Spalding County ERP RFP 2024_019.pdf

Enterprise Resource Planning

Software & Services

Request for Proposal

(RFP) 2024-019

December 29, 2023

Inquiries:

Erica Dye, Director of Accounting and Finance 770-467-4283 edye@spaldingcounty.com

Proposals Due:

Friday, February 23, 2024

2:00PM EST

Spalding County, GA Enterprise Resource Planning Software and Service ii

TABLE OF CONTENTS

SECTION 1 INTRODUCTION 3

1.1 ANTICIPATED TIMELINE

1.2 PROJECT GOALS AND BACKGROUND…………………………………………………3-4

1.3 RESPONSE INSTRUCTIONS

DELIVERY OF PROPOSALS ........................................................................................... 4-5

PARTIAL RESPONSE

QUESTIONS AND COMMUNICATIONS

SECTION 2 PROJECT SCOPE 7

2.1 SOFTWARE

2.2 SERVICES ................................................................................................................. 7-8

2.3 DEMONSTRATIONS AND PRESENTATIONS

2.4 CONFIDENTIALITY

2.5 ORGANIZATION DEMOGRAPHICS AND STATISTICS ............................................ 8-9

SECTION 3 COMPLETION OF PROPOSAL FORMS 10

3.1 SOFTWARE CAPABILITIES

3.2 PRICING ELIGIBILITY PERIOD

3.3 EVALUATION & RESERVED RIGHTS

SECTION 4 EVALUATION CRITERIA 12

4.1 INITIAL PROPOSAL EVALUATION

4.2 FINALISTS EVALUATION ..................................................................................... 12-14

SECTION 5 VENDOR PROPOSAL INSTRUCTIONS 15

Section 1 INTRODUCTION

Spalding County, GA is seeking sealed proposals from vendors qualified to a comprehensive, fully integrated, public-sector Financial and Human Capital Management Software System. This Request for Proposal (RFP) requests submitters provide a written and electronic proposal that states the overall scope of products and services desired, specific software functionality, technology foundation as well as desired vendor qualifications. Before submitting a proposal, vendors shall examine the specifications in order to understand all existing conditions and limitations.

1.1 ANTICIPATED TIMELINE

Listed below are projected dates and times of actions related to this Request for Proposal (RFP).

There may or may not be a formal notification issued for changes in the estimated dates and times.

SELECTION PROCESS TIMEFRAME

RFP Issuance 12/29/2023

Deadline for Questions 01/26/2024

Vendor Proposals Due 02/23/2024

Notification of Demonstration Dates 02/23/2024

Demonstrations of Software 03/04/2023

Selection of Vendor 03/15/2024

Contract Negotiations 03/26/2023

1.2 PROJECT GOALS AND BACKGROUND

Spalding County has been using SmartFusion from Harris for financial, payroll and human resources since 2009. The County is interested in a Cloud-based integrated solution that facilitates more efficient data exchange, improves operational efficiency, and enhances government transparency.

Spalding County was created in 1851 by an act of the Legislature of the State of Georgia and is geographically located in the middle part of the state, approximately 40 miles south of Atlanta. Its land area encompasses approximately 200 square miles and serves a population of 67,306 as reported in the 2020 U.S. Census report. The County is empowered to levy a property tax on both real and personal properties located within its boundaries. The County provides a full range of services, including law enforcement; corrections; the construction and maintenance of buildings, parks, streets, highways, bridges, stormwater drainage facilities, and other associated infrastructure; parks and recreational activities; 911 emergency communications; homeland security and emergency management; voter registration and elections; court systems; tax assessment and collection; building inspections; geographic information systems; planning and zoning; solid waste collection and recycling; code enforcement; animal control; and general administrative and support activities.

The Organization’s Goals Include:

Increase customer service levels and responsiveness

Replace the current system with a state-of-the-art solution

Implement Best Practices through process workflow review and re-design

Increase citizen access to information and documentation

Implement features that allow for greater staff efficiency and return on effort

Decentralize business processes where appropriate

Enter data once in a fully integrated solution to guard against clerical errors and data redundancy

Select and implement a system that is intuitive and flexible to ensure high utilization

The County wishes to implement the selected solutions without compromising its ongoing operations.

Deliver a system on-time and within a firm-fixed price budget that will serve the Organization well for 10 or more years

1.3 RESPONSE INSTRUCTIONS

The submitted proposal must follow the rules and format established within this RFP. Adherence to these rules will ensure a fair and objective analysis of all proposals. Each proposal will be prepared according to the required format described in Section 5 and be submitted before the Vendor Proposal Due date with five copies in paper form and electronically with the bid number “ 2024-019 and titled “Enterprise Resource Planning Software & Services.” The electronic version of the proposal shall be included with the paper copies using an external thumb drive. Each Vendor shall be responsible for all costs incurred in order to prepare and submit their response to this RFP. To ensure a fair and objective evaluation of all proposals, vendors are required to submit all inquiries to the project contact noted on the cover of this RFP. Responses to the questions will be placed on the Georgia Registry website for all potential vendors to read.

DELIVERY OF PROPOSALS

Delivery of Proposals: RFPs must be delivered by the date/time specified and to the place stipulated on the cover of this RFP. It is the sole responsibility of the Vendor to see that their RFP is received in the proper time. Any proposal received after the proposal due date and time shall be eliminated from consideration.

Sealed Bids are due: Friday, February 23, 2024 2:00 PM (EST)

BIDS MUST BE SIGNED, IN A SEALED ENVELOPE AND MUST

INCLUDE ALL OF THESE COMPLETED DOCUMENTS:

See Section 5

Deliver Sealed Bids and Appendix Documents to:

Spalding County Board of Commissioners Attn: Erica Dye Spalding County ERP RFP 119 East Solomon Street, Room 104 Griffin, GA 30223

DUE DATE:

Sealed bids will be received at the Spalding County Board of Commissioners office, 119 East Solomon Street, Room 104, Griffin, GA 30223 no later than 2:00 PM, Local Time, Friday, February 23, 2024. Bids received after this time will not be accepted.

BID COPIES FOR EVALUATION:

One original; (1) and two (2) copies will be required for review purposes.

ADDENDA:

Answers to questions submitted that materially change the conditions and specifications of this bid will be distributed to all addresses as an addendum. Any discussions or documents will be considered non-binding unless incorporated and distributed in an addendum.

Bidders should check the Georgia Procurement Registry frequently during the bidding process to verify that they have received all issued addendums. While every attempt is made to make sure that registered bidders receive notice of addendums, bidders have the responsibility of making sure that they have received all issued addendums.

Addenda are required to be signed and returned with the bid proposal.

Announcement of award will be done upon evaluation of submitted bids and funding. Spalding County reserves the right to reject any or all bids.

Steve Ledbetter, PhD., County Manager

PARTIAL RESPONSE

Partial Response: The County feels strongly that it is in their best interest to select a fully integrated suite of applications from one vendor. Vendors submitting partial responses may still complete the RFP as fully as possible. Please refer to Section 3 “Completion of Proposal Forms” for further instructions.

QUESTIONS AND COMMUNICATIONS

Questions and Communications: Vendors are hereby notified not to contact any member of the Evaluation Committee, or any member of the Organization staff and its’ elected officials, except as provided herein regarding this proposal until such time as a contact has been awarded.

Questions concerning any portion of this RFP shall be directed in writing (e-mail encouraged) to the below named individual who shall be the official point of contract for this RFP. All questions must be submitted prior to the Deadline for Questions as stated in the Anticipated Timeline above.

Failure to adhere to this policy will result in disqualification.

Erica R. Dye Director of Accounting & Finance Spalding County Administration Department 770-467-4283 edye@spaldingcounty.com

Any questions and/or misunderstandings that may arise from this bid must be submitted in writing and forwarded to Erica Dye at the above address or by email.

NO PHONE CALLS. It shall be the Bidders responsibility to seek clarification as early as possible prior to the due date and time.

To maintain a “level playing field”, and to assure that all bidders receive the same information, bidders are requested NOT to contact anyone other than the contact listed in this RFP until after the award of the contract. Doing so could result in disqualification of the proposer.

Final written questions are due by Friday, January 26, 2024 at 2:00 PM (EST).

Section 2 PROJECT SCOPE

A high-level outline of the expected system solution:

2.1 SOFTWARE

General & Technicial

General Ledger/Chart of Accounts

Budget Preparation and Budget Control

Accounts Payable

Purchasing

Inventory/Fixed Assets

Bid Management

Contract Management

Project & Grant Accounting

Cash Management/Bank Reconciliation

Capital Assets

Content Management

Employee Reimbursement

Payroll

Human Resources

Employee Self Service

Recruiting

Time & Attendance

Advanced Scheduling

Misc. Billing / AR

ACFR

Citizen Transparency

Cashiering

Payments

Integrated Content Management

2.2 SERVICES

Project Management

Software installation

Data conversion

Integration & interface development

Training

Ongoing support & maintenance services

2.3 DEMONSTRATIONS AND PRESENTATIONS

Vendors may be required to provide detailed demonstrations of proposed application software.

Vendors may also be required to make presentations and/or provide written clarifications of their responses at the request of the County.

2.4 CONFIDENTIALITY

All information submitted as part of the vendor’s proposal will be deemed confidential. Except as provided in the applicable public records law, there shall be no public disclosure of vendor’s proposal submitted in response to this RFP, including but not limited to disclosure to a competing vendor.

2.5 ORGANIZATION DEMOGRAPHICS AND STATISTICS

The following shows an estimated summary of key transaction and operating volumes.

TRANSACTION AND OPERATING VOLUMES CURRENT

ORGANIZATION

Spalding County population 68,919

Spalding County operating budget $120 M

Total number of County locations 27

Total number of computer system users 456

Number of concurrent financial system users NA

Number of concurrent human resource system users 4

Number of named asset maintenance users 4

Number of named permit and code enforcement users 1

Number of name building inspection users NA

Number of remote field users (i.e code enforcement or field inspectors).

Desktop Operating System WIN 10 & 11

E-mail System OFFICE 365

Internet Browser(s) Edge, Chrome

TRANSACTION AND OPERATING VOLUMES CURRENT

GENERAL LEDGER

Fiscal year starts July 1

Number of funds 23

Number of departments 102

PROJECT / GRANT ACCOUNTING

Number of project / grant accounts Approx. 25

CAPITAL ASSETS

Number of capital assets Approx. 1200

Fixed asset tagging capitalization threshold $10,000

PURCHASING

Number of regular purchase orders (monthly) Approx. 210

Number of purchasing/AP vendors Approx. 7600

ACCOUNTS PAYABLE

Number of accounts payable checks (monthly) Approx. 685

Frequency of accounts payable check runs weekly

ACCOUNTS RECEIVABLE & GENERAL BILLING

Number of Accounts Receivable statements mailed (monthly) NA

Number of transactions (monthly) Approx. 730

HUMAN RESOURCES AND PAYROLL

Number of full-time employees 600

Number of part-time employees NA

Payroll frequency Bi-weekly

WORK ORDERS/ASSET MAINTENANCE

Number of users needing to process work orders. 4

Utility Billing

Number of utility billing customers. TBD

Section 3 COMPLETION OF PROPOSAL FORMS

Vendors should submit all the information and documentation requested in Section 5 (Vendor Proposal) of this RFP. Most subsections require a narrative description and then also have questions listed in a table format for ease of evaluation. All responses should be added to this document or submitted as a separated Word document with the subsections clearly identified.

3.1 SOFTWARE CAPABILITIES

Software Functional Requirements should be submitted in the attached spreadsheet. Vendors should also attach and submit the Bid Form and Responsibility of Bidder Form. Vendors are instructed to complete Software Capabilities by placing the correct code in the vendor response column for each requirement as described below:

Coding Key:

Y= YES Indicates that the vendor’s standard software meets and/or exceeds the requirement and the stated functionality is in the current General Release of the software.

N = NOT PLANNED Indicates that the vendor’s software does not and cannot meet this requirement

C = CUSTOM QUOTE Indicates that a software modification is required to meet and/or exceed this requirement. If there is a cost associated with this modification, list the dollar amount in the comment’s column.

NR = NEXT RELEASE Indicates the vendor will satisfy the requirement in a future release for no additional cost. Such future functionality must be in the General Release of the product within 12 months of contract date.

TP = 3RD PARTY PRODUCT Indicates that the functional requirement can be met with a third party product. Please indicate name of the third party product under the comments section and include all associated costs in the investment summary.

Please reference the Software Functional Requirements in the attached spreadsheet.

3.2 PRICING ELIGIBILITY PERIOD

All Vendor proposals are required to be offered for a term not less than 180 calendar days in duration. A proposal may not be modified, withdrawn or cancelled by the vendor during the 180 day time period following the time and date designated for the receipt of proposals. All prices are assumed to Best and Final.

3.3 EVALUATION & RESERVED RIGHTS

Evaluation of the proposals is expected to be completed within 60 days after bid closing. An evaluation team will evaluate proposals on a variety of quantitative and qualitative criteria. It is the Organization’s intentions to procure (1) the most functionally capable and complete, and (2) the most cost-effective solution from a growing, viable, and financially stable company that will meet both current and future needs. The lowest price proposal is only one criteria used in the selection process and will not necessarily be the basis for selection. The county may award based on initial proposals received, without discussion of such proposals. Selected vendors may be invited to make oral presentations or product demonstrations to the evaluation team. The Organization reserves the right to a) reject any or all proposals, or to make no award, b) require modifications to initial proposals or c) to make partial or multiple awards. The county further reserves the right to excuse technical defects in a proposal when, in its sole discretion, such excuse is beneficial to the county and the tax payers of Spalding County. Inability to score as one of the top three vendors (Initial Proposal Evaluation) will eliminate vendor from further consideration.

Failure to include in the proposal all information outlined herein may be considered as non-responsive to the RFP and considered as cause for rejection of the proposal. Information and/or factors gathered during interviews, negotiations, and any reference checks, and any other information or factors deemed relevant by the county, shall be utilized in the final award. The final award of a contract is subject to approval by Spalding County Board of Commissioners.

Section 4 EVALUATION CRITERIA

The County intends to enter into a long-term relationship with a well-established vendor whose products, features, design philosophy, and support policies come closest to meeting the Organization’s needs. The selected vendor must be a well-established, financially stable firm committed to providing ERP software solutions to the public sector. The ideal vendor will have a significant installed base of public sector clients using the proposed financial management applications and a proven track record of delivering products and services on-time and within budget. The Vendor evaluation process will utilize the following approach:

4.1 INITIAL PROPOSAL EVALUATION

Initial Proposal Evaluation: The initial evaluation will be based strictly on the vendor’s proposal response and be performed prior to any formal demonstrations, reference checking, and/or site visits. The vendors with the highest score (no more than three) will proceed through to additional evaluation.

4.2 FINALISTS EVALUATION

Finalists Evaluation: Further evaluation associated with the finalist vendors will be performed as follows:

Conduct scripted vendor demonstrations

Evaluate implementation and support approach

Perform reference checks

Conduct site visits at the discretion of the selection committee

Based upon the proposal response, product demonstrations, and reference checks, the finalist vendors will be evaluated against the following criteria:

CRITERIA WEIGHT

CORPORATE STRENGTH, VIABILITY AND DIRECTION 15

- Financial stability

- Organizational structure

- New client growth

- Length of time company has been in business

- Length of time product has been in the marketplace

- Commitment to public sector

- Quality of References

CRITERIA WEIGHT

- Qualifications of Resources

- Comparable size of installations

- Quality and clarity of proposal presentation

- Conformance with proposal response format

- Strategic vision and ability to execute

APPLICATION FUNCTIONALITY 25

- Module Functional Requirements

- General System Functions

- Level of system complexity

- Ability to positively impact operations through enhanced ROI and ROE

- Reporting

- Security

- Overall ease of use (i.e., system navigation, menu/screen, organization, etc.)

- Ease of customization and configuration

- Product direction

TECHNICAL INFRASTRUCTURE, ARCHITECTURE AND DESIGN PRINCIPLES 15

- Current technology performance (demand on CPU of current inventory of PCs and laptops)

- Multiple Client configuration options

- Configuration management

- Stability of product

- Ease of integration with other 3rd party products

- User Centric Design

- Extent of native data / systems integration (excludes use of 3rd party products)

- Ease of migration

- Compatibility with existing infrastructure

- Overall support complexity (effort, skill-sets)

- System reliability

CRITERIA WEIGHT

- System performance

IMPLEMENTATION & SUPPORT SERVICES 25

- Strategic Relationships

- Ability to provide timely mandated changes as part of support

- On-going support procedures (prioritization, escalation)

- Implementation approach (including amount and type of support)

- Data migration approach

- Vendor staffing provided on the project

- Completeness of work plan

- Vendor staff for support and development

- Ownership of problems (scope of problem-solving responsibility)

- Delivery of training (comprehensiveness, quality)

- Additional Services such Change Management and Business Process Redesign.

- Overall satisfaction with Vendor solution (support, success, training, flexibility, functionality, future direction, etc.)

- Project Management approach

COSTS 20

- Initial

- Annual release/upgrades

- Optional or third-party products

TOTAL SCORE: 100

Section 5 VENDOR PROPOSAL INSTRUCTIONS

Please include the following in your proposal:

PROPOSAL SUMMARY FORM

Name of Company Cover Letter

Software Brand Name Proposed, Itemization of all system components, service & maintenance policies, Evidence of License/Certifications/Certficates of Insurance to legally provide services requested

Name of Primary Contact for Follow-Up Questions W-9 & S.A.V.E Affivadit

Contact Phone Number Contractor Affidavit (notarized)

Fax Number, E-mail Address Exceptions or Limitations Addendum (if applicable)

Bid Proposal Form Itemize Pricing Addedum (if applicable)

Vendors that do not address each section listed above may be considered as nonresponsive bidders by the county.

NOT RESPONSIBLE FOR COSTS

The county shall not be responsible for any cost incurred by a prospective CONTRACTOR in responding to this REQUEST FOR PROPOSAL.

PUBLIC INFORMATION

All information contained in this Proposal is public information, and as such will be handled in accordance with Georgia O.C.G.A. Title 50 Section 18.

ADDITIONAL INFORMATION

Spalding County reserves the right to require Firms to provide references and information on previous similar experience prior to award of the contract.

QUESTIONS

Any questions about the REQUEST FOR PROPOSAL should be communicated according to the instructions in the REQUEST FOR PROPOSAL.

INDEMNIFICATION AND INSURANCE

The CONTRACTOR agrees to assume liability for and indemnify, hold harmless, and defend the county, its commissioners, officers, employees, agents, and attorneys of, from, and against all liability and expense, including reasonable attorney's fees, in connection with any and all claims, demands, damages, actions, causes of action, and suits in equity of whatever kind or nature, including claims for personal injury, property damage, equitable relief, or loss of use, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the CONTRACTOR, its agents, officers, contractors, subcontractors, employees, or anyone else employed or utilized by the CONTRACTOR in the performance of this Agreement. The CONTRACTOR's liability here-under shall include all attorney's fees and costs incurred by the county in the enforcement of this indemnification provision. This includes claims made by the employees of the CONTRACTOR against the county and the CONTRACTOR hereby waives its entitlement, if any. The obligations contained in this provision shall survive termination of this Agreement and shall not be limited by the amount of any insurance required to be obtained or maintained under this Agreement.

INSURANCE

The CONTRACTOR shall not commence any Work until they have obtained all the following ap-plicable types of insurance and such insurance has been approved by the county, has named the Spalding County as an additional insured, except for Worker's Compensation Coverage, nor shall the CONTRACTOR allow any Subcontractor to commence Work on his subcontract until all sim-ilar insurance required of the Subcontractor has been so obtained.

Such insurer shall have a currently valid Certificate of Authority issued by the State of Georgia, Department of Insurance authorizing it to write insurance policies in the State of Georgia and be doing business in the State of Georgia. Insurers shall have at least a Policy Holders Rating of A-and Financial Rating of Class VI as identified in the latest issue of "Best's Key Rating Guide" unless otherwise accepted by the county in writing.

The CONTRACTOR's insurance, and the insurance of any other party bound to the CONTRACTOR, shall be considered primary. The county's insurance, if any, shall be considered excess, as may be applicable to claims which arise out of indemnifications, insurance, certificates of insurance and any additional insurance provisions. Certificates of Insurance acceptable to Spalding County for the CONTRACTOR's insurance must be received within five (5) days of No-tification of Selection and at time of signing Agreement.

Certificates of Insurance and the insurance policies required will include a provision that policies, except Workers' Compensation, are primary and noncontributory to any insurance maintained by the CONTRACTOR. Certificates of Insurance and the insurance policies required shall contain a provision under General Liability, Auto Liability, and Workers' Compensation to include a Waiver of Subrogation clause in favor of Spalding County.

Certificates of Insurance and the insurance policies required shall contain a provision under Gen-eral Liability, Auto Liability, and Excess Liability to include Spalding County as Additional Insured, including Completed Operations (Form CG 20 10 and CG 2037 or equivalent). Other Additional Insured forms might be acceptable but only if modified to include ongoing and completed operations. A copy of the endorsement to the policy shall be provided with the certificate of insur-ance. All Certificates of Insurance shall be dated and shall show the name of the insured CONTRACTOR, the specific job by name and job number, the name of the insurer, the policy number, its effective date and its termination date and a list of any exclusionary endorsements.

All the above referenced Insurance coverage is required to remain in force for the duration of the project and for the duration of the warranty period. Accordingly, at the time of submission of final application for payment, CONTRACTOR shall submit an additional Certificate of Insurance along with evidence of continuation of such coverage. The failure of Spalding County to demand certif-icates of insurance and endorsements evidencing the required insurance or to identify any defi-ciency in contractors’ coverage based on the evidence of insurance provided by the contractor shall not be construed as a waiver by Spalding County of contractor’s obligation to procure, main-tain, and pay for required insurance.

The insurance requirements set forth herein shall in no way limit Contractors liability arising out of the work performed or related activities. The inclusions, coverage and limits set forth herein are minimum inclusion, coverage, and limits. The required minimum policy limits set forth shall not be construed as a limitation of CONTRACTOR's right under any policy with higher limits, and no policy maintained by the CONTRACTOR shall be construed as limiting the type, quality, or quan-tity of insurance coverage that CONTRACTOR should maintain. CONTRACTOR shall be respon-sible for determining appropriate inclusions, coverage, and limits, which may be more than the minimum requirements set forth herein.

The failure of CONTRACTOR to always comply fully and strictly with the insurance requirements set forth herein shall be deemed a material breach.

LOSS DEDUCTIBLE

If the insurance of any CONTRACTOR or any subcontractor contains deductible(s), penalty(s) or self-insured retention(s), the CONTRACTOR or Subcontractor whose insurance contains such provision(s) shall be solely responsible for payment of such deductible(s), penalty(s), or self-in-sured retention(s).

SUBCONTRACTOR’S INSURANCE

CONTRACTOR shall require each of his Subcontractors to likewise purchase and maintain at their expense Commercial General Liability insurance, Workers' Compensation, Employer's Lia-bility coverage, Automobile Liability insurance, and Excess Liability insurance coverage meeting the same limit and requirements as the CONTRACTOR's insurance. CONTRACTOR shall also obtain from each subcontractor a written indemnification in form and substance identical to the indemnity as set forth in Part 1 above.

CERTIFICATE OF INSURANCE

The county shall be furnished proof of insurance coverage as follows:

• The name of the insured CONTRACTOR, the specific job by name and job number, the name of the insurer, the number of the policy, its effective date, and its termination date.

• Statement that the insurer will mail notice to the county and a copy to the county’s repre-sentative at least thirty (30) days prior to any material changes in provisions, cancellation, renewal, or non-renewal of the policy.

• Certificate of Insurance shall be in the form as approved by the county and such Certificate shall clearly state all the coverage required in this Article.

• If requested by the county, the CONTRACTOR shall furnish complete copies of the awarded bidder’s and subsequent Subcontractor's insurance policies, forms, and en-dorsements; and

• Receipt of certificates or other documentation of insurance or policies or copies of policies by the CONTRACTOR or by any of its representatives which indicate less coverage than required by the Contract Documents does not constitute a waiver of the CONTRACTOR's obligations to fulfill the requirements of this Article.

WORKERS’ COMPENSATION INSURANCE

The CONTRACTOR shall take out and maintain Workers' Compensation and Employer's Liability Insurance for all his employees connected with the Work of this Project, and in case any work is sublet, the CONTRACTOR shall require the Subcontractor similarly to provide Workers' Compen-sation Insurance for all the latter's employees, unless such employees are covered by the protec-tion afforded by the CONTRACTOR. Such insurance shall comply with the Georgia Workers' Compensation Law.

The CONTRACTOR shall purchase and maintain at the contractor's expense Workers' Compen-sation and Employer's Liability insurance coverage for the life of this Subcontract.

The Limits of this insurance shall not be less than the following limits:

Part One: Workers' Compensation Insurance - Unlimited Statutory Benefits as provided in the Georgia Statutes; and

Part Two: Employer's Liability Insurance

Bodily Injury by Accident $100,000 Each Accident

Bodily Injury by Disease $500,000 Policy Limit

Bodily Injury by Disease $100,000 Each Employee

In case any class of contract at the Project Site is not protected under the Workers' Compensation statute, the CONTRACTOR shall provide adequate insurance, satisfactory to county require-ments for the protection of employees not otherwise protected.

LIABILITY INSURANCE

The CONTRACTOR shall take out and maintain Commercial General Liability and Commercial Automobile Liability Insurance as shall be required to protect Spalding

County from claims for damage, for bodily injury, and personal injury, including accidental death, as well as claims for property damages which may arise from operating under this Agreement, whether such operations are by themself or by anyone directly or indirectly employed by CONTRACTOR, and the amount of such insurance shall be minimum limits as follows:

Commercial General Liability

The Contractor shall purchase and maintain at the Contractor's expense Commercial General Liability insurance coverage (ISO or comparable Occurrence Form) (Modified Occurrence or Claims Made forms are not acceptable).

Each Occurrence Limit $1,000,000

Personal & Advertising Injury Limit Fire Damage Limit (any one fire) $1,000,000

Medical Expense Limit (any one person) $50,000

Products & Completed Operations Aggregate Limit $5,000

General Aggregate Limit (other than Products & Completed Operations)

Applies Per Project $2,000,000

The Limits of this insurance shall not be less than the following limits: $2,000,000

General liability coverage shall continue to apply to "bodily injury" and to "property damage" oc-curring after all work on the Site of the covered operations to be performed by or on behalf of the additional insured's has been completed and shall continue after that portion of "your work" out of which the injury or damage arises has been put to its intended use.

• Coverage shall include premises, operations, products, completed operations, independ-ent contractors, contractual liability covering this Agreement, contracts and leases, broad form property damage coverage's, personal injury, and bodily injury.

• If Umbrella or Excess liability coverage is used to satisfy the requirements of this Section, it shall not be more restrictive than the underlying insurance policy coverages.

Commercial Automobile Liability

The PROFESSIONAL/CONTRACTOR shall purchase and maintain at the contractor's expense Automobile Liability insurance coverage.

The Limits of this insurance shall not be less than the following limits:

Combined $1,000,000 Each Accident

Single Limit $1,000,000 Bodily Injury – Per Accident OR

Split Limits $500,000 Property Damage – Per Accident

Covered Automobiles shall include any auto owned or operated by the insured Contractor, insured Contractor including autos which are leased, hired, rented, or borrowed, including autos owned by their employees which are used in connection with the business of the respective contractor.

Coverage shall include bodily injury and property damage arising out of ownership, maintenance, or use of any auto, including owned, non-county, and hired automobiles and employee non-own-ership use.

PROPERTY INSURANCE

This additional coverage will be required if the contract includes construction of or additions to above-ground buildings or structures, or installation of machinery or equipment. The minimum amount of insurance shall be 100% of the completed value of the installed replacement cost of value.

TRANSMITTAL LETTER

Please acknowledge that you have received, read, and understand all aspects of the RFP and any addendum that may have been released in conjunction with the RFP. Please provide contact information of those that are authorized to participate in contract negotiations on behalf of your company.

SOLUTION SUMMARY

(Section 1)

Please describe your solution and how it addresses the stated goals of the project. This should be limited to how your proposed solution will directly benefit the Organization and your unique value that you add. Please add more detail than the typical value proposition used in your marketing material – be specific for how the proposed solution will benefit Spalding County.

CORPORATE OVERVIEW

(Section 2)

Vendors must provide information about their company so that the Organization can evaluate the Vendor’s stability and ability to support the commitments set forth in response to the RFP. The Organization, at its option, may require the Vendor to provide additional documentation to support and/or clarify requested information. The Vendor should outline the company’s background including a brief description (e.g., past history, present status, future plans, company size, etc.).

The Vendor should also submit (attach) an Annual Report or audited financial information for the past two (2) completed fiscal years, which includes income statements, balance sheets, and statement of cash flows.

QUESTION RESPONSE

1. Please state the year the Vendor started in the business of selling public sector ERP system solutions?

2. How many new public sector ERP contracts do you average annually?

3. Please list and briefly describe any strategic partnerships you have.

4. Please list total revenues in the previous four years:

5. How many total employees does the vendor have in each of the following categories:

Sales & Marketing

Research & Development

Help Desk & Support Staff

Application Development Staff

Implementation Staff

Other

Total

QUESTION RESPONSE

6. Specify the number of public sector vs.

private sector clients.

7. Indicate whether the business is publicly held or private.

8. What percentage of revenues does this offered system represent to your company verses other products/ services?

9. Indicate if the company incurred an annual operating loss in the last 5 years.

10. What is the current staff turnover rate for your company?

11. What is the vendor’s percentage of annual revenues reinvested into research & development?

GENERAL APPLICATION ARCHITECTURE

(Section 3)

The Vendor is required to provide a general description of the application program product and how it will meet requirements of this RFP. Describe opportunities for making local customizations or development of interfaces without compromising the integrity of the base system. Also include in this description the following: content management capabilities, GIS integration and capabilities, and web-based e-Gov solutions (including what is available for employee access, citizens’ access and credit card processing).

1. Are all proposed applications owned and developed by your company? If not please list the modules, 3rd party owners or developers and describe their relationship with your company.

2. Describe the application architecture of the proposed solution.

3. Describe how proposed applications are integrated with each other, including how

QUESTION RESPONSE

data entry and retrieval is minimized throughout the system.

4. Describe all end-user device requirements.

Include reference to supported platforms, required end-user software, and any functionality not available in a browser.

5. Describe how the solution can be accessed from and is optimized for mobile devices.

Include any use of responsive design and/or native mobile apps.

6. Describe the solutions integrated content management capabilities.

7. How does the system integrate with office productivity applications such as Microsoft Word and Excel?

8. Describe the ability to exchange data with with third-party solutions using file-based imports and exports. Provide details on technical skills required to setup and manage interfaces and whether file integrations can be scheduled.

9. Describe the ability to exchange data with third-party solutions using industry standard APIs. Provide details on included documentation.

10. Describe how the system can be customized to extend and tailor functionality specific to an organization (e.g., customized field names, user-defined fields, customized screens) with limited technical expertise. How are customizations impacted by application upgrades?

11. Describe application workflow capabilities.

Provide details on the technical skills required to manage appplicaiton workflow.

12. Describe integrated reporting and analytic capabilities.

QUESTION RESPONSE

13. Does the vendor provide a library of customizable reports?

14. What reporting services and support does the vendor offer?

15. Describe the ability to use third-party reporting tools with the solution.

SECURITY

(Section 4)

Vendor is required to provide a response to the following questions concerning security and access controls.

QUESTION RESPONSE

1. Does the solution support integration with identity providers for authentication? If so, which ones?

2. Can the application provide access to users not in the organizations identity provider? If so, how is this accomplished?

3. Describe how clients can define and control login policies, including password complexity, expiration, and multi-factor authentication.

4. If the solution provides “self-service” applications (e.g., specific to vendors, residents, applicants), describe the account creation and/or registration process for those users. Are social identity providers (e.g., Facebook, Apple, Google) supported for account registration?

5. Describe the use of role-based security to manage application access?

6. What auditing capabilities are included with the solution?

7. Describe how data is encrypted in-transit and at-rest to keep data secured.

QUESTION RESPONSE

8. Describe in detail any additional security controls employed by the vendor and application.

CLOUD HOSTING

(Section 5)

The Vendor is required to provide a response to the following questions regarding their software hosting platform proposed for the County.

1. Is the application available as a subscription-based cloud deployment? If no, please explain.

2. Describe the vendors cloud offering.

3. How many years has the vendor provided cloud solutions and how many clients are using the vendors cloud solutions today?

4. What type of disaster recovery and business continuity practices are employed.

5. Are multiple application environments supported (e.g., production, train, test)?

6. Describe how data is segregated between hosted clients.

7. How often is the solution updated?

8. Can individual clients control when new versions are applied or are updates applied to all clients at the same time as determined by the vendor?

9. Can clients test a new version in a pre-production? If so, explain how this is possible.

10. How long do clients have to test new versions before it’s applied to production?

QUESTION RESPONSE

11. Can clients refresh production data to non-production environments? If so, can this be accomplished by the client directly without vendor interaction?

IMPLEMENTATION SERVICES

(Section 5)

QUESTION RESPONSE

1. Please describe the vendor’s implementation methodology.

2. Does the vendor utilize 3rd party parties or subcontractors?

3. How many PMP certified Project Managers does the vendor currently have on staff?

4. How many new client Implementations did the vendor perform in the past three years?

5. What level of guarantee does the vendor offer to ensure the quality of implementation services delivered?

6. What is the expected length of time between contract execution and commencement of the implementation?

Please describe your approach and define your deliverables for the following implementation services. It is expected that your proposal includes these services at a minimum.

1. Project Scope Agreement

2. Project Assumptions

3. Vendor Personnel

4. Technical Support Offerings

5. Operational & Knowledge Transfer

6. Data Conversion Process Steps and Activities

7. Change Management Approach

8. Communication Plan

9. Quality Management and Testing

10. Project Risk Management

11. Schedule Management

12. Resource Management

13. Training Plan

14. Sample Implementation Plan

ON-GOING SUPPORT AND MAINTENANCE

(Section 6)

The Vendor must specify the nature, costs and conditions of any post-implementation support options including:

1. Operational / Functional Support

2. Technical Support

3. Release / Upgrade Assistance

4. Availability of user groups

5. Escalation options and procedures

Identify the party or business unit that is responsible for the support options provided above.

Additionally, it is requested that the Vendor submit their Support “prioritization” and “escalation procedures.”

QUESTION RESPONSE

1. Does the vendor have a toll-free support line?

2. Does the vendor have regional and national User Groups?

3. Does the vendor have an Annual User Conference?

4. What are the support hours of operation?

5. Does the vendor assign one individual to take ownership of any support issues the Organization may have?

6. Will the vendor provide unlimited telephone support as part of their annual support agreement?

QUESTION RESPONSE

7. Does the vendor provide and maintain a searchable knowledgebase of product support materials made available to its client base?

8. Does the vendor provide a customer only web site complete with documentation and software downloads?

9. Does the vendor provide an electronic forum for clients to communicate with each other and exchange information?

SOFTWARE FUNCTIONAL REQUIREMENTS (SPREADSHEET ATTACHED)

(Section 7)

Please reference Section 3.1 (Completion of Proposal Forms) for specific instructions.

VENDOR REFERENCE INFORMATION

(Section 8)

Provide five (5) recent clients references of similar size and requirements. These clients must be live on all modules of the software for a minimum of one year. Please include the following for each reference:

REFERENCES

Client Name:

Contact Name:

Contact Title:

Contact Phone Number:

Contact e-mail address:

Contract Date:

Software Modules Purchased:

Annual Budget:

Population:

REFERENCES

Client Name:

Contact Name:

Contact Title:

Contact Phone Number:

Contact e-mail address:

Contract Date:

Software Modules Purchased:

REFERENCES

Client Name:

Contact Name:

Contact Title:

Contact Phone Number:

Contact e-mail address:

Contract Date:

Software Modules Purchased:

REFERENCES

Client Name:

Contact Name:

Contact Title:

Contact Phone Number:

Contact e-mail address:

Contract Date:

Software Modules Purchased:

REFERENCES

Client Name:

Contact Name:

Contact Title:

Contact Phone Number:

Contact e-mail address:

Contract Date:

Software Modules Purchased:

COST PROPOSAL

(Section 9)

Costs should include the complete costs for the proposed solution. Use additional pages as needed to provide additional cost detail.

The following costs must be included in your response:

Application software license fees

Data conversion costs

Modification costs if denoted to satisfy a requirement

Implementation, Training & Consulting Services costs

Annual software maintenance cost for five years

Estimated Travel Costs

3rd Party Software

System Software

Hardware (if required)

No additional charges, other than those listed on the price breakdown sheets, shall be made. All shipping and insurance costs to and from the site shall be included in this proposal. All payments to shipping agents and for insurance fees shall be made directly by the Vendor. Vendor shall be responsible for all arrangements for the shipment of equipment / software to the Organization’s prepared site. Specific payment terms will be negotiated as part of the final contract. It is expected that certain payments will be made upon delivery of the software with additional payments made based on specific project milestones. The Organization may during the implementation period or thereafter require modifications, interfaces, conversion or other services from Vendor. The vendor agrees to provide a written Change Order describing the work to be performed and estimating the costs, including expenses, for the Organization’s approval before any work is initiated by Vendor.

Vendor will not exceed the costs set forth in the mutually agreed to Change Orders without justification, in writing, that is acceptable to the Organization.

PROPOSAL SIGNATURE FORM

(Section 10)

The undersigned, as proposal responder, declares that he/she has carefully examined all the items of the Specifications and Instructions herein that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount specified below.

Proposals shall include installation services, and the successful respondent shall obtain all required permits and pay fees required.

Firm Name:

Date:

Address:

Telephone:

Signature:

Local Vendor Preference

For purchases, bids, proposals, or contracts less than $100,000 the local vendor may be given an opportunity to match the lowest price proposal, if the quotation or bid of the local vendor is within 5% of the lowest price proposal by a non-local vendor. In the event a local vendor matches the lowest price proposal, including all other terms, quality, service, and conditions, then the local vendor shall be awarded the contract.

In the event the price proposal of more than one local vendor is within 5% of the lowest overall price proposal of a non-local vendor, the local vendor with the lowest proposal will be given the first opportunity to match the lowest overall price proposal. If this local vendor declines to match the price proposal, then the local vendor with the next bid within 5% will be given the opportunity to match the lowest proposal. This process will continue with all local vendors having proposals within 5% of the lowest overall bid by a non-local vendor.

Local Vendor means a bidder or offeror which operates and maintains a brick-and- mortar business, i.e. a physical business address, within the limits of the State of Georgia and has a current busine ss license, has paid in full all real and personal taxes owed the City, County, and State; as applicable, is considered a vendor in good standing with the Cit y and can obtain an active vendor status. Priority will be given to local vendors within the municipal boundaries of Spalding County, second priority will extend to local vendors within Georgia.

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Enterprise Resource Planning Software & Services

RFP #2024-019 Bid

Proposal Form

Exhibit A

Total Cost of ERP Software & Services $

The following statement must be signed and submitted with bid. Failure to sign this statement will render the bid invalid.

“I certify that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respect fair and without collusion or fraud. I understand that collusive bidding is a violation of State and Federal law and can result in fines, prison sentences, and civil damage awards. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder.”

Company Name: Person Authorized to Sign:

Address: Title:

City:

State: Zip Signature:

Telephone Number: ( ) Email:

This __ Day of______________, 2023.

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE DAY OF ,2023

NOTARY PUBLIC:- My Commission Expires:

Contractor Affidavit under O.C.G.A. §13-10-91(b)(l)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. §13- 10-91 , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services, has registered with Spalding County, and is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. §13-10-9 1.

Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. §13- 10-9 1(b). Contractor here by attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on day of ,2023

City, State

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE _______ DAY OF ______________ ,2023

NOTARY PUBLIC:- My Commission Expires:

Form W-9 (Rev. October 2018) Department of the Treasury Internal Revenue Service

Request for Taxpayer Identification Number and Certification a Go to www.irs.gov/FormW9 for instructions and the…