RFP 25-FIN-064 Addendum 1 08012025.pdf

V-11-22

REQUEST FOR PROPOSAL - ADDENDUM

Proposal #: 25-FIN-064

Title: Budgeting Software Tool

RFP Issued: July 30, 2025

Addendum #: 1

Today’s Date: August 1, 2025

Proposals Due By: August 27, 2025 2:00 PM MT (NO CHANGE)

Questions Deadline: August 11, 2025 2:00 PM MT (NO CHANGE)

Solicitation and all related addenda and communications are available at WWW.BIDNETDIRECT.COM

The following clarification/s are provided to be incorporated into the Request for Proposal All other information shall remain unchanged.

1. RFP 25-FIN-064 Attachment A - New Budget Tool Requirements has been revised to add content and correct score calculation errors. Proposers are hereby advised to disregard the original Attachment A and use the attached Excel worksheet entitled: RFP 25-FIN-064 Attachment A Adden 1- Budget Tool Rqmnts – Revised.

2. Questions/Answers:

Questions 1 – 4 that have been received are being answered in this Addendum 1. The Questions deadline remains the same and any additional questions received will be answered in another Addendum. The questions and answers are incorporated into this Request for Proposal through this Addendum.

Attachments:

• RFP 25-FIN-064 Attachment A Adden 1- Budget Tool Rqmnts – Revised

• Questions & Answers - 1 http://www.bidnetdirect.com/

Requirement Conformance Description Score Value

Yes The solution meets the requirement as is, “out‐of‐the‐box” functionality with no custom configuration, additional parts, or fees 4

Qualified Yes

The solution can meet the requirement with some additional configuration by you (vendor) or us (customer) and/or with additional fees – so that it meets the City’s specific business needs.

Please explain in the Vendor Comments cell.

No The solution cannot meet the requirement 0

Priority Description Score Weight Must have A highest‐priority component of the solution we seek. [A "no" here does not necessarily disqualify your entry.] 6 Should have An important component of the solution we seek 3 Could have Component we would find helpful 1

New Budget Tool Requirements Vendor Instructions:

Please complete the next tab in this Excel workbook, labeled "Requirements." Enter your firm's name in cell F1. On each subsequent line, click in the "Conformance" column and select a response from the drop‐down indicating your solution's ability to meet each of the requirements. Under "Vendor Comments," you may provide additional information about how your product meets each requirement.

Submit this spreadsheet in Excel format to BidNet to be considered for evaluation.

Contact Arvada's Purchasing Representative if you have any trouble working with this document.

City of Arvada RFP 25-FIN-064 Budgeting Software Tool Attachment A

REVISED

ID Priority Feature Description Conformance Vendor Comments Score Functional Requirements FR01 Must have Budget Projections System used to project revenues and expenses FR02 Must have Budget Projections System has the ability to track budget revisions with notes for each revision to describe the revision

FR03 Should have Budget Requests Departments enter budget requests through system including requested budget amount, description of request, justification and City Council or Department Strategic result with workflow approval and ability to attach documents

FR04 Should have Budget Requests Budgets preparation system accommodates entering budget detail for project budget (over multiple years ‐ up to life of project)

FR05 Must have Budget Requests System pre‐populates budget entry fields with past budget version, and actual expenditures and revenues for 3 prior years

FR06 Must have Budget Requests Capital budget to flow to the operational budget for the overall fund budget for each fund and program with Capital budgets

FR07 Could have Budget Requests Budget requests can be grouped into decision packages (multiple line items that go together, EX new position request would include equipment, technology, vehicles needed)

FR08 Must have Budget Requests Budget requests can be prioritized FR09 Must have Budget Requests System allow users to create different budget projections/scenarios (example: what if 5% cut)

FR10 Must have Budget Requests Users can flag one‐time or mid‐year budget events and the system automatically removes them from the next year's' budget so multiple years are not forecasted for one‐time request

FR11 Must have Budget Requests Users can flag repeating budget events to ensure on going expenses are identified FR12 Must have Budget Requests User can export/import using google sheets, excel, or CSV file functionality for mass updates FR13 Must have Scenario Planning Users can create multiple versions of a budget request for "what if" scenario simulation FR14 Must have Forecasting System supports 10 year budgeting FR15 Must have Forecasting System supports budgeting for one year and forecasting 9 additional years.

FR16 Could have Forecasting Automatic entry of debt schedule and amortization to create the repayment amounts in the operating budget FR17 Must have Program Budgeting System allows users to prepare budgets by program (can be across multiple departments or years).

FR18 Should have Program Budgeting System allows program budgets to link to strategic goals FR19 Should have Program Budgeting System tracks performance measures on each program FR20 Should have Program Budgeting System tracks program narrative and goals for each program FR21 Must have Budget Development Department worksheets are automatically rolled into organization‐wide master budget

FR22 Must have Personnel Budgeting

System projects and budgets tax and benefit costs based on current filled regular employee salary and current benefit elections for unfilled (open) postions system calculates tax and benefit costs based upon default criteria set by Cit (EX full family insurance benefits)

FR23 Must have Personnel Budgeting Identifies personnel/position that makes up the salary (step increases) and benefit cost (longevity, etc) as part of the budget system based on position criteria (Ex certain positions receive car allowance but not all postions receive this benefit)

FR24 Should have Personnel Budgeting Identify costs of a new position (computer, uniforms, vehicle, cell phone, training, etc.) one‐time and on‐going FR25 Must have Personnel Budgeting System allows user to propose new position in proposed budget

FR26 Must have Personnel Budgeting System provides ability to propose changing position status as part of budget development (funded ‐ unfunded positions) FR27 Must have Personnel Budgeting With changes to salary amounts, system automatically adjusts any benefits/tax amounts

FR28 Must have Personnel Budgeting System allows for the cost of a position to be allocated to multiple segments of the Chart of Accounts (i.e. organizational codes, programs, projects, grants, etc.)

FR29 Must have Personnel Budgeting System provides what if forecasting for salary adjustments FR30 Must have Personnel Budgeting System budgets salary with COLA occurring on identified date FR31 Must have Personnel Budgeting System can assume step change in salary upon employee anniversary date and budget with change in salary mid year

FR32 Must have Personnel Budgeting System integration with ERP for postion control to track postion changes (postion name change, employee career progression, etc) to ensure budget tool and ERP match

Vendor Name:

Addendum #1 page 2 of 4 dkrank Text Box

USE EXCEL FILE TO COMPLETE - RETURN EXCEL FILE AS SUBMITTAL

ID Priority Feature Description Conformance Vendor Comments Score

FR33 Must have Personnel Budgeting Ability to distinguish and report on different elements of pay (Ex base salary, salary rate adjustment, position changes) FR34 Must have Capital Budgeting Capital budgets prepared by project or asset FR35 Must have Capital Budgeting Project/asset budgets created roll up to create department capital budget and overall capital budget plan FR36 Must have Capital Budgeting System allows individual capital project budgets created in project module to feed to operating budget

FR37 Must have Capital Budgeting System allows for the reappropriation of funds from one fiscal year to the next for projects with capital carryover and allows for workflow approval

FR38 Should have Capital Budgeting System allows for different workflows for the reappropriation of different types of funds.

FR39 Must have Capital Budgeting Estimated on going operating budget impacts can be captured at the time of project budget entry.

FR40 Should have Capital Budgeting Multiple departments view project FR41 Must have CIP System supports developing at least 10 year CIP projections FR42 Should have CIP System connects individual projects to city priority FR43 Must have Budget Development System allows budget users to roll budget to new version FR44 Must have Budget Development Ability to filter by CoA/programs/Activities, etc

FR45 Must have Budget Development Provide Fund Balance for budget development to create 10 year budget forecast including a reserve calculation FR46 Must have Budget Development Allow comment/question/flagging notifications

FR47 Must have Budget Development Collaboration tool to allow multiple contributors to enter and collaborate on a budget at the same time on the same worksheet

FR48 Must have Budget Development System maintains history of multiple budget versions including recommended, adopted, revised Budget FR49 Must have Budget Reporting Ability to create specialized and dynamic reports FR50 Must have Budget Requests Ability to see and edit all budget entrys for one program on one page FR51 Must have Budget Requests Ability to review which new position requests have been approved

NR01 Could have Mobile responsive design Describe the platform's usability on mobile phones and iPads NR02 Must have Browser compatibility Describe the platform's compatibility with common browsers including Chrome, Firefox, Edge, and Safari

NR03 Must have Responsive development Enhancement requests have a genuine path to your software development process

NR04 Should have Authentication The platform will support SSO (via SAML protocol) or LDAP authentication.

NR05 Must have Multi‐Factor Authentication Describe how the platform supports MFA, either natively or through SSO or LDAP NR06 Must have Personal data protection Describe how you manage and protect personal data NR07 Must have Platform security Describe your cloud‐based security capabilities NR08 Should have User security Describe your capability to lock an account after consecutive access attempts NR09 Should have Data Encryption All data encrypted in transit (TLS 1.2+) and at rest (AES‐256 or equivalent)

NR10 Must have Role‐based access The platform will have the ability to create permission‐based roles and groups NR11 Must have API Security Please describe the mechanisms in place that afford secure API interactions between your system and others

NR12 Could have Ad Hoc Reporting Describe the platform's capability to run ad hoc reports and provide detail for any pricing associated with ad hoc reports.

Please describe your process for ad hoc report requests and the timeframe for report generation.

NR13 Should have Audit Logging The platform will have the capability to record user activity for security and auditing purposes. These logs must be retained for a minimum of 5 years.

NR14 Must have

System and Organization Controls (SOC) 2 ‐ Security, Availability & Confidentiality Report

System and Organization Controls (SOC) Reports are independent third‐party examination reports that demonstrate how an organization achieves key compliance controls and objectives.

Demonstration of Compliance: Certification by a third‐party auditor

Compliance

Nonfunctional requirements Usability

Security

Business Intelligence

Addendum #1 page 3 of 4

ID Priority Feature Description Conformance Vendor Comments Score

NR15 Could have ISO 27001 ‐ Security Management Controls

ISO/IEC 27001:2013 is a security management standard that specifies security management best practices and comprehensive security controls following the ISO/IEC 27002 best practice guidance. The basis of this certification is the development and implementation of a rigorous security program, which includes the development and implementation of an Information Security Management System (ISMS) which defines how an organization perpetually manages security in a holistic, comprehensive manner.

IF SOC 2 CERTIFICATE UNAVAILABLE, THIS BECOMES MUST‐HAVE.

Demonstration of Compliance: Certification by a third party auditor

NR16 Should have Data Retention

The platform will store a minimum of 5 years of data plus the current year in alignment with the City's data retention policy.

Please list any data storage limitations that exist, as well as describe any automated data trimming functions that are part of the platform.

NR17 Must have ADA Can your system assure ADA compliance (WCAG 2.2)?

NR18 Could have Standards Describe any other industry standards with which your product is compliant

NR19 Should have Microsoft Power BI The platform will provide the ability to interact, both by sending and receiving information, with the Microsoft Power BI API

NR20 Must have Workday The platform will provide the ability to interact, both by sending and receiving information, with the City's finance/HR system, Workday

NR21 Should have Service Level Agreement (SLA)

The vendor will provide issue resolution as follows:

Severity 1: Production issues will be resolved within 0‐4 hours Severity 2: Up to 12 hours Severity 3: Up to 24 hours Severity 4 : Up to 1 week or negotiable based upon circumstance

NR22 Must have Availability The platform will have 99.9% uptime with no routinely scheduled downtime.

NR23 Must have Business Continuity The vendor will provide the capability to recover quickly from a system failure or disaster and will have a predefined plan for recovering that data. The vendor will provide their plans for disaster recovery and business continuity.

NR24 Should have Training Provide details around what is included in your training package. For example administrator training, train‐the‐trainer sessions, end‐user training materials and ongoing training for upgrades, changes, etc.

NR25 Should have Data import Provide details around how City's existing data, including inspection reports, will be transformed and loaded into your system.

Note any experience you have in particular with Comcate data imports.

NR26 Should have UAT: Data Describe how your implementation team validates imported data via user acceptance testing

NR27 Should have UAT: Reports Describe how your implementation team validates reports via user acceptance testing

Requirements Score 0

Interoperability

Performance

Transition Requirements

Addendum #1 page 4 of 4

Questions & Answers - 1

Solicitation 25-FIN-064 - Budgeting Software Tool

Buying Organization City of Arvada

No Question/Answer Question Date

Q1 Question: Budgt Tool Requirement Sheet

Here's a clear and professional way to pose that as a question to the City of Arvada:

Could you please confirm if it was intentional that Rows 46, 51, and 52 do not yield any points when

"Yes" is selected in the Conformance column? Additionally, we noticed that the Requirements Score displays as "###", can you clarify if this is expected behavior or if it indicates a formatting issue?

Answer: Reference Addendum 1

RFP 25-FIN-064 Attachment A - New Budget Tool Requirements has been revised to add content and correct score calculation errors. Proposers are hereby advised to disregard the original Attachment A and use the attached Excel worksheet entitled: RFP 25-FIN-064 Attachment A Adden 1- Budget Tool

Rqmnts – Revised.

07/31/2025

Q2 Question: User quantities and types

Can you please provide a breakout of users based on:

•Systems administrators (Involved with configuring and maintaining the model)

•Budget Users (read/ write access)

•Read only users

Answer: The breakout of users is as follows:

•Systems administrators (Involved with configuring and maintaining the model): 7

•Budget Users (read/ write access): 7

•Read only users: 20

07/31/2025

Q3 Question: Workday Adaptive Planning Ownership

a. Does the City own Workday Adaptive Planning?

b. If so, is the City evaluating the implementation of Adaptive Planning?

Answer: a. Yes

b. Adaptive Planning was evaluated and determined it would not fit the needs of the City.

08/01/2025

Q4 Question: Product Demonstrations

a. Has the City participated in any specific software solution demonstrations?

b. If so, what product demonstrations has the City reviewed?

Answer: a. The City has not participated in specific software demonstrations except for Adaptive

Planning during the Workday selection process.

b. See response to 4a.

08/01/2025