RFP Accounting Software ISP.doc

North East Transportation Company, Inc.

REQUEST FOR PROPOSAL

#11-25

ACCOUNTING SOFTWARE ISP

DECEMBER 10, 2025

ALL PROSPECTIVE PROPOSERS SHOULD BE AWARE IF THEY DID NOT OBTAIN THIS PACKAGE DIRECTLY FROM NET’S PROCUREMENT SPECIALIST WE CAN IN NO WAY GUARANTEE YOU WILL RECEIVE ANY ADDITIONAL INFORMATION (ADDENDUMS, ETC)

TABLE OF CONTENTS

RFP #11-25

5SECTION I

5BACKGROUND

6SECTION II

6DEFINITIONS

9SECTION III

TECHNICAL SPECIFICATIONS/SCOPE OF SERVICES

TECHNICAL SPECIFICATIONS……………………………………………………………………………………10

3.1

PRICING SPECIFICATIONS……………………………………………………………………………………

3.2

RESPONSIBILITY SPECIFICATIONS………………………………………………………………………………………….13

3.3

PRICING PAGES……………………………………………………………………………………………………………………..15

16SECTION IV

16PROPOSAL SUBMISSION, EVALUATION CRITERIA & EVALUATION

17SUBMISSION

18EVALUATION CRITERIA (more Specific (training, lead time, certifications, etc.), if necessary)

19EVALUATION

20SECTION V

20NET, STATE OF CONNECTICUT AND FEDERAL (IF NEEDED) REQUIRED PROPOSAL FORMS

21SUBMITTAL CHECK LIST

22STATEMENT OF NO PROPOSAL

23PROPOSAL DEVIATION FORM

2RESPONSIBILITY QUESTIONNAIRE

25PART I - INSTRUCTIONS

26PART II - IDENTITY OF PROPOSER

30PART III - TECHNICAL

32PART IV - VERIFICATION AND ACKNOWLEDGMENT

33AFFIRMATIVE ACTON REQUIREMENT

35DMV MOTOR CARRIER AND SAFETY RESPONSIBILITIES

36NET PROPOSAL SUBMISSION PAGE

37REQUIREMENTS OF THE STATE OF CONNECTICUT

38SECTION VI

38NET, STATE OF CONNECTICUT AND FEDERAL (IF NEEDED) REQUIRED CLAUSES

39CODE OF ETHICS POLICY

40EXECUTIVE ORDERS

40ENVIRONMENTAL LAW COMPLIANCE

40PUBLICATION OF REPORTS

40JURISDICTION AND FORUM LANGUAGE

40LITIGATION

40FREEDOM OF INFORMATION ACT

41RIGHT TO INSPECT RECORDS

42CONNECTICUT REQUIRED CONTRACT/AGREEMENT

47CIVIL RIGHTS

49SECTION VII

49SPECIFIC TERMS AND CONDITIONS

497.0

COMMUNICATIONS

497.1

SMALL BUSINESS ENTERPRISE

497.2

DISADVANTAGED BUSINESS ENTERPRISE

497.3

CONTRACT TERM.

497.5

BRAND NAMES/APPROVED EQUAL

507.6

PROPOSAL QUESTIONS/CLARIFICATIONS AND/OR SUGGESTIONS

507.7

ADDENDA

507.8

PROPOSAL DUE DATE

507.9

PROPOSAL WITHDRAWAL

507.10

OPENING OF PROPOSALS

507.11

PROCUREMENT PROCESS

507.12

ACCEPTANCE/CONTRACT

517.13

AWARD

517.14

INVOICING

517.15

INTEREST

517.16

ASSIGNMENT

517.17

CONTRACT CHANGES

517.18

CONTRACTOR EVALUATION/DEMAND TO CURE

517.19

SILENCE OF SPECIFICATIONS

527.20

SINGLE PROPOSAL IF RECEIVED

53SECTION VIII

53GENERAL TERMS AND CONDITIONS

538.0

INVESTIGATION OF CONDITIONS

538.1

NET RIGHTS

538.2

DISQUALIFICATION OF PROPOSERS

548.3

RIGHTS AND REMEDIES

548.4

LAW AND VENUE

548.5

CONTRACT INCORPORATION AND REQUIRED CERTIFICATIONS

548.6

FORCE MAJEURE

548.7

ADVERTISING

548.8

INTERPRETATION OF LANGUAGE

548.9

WAIVER

558.11

SUBJECT TO FINANCIAL ASSISTANCE

558.12

ENTIRE AGREEMENT

558.13

THIRD PARTY CONTRACT REQUIREMENTS

568.14

GOODS AND STANDARDS

568.15

WORKING AND LABOR SYNERGIES

568.16

RESPONSIBILITY TO PRODUCE

568.17

OMISSION OF DETAILS

568.18

BASIS OF AWARD

568.19

REPLACEMENT OF DEFECTIVE OR DAMAGED WORK OR MATERIALS

568.20

INSPECTION OF MATERIALS AND WORKMANSHIP

568.21

EXTENSION OF TIME

578.22

PROTEST POLICY AND PROCEDURES

598.23

AMERICANS WITH DISABILITIES ACT

598.24

WHISTLEBLOWING

598.25

AUDIT AND INSPECTION OF PLANTS, PLACES OF BUSINESS, AND RECORDS

608.26

CONTINUED PERFORMANCE

608.27

SEVERABILITY

608.28

CONFIDENTIAL INFORMATION

618.29

REFERENCES TO STATUTES, PUBLIC ACTS, REGULATIONS, CODES AND EXECUTIVE ORDERS

618.30

SOVEREIGN IMMUNITY

618.31

PROTECTION OF CONFIDENTIAL INFORMATION

628.32

TERMINATION

638.33

SUSPENSION AND DEBARMENT

638.34

PRIVACY ACT – CONTRACTS INVOLVING FEDERAL PRIVACY ACT

638.35

CIVIL RIGHTS REQUIREMENTS

648.36

BREACHES AND DISPUTES

648.37

PAYMENT OF RECOVERABLE COSTS DUE TO NET

648.38

REVISIONS IN ORGANIZATION

648.39

EQUAL EMPLOYMENT OPPORTUNITY IS THE LAW

658.40

NONCONSTRUCTION EMPLOYEE PROTECTION

658.41

SPECIAL NOTIFICATION REQUIREMENT FOR STATES

658.42

CONFORMANCE WITH NATIONAL ITS ARCHITECTURE

658.43

ACCESS FOR INDIVIDUALS WITH DISABILITIES

668.44

SENSITIVE SECURITY INFORMATION

668.45

SEAT BELT USE

668.46

TEXTING WHILE DRIVING AND DISTRACTED DRIVING

668.47

AWARD TO RESPONSIBLE CONTRACTORS

668.48

CAMPAIGN CONTRIBUTION AND SOLICITATION LIMITATIONS

678.49

DUTY TO INFORM

678.50

PENALTIES FOR VIOLATIONS

678.51

CONTRACT CONSEQUENCES

678.52

ADDITIONAL DOCUMENTATION

REQUIREMENTS OF THE STATE OF CONNECTICUT

POLICY ON DISADVANTAGED BUSINESS ENTERPRISE …………………………………………………………………………68

SMALL BUSINESS ENTERPRISE (SBE) Certification (OPerating Funds)

DISADVANTAGED BUSINESS ENTERPRISE (DBE) CERTIFICATION (FEDERAL FUNDS)

INSURANCE TYPES AND THRESHOLDS

STATE OF CONNECTICUT REQUIRED AFFIDAVIT OF SUSPENSION AND DEBARMENT

ELIGIBLE CONTRACTORS CERTIFICATE

AFFIDAVIT OF NON-COLLUSION/CONFLICT OF INTEREST

LOBBYING

STATE OF CONNECTICUT GIFT AND CAMPAIGN CONTRIBUTION CERTIFICATION

STATE OF CONNECTICUT

AFFIRMATION OF RECEIPT OF STATE ETHICS LAWS SUMMARY

STATE OF CONNECTICUT IRAN CERTIFICATION FORM

FEDERAL CLAUSES………………………………………………………………..…………………………………………………….82-101

SECTION I

BACKGROUND

North East Transportation Company, Inc. (NET) operates the Connecticut Department of Transportation owned bus system, which provides fixed route bus and paratransit services within the Waterbury, Meriden and Wallingford metropolitan areas. NET operates forty-six (46) transit buses and forty (40) paratransit buses in these areas of the state to transport approximately 1.8 million passengers a year.

NET is soliciting Proposals from qualified firms to provide ACCOUNTING SOFTWARE ISP

The balance of this Proposal outlines the purpose and the scope of specifications that NET foresees for the items requested. It is NET’s intention to utilize one or more qualified Vendors for the items and services requested in this procurement.

NET has working relationships with the State of Connecticut. Through this relationship we have the advantage of requesting the same pricing afforded on their contract. NET would expect that pricing, for the services requested, on any State of Connecticut contract would be extended through this request for Proposal.

*****A demonstration will be required from the vendor whose proposal is selected***** This RFP is not to be construed as a commitment of any kind; nor does it commit NET to pay for costs incurred in the submission of a Proposal or for any costs incurred prior to the execution of a formal contract.

SECTION II

DEFINITIONS

Now therefore, in consideration of those present, and for other good and valuable consideration, the receipt and sufficiency of which the parties acknowledge the Contractor and NET agree as follows:

1. Definitions. Unless otherwise indicated, the following terms shall have the following corresponding definitions:

(a) Bid/RFP: A Bid/RFP submitted in response to a Solicitation

(b) State Contractor: a person, business entity or nonprofit organization that enters into a state contract. Such person, business entity or nonprofit organization shall be deemed to be a state contractor until December thirty-first of the year in which such contract terminates. “State contractor” does not include a municipality or any other political subdivision of the state, including any entities or associations duly created by the municipality or political subdivision exclusively amongst themselves to further any purpose authorized by statute or charter, or an employee in the executive or legislative branch of state government or a quasi-public agency, whether in the classified or unclassified service and full or part-time, and only in such person's capacity as a state or quasi-public agency employee.

(c) Principal of a State Contractor or Prospective State Contractor/Contractor Parties: (i) any individual who is a member of the board of directors of, or has an ownership interest of five per cent or more in, a state contractor or prospective state contractor, which is a business entity, except for an individual who is a member of the board of directors of a nonprofit organization, (ii) an individual who is employed by a state contractor or prospective state contractor, which is a business entity, as president, treasurer or executive vice president, (iii) an individual who is the chief executive officer of a state contractor or prospective state contractor, which is not a business entity, or if a state contractor or prospective state contractor has no such officer, then the officer who duly possesses comparable powers and duties, (iv) an officer or an employee of any state contractor or prospective state contractor who has managerial or discretionary responsibilities with respect to a state contract, (v) the spouse or a dependent child who is eighteen years of age or older of an individual described in this subparagraph, or (vi) a political committee established or controlled by an individual described in this subparagraph or the business entity or nonprofit organization that is the state contractor or prospective state contractor.

(d) State Contract Solicitation: a request by a state agency or quasi-public agency, in whatever form issued, including, but not limited to, an invitation to bid, request for proposals, request for information or request for quotes, inviting bids, quotes or other types of submittals, through a competitive procurement process or another process authorized by law waiving competitive procurement.

(e) Claims: All actions, suits, claims, demands, investigations and proceedings of any kind, open, pending or threatened, whether mature, unmatured, contingent, known or unknown, at law or in equity, in any forum.

(f) Confidential Information: This shall mean any name, number or other information that may be used, alone or in conjunction with any other information, to identify a specific individual including, but not limited to, such individual's name, date of birth, mother's maiden name, motor vehicle operator's license number, Social Security number, employee identification number, employer or taxpayer identification number, alien registration number, government passport number, health insurance identification number, demand deposit account number, savings account number, credit card number, debit card number or unique biometric data such as fingerprint, voice print, retina or iris image, or other unique physical representation. Without limiting the foregoing, Confidential Information shall also include any information that NET classifies as “confidential” or “restricted.” Confidential Information shall not include information that may be lawfully obtained from publicly available sources or from federal, state or local government records which are lawfully made available to the general public.

(g) Confidential Information Breach: This shall mean, generally, an instance where an unauthorized person or entity accesses Confidential Information in any manner, including but not limited to the following occurrences: (1) any Confidential Information that is not encrypted or protected is misplaced, lost, stolen or in any way compromised; (2) one or more third parties have had access to or taken control or possession of any Confidential Information that is not encrypted or protected without prior written authorization from the State; (3) the unauthorized acquisition of encrypted or protected Confidential Information together with the confidential process or key that is capable of compromising the integrity of the Confidential Information; or (4) if there is a substantial risk of identity theft or fraud to NET, the Contractor, or the State.

(h) State Contract: means an agreement or contract with the state or any state agency or any quasi-public agency, let through a procurement process or otherwise, having a value of fifty thousand dollars or more, or a combination or series of such agreements or contracts having a value of one hundred thousand dollars or more in a calendar year, for (i) the rendition of services, (ii) the furnishing of any goods, material, supplies, equipment or any items of any kind, (iii) the construction, alteration or repair of any public building or public work, (iv) the acquisition, sale or lease of any land or building, (v) a licensing arrangement, or (vi) a grant, loan or loan guarantee. “State contract” does not include any agreement or contract with the state, any state agency or any quasi-public agency that is exclusively federally funded, an education loan, a loan to an individual for other than commercial purposes or any agreement or contract between the state or any state agency and the United States Department of the Navy or the United States Department of Defense.

(i) Managerial or Discretionary Responsibilities with Respect to a State Contract: having direct, extensive and substantive responsibilities with respect to the negotiation of the state contract and not peripheral, clerical or ministerial responsibilities.

(j) Day: All calendar days other than Saturdays, Sundays and days designated as national or State of Connecticut holidays upon which banks in Connecticut are closed.

(k) Force Majeure: Events that materially affect the cost of the Goods or Services or the time schedule within which to Perform and are outside the control of the party asserting that such an event has occurred, including, but not limited to, labor troubles unrelated to the Contractor, failure of or inadequate permanent power, unavoidable casualties, fire not caused by the Contractor, extraordinary weather conditions, disasters, riots, acts of God, insurrection or war.

(l) Goods: For purposes of the Contract, all things which are movable at the time that the Contract is effective and which include, without limiting this definition, supplies, materials and equipment, as specified in the Solicitation.

(m) Goods or Services: Goods, Services or both, as specified in the Solicitation.

(n) Records: All working papers and such other information and materials as may have been accumulated by the Contractor in performing the Contract, including but not limited to, documents, data, plans, books, computations, drawings, specifications, notes, reports, records, estimates, summaries and correspondence, kept or stored in any form.

(o) Services: The performance of labor or work, as specified in the Solicitation.

(p) Solicitation: NET’s request, in whatever form issued, inviting bids, proposals or quotes for Goods or Services, typified by, but not limited to, an invitation to bid, request for proposals, request for information or request for quotes. The Solicitation and this Contract shall be governed by the statutes, regulations and procedures of NET and the State of Connecticut. The Solicitation is incorporated into and made a part of the Contract as if it had been fully set forth in it if, but only if, the Solicitation is in the form of an invitation to bid, request for information or request for quotes.

(q) State: The State of Connecticut, including NET and any office, department, board, council, commission, institution or other agency of the State.

(r) Termination: An end to the Contract prior to the end of its term whether effected pursuant to a right which the Contract creates or for a breach.

(s) Title: All ownership, title, licenses, rights and interest, including, but not limited to, perpetual use, of and to the Goods or Services.

(t) Parties: To the extent that any Contractor Party is to participate or Perform in any way, directly or indirectly in connection with the Contract, any reference in the Contract to “Contractor” shall also be deemed to include “Contractor Parties,” as if such reference had originally specifically included “Contractor Parties” since it is the parties’ intent for the terms “Contractor Parties” to be vested with the same respective rights and obligations as the term “Contractor.”

(u) Subcontractor: Any person, business entity or nonprofit organization that contracts to perform part or all of the obligations of a state contractor's state contract. Such person, business entity or nonprofit organization shall be deemed to be a subcontractor until December thirty first of the year in which the subcontract terminates. “Subcontractor” does not include (i) a municipality or any other political subdivision of the state, including any entities or associations duly created by the municipality or political subdivision exclusively amongst themselves to further any purpose authorized by statute or charter, or (ii) an employee in the executive or legislative branch of state government or a quasi-public agency, whether in the classified or unclassified service and full or part-time, and only in such person's capacity as a state or quasi-public agency employee.

SECTION III

TECHNICAL SPECIFICATIONS/SCOPE OF SERVICES

NET is requesting the successful Proposer provide new, quality materials to satisfy the needs of this procurement.

NET has implemented a policy for all Vendors completing contracted services at our Watertown, CT location. When a Vendor is on site at the NET facilities they are required to wear a high-visibility safety vest or high-visibility shirt, at all times. Vendors are required to provide their own high-visibility clothing.

3.0

TECHNICAL SPECIFICATIONS

3.0.1 SCOPE OF WORK

The awarded vendor will provide software, implementation services, data migration, training, support, and documentation necessary to transition from Great Plains to the proposed solution.

The system must be capable of:

· Managing the full accounting lifecycle including General Ledger, Accounts Payable, Accounts Receivable and Payroll cost allocations

· Tracking expenses in compliance with the Federal Transit Administration’s (FTA) Uniform System of Accounts (USOA)

· Supporting configurable allocation bases (miles, calls, hours etc), with distribution of costs across projects, USOA or funding sources at month-end

· Providing a robust catalog of financial, statistical, operational and payroll reporting capabilities, in exportable and auditor-ready formats

· Enforcing strong internal controls and user-based permission limitations

· Managing and reporting on multiple legal entities within a single platform, while maintaining separate books, security restrictions, and audit trails for each

· Ensuring full agency ownership and unrestricted access to all financial and operational data, including export in non-proprietary formats

· The system must be provided as a fully cloud-based, vendor-hosted software platform (SaaS)

Full Accounting Lifecycle Requirements

The system must provide a complete suite of core financial modules and tools that support a government-funded transportation agency, including:

· General Ledger

· Full accrual support

· Support for single-year budgets

· Flexible chart of accounts structure with segment-based configuration

· Accounts Payable *Preferred but not required feature

· Vendor maintenance with W-9/1099 tracking

· Payments via ACH and printed checks

· *Recurring invoices, credit memos, discounts, and payment holds

· *Attachment of supporting documents directly to transaction records

· Accounts Receivable

· Project-based billing

· Receivable aging schedules

· *Flexible invoice templates and electronic remittance

· Payroll Cost Allocations

· Ability to assign classes to employees or distribute wages and fringe benefits utilizing allocation bases

· API or import capabilities from payroll provider files

· Bank Reconciliations

· Auto-import of banking transactions to complete monthly bank reconciliations Compliance With FTA USOA

The system must support multi-level project hierarchies and require expenses to be recorded with FTA NTD functional codes (e.g., 010, 041, 042, 160):

· Chart of accounts structure must map to USOA Classifications

· Reporting must automatically consolidate both project hierarchy levels and functional codes

· The system must be capable of generating all required financial and operational reports at any level of the project hierarchy

Project hierarchy tree is included as an attachment. Functional codes exist within each project.

Allocation Methodology Requirements

The system must support the application of allocation bases without manual calculation:

· Configurable allocation bases including but not limited to:

· Miles, vehicle hours, drivers’ hours, calls, trips, or ridership

· Ability to add, remove or change bases

· Assign unique allocation bases to individual expense accounts

· Ex: Fuel allocated by mileage, insurance allocated by hours etc

· Month-end cost distribution based on entered allocation bases values *Preferred but not required feature

· *Statistical reports on allocation bases

Reporting & Audit Requirements The platform must include robust reporting and analytics tools that support public agency requirements:

· Standard reports: Trial Balance, GL Detail, AP/AR Aging, Asset Ledger, Budget vs. Actual

· DOT/FTA-specific reports

· Attached Forms 201, 301 & 305 must be mapped and generated accurately

· Export options: PDF, Excel, CSV

· *Report scheduling, recurring delivery, and role-based report access

· Transaction drill-down from summary report

· *Drill-down to show source documents and attachments

· Ability for required users to select and run reports based on previously created Custom Reports

Human Resources & Payroll The platform must support Human Resource and Payroll tracking and reporting:

· The system must be compatible with external time clock solutions, either through native integration or via a documented API that supports secure data transfer of time and attendance records

· The native or 3rd party time tracking must be capable of unique OT rules by employee or department

· Ability to track expiring licenses, certifications and other time sensitive employee details

· Password protected access to paystubs, Tax Forms and other documents for individual employees

Internal Controls & Security Requirements

The system must enforce strong financial controls appropriate for a government entity:

· Role-based access with security restrictions

· *Full audit trail capturing user, timestamp, prior values, and updated values for every financial transaction.

Multi-Entity Accounting Requirements

The system must support multiple legal entities under distinct financial control while allowing shared services:

· Separate books, fiscal year settings, vendor lists (shared or independent), and independent chart segments

· Intercompany transactions with auto-balancing and elimination entries *Preferred but not required feature

· Entity-specific access restriction

· *Entity-specific audit trails

Support, Data Ownership & Database Access

The agency must retain unrestricted ownership and retrieval rights to all financial data:

· Full export in non-proprietary formats

· *Read-only SQL or equivalent query access for analysis

· Ability to export complete historical transaction details, configuration tables, allocation drivers, and audit logs

· Vendor must provide backup and retention policies permitting agency-initiated data access or migration

· Confirm location of your data and assured up time of cloud-based server

· Must respond to reported issues within six (6) business hours, confirming receipt and providing an initial assessment or plan of action *Preferred but not required feature

*****A demonstration will be required from the vendor whose proposal is selected***** 3.1

PRICING SPECIFICATIONS

Pricing Forms

Unit price must be entered and extended and the total price of the product must be shown. All Proposals will be evaluated on lowest overall price. NET will award this contract to one (1) Vendor for the duration of the contract. Unit prices are to be quoted on the basis of the unit specified. NET assumes no responsibility for errors. The Proposal price/cost shall include all labor, materials, tools, equipment, transportation, and other costs necessary to fully complete the procurement pursuant to the Proposal terms, conditions, and specifications. It is the intention of these specifications to provide and require complete services and supplies as prescribed herein. Any items omitted from the specifications, which are necessary for such service, shall be considered a portion of such service although not directly specified or called for in these specifications. No advantage shall be taken of the omission of any part of detail, which fails to make service complete and ready for full effective and efficient utilization.

Invoices

All invoices must be addressed to Accounts Payable and be sent directly to NET P.O. Box 4670, Waterbury, CT 06704. Invoices must be submitted for all services in accordance with the successful Vendors pricing Proposal. Invoices must include the Purchase Order Number. The Proposer shall state the price based on payment terms of net thirty (30) days after acceptance thereof.

Taxes

NET is exempt from the payment of federal and state sales taxes. A tax-exempt form will be issued upon award.

3.2

RESPONSIBILITY SPECIFICATIONS

The entire content of the Responsibility Questionnaire will be evaluated in determining if the Proposer is responsible. Those items will include but not be limited to the following items.

Quality Control

The selected vendor shall establish and maintain an effective quality assurance procedure. The Quality Assurance Procedure shall guarantee the control of the quality of materials and supplied articles. This section is addressed on the responsibility questionnaire and will be evaluated as a part of the responsibility criteria.

Statement of Experience

Each Proposer must submit with its Proposal a statement of experience in providing such supplies and services.

Qualification of Proposers Proposals will be acceptable only if they are offered in person, firm, or corporation with the following qualifications:

· Adequate experience and verifiable history in the provision of such services sought through this procurement;

· Adequate personnel available, upon twenty-four (24) hours notice, to remedy any supply or service problems during the contract period;

· Supply a name and phone number of a contact for billing inquiries;

· Adequate facility and financial resources to fulfill the agreement in a satisfactory manner within the time specified;

NET has established procedures to protect the integrity of the Proposal process. Failure to properly mark your Proposals appropriately may result in your Proposal being disqualified for noncompliance. It is solely and strictly the respondents’ responsibility to ensure that Proposals are delivered prior to the closing date and time. NET assumes no responsibility for any disclosure of Proposal terms for a Proposal that is submitted which does not meet these sealed Proposal marking requirements including delays caused by United States mail delivery or any other occurrence.

Proposers are advised that they follow the same Proposal format and organization as specified in the “Evaluation of Proposal” section of this document.

Submittal of a Proposal will signify that the Proposer has accepted the whole of the Contract documents, except such conditions, exceptions, reservations or understandings explicitly, fully and separately stated on the forms and according to the instructions of the “Proposal Deviation Forms” contained in the required submittal section of this document. Any such conditions, exceptions, reservations or understandings, which do not result in the rejection of the Proposal, will become part of the binding contract, if the Proposal is accepted; the Proposal is considered accepted by the issuance of an Award Letter at any time within the period so given. Each Proposer should carefully check his/her Proposal before submitting it to NET as no additional charge/ compensation will be allowed for delivery, or any other reasons, unless specified in Proposal Form.

Proposals that do not comply with these instructions and do not include the required information, forms and certifications may be rejected as insufficient or not be considered. NET reserves the right to request a Proposer to provide any missing information and to make corrections. All non-responsive respondents will be notified in writing.

PRICING PAGES

RFP #11-25

5 Year Agreement - February 1, 2026 – January 30, 2030

Year One February 1, 2026 – January 30, 2026 $______________________________

Year Two February 1, 2027 – January 30, 2027 $ _____________________________

Year Three February 1, 2028 – January 30, 2028 $ ____________________________

Year Four February 1, 2029 – January 30, 2029 $ _____________________________

Year Five February 1, 2030 – January 30, 2030 $ _____________________________

*Pricing should include all Material(s), Installation, Service, Travel, Licenses, Hosting and Training

*Please include detailed breakdown for the above when submitting pricing

*****A demonstration will be required from the vendor whose proposal is selected***** Company Name:

Address:

Authorized Signature:

Print Name:

Title:

Date:

Subscribed and sworn to before me this _______ day of ____________, 20 ____

Notary Public _______________________________

My Commission Expires: ______________________

SECTION IV

PROPOSAL SUBMISSION, EVALUATION CRITERIA & EVALUATION

SUBMISSION

One (1) original and ____3_copies, along with one (1) electronic copy, of the Proposal must be submitted and received on or before Tuesday, January 13, 2026_ no later than 2:00 p.m. The address for U.S. mail is North East Transportation Company Inc., PO Box 4670, Waterbury, CT 06704. The address for hand delivery is 761 Frost Bridge Road, Watertown, CT 06795. The telephone number is 860-945-1663. Proposals must be submitted to the attention of Gabriella Guerrera, Procurement Specialist. Proposal outer packaging must be clearly marked with “RFP #11-25” and “ACCOUNTING SOFTWARE” in capital letters. Each package must contain the following:

· ALL paper procurement documents shall be three-hole punched and secured together with a binder clip, staple, or other method allowing for easy deconstruction of paperwork. Paperwork shall not be bound.

· One-page cover letter indicating your interest in being considered and why your company should be selected.

· Detailed response to all Proposal requirements including but not limited to all items contained in the technical scope of work specification section of this RFP.

· Please discuss any other information that you feel is pertinent and will assist us in making a selection.

· Also, if available, provide a copy of your firm’s brochure along with any and all related forms, policies and procedures.

· Required Proposal forms as provided in this RFP, including all required information and pricing detail. The Proposer must print or type his/her name and company on each Proposal and continuation sheet.

NET has established procedures to protect the integrity of the Proposal process. Failure to properly mark your Proposals appropriately may result in your Proposal being disqualified for noncompliance. It is solely and strictly the respondents’ responsibility to ensure that Proposals are delivered to NET’s offices prior to the closing date and time. NET assumes no responsibility for any disclosure of Proposal terms for a Proposal that is submitted which does not meet these sealed Proposal marking requirements including delays caused by United States mail delivery or any other occurrence.

Proposers are advised that they follow the same Proposal format and organization as specified in the “Evaluation of Proposal” section of this document.

Submittal of a Proposal will signify that the Proposer has accepted the whole of the Contract documents, except such conditions, exceptions, reservations or understandings explicitly, fully and separately stated on the forms and according to the instructions of the “Proposal Deviation Forms” contained in the required submittal section of this document. Any such conditions, exceptions, reservations or understandings, which do not result in the rejection of the Proposal, will become part of the binding contract, if the Proposal is accepted; the Proposal is considered accepted by the issuance of an Award Letter at any time within the period so given. Each Proposer should carefully check his/her Proposal before submitting it to NET as no additional charge/ compensation will be allowed for delivery, or any other reasons, unless specified in Proposal Form.

EVALUATION CRITERIA

The following represent the principal selection criteria, which will be considered during the evaluation process of the Proposals to evaluate each Proposer:

Price:

20% The Price Proposal Forms will be reviewed to determine the Proposal that is in the best financial interest of NET. A thorough and accurate pricing Proposal for each contract term is required detailing how the Proposer intends to bill NET for services. The Procurement Specialist will determine if the price is fair and reasonable based on the price estimate prepared prior to this solicitation and consistent with the budgetary figure set for this project. Failure to fully cost out any item or aspect of this Proposal will be the responsibility of the Proposer.

Technical Specifications--Scope of Services:

60% Section III pertaining to the Specifications of this document will be evaluated in this category. Proposers must adequately incorporate and address all of the requirements of the RFP. Proposal deviations pertaining to the technical specifications of this RFP will be reviewed under this section.

Responsibility Questionnaire and Required Proposal Submittals:

20% The Responsibility questionnaire and its contents will be reviewed under this section for determining Proposer responsibility. In order to qualify as a responsible Proposer, in addition to other requirements herein provided, a Proposer must be prepared to prove to the satisfaction of NET that it has the integrity, skill and the time specified. All Proposers shall complete and submit the Responsibility Questionnaire contained in the required form submittal section of this RFP. Items including but not limited to references (make your references aware that NET will be contacting them and that the contact should be addressed AS QUICKLY AS POSSIBLE; this may affect your responsibility scoring), personnel, insurance certifications, etc. will be checked and verified. The experience and capability of the Proposer to undertake this contract will be evaluated for the maximum benefit to NET.

Qualification of Proposers __________________________ will be acceptable only if a person, firm or corporation with the following qualifications offers them:

· Adequate experience and verifiable history in the provision of supplies sought through this procurement;

· Vendor (s)(s)must supply a name and telephone number of a contact for service and billing;

Adequate personnel and financial resources to fulfill the agreement in a satisfactory manner within the time specified; Operates services within the time parameters (days and hours of operation, if any) specified.

Proposals must address individually each of the items above relative to the qualification of the Proposer. The Evaluation Committee reserves the right to request a tour of the Proposers’ facility. If such tours are pursued, their occurrence, time and date will be at the discretion of NET.

Oral Presentations. During the evaluation process, the Evaluation Committee may, at its discretion, request any one or all of the respondents to make oral presentations. Such presentations will provide firms with an opportunity to answer any questions the Evaluation Committee may have on the firm’s Proposal. Not all respondents may be asked to make such oral presentations.

EVALUATION

NET has an established evaluation process for the review of the Proposals. Proposals will be analyzed for responsiveness, compliance with technical specifications, capabilities, quality, price, instructions and all other aspects of this RFP.

Proposals that do not comply with these instructions and do not include the required information, forms and certifications may be rejected as insufficient or not be considered. NET reserves the right to request a Proposer to provide any missing information and to make corrections. All non-responsive respondents will be notified in writing.

Proposers are advised that detailed evaluation forms and procedures will follow the same Proposal format and organization as specified in Section IV of this document. Therefore, Proposers shall pay close attention to this format and instruction. Submittal of a Proposal will signify that the Proposer has accepted the whole of the Contract documents, except such conditions, exceptions, reservations or understandings explicitly, fully and separately stated in the Proposer’s Proposal submittal. Any such conditions, exceptions, reservations or understandings, which do not result in the rejection of the Proposal, are subject to evaluation under the Proposal evaluation criteria.

NET will appoint an Evaluation Committee who will be responsible for the review and evaluation of Proposals submitted in response to this RFP. Additionally, NET has established a resource support team that will assist the Committee in the evaluation process. The Team may be called on for a variety of different research and analysis purposes including but not limited to reference checking, price analysis, etc. The Committee may initially meet to discuss the overall Proposals and to determine how the Team will most efficiently be utilized in the evaluation process. The Committee will direct the Team in what specific areas of analysis and/or research, if any, that will be required. All reports provided by the Team will be made to all Committee members in writing. On receipt of all required information the Committee may meet to jointly discuss the Proposals and any areas of concerns. The Committee then will independently evaluate Proposals; with the exception of the pricing submittals, which will be reviewed and scored by the Procurement Specialist. The Committee reserves the right to call upon the Team at any time during the evaluation process for its expertise. The Committee may convene at any time to discuss any questions or concerns they may encounter. The Committee may rely on this resource material in the evaluation of the Proposals.

Upon completion of reviews, each Proposal will be given a total composite score. Each Evaluator will rank the Proposals based on the total score with number 1 being the highest. The rankings for each Proposal will be added together for a total composite ranking score. The Proposer with the lowest total composite ranking score will be determined the top ranked Proposer and so on down the line.

If determined necessary, the Committee may invite top ranked Proposers for an interview or may choose to visit current Proposer sites. If interviews or visits are conducted the Committee will be provided the opportunity to revise their original review to accurately reflect any additional information that may have been obtained through the interview process. Each Committee member will document this separately and independently. Once again Proposals will be evaluated and scored as noted above to determine the top ranked Proposer. The Proposer ranked number one and whose price Proposal is acceptable, may be contacted regarding any potential areas to be negotiated. If negotiations are conducted and not successful with the number 1 ranked Proposer then negotiations may be conducted with the next highest ranking Proposer and so on down the line until negotiations are successful in producing a Proposal that is found to be the most advantageous to NET, cost and other factors considered.

NET reserves the right to contact Proposer(s) regarding an interview, areas of concern, areas to be negotiated and/or request a best and final Proposal. NET additionally reserves the right to award on the basis of initial Proposals submitted without any negotiations or discussions if such action is deemed to be in the best interest of NET and/or the Department of Transportation of the State of Connecticut. In any event, NET reserves the right to accept other than the lowest cost Proposal. All unsuccessful Proposers will be contacted notifying them of their status.

This criteria is presented to allow NET the ability to analyze Proposals received on an equal basis and to afford all Proposers the opportunity to know the basis upon which their Proposals will be evaluated.

SECTION V

NET, STATE OF CONNECTICUT AND FEDERAL REQUIRED PROPOSAL FORMS

The Proposal price/cost shall include all labor, materials, tools, equipment, transportation and other costs necessary to fully complete the procurement pursuant to the Proposal terms, conditions and specifications.

SUBMITTAL CHECK LIST

RFP #11-25

· One Original, 3_______ Copies and one (1) Electronic Copy (thumb drive) of the Proposal Package

· Cover Letter

· Statement of No Proposal, if applicable

· Proposal Deviation Form

· Pricing Pages (Completed)

· Part II Identity of the Proposer

· Part III Technical

· Part IV Verification and Acknowledgement

· Affirmative Action Requirement

· DMV Certification

· NET Proposal Submission Form

· Requirements of the State of Connecticut

· SBE Certification (State Funded)

· DBE Certification (Federally Funded)

· Insurance Certification

· Affidavit of Suspension and Debarment

· Eligible Contractors Certification

· Affidavit of Non-Collusion/Conflict of Interest

· Lobbying

· State of Connecticut Gift and Campaign Contribution Certification

· State of Connecticut Affirmation of Receipt of State Ethics Laws Summary

· State of Connecticut Iran Certification Form

· Addendum(s) (as issued)

Submitted PROPOSAL contains all completed Forms/Certifications as listed above

This list of items is intended to be used as a checklist only for completing and submitting the standard required proposal documents. Proposers should not rely solely on this checklist for all required proposal documents. It is the Proposer’s responsibility to review all contract proposal documents, including, but not limited to; all contract specifications, special provisions, plans, supplemental specifications, addenda, notice to contractors, proposal invitation, etc.

Authorized Signature

Date

STATEMENT OF NO PROPOSAL

Note: If you do not intend to submit a Proposal for this project, please return this form immediately to the address below:

NET, Attn: Gabriella Guerrera, Procurement Specialist, PO Box 4670, Waterbury, CT 06704.

We, the undersigned, have declined to submit on your RFP # for the following reasons:

_______ Specifications too "tight", i.e., geared toward one brand or manufacturer only (explain below)

_______ Insufficient time to respond to the RFP

_______ We do not offer this product or service

_______ Our schedule would not permit us to perform

_______ Unable to meet Bond Requirements

_______ Unable to meet Specifications

_______ Specifications unclear (explain below)

_______ Unable to meet Insurance Requirements

_______ Remove us from your "Vendors List" altogether

_______ Other (specify below)

Remarks:

We understand that if the "no proposal" letter is not executed and returned, our name may be deleted from any and all Vendors Lists for NET.

PROPOSAL DEVIATION FORM

Any and all deviations conditions, exceptions, reservations, or understandings of any and all requirements/ specifications specified in this Proposal must be fully disclosed explicitly, fully, and separately stated on individual “Proposal Deviation Forms”. Please make copies of additional forms as required. Proposal Deviations are due on or before 10:00 am January 13, 2026 . If no deviations are noted please indicate so on this form, execute, and return with your Proposal submittal.

COMPLIANCE STATEMENT FOR OUTSIDE CONTRACTORS WORKING ON PREMISES

Attn: NET, Facilities and Procurement Departments, 761 Frost Bridge Road, Watertown, CT 06795.

We, the undersigned, acknowledge and/or agree to the following:

1. Prior to the start of work - a plan for the reciprocal transfer of information related to chemicals under

OSHA’s Hazard Communication Standard will be developed with NET staff.

2. Prior to performing any work requiring lockout / tagout - 48 hours of advance notice will be provided to

NET. A site meeting shall be held to ensure the procedures of all applicable parties are understood.

3. Prior to mobilization - parking and laydown areas for our staff will be designated by NET.

4. The use of alcoholic beverages while on site is strictly prohibited. Smoking is allowed only in designated locations.

5. Prior to mobilization - security requirements shall be established.

6. Prior to the start of work - emergency alarm, evacuation, and personnel accountability procedures will be agreed upon with NET.

7. Prior to the start of work – procedures for handling accidents will be agreed upon with NET.

8. Prior to the start of work – segregation of work zone activity and procedures for work that interferes with the building’s life safety features will be agreed upon with NET. Prior to performing “hot work”

– procedures for permitting and fire watch shall be agreed upon with NET.

9. Contractor is responsible for all OSHA regulation compliance. Prior to starting work – we shall identify

“Competent Persons” as defined by OSHA.

10. Prior to start of work – housekeeping and securing of hazardous materials will be agreed upon with

NET.

11. Prior to the start of work – we shall provide the required Certificate(s) of Insurance.

12. Borrowing or operating any shop equipment (e.g. man lifts, fork lifts, etc.) is prohibited unless we receive written permission from NET.

13. Posted Speed Limits on property (exterior and interior) must be adhered to at all times.

Company Name: _______________________________________________________________________

Address: _____________________________________________________________________________ Authorized Signature: ___________________________________________________________________ Print Name: ___________________________________________________________________________ Title: _________________________________________________________________________________ Date: _________________________________________________________________________________

RESPONSIBILITY QUESTIONNAIRE

PART I - INSTRUCTIONS

2. All information must be legible.

3. The term "Bidder" includes the term "Proposer" and also refers to the firm awarded the Contract. The term "Bid" includes the term "Proposal".

4. If during the performance of this Contract, either of the following occurs, Bidder shall promptly give notice in writing of the situation to NET’s PCO, and therefore cooperate with NET’s review and investigation of such information.

i) Bidder has reason to believe that any representation or answer to any question contained in this Questionnaire was not accurate or complete at the time this Questionnaire was signed; or

ii) Events occur or circumstances change so that an answer to any question is no longer accurate or complete.

i) Bidder fails to notify the PCO as required by "4" above:

ii) Bidder fails to cooperate with NET’s request for additional information as required by "4" above.

6. NET reserves the right to inquire further with respect to Bidder's responses; and Bidder consents to such further inquiry and agrees to furnish all relevant documents and information as requested by NET. Any response to this document prior or subsequent to Bidder's Bid which is or may be construed as unfavorable to Bidder will not necessarily automatically result in a negative finding on the question of Bidder's responsibility or a decision to terminate the Contract if it is awarded to Bidder.

PART II - IDENTITY OF PROPOSER

Company Full Legal Name:

Contact Person:

Legal Address:

Legal Telephone Number:

Indicate all other names by which this organization has been know and the lengths of time know by each name. Please attach additional pages as needed.

Company Federal taxpayer identification number

Operating as one of the following forms of legal entity (Check whichever applies and fill in any appropriate blanks):

An individual or sole proprietorship

A general partnership

A limited partnership

A joint venture consisting of:

and

(List all joint venturers on a separate sheet if this space is inadequate.)

A non-profit organization

A corporation organized or incorporated under the laws of the following state or country:

on the following date:

1.

If the organization is a corporation, indicate the following:

Date of incorporation:

State of incorporation:

President’s name:

Vice-President’s name:

Secretary’s name:

2.

Certificate of Incorporation been previously filed with NET (corporation only)

Yes

No

If “NO”, attach a certified copy

3.

How many years has this organization been in business under its present business name?

4. How many employees does this organization have?

5.

If the organization is an individual or a partnership, answer the following:

Date of organization:

Name and address of all partners (state whether general or limited partnership)

Please attach additional pages as needed.

6. If the organization is other than a corporation or partnership, describe the organization and name its principals. Please attach additional pages as needed:

7.

List the States in which your organization is legally qualified to do business. Indicate category or trade and indicate registration or license numbers, if applicable. List states in which partnership or trade name is filed. Please attach additional pages as needed.

8.

Trade…