall apply to the Contract for the duration of the contract period (or until the price is further reduced). Such price reduction shall be effective at the same time and in the same manner as the reduction in the price to customers generally. For the purpose of this provision, a “general price reduction” shall mean any horizontal reduction in the price of an article or service offered (1) to Contractor’s customers generally, or (2) in the Contractor’s price schedule for the class of customers, i.e. wholesalers, jobbers, retailers, etc., which was used as the basis for bidding on this Contract. An occasional sale at a lower price, or sale of distressed merchandise at a lower price, would not be considered a “general price reduction” under this provision. The Contractor shall invoice the County at such reduced prices, indicating on the invoice that the reduction is pursuant to the Price Reduction provision of the contract documents. The contractor shall, within ten days of any general price reduction, notify the Purchasing Agent of such reduction by letter. Failure to do so may result in termination of the Contract.

15. Patents:

The successful bidder agrees to protect, defend, and save the County harmless against any demand for payment for the use of any patented material process, article, or device that may enter into the manufacture, construction or form a part of the work covered by the contract.

16. Guarantees and Warranties:

All guarantees and warranties required shall be furnished by the Contractor and shall be delivered to the Purchasing Agent before final voucher on the Contract is issued.

17. Cancellation:

The County reserves the right to cancel the whole or any part of the contract, if the Contractor fails to perform any of the provisions in the contract or fails to make delivery within the time stated.

The Contractor will not be liable to perform if situations arise by reason of strikes, acts of God or the public enemy, act of the County, fires or floods.

18. Signatures:

Each bid must be signed by the bidder with his usual signature. Bids by partnerships must be signed with the partnership name by one of the members of the partnership, or by an authorized representative, followed by the signature and title of the person signing. Bids by corporations must be signed with the name of the corporation, followed by the signature and title of person authorized to bind it in the matter. All signatures must be in ink.

19. Special Conditions:

Where special conditions are written in the specifications, these conditions shall take precedence over any conditions listed under the “Instructions to Bidders”.

20. Permits and Licenses:

The Contractor shall obtain, at his own expense, all permits and licenses that may be required to complete the contract.

21. Prices Specified:

The Contractor agrees to furnish the material or services according to the County’s plans, specifications and conditions and at prices specified hereon.

22. Samples:

Samples of items; when required, must be submitted within the time specified and at no expense to the County; and if not destroyed in testing, they will be returned at the bidders request and expense. Samples: which are not requested for return, within thirty (30) days, will become the property of the County.

23. Bid Envelope Identification:

Bidders are requested to indicate in the lower left hand corner of their envelope the item being bid, bid number and date the bid is due.

24. Prevailing Wages:

The Contractor and all subcontractors shall comply with 820 ILCS 130/1, et. seq., concerning general prevailing rate of hourly wages. A copy of the County ordinance dealing with prevailing wages is available at the office of the Tazewell County Clerk for examination.

25. Taxes:

The County is exempt, by law, from paying State and City Retailer’s Occupation Tax, State Service Occupation Tax, State Use Tax and Federal Excise Tax. The County will execute tax exemption certificates whenever required. The unit prices should be exclusive of all taxes. In the event unit price includes taxes, the bidder must show the amount of tax included in the unit price

26. Investigation:

Bidders shall make all investigations necessary to thoroughly inform themselves regarding the supplies and/or service to be furnished in accordance with the bid proposal. No plea of ignorance by the Contractor, of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the bidder to make the necessary examinations and investigations, will be accepted as a basis for varying the requirements of the County or the compensation to the bidder.

27. Non-Collusion Affidavit:

Whenever the Affidavit of Non-Collusion form is attached to the specifications, the bidder must properly execute it or the bid will not be considered for acceptance.

28. Bid-Rigging or Bid Rotating:

The signed form certifies that the bidder is not barred from bidding on this bid as a result of a conviction for the violation of State of Illinois laws prohibiting bid rigging or bid-rotating per Public Act 85-1295, Section 33E-3 and 33E-4.

Project #2025-F-01 Tazewell County Budgeting and Capital Planning Software Solution

Tazewell County Finance Department

PROJECT #2025-F-01

11 South Fourth Street, Suite 120, Pekin, Illinois

SCOPE OF WORK AND SPECIFICATIONS

PURPOSE

Tazewell County desires to improve the efficiency and accuracy of our budgeting process while prioritizing the ease of use for end users. The County invites proposals from interested and qualified vendors to provide budgeting and capital planning software solutions that are cloud-based (preferred) or on-site. The current Excel spreadsheet-based budgeting process does not meet the needs of the County. The software solution must integrate with Microsoft Excel and the County’s current accounting software (Abila MIP Fund Accounting) and must be transferrable to any new accounting software purchased by the County in the future.

The budget software must be able to produce a variety of budget reports, multi-year budget forecasts, and budget publications including graphics. The budget documents produced will be used to communicate with the County’s twenty-one-member Board, seven county-wide elected officials, and all department heads and staff, as well as the citizens of Tazewell County. All budget documents produced must be in a format that is easy to understand and include generated content including graphs, charts, and tables. The software interface must be user-friendly with the ease of inputting, updating, and retrieving data, creation of reports, decision-making tools, and the budget book as well as data storage being essential.

All vendors proposing must agree to the terms and conditions, as set forth herein.

BACKGROUND

Tazewell County is located in the center of the state of Illinois approximately 170 miles south of Chicago. The County’s estimated 2023 population is approximately 129,500 residents. The County operates on a fiscal year beginning December 1st and ending November 30th.

The County’s financial structure consists of the General Fund, twenty-seven Special Revenue Funds, twenty-three Informational Funds, and one Debt Service Fund. The General Fund consists of thirty departments and there are three departments within the County Health Fund. The County occasionally adds new funds and departments as needed.

Tazewell County’s personnel budget consists of seven collective bargaining agreements as well as non-union exempt and non-exempt employees. More than one-third of the County’s budgeted expenditures are related to personnel costs.

Over the next five years, Tazewell County is budgeting to spend more than $100 million on capital projects.

INSTRUCTIONS TO BIDDERS

Proposals must be submitted in accordance with all instructions and timelines contained in the General Instructions for Bidders document and Legal Notice included in this RFP as well as any requirements contained in this Project Specifications document.

TERM

The County desires to purchase a budgeting and capital planning software solution. The term of the agreement should be for a three (3) year period with an option to renew annually upon mutual agreement between both parties for one (1) year terms unless otherwise terminated as provided by the terms and conditions of the agreement between the County and vendor. While the extension may be recommended, it cannot be guaranteed without Board approval.

SCOPE OF SERVICES

The selected vendor will provide budgeting software that includes the following:

GENERAL REQUIREMENTS

Web-based Software The software should be supported by standard web browsers

(Chrome or Microsoft Edge).

User Friendly for Non-technical Users

The software should be intuitive and navigable by non-technical users and require minimal training.

Abila MIP Fund Accounting

The software should interface with Abila MIP Fund Accounting software and allow for imports and exports between systems.

Update of Data

Updates of system data should be controlled by the County and not done automatically or continually. Automatic updates of data could be a software option.

Minimal IT Intervention

The software/system should be able to be maintained and run primarily by Finance Department staff. The software should require minimal coding and IT intervention and support.

Cloud Hosted (Preferred)

Software and data should be cloud hosted on multiple (redundant) vendor-managed servers, requiring no hosting on client premises. If system requires on-site server, please provide all system requirements to run software.

Change Log The software should track changes and comments with date/time stamps and create reports logging changes.

Microsoft Office Integration

The software should integrate with Microsoft Office products (Word, Excel, PowerPoint). Ease of import and export of data is critical.

Access Security

Software should have easy-to-assign and clear role-level security by individual to provide access to needed data and capabilities only as defined by fund, department or other category.

Historical Data Ability to use historical data to populate inputs in current and future years’ budgets and reports.

Standard Templates

Software should have the ability to create standard templates that can be shared and modified/customized for report development.

Dashboards

Software should provide easy-to-navigate, department-specific dashboard pages with drill-down, monitoring, and analysis capabilities.

Display History

Software should be able to retain and display an unlimited number of years of past budget (original and revised versions) and actual results history or hide history as desired at user level.

User Authentication

Users must be able to authenticate using unique login credentials (username and password) with multi-factor authentication.

Vendor Support Software provider should provide ongoing support during County work hours (CST) ; included in quoted cost.

Dedicated Implementation Support

Offeror must be able to provide a dedicated team of implementation experts to implement the solution.

Customizable Fields Ability for users to create customizable field labels and descriptions.

Reports

Ability to automate report distribution. Ability to distribute reports to other users including those outside the software’s environment.

Data Sources

Ability to relate and join multiple data sources, create custom key fields to join data. Ability to upload spreadsheets with data and use this data for modeling.

User-Defined Dashboard

End-user should have visibility to budget status, revenue and expenditure activity, and other user-defined dashboard metrics.

Software Updates Updates must be approved by County before installation.

Number of Seats Provide maintenance, support, software licensing, and user access for a minimum of fifty users, unlimited preferred.

Schedule Software provider should be able to begin implementation no later than March 1, 2025, preferably sooner.

OPERATING BUDGET

Submit/Approve Ability for users to submit and/or approve budgets at line item, category or department level.

Access

All departments should have ability to update and retrieve their data.

Record Notes Ability to record notes at the line item, category and department levels.

Line Item Placement Ability to change where a line item is displayed in a department’s budget (move between categories).

Assign Responsibility

Ability to assign budget completion responsibility to users by line item, category or department level. At times a portion of a department’s budget is the responsibility of someone outside that department.

Add Accounts Ability to add new general ledger lines throughout budget process. Added lines should be included in the calculation of the total budget.

Calculate Change Ability to calculate/display changes by dollar amount and/or percentage between columns/data based on user need.

Change/Secure Data

Ability to secure data from change by line item, category and department level.

Ability to change working data, imported data and/or past history data based on user authority by line item, category and/or department level.

Drill Down Capability Ability to drill down on any data to get to the source data.

Supporting Documents

Ability to attach supporting documents at the line item, category and department levels.

Change Log

Ability to track all changes to budget by line item level by user, date and time.

Apply Changes

Ability to apply changes by dollar amount and percentages.

Ability to apply changes to groups of lines or categories at one time.

Collaboration

Collaborative, multi-user budget process.

Ability to message questions and comments between users at the line item, category and department levels.

Forecast Ability to forecast out multiple years using multiple scenarios.

Trend analysis. Predictive analytics.

Scenarios

Ability to have multiple and unlimited scenarios of the same budget with the ability to share/publish scenarios or keep private.

PERSONNEL BUDGET

Apply Multiple Contracts

Ability to apply multiple contract/pay parameters within one fund and/or department. Some funds/departments have employees under more than one contract/pay agreement (i.e. non-union and union employees).

Apply Contract to Multiple Funds/Departments

Ability to apply contract/pay parameters across multiple funds and departments. Some bargaining-unit contracts cover employees working in multiple funds and departments.

Allocation Ability to allocate a position’s wages and benefits across multiple funds/departments.

Mid-Year Change Ability to add or remove positions mid-year and budget for part-time positions.

FTE Changes Ability to track FTE increases/decreases over multiple years.

Drill Down Capability Ability to drill down on any data to get to the source data.

Wage Calculations

Ability to calculate wages by inputting percent or increase/decrease amount by employee, position, line item, category or department.

Benefits Calculations Software should automatically update benefit calculations upon change in wage inputs. Rule-based benefits calculations.

Forecast Ability to forecast out multiple years using multiple scenarios.

Trend analysis. Predictive analytics.

Scenarios

Ability to have multiple and unlimited scenarios of the same

CAPITAL PLANNING

Templates Software should have built-in, web-based templates to create customized capital request forms and scenario planning tools.

Project Pages

Software should allow the County to produce professional, website-based project pages appropriate for internal and public use.

Request Filtering Software should allow users to filter request by fund, department, funding source, and request type.

Scoring, Ranking, & Prioritizing

Software should allow users to score/rank capital requests based on customizable criteria to prioritize requests.

Collaboration Software should allow for collaboration with contributors;

directly in software with an audit trail.

Automation Software should allow for the ability to link Capital Budget data to the Operational Budget and Budget Book.

Web Portal Software should include a robust capital improvement portal to communicate projects internally and externally.

Drill Down Capability Ability to drill down on any data to get to the source data.

Scenarios

Ability to have multiple and unlimited scenarios of the same

BUDGET BOOK REQUIREMENTS

Automation

Software should automate the creation of the Fund summary pages as well as the Capital Budget and Personnel Budget information included in the Budget Book including charts, graphs, tables, etc.

Templates Users can create and add new pages quickly with easy-to-use templates.

Multiple Formats Software should produce budget books in digital (on-line use) and PDF formats.

Automatic Updates – Linked Data

Software should allow for automatic updates within the budget book, embedded narratives, and smart charts.

Drill Down Reports Software should allow for easy drill down to source data.

Standard Reports

Software should have built-in reporting functionality. Software should include standard, pre-built reports including balance sheet, profit/loss, cash management, grant reports, capital asset, etc.

Customizable Reports

Software should have capability for user to create other reports as needed.

Dashboards

Software should include department-specific, customizable dashboard book pages which allow for drill-down and analysis capabilities.

Drill Down Capability Ability to drill down on any data to get to the source data.

Graphics Software should allow for easy creation of charts, tables, graphs, and narratives for use in the budget book.

WORKFLOW CAPABILITIES

Request & Approval Software should have the ability to create customized workflows for all budget requests and approval processes.

Action Items Software should have the ability to send workflow prompts and email notifications to users who have action items Change Log

Ability to track all changes to budget by line item level by user, date and time.

Out-of-Box

Provide out-of-box optimized workflow and processing whenever available as part of system configuration and implementation.

Automation

Software should have automated workflows that collect, organize, and present Operational, Personnel, and Capital Budget data in an intuitive dashboard.

SUBMITTAL CONTENT AND PROCEDURES

The following minimum information should be provided in each proposal and will be utilized in evaluating each proposal submitted. Proposals shall include:

A. Authorized Representative

• Include the name, address, email, and telephone number of the company submitting the proposal.

• Include the name and contact information of the person designated as authorized to contractually bind the offer.

B. Background and History of Company

Include a brief background and history of your company including such information as location, length of time in business, overall experience, number of current customers, size of staff, and municipal customers.

C. Team Information

• Provide an organizational chart of your company.

• Include biographies and/or resumes of all key professional members who will be assigned to the project. Please include the length of time each member has been with your organization.

• Provide the names of any outside consultants and/or subcontractors to be utilized, including contact information and a brief description of their role(s) in the project.

D. Cost and Fee Proposal

Complete the Cost and Fee Proposal Form included in the RFP. Include your fee structure (proposed cost for software and any services), including cost for future years and any annual maintenance charges on additional pages if necessary.

E. References/Projects Provide at least five (5) recent engagements where your company has provided budgeting software for counties and/or cities as project references. List the entity’s name, date of project, scope of work, contact person, and phone number.

F. Submission of Proposals Provide one (1) original, three (3) copies, and one (1) electronic copy of all proposals to Tazewell County according to the manner and dates specified in the RFP’s Legal Notice.

Late proposals will not be accepted. Follow all directions in the General Instructions to Bidders document included in the RFP document. The outside/mailing envelope containing the proposal documents should be clearly marked “2025-F-01; Budgeting and Capital Planning Software Solution” and shall be submitted as set forth in the RFP’s Legal Notice and General Instructions to Bidders document.

G. Questions and Requests for Clarifications

Submit all questions and requests for clarifications in the manner prescribed in the RFP’s Legal Notice. If clarifications are deemed necessary, the County will issue a formal addendum to the RFP which will be published on the County’s page on BidNet Direct.

Any registered bidders will be notified directly by BidNet Direct of any published addenda.

H. Demonstrations If deemed necessary and to the County’s benefit, the County may hold virtual software demonstrations and follow-up interviews with those offerors determined to best meet the needs of the County. This will allow for a more detailed review and evaluation of the proposed solutions. Potential dates for the demonstrations are listed in the RFP’s Legal Notice.

I. Additional Required Information

Please also provide the following information:

• Describe availability of system from offsite (i.e. telework) including authentication methods.

• Provide any other data or details not requested in this document that may support the value of the overall product and service.

• Exceptions/Deviations:

State any exceptions to or deviations from the requirements of this RFP as detailed in this Scope of Work and Specifications document, segregating "technical" exceptions from "contractual" exceptions. Where offeror wishes to propose alternative approaches to meeting the County’s technical or contractual requirements, these should be thoroughly explained.

• Implementation:

• Provide a detailed implementation plan with milestone dates that are relative to the date of the contract signing.

• Provide an estimate of total hours required for product implementation.

• What interfaces are required between the product and the County?

• Provide minimum supported web browser version(s). What browser plug-ins or add-ons are required to access the full system functionality?

• Describe the required data storage including any limits, user quotas, access to previous year data, database size, etc.

• Training:

• Provide training strategies for both technical/system administrators and end users.

• Provide a listing of customer training and support services available from the offeror including a sample of training materials.

• Detail what support is included in the software agreement and what additional costs, if any, there would be for training and support under the initial term of the contract.

• Offeror is to provide a listing and description of the roles generally required to operate and manage the system on an ongoing basis. Provide a training plan and schedule by role including:

• Who will be providing the training;

• Expected format of the training (virtual, on-site, self-guided);

• Proposed training outline;

• Description of training materials and end user documentation.

• Support:

• Offeror should include the expected response times for services included under the Service Level Agreement.

• Is there e-mail, chat, phone support and what is the schedule of availability for support?

• What are the hours that support is available to customers in CST?

• System Maintenance:

• How are product updates distributed and how often?

• Provide schedule of ongoing operating system and application updates including the procedures used to inform customers of maintenance windows and system downtime.

• Security/Privacy:

• Provide details on cyber-security and privacy program used to operate the budgeting software.

• Describe measures used to restrict unauthorized access and ensure the safety and integrity of information. What layers of protection are invoked to provide safeguards against a breach or compromise of the data?

• Where is application hosted?

• Where is data stored?

• Describe the offeror’s disaster recovery plan including backup schedules and redundancy.

Vendor/Contractor:

Option #_____ of ______ (use additional form for each option)

Base Bid/Software Implementation Fee:

Total cost to complete the project scope as specified - one time only cost

Annual Fee/License Fee: Year 1 Year 2 Year 3

Products and services included in proposal:

Term of agreement:

Timeframe covered under proposal

Optional Cost/Considerations:

Costs for alternative projects/adjustments to the scope:

Cost for work outside the scope, if applicable (i.e. cost/hour):

List any products and/or services specifically NOT included in the proposal:

Other:

Start date & number of work days to completion:

Company name:

Signature:

Title:

Date:

Email & Phone Contact Information:

*Contract will be awarded as a complete package to one bidder giving consideration to the total project cost, expected start and completion dates, etc.

Tazewell County Project #2025-F-01

Budgeting and Capital Planning Software Solution COST and FEE PROPOSAL FORM

Project completed for:

Date project completed:

Scope of project completed:

Representative to contact:

Representative's phone number:

Project completed for:

Date project completed:

Scope of project completed:

Representative to contact:

Representative's phone number:

Project completed for:

Date project completed:

Scope of project completed:

Representative to contact:

Representative's phone number:

Project completed for:

Date project completed:

Scope of project completed:

Representative to contact:

Representative's phone number:

Project completed for:

Date project completed:

Scope of project completed:

Representative to contact:

Representative's phone number:

Please provide at least five references from prior comparable projects.

Tazewell County Project #2025-F-01

Budgeting and Capital Planning Software Solution

REFERENCES

Subcontractor name & address:

Scope of work to be completed by subcontractor:

Subcontractor name & address:

Scope of work to be completed by subcontractor:

Subcontractor name & address:

Scope of work to be completed by subcontractor:

Subcontractor name & address:

Scope of work to be completed by subcontractor:

Tazewell County Project…