RFP 25-FIN-064 Attachment A Adden 1- Budget Tool Rqmnts - Revised.xlsx
XLSX spreadsheet 35 KB Posted
- Attached to
- Budgeting Software Tool State and local contract opportunity
- Solicitation number
- 25-FIN-064
- Issued by
- Jefferson County, Colorado
About this file
The document is a Request for Proposal (RFP 25-FIN-064) Attachment A Addendum 1 from the City of Arvada, Colorado, detailing comprehensive requirements for a new Budget Tool software solution. The City seeks a sophisticated budgeting software system that will integrate with their existing Workday ERP, supporting complex municipal financial planning across multiple departments and funding streams. The RFP outlines extensive functional requirements including budget projections, budget requests, scenario planning, forecasting, program budgeting, personnel budgeting, and capital budgeting. The proposed solution must support 10-year budgeting, multi-scenario planning, and accommodate up to six system superusers and 30 end users, with the City anticipating implementation for the 2027-2028 bi-annual budget cycle.
The procurement emphasizes technical specifications including multi-factor authentication, ADA compliance (WCAG 2.2 standards), 99.9% system availability, and SOC 2 certification. While no specific contract value is explicitly stated, the detailed requirements suggest a significant investment in municipal financial technology infrastructure. The City's total municipal budget is $366,624,299, serving 778 full-time employees. Key technical integration requirements include compatibility with Workday ERP and Microsoft Power BI, with vendors expected to provide not just software but also implementation support and potential ongoing technical assistance. The solicitation includes a question submission deadline of August 11, 2025, with final proposals due by August 27, 2025, and an emphasis on a flexible, robust solution capable of handling complex financial modeling and detailed budgeting processes.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| RFP 25-FIN-064 Attachment A - New Budget Tool Requirements.xlsx | XLSX spreadsheet | |
| RFP 25-FIN-064 Addendum 1 08012025.pdf | ||
| RFP 25-FIN-064 Budgeting Software Tool - Final.pdf |
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Text version
Instructions
| 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. | 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. | 2 | ||
| No | The solution cannot meet the requirement | System has the ability to track budget revisions with notes for each revision to describe the revision |
| Priority | Budget Requests | Budgets preparation system accommodates entering budget detail for project budget (over multiple years - up to life of project) |
| 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 |
Requirements
| Vendor Name: | ||||||
| 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 | |||
| 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 | |||
| Nonfunctional requirements | ||||||
| Usability | ||||||
| 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 | |||
| Security | ||||||
| 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 | |||
| Business Intelligence | ||||||
| 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. | |||
| Compliance | ||||||
| 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 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 |
| Interoperability | |||
| 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 |
| Performance | |||
| 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. | ||
| Transition Requirements | |||||
| 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 |
City of Arvada RFP 25-FIN-064 Budgeting Software Tool Attachment A
REVISED
Addendum #1 page &P of &N
File details come from the government source that posted it. Updated .