RFP 25-FIN-064 Budgeting Software Tool - Final.pdf

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REQUEST FOR PROPOSAL

Proposal #: 25-FIN-064

Title: Budgeting Software Tool

RFP Issued: July 30, 2025

Question Deadline: August 11, 2025 2:00 PM MDT Questions must be submitted through BidnetDirect.com.

Responses will be posted on Bidnet via addendum.

Proposals Due By: August 27, 2025 2:00 PM MDT

Electronic Submissions must be submitted online at BidNetDirect.com.

This is the only valid source for postings regarding this solicitation.

Late responses will not be considered for award.

For additional administrative information not related to the project contact: Dawn Krank dkrank@arvada.org Contact with the requesting department may result in vendor disqualification.

Documents included in this Request:

General Terms and Conditions page 2-4 Special Terms and Conditions page 4-5 Insurance Requirements page 5-6 Administrative Information and Evaluation Criteria page 6-8 Statement of Work page 9-10 Required Vendor Submittal Form, Submittal Checklist page 11-12 Performance Measures Form page 13

Attachments/Exhibits

A. New Budget Tool Requirements Worksheet (Excel File)

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GENERAL TERMS AND CONDITIONS

1. NO MULTI-YEAR FISCAL OBLIGATION. Financial obligations of Arvada payable after the current fiscal year are contingent on funds for that purpose being appropriated, budgeted, and otherwise made available by the City Council for Arvada. Arvada’s obligations under the Agreement shall be from year to year only and shall not constitute a multiple-fiscal year direct or indirect debt or other financial obligation of Arvada within the meaning of Article X, Section 20 of the Colorado Constitution (TABOR).

2. TAXES. Arvada shall not be liable for the payment of any excise, sales, or use taxes. Arvada is exempt from federal excise taxes under I.R.C. Chapter 32 (26 U.S.C., Subtitle D, Ch. 32) and from State and local government sales and use taxes under §§39-26-704(1), et seq., C.R.S. (Colorado Sales Tax Exemption Identification Number 98-01789). Contractor shall not invoice Arvada for any state, federal or local taxes. Upon written notification by Arvada, Contractor shall reimburse Arvada in a timely manner for any taxes erroneously paid by Arvada.

3. NO INDEMNIFICATION BY ARVADA. Arvada is prohibited under Article XI, Section 1 of the Colorado Constitution from indemnifying anyone. Despite any provision in any contract document to the contrary, Arvada does not indemnify Contractor or anyone else under the Agreement.

4. INDEMNIFICATION OF ARVADA. Contractor shall indemnify, defend, and hold harmless Arvada, its employees, agents and assignees (the “Indemnified Parties”), against any and all costs, expenses, claims, damages, liabilities, court awards, and other amounts (including attorneys’ fees and related costs) arising from or related to any act or omission by Contractor, or its employees, agents, Subcontractors, or assignees in connection with the Agreement.

4.1. Confidential Information Indemnification. Disclosure or use of Arvada Confidential Information by Contractor may be cause for legal action by third parties against Contractor, Arvada, or their respective agents. Contractor shall indemnify, defend, and hold harmless the Indemnified Parties, against any and all claims, damages, liabilities, losses, costs, expenses (including attorneys’ fees and costs) incurred by Arvada in relation to any act or omission by Contractor, or its employees, agents, assigns, or subcontractors.

4.2. Intellectual Property Indemnification. Contractor shall indemnify, save, and hold harmless the Indemnified Parties, against any and all costs, expenses, claims, damages, liabilities, and other amounts (including attorneys’ fees and costs) incurred by the Indemnified Parties in relation to any claim that any Deliverable, Good or Service, software, or Work provided by Contractor under the Agreement (collectively, “IP Deliverables”), or the use thereof, infringes a patent, copyright, trademark, trade secret, or any other intellectual property right. Contractor’s obligations shall not extend to the combination of any IP Deliverables provided by Contractor with any other product, system, or method, unless the other product, system, or method is (a) provided by Contractor or Contractor’s subsidiaries or affiliates; (b) specified by Contractor to work with the IP Deliverables; (c) reasonably required in order to use the IP Deliverables in its intended manner and the infringement could not have been avoided by substituting another reasonably available product, system, or method capable of performing the same function; or (d) is reasonably expected to be used in combination with the IP Deliverables.

5. GOVERNMENTAL IMMUNITY. Liability for claims for injuries to persons or property arising from the negligence of Arvada, its departments, boards, commissions, committees, bureaus, offices, employees and officials shall be governed by the provisions of the Colorado Governmental Immunity Act, §§24-10-101, et seq., C.R.S. (CGIA). No term or condition of the Agreement shall be construed or interpreted as a waiver, express or implied, of any of the immunities, rights, benefits, protections, or other provisions contained in the CGIA.

6. OPEN RECORD REQUESTS. Arvada is obligated to comply with the Colorado Open Records Act (C.R.S. §§24-72-200.1 et seq.)(CORA), which may require Arvada to disclose all or a portion of communications relating to the Agreement, any transaction under the Agreement, and other related matters. Contractor has been advised to familiarize itself with CORA. Any confidentiality provisions in any contract documents are subject to the provisions of CORA.

7. PROTECTION OF PERSONAL IDENTIFYING INFORMATION. In the event the Agreement includes or requires Arvada to disclose to Contractor any Personal Identifying Information as defined in C.R.S. § 24-73-101, Contractor shall comply with the applicable requirements of C.R.S. §§ 24-73-101, et seq., relating to third-party service providers.

8. NO THIRD PARTY BENEFICIARIES. The Agreement does not and is not intended to confer any rights or remedies upon any person or entity other than Arvada and Contractor. Enforcement of the Agreement and all related rights and obligations are reserved solely to Arvada and Contractor. Any services or benefits which third parties receive as a result of the Agreement are incidental and do not create any rights for such third parties.

9. ASSIGNMENT. Contractor’s rights and obligations under the Agreement are personal and may not be transferred or assigned without the prior, written consent of Arvada. Any attempt at assignment or transfer without such consent shall be void. Any assignment or transfer of Contractor’s rights and obligations approved by Arvada shall be subject to the provisions of the

Agreement. Any provision of an assignment that enlarges any duty, responsibility, or obligation of Arvada, or that limits, curtails, or diminishes any right or privilege of Arvada, without Arvada’s express written consent, shall be void.

10. BINDING EFFECT. This Agreement shall inure to the benefit of, and be binding upon, the parties, their respective legal representatives, successors, heirs, and assigns.

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11. SURVIVAL. Any provision of the Agreement that imposes an obligation on a party after the Agreement’s termination or expiration shall survive the termination or expiration and shall be enforceable by the other party.

12. SUBCONTRACTS. Contractor shall not subcontract any of its responsibilities without Arvada's prior written approval, which will not be unreasonably withheld. Contractor shall submit to Arvada a copy of each such subcontract upon Arvada’s request. All subcontracts Contractor enters into in connection with the Agreement shall comply with all applicable federal, state, and local laws and regulations, shall provide that they are governed by the laws of the State of Colorado, and shall be subject to all provisions of the Agreement. Contractor agrees it is fully responsible for subcontractors performing services under the

Agreement. Contractor shall be Arvada's sole point of contact regarding the services, including with respect to payment.

13. INDEPENDENT CONTRACTOR. Contractor shall perform its duties under the Agreement as an independent contractor and not as an employee. Neither Contractor nor any agent or employee of Contractor shall be deemed to be an agent or employee of Arvada. Contractor shall not have authorization, express or implied, to bind Arvada to any agreement, liability, or understanding, except as expressly set forth herein. Contractor and its employees and agents are not entitled to unemployment insurance or workers compensation benefits through Arvada and Arvada shall not pay for or otherwise provide such coverage for Contractor or any of its agents or employees. Contractor shall pay when due all applicable employment taxes and income taxes and local head taxes incurred pursuant to the Agreement. Contractor shall: (i) provide and keep in force workers’ compensation and unemployment compensation insurance in the amounts required by law; (ii) provide proof thereof when requested by Arvada; and (iii) be solely responsible for its acts and those of its employees and agents.

14. LICENSES, PERMITS, AND OTHER AUTHORIZATIONS. Contractor shall secure, prior to the effective date, and maintain at all times during the term of the Agreement, at its sole expense, all licenses, certifications, permits, and other authorizations required to perform its obligations under the Agreement, and shall ensure that all employees, agents and subcontractors secure and maintain at all times during the term of their employment, agency or subcontract, all license, certifications, permits and other authorizations required to perform their obligations in relation to the Agreement.

15. STANDARD AND MANNER OF PERFORMANCE. Contractor shall perform its obligations under the Agreement in accordance with the highest standards of care, skill, and diligence in Contractor’s industry, trade, or profession.

16. TIME OF THE ESSENCE. Contractor acknowledges and agrees that time is of the essence for this Agreement and that it is an essential term of this Agreement that Contractor maintain a rate of progress in the Services that will result in completion of the

Services in accordance with this Agreement. To that end, Contractor agrees to proceed with all due diligence to complete the

Services in a timely manner in accordance with this Agreement, and further agrees that failure to complete any of the Services during the Term of this Agreement, or as may be more specifically set forth in an attachment, exhibit, or modification, shall be deemed a breach.

17. WAIVER OF BREACH. A waiver by any party to the Agreement of a breach of any Agreement term shall not operate or be construed as a waiver of any subsequent breach by either party.

18. RIGHT TO TERMINATE. Arvada shall have the right to terminate, without cause, the Agreement. Any such termination shall not be considered a breach of the Agreement or any extension. In the event Arvada terminates for convenience, Arvada will pay

Contractor for requested work performed up until the time of termination, not to exceed the total amount of the contract price agreed upon by Arvada and Contractor.

19. EXTERNAL TERMS AND CONDITIONS. Notwithstanding anything to the contrary, Arvada shall not be subject to any provision included in any terms, conditions, or agreements appearing on Contractor’s or a subcontractor’s website or any provision incorporated into any click-through or online agreements related to the Work unless that provision is specifically referenced in the Agreement.

20. PROHIBITED TERMS. Any term included in the Agreement that requires Arvada to indemnify or hold Contractor harmless;

requires Arvada to agree to binding arbitration; limits Contractor’s liability for damages resulting from death, bodily injury, or damage to tangible property; or that conflicts with this provision in any way shall be void ab initio. Any term included in the

Agreement that limits Contractor’s liability that is not void under this section shall apply only in excess of any insurance to be maintained under the Agreement, and no insurance policy shall be interpreted as being subject to any limitations of liability of the Agreement.

21. COMPLIANCE WITH ALL LAWS. Contractor shall comply with all applicable federal, Colorado and Arvada laws, rules, regulations, policies and procedures in effect or hereafter established, including, without limitation, laws applicable to discrimination and unfair employment practices.

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22. BINDING ARBITRATION PROHIBITED. Arvada does not agree to binding arbitration by any extra-judicial body or person. Any provision to the contrary shall be null and void.

23. GOVERNING LAW AND VENUE. Colorado law, rules, and regulations shall be applied in the interpretation, execution, and enforcement of the Agreement. Any provision included or incorporated herein by reference which conflicts with said laws, rules, and regulations shall be null and void. All suits or actions related to the Agreement shall be filed and proceedings held in the

State of Colorado and exclusive venue shall be in Jefferson County.

24. OWNERSHIP OF WORK PRODUCT. The originals of all plans, reports, studies, data, or other materials or information relating to the Work that are produced by Contractor shall be delivered to and become the property of Arvada. Contractor may retain copies of any originals; however, no plans, reports, studies, data, or other materials or information relating to the Work shall be released to any person or entity without the prior written consent of Arvada. Nothing in this clause is intended to affect

Contractor’s right to use generic know-how learned in the course of providing services under the Agreement for the future benefit of Arvada or others.

25. SOFTWARE PIRACY PROHIBITION. Arvada or other public funds payable under the Agreement shall not be used for the acquisition, operation, or maintenance of computer software in violation of federal copyright laws or applicable licensing restrictions. Contractor hereby certifies and warrants that, during the term of the Agreement and any extensions, Contractor has and shall maintain in place appropriate systems and controls to prevent such improper use of public funds. If Arvada determines that Contractor is in violation of this provision, Arvada may exercise any remedy available at law or in equity or under the

Agreement, including, without limitation, immediate termination of the Agreement and any remedy consistent with federal copyright laws or applicable licensing restrictions.

26. ACCESSIBILITY COMPLIANCE.

26.1 Arvada is obligated to comply with the Colorado Anti-Discrimination Act (C.R.S. §§24-34-300 et seq.)(“CADA”), which requires all digital and online platform and content providers to comply with the minimum Accessibility Standards for

Individuals with a Disability, adopted by the Colorado Office of Information Technology (“OIT”) under C.R.S §24-85-

103(2.5). Contractor has been advised to familiarize itself with CADA.

26.2 To the extent the Work or any of Contractor’s services provided under the Agreement involves digital, technological components, including but not limited to software, websites, applications, digital documents (the “Material”), all Material shall comply with the OIT’s currently adopted minimum Accessibility Standards for Individuals with a Disability at all times.

26.3 Contractor shall indemnify, save, and hold harmless Arvada, its employees, agents and assignees (the “Indemnified

Parties”) against any and all costs, expenses, claims, damages, liabilities, court awards and other amounts (including attorneys’ fees and related costs) incurred by any of the Indemnified Parties in relationship to Contractor’s failure to comply with Section (26.2) above.

26.4 Upon Arvada’s request, Contractor shall certify to Arvada that its service(s) and digital documents are compliant with

Section (26.2) above. Arvada may require Contractor’s compliance to the OIT’s currently adopted minimum standards of accessibility to be determined by a third party selected by Arvada to attest to Contractor’s compliance.

SPECIAL TERMS AND CONDITIONS

1. PRICES FIXED AND FIRM FOR THE TERM OF THE CONTRACT

Prices proposed by the vendor shall remain fixed and firm during the term of the contract; however, the vendor may offer incentive discounts from the fixed price. This contract shall commence upon the date specified in the Contract or Purchase Order and shall remain in effect until such time as all items/services purchased in conjunction with this solicitation have been delivered and accepted by the City's authorized representative. It shall be understood and agreed that any warranty period which exceeds this term shall remain in full force for the duration of the warranty period.

2. OPTION TO RENEW FOR SUBSEQUENT YEARS The prices or discounts quoted in this Solicitation shall prevail for one year from the effective date of the contract, at which time the City shall have the option to renew the contract for 4 additional one year periods;

provided that the vendor provided satisfactory performance during the contract period. Continuation of the contract beyond the initial period is a City prerogative and not a right of the vendor. Unless otherwise notified in writing, the option period shall become automatic at the end of the original period.

During the option period, the City will consider an adjustment to the pricing structure. For consideration, the vendor must document that it was subject to a price adjustment by the product manufacturer or a direct wholesale supplier. Any price adjustments shall not exceed the amount being passed on.

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3. CONTENTS OF OFFER

Vendors are required to submit offers with the following conditions:

a. Vendors shall make all investigations necessary to inform themselves of the facilities affected by the delivery of products and services required by the Solicitation.

b. Any official interpretation of the Solicitation may only be issued by an authorized agent of the City. The City shall not be responsible for other interpretations offered by employees not authorized.

c. The City shall issue Addenda if substantial changes are required which may impact the content and submission of Offers. A copy of such addenda will be publicly posted with the original RFP posting.

d. The apparent silence or omissions within this Solicitation regarding a detailed description of the materials or services shall be interpreted to mean that only the best commercial practices are to prevail and that only materials and workmanship of first quality are to be provided.

4. CLARIFICATION AND MODIFICATIONS

The contract resulting from this solicitation will be subject to the Solicitation materials, City Ordinance, State and Federal Statutes.

When conflicts occur, the highest authority shall prevail. Vendors are required to indicate any variances to the terms, conditions, requirements and specifications of this Solicitation; no matter how slight. If variations are not stated in the vendor's Offer, it shall be agreed that the vendor's Offer fully complies with all conditions identified in this Solicitation.

5. ELIGIBILITY OF VENDORS: MUST BE ENGAGED IN SUPPLYING PRODUCTS OR SERVICES RENDERED

Offers will only be considered from firms which have been engaged in the business of manufacturing or distributing the goods and/or performing services described in this Solicitation. Vendors must be able to produce evidence that they have an established satisfactory record of performance for at least two (2) years and have sufficient finances and structure to ensure that they can satisfactorily execute the Contract requirements, as determined by authorities of the City. The City reserves the right, before awarding the contract, to require a vendor to submit evidence of its qualifications including, but not limited to, financial, technical and other qualifications, as well as past performance with the City, for consideration in making the award in the best interest of the City.

6. CONFIDENTIAL DOCUMENTS

Vendors may designate specific pages or sections within their submission as trade secret or confidential commercial information or as otherwise protected by law (“Confidential Information”). Documents and data that are considered Confidential Information shall be clearly marked as such and separated from the rest of the solicitation submission documents. Comingling is not acceptable. The City does not favor blanket assertions of Confidential Information. Please note that blanket assertions that merely classify and/or broadly claim information is confidential are insufficient as a matter of law. See, International Brotherhood of Electrical Workers Local 68 v.

Denver Metropolitan Major League Baseball Stadium District, 880 P.2d 160 (Colo.App. 1994). Any information that will be included in any resulting contract cannot be considered Confidential. Under no circumstances may submission pricing information be considered Confidential. In the event a formal contract is entered into with the City and a portion of the Proposal/Response carries a designation indicating the Vendor believes it is Confidential Information, then the City agrees that it will use its best efforts to forward any request for the disclosure of the Confidential Information to the Vendor. By its submission of the Proposal/Response ,Vendor agrees to promptly respond to the request for disclosure with any objections and reasons therefor in accordance with the Colorado Open Records Act C.R.S. §§24-72-101 et seq. and any other applicable law. Further, Vendor agrees to assume the obligation to defend, hold harmless, and indemnify the City in any legal proceeding that arises from non-disclosure of documents or data pursuant to the Vendor’s objection.

7. COOPERATIVE PURCHASING

The City of Arvada encourages and participates in cooperative purchasing endeavors undertaken by or on behalf of other governmental agencies including the Multiple Assembly of Procurement Officials and the Cooperative Educational Purchasing Council (CPEC).

We hereby request that any member of MAPO/CPEC be permitted to avail itself of this contract and purchase, as specified by the contract resulting from this RFP, at the contract prices established therein. Each governmental entity would establish its own contract, issue its own orders, be invoiced directly, make its own payments and issue its own exemption certificates as required. It is understood and agreed that the City of Arvada is not a legally binding party to any contractual agreement made between another governmental entity and the successful vendor as a result of this solicitation. The City shall not be liable for any costs or damages incurred by any other entity.

8. MODIFICATIONS TO EXISTING CONTRACT

Terms and conditions may be added, modified, and deleted upon mutual agreement between authorized agents of the City and the vendor provided that such terms and conditions remain within the scope and original intent of the Solicitation. Said terms and conditions may include, but are not limited to, additions or deletions of service levels and/or commodities, and increases or decreases in the time limits for an existing contract. Any and all modifications must be signed by authorized agents of the City and the vendor prior to the enactment of such modifications.

INSURANCE REQUIREMENTS

The following listed insurance requirements shall be carried by the selected vendor for the entirety of the contract. Applicable requirements for this solicitation are identified by completed check boxes.

1. Commercial General Liability, written on an occurrence form, for limits not less than $1,000,000 for bodily injury and property damage for each occurrence and not less than $2,000,000 aggregate. Coverage shall include premises and operations liability, blanket contractual, broad form property damage, products and completed operations and personal injury endorsements.

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2. Workers’ Compensation and Employers Liability as required by statute. Employers Liability coverage is to be carried for a minimum limit of $1,000,000 each accident/disease and $2,000,000 aggregate.

3. Automobile Liability for limits not less than $1,000,000 combined single limit for bodily injury and property damage for each occurrence. Coverage shall include owned, non-owned and hired automobiles.

4. Umbrella Liability of $ , following form to the Commercial General Liability.

5. Builders Risk or Course of Construction Purchased by contractor to cover physical damage to property in construction or rehab. Contractors will ensure that City and subcontractors will be covered as additional insureds, excluding their own machinery, tools and equipment.

6. Professional Liability Professional Liability insurance in an amount of not less than $1,000,000 per occurrence, covering the professional work contemplated under this proposal. The coverage shall have an extended reporting period of three (3) years following the date of substantial completion of the work for reporting of claims.

7. Pollution Legal Liability Insurance for limits not less than $1,000,000 per occurrence (or claims made) and not less than $1,000,000 aggregate for bodily Injury, personal Injury and property Damage.

8. Privacy/Network/Cyber Liability Insurance for limits not less than $1,000,000 for any firm providing product or services associated with IT, software, communication, or network.

Additional Insurance Requirements:

• Contractor will be required to, at its own expense, keep in full force and effect during the term of the Agreement, and during the term of any extension or amendment of the Agreement, insurance reasonably sufficient to insure against the liability assumed by Contractor pursuant to the provisions of the solicitation sent by the City of Arvada or as determined by the

City of Arvada Risk Manager.

• Issuance of a Purchase Order/Contract is contingent upon the receipt of the insurance documents. Work shall not commence before this requirement is met. If the vendor fails to submit the required insurance documents within fifteen (15) calendar days after notice to submit such policies is given to the vendor by a City representative, the vendor may be in default of the Award.

• Except for Workers Compensation, Employer’s Liability insurance, Automobile Liability and Professional Liability insurance, the City of Arvada must be endorsed as an additional insured on a Certificate of Insurance.

• All coverage must be written with carriers holding a minimum A.M. Best rating of A-:VII, and authorized to do business in

Colorado. Coverage shall be primary, and any insurance held by the City of Arvada is excess and non-contributory.

• The City, through its Risk Manager, reserves the right to require additional insurance coverage and other requirements.

ADMINISTRATIVE INFORMATION

1. PURPOSE - TO OBTAIN PROPOSALS

The purpose of this Solicitation is to provide qualified vendors with sufficient information regarding the City's needs in order to adequately prepare and submit a Proposal. Proposals must be received by the date and time established in this solicitation. Once the deadline has passed, Proposals will not be able to upload to the BidNet site. Proposals are proprietary working documents offered by prospective vendors and, as such, are not subject to public inspections until an official award is made.

2. PREPARATION AND SUBMISSION

Offers will be prepared as follow:

a. A blank shall be construed as "No Bid/not offered". Where there is a discrepancy between the unit price and the extension of prices, the unit price shall prevail.

b. Vendors will not knowingly participate in solicitations where there exists a conflict of interest with their firm and a member of City staff or their immediate family.

c. Solicitations and addenda are available at WWW.BIDNETDIRECT.COM. Registration is available to receive email notification of new solicitations, addenda and communications.

d. Vendors who qualify their Offers by requiring alternate contractual terms and conditions as a stipulation for contract award, must include such alternate terms and conditions in its Offer. The City reserves the right to declare the vendor's Offer as non-responsive if any of these alternate terms and conditions are in conflict with the City's terms and conditions, or its best interest.

e. Once Offers have been opened, the City shall not consider any subsequent submissions of alternate terms and conditions.

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3. MODIFICATION OR WITHDRAWAL OF OFFERS

Modifications to Offers- Changes to the Offer after the submission deadline shall be allowed only when the vendor can show convincing evidence that an unintentional factual mistake was made. Modification requests must be made in writing. Any modification submitted to the City must have the vendor's name, address, Solicitation Number and title included.

Withdrawal of Offers- Offers may not be withdrawn after the deadline for the Solicitation for a period of ninety (90) calendar days.

If an Offer is withdrawn by the vendor during this ninety (90) day period, the City may, at its option, suspend the vendor and may not accept any Offer from the vendor for a six (6) month period following the withdrawal.

4. REJECTION OF OFFERS

a. The City may reject an offer, in whole or in part, for reasons including, but not be limited to:

i. The vendor misstates or conceals any material fact in its Proposal;

ii. The vendor's Offer does not strictly conform to the law or requirements of the Solicitation;

iii. The Offer expressly requires or implies a conditional award that conflicts with the method of award stipulated in the Special

Conditions;

iv. The Offer does not include documents which are required for submission with the Offer; or

v. The Offer has not been executed by the vendor through an authorized signature.

b. The City may, at its sole and absolute discretion:

i. Reject all or parts of Offers submitted by prospective vendors;

ii. Re-advertise this Solicitation;

iii. Postpone or cancel the Solicitation;

iv. An Offer may not be accepted from, nor any contract be awarded to, any person or firm which

(a) is in arrears to the City for any debt or Contract, or is a defaulter as surety for any obligation to the City.

(b) has failed to perform faithfully any previous contract with the City, State or Federal governmental for a minimum period of one (1) year after this previous Contract was terminated for cause.

(c) has pending litigation against the City on the date and time that the Solicitation is due.

5. BEST VALUE AGENCY

The City of Arvada is a best value agency. Best value means a technique in a competitive solicitation process which emphasizes value over price and permits the evaluation of criteria such as, but not limited to, qualifications, experience, and performance data to determine the best overall value to the city. It is solely incumbent on the staff of the City of Arvada to conduct due diligence to determine best value prior to award.

6. METHOD OF AWARD - BEST EVALUATIVE SCORE BASED ON WRITTEN PROPOSAL:

The selection process will consist of evaluation of qualified proposals received based on the criteria outlined in this RFP. It is the intent of the City to award a contract to the vendor(s) who receives the highest score from the City's RFP Evaluation Committee.

The Committee will score written Proposals by reviewing documentation submitted by the vendors. Evaluation will be based on the following criteria:

1) Firm capabilities & assigned staff experience

2) Scope of submission; project understanding, methodology and approach

3) Ability and alignment to meet Requirements / Responses to the New Budget Tool Requirements sheet

4) Effectiveness of implementation, or installation, plan, training and support plans

5) Price/total cost of ownership to support best value for services and/or products provided

6) Performance Measures included in the proposal if a service over $15,000

References may be contacted to verify information contained in the proposal.

Exceptions to specifications or terms and conditions may result in submission being deemed non-responsive.

7. PRESENTATIONS

After initial evaluation of proposals received, the Evaluation Committee will invite a limited number of vendors who received high scores during phase one, to make a presentation to demonstrate their proposed product and how it covers all functional areas listed in this RFP including software or implementation services. The evaluative score from the presentations will determine the top-rated vendor(s).

8. PROPOSAL FORMAT REQUIREMENTS

Written proposals should include the information in the format outlined below and be limited to no more than twenty-five (25) pages.

Required City forms, resumes, title pages are excluded from page count. Information should be concise, without extraneous content.

Refrain from submitting generic marketing materials, alternate and unapproved agreements, and any other information not requested.

All information should be contained in one pdf file, with sections bookmarked. The file name should start with proposer’s name, then the proposal number. Imbedded links for required information are NOT acceptable. All information that proposers want evaluated must be contained in the pdf file.

a. Cover & executive summary

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b. Project understanding: Provide a statement of understanding of the City’s project requirements with a management approach as it applies to the Statement of Work/Scope of Services

c. Proposed Team: Provide details of Firm’s and assigned staff roles, capabilities, experience, qualifications, licenses and certifications

d. Details of proposal: Provide a comprehensive implementation plan, detailed technical specifications, training plan, and support and maintenance plans that outline response times and service level agreements.

e. Previous projects of similar size and scope, with references. (See 9.e. below) Include:

• Client name and type of organization

• Project scope, technical environment, complexity, and Proposer’s role

• Project start and end dates

f. Completed attached City submittal forms and all other forms or attachments specifically requested.

g. Fee Schedule/Cost Proposal: Provide a detailed fee schedule that includes licensing, implementation, system customizations and enhancements, and ongoing support costs as well as potential renewal prices.

h. The New Budget Tool Requirements sheet (Excel File) should be completed and submitted/uploaded as an Excel file. This file must be completed and returned with proposals. Failure to include the completed form will result in proposer’s submittal being deemed non-responsive and it will not go through the evaluation process.

9. REQUIREMENTS AND QUALIFICATIONS

The following are minimum qualifications that the vendor must meet for their proposal submittal to be eligible for evaluation.

Proposals should be sufficiently detailed to clearly show how the minimum qualifications are met. Minimum qualifications are scored on a pass/fail basis. Those that are not clearly responsive to these minimum qualifications may be rejected without further consideration.

a. The proposer shall have a minimum of five (5) years’ experience in providing similar services as described herein.

b. The proposer shall have a proven history of successful implementations of budgeting software for organizations of comparable size and complexity.

c. The proposer shall be in compliance with all applicable laws and regulations related to the provision of budgeting software solutions.

d. The proposer shall have the appropriate business licenses.

e. Proposers must be able to provide references for at least three similar implementations in the past five years.

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STATEMENT OF WORK

BACKGROUND AND OBJECTIVES

The City of Arvada (City), a first-ring suburb of Denver, offers a small-town atmosphere despite its population of approximately 123,436 residents in 49,411 households. Its Civic leaders prioritize both quality of life and support for business and economic growth, earning recognition for its business retention and program ad state and national levels.

The City utilizes long-range planning for each of its major operating funds. Specifically, the City prepares a two-year budget and a ten-year financial plan. This method of budgeting is used to determine if future impacts of the current proposed budget are fiscally sound. City Council's adopted budget and fiscal policies require minimum fund balances in each of the major operating funds be maintained. Using the ten-year models, the City is able to test the effects of current financial decisions on future years' financial conditions when approving funding requests throughout the organization.

Background Summary Budget (All Funds) (FY 2025) $366,624,299 Full-Time Employees (FTE) (FY2025 Budget) 778 Fiscal Year End January - December

The City does not currently have a supported budgeting tool. Previously, the City was using Euna Solutions, Questica, to run its budgeting process. The City of Arvada is soliciting proposals from qualified vendors to provide a budgeting software tool that will integrate with the City’s Enterprise Resource Planning (ERP) system, Workday.

The City will use the selected budgeting tool to manage the development of both operating and capital budgets. Using data from the system, the City expects the system to provide forecasting, analytic, and scenario planning tools. There will be six system superusers who will primarily work within the system to enter the forecasting data and utilize reporting within the system. There will be up to 30 end users who will enter budget requests within the system and utilize the system for forecast and scenario reporting. In addition, the City expects to use the budget tool to prepare long-term forecasting that projects and analyzes expense and revenue trends, expected capital expenditures, capital needs, and other cost and revenue drivers for the organization.

Project Goals

• Provide a tool for departments to develop budget requests

• Utilize the system to develop budget models and forecasts

• Ability to save multiple versions of the budget submissions

• Develop 10-year personnel cost modeling and forecasting

• Manage position control between the budget and the ERP (Workday) system

• Develop a 10-year capital improvement plan (CIP)

• Develop a 10-year operating budget forecast

• Use the system to process budget transfers, adjustments, and amendments

Process Scope

• Budget Projections

• Budget Requests

• Scenario Planning

• Position/Personnel Budgeting

• Program Budgeting

• Capital Budgeting

• CIP

• Budget Adjustments

SUMMARY DESCRIPTION OF WORK TO BE PERFORMED

The scope of the project includes both functional requirements of the software and business process expectations.

The City anticipates that the contracted firm would perform various tasks, not limited to:

A. Determination of the Size of the Project

Work with the City to determine an appropriate number of licenses, hardware, and implementation services required to successfully complete the implementation.

B. System Design

Work with the City's project team to complete a detailed design and data mapping to complete the implementation. Contracted firm would provide staff experienced with budget implementations with local

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C. System Implementation

Work with the City's project team to complete system implementation. Proposals should include what a typical installation timeline looks like for an organization of similar size to Arvada.

D. Provide On-going Maintenance and Support

Provide on-going maintenance and support to system as required.

DELIVERABLES AND SPECIFICATIONS OR PERFORMANCE STANDARDS

The City desires budgeting software that has the ability to perform, but is not limited to, the following:

1. Seamless integrate with City’s ERP, Workday

2. Provide payroll forecasting for 10+ years based on grade and steps, anniversary adjustment for each position, salary range adjustments

3. Ability to track positions as they move through the forecast including but not limited to title changes, fund and program costing changes, pay plan changes

4. Positions can be costed to multiple funds, programs, cost centers

5. Ability to forecast benefit elements based on employee elections

6. Ability to create and forecast 10-year budgets by Financial Data Model (FDM)(General Ledger) spend and revenue categories within each fund, program and cost center

7. Ability to create and forecast 10-year operating budget by program and Fund

8. Ability to create and forecast 10-year Capital project budgets, and flow to the 10-year operating budget

9. End users have the ability to enter budget requests (operating and capital) into the budget tool including description and reason for request

10. Ability to prioritize and approve or deny budget requests

11. Ability to enter and retain notes entered into the budget tool

12. Ability to develop reports and ad hoc reporting

A more comprehensive list of Functional and other Requirements can be found in the attached New Budget Tool Requirements sheet (Excel File). This file must be completed and returned with proposals. Failure to include the completed form will result in proposer’s submittal being deemed non-responsive and it will not go through the evaluation process.

SCHEDULE OR TIMELINE FOR PERFORMANCE

The City intends to utilize the budget tool for the 2027-2028 bi-annual budget which will kick off at the end of first quarter, 2026. Time is of the essence and proposers must be available and able to start on the project immediately after award.

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REQUIRED VENDOR SUBMITTAL FORM

SUBMITTED BY:

Company Name: _______________________________________________________________________________________

Contact Names: Sales/Customer Service ____________________________________________________________________

Address: _____________________________________________________________________________________________

Phone: (______) ____________________ Email(s): __________________________________________________________

The undersigned hereby affirms that:

• They are a duly authorized agent of the vendor;

• They have read all Terms and Conditions and technical specifications made available in conjunction with this solicitation and fully accepts and acknowledges this offer is consistent with the specifications and terms and conditions, unless specific variations have been clearly and expressly listed in the offer.

• The Offer is in all respects fair, without outside collusion or otherwise illegal action.

By:__________________________________ ______________________ _______________________________ Signature of Authorized Agent Date FEIN

Typed/Printed Name of Agent Title of Agent Agent email

Type of Business: Corporation, State of Incorporation Partnership (general)

Partnership (limited) Sole Proprietorship Limited Liability Company Other ________________

Address of main business office, principal factory, or warehouse if different from above:

Principal line of business:

Number of years in present business:

REFERENCES:

Check here if Firm’s standard reference sheet is attached, otherwise, use the space below.

Name: ___________________________________________ Contact Person: ________________________

Address: __________________________________________________________________________________

Telephone No: ______________________________________ Email: _______________________________

Describe type of work/service performed or items supplied: _________________________________________

Name: ___________________________________________ Contact Person: ________________________

Address: __________________________________________________________________________________

Telephone No: ______________________________________ Email: _______________________________

Describe type of work/service performed or items supplied: _________________________________________

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References continued:

Name: ___________________________________________ Contact Person: ________________________

Address: __________________________________________________________________________________

Telephone No: ______________________________________ Email: _______________________________

Describe type of work/service performed or items supplied: _________________________________________

PAYMENT TERMS: If the vendor does not accept a percentage discount, the City standard is net thirty (30) days after the date that the City receives an accurate invoice and has accepted the product or service. Payment is the date of the check mailing or date of the credit card transaction.

Discount: ____% ____ Days, Net: 30 Days, Accept Visa without additional fee? ________________

SUBMITTAL CHECKLIST:

Proposals shall be submitted in the order listed below, unless otherwise directed in Administrative Information, PROPOSAL FORMAT REQUIREMENTS section, with each section clearly identified. Missing information or required documents may result in submission being deemed non-responsive.

Submit one pdf document, unless instructed to include Excel file of Bid Schedule, on-line at BidnetDirect.com (File Name: Company name – Solicitation number)

Cover & Executive Summary

Project understanding

Proposed Team

Details of proposal, include an implementation timeline and warrantees

Previous projects of similar size and scope, with references

Completed, signed Required Vendor Submittal Form, Performance Measures, and any other attachments requested

Attach Firm’s licensing or certifications, if applicable

Fee Schedule/Cost Proposal

New Budget Tool Requirements sheet in Excel format

CONFIRM:

CONFIDENTIAL information, if any, MUST be stamped as such on each page and submitted separately.

VARIATIONS: Checking this box indicates that the vendor has variations to this solicitation. Identify all variations and exceptions to this solicitation on a separate sheet/s of paper. If variations are not stated in the vendor's Offer, it shall be agreed that the vendor's Offer fully complies with all conditions identified in this Solicitation. For each variation listed, reference the applicable section of the solicitation document, the page number, and the variance. Submittal of a Vendor Contract is considered excessive in Variations and may be cause for determining that the Bid/Offer is non-responsive and ineligible for award.

Insurance – Checking this box accepts that the insurance requirements listed by the City are acceptable unless listed as a variation.

Initial to acknowledge receipt of Addenda, if any:

#1 _________________________ #2 ______________________ #3 ______________________

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VENDOR NAME: SOLICITATION # _____________________

PERFORMANCE MEASURES FORM INSTRUCTIONS:

The City has incorporated Performance Management into its organizational culture. When vendors submit offers to the City in response to solicitations for Services (not associated with the primary purchase of goods, supplies, or software), they shall identify the methods and goals by which the City will monitor and report on the Vendor’s performance providing those services to the City. Vendor’s performance shall be documented as to (a) Price/Cost, (b) Punctuality/Responsiveness (c) Quality/Reliability, and (d) Sustainability/or Innovation.

1. Vendor will define 1-2 measures for (a) Price/Cost, (b) Punctuality/Responsiveness (c) Quality/Reliability, and (d) Sustainability/or Innovation, that follow S.M.A.R.T goals: Specific, Measurable, Achievable, Relevant, and Timely, per category.

2. The awarded vendor will be evaluated by the City per these defined metrics 2 months prior to contract renewal.

The department will review with the vendor any measures needing improvement.

SERVICES means: the furnishing of labor, time, effort, maintenance, etc., by a vendor/contractor/consultant, with an initial contract amount of more than $15,000.

(a) Price/Cost Example Measure: Consultant will submit detailed invoices substantiating amounts requested.

1. ____________________________________________________________________________________

2. ____________________________________________________________________________________

(b) Punctuality/Responsiveness Example Measure: Reporting of project status will occur monthly with the City and consultant’s Project Manager.

1. ____________________________________________________________________________________

(c) Quality/Reliability Example Measure: Revisions are drafted within two weeks, and no more than 3 revisions prior to final draft.

1. ____________________________________________________________________________________

(d) Sustainability and/or Innovation Example Measure: Digital reports delivered to the City 95% of the time will to reduce the use of paper.

1. ____________________________________________________________________________________

Performance measures will be queried for every year of the contract. Performance measures reporting will be considered when renewing or awarding a contract with a vendor.

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

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…