AHEC-15909-R - Financial/Enterprise Resource Planning System

The Auraria Higher Education Center (AHEC), a Colorado State agency serving the University of Colorado Denver, Metropolitan State University of Denver, and Community College of Denver, is procuring a comprehensive Financial/Enterprise Resource Planning (ERP) system to replace its existing Fundware accounting platform and Venice purchasing system. This Request for Proposal (RFP AHEC-15909-R) seeks an integrated, all-inclusive ERP solution supporting 16 primary functional modules including general ledger, accounts payable and receivable, budgeting, fixed assets management, cash receipting, financial reporting, grants management, human resources and benefits administration, payroll, project accounting, purchasing, cost accounting and allocation, and time and attendance. The selected system must support approximately 379 full-time and 300-400 part-time employees with a minimum of 30 concurrent users, maintain GAAP and GASB compliance with a chart of accounts containing 35-character minimum and 12 segments, process 5,000+ annual invoices, 2,500+ payments, 2,000 purchase requisitions, and track approximately 1,000 assets including 650 capital assets exceeding $5,000. The system must operate on Windows 7 desktops with Microsoft SQL Server 2008 or later databases, run on VMware virtual Windows Servers 2008 or later, support ad-hoc reporting capabilities such as Crystal Reports, and maintain greater than 98% uptime during business hours with average end-user response times of one second or less. AHEC requires phased implementation with Phase I (General Ledger, Accounts Payable, Accounts Receivable) going live July 1, 2015, Phase II (Human Resources and Payroll) commencing January 1, 2016, and Phase III (remaining modules) by March 31, 2016. One-time data migration from Fundware, Venice, and iVantage systems is required, along with seamless integration with 24 existing systems including CORE, iVantage HR, Attendance Enterprise, Benefit Solver, Sidewalk, TMA, and various state and departmental platforms. Offerors must demonstrate prior experience extracting data from Fundware and provide references of comparable implementations completed within the prior three years. The written inquiry deadline was October 23, 2014, with proposals due November 6, 2014 at 2:00 p.m. Mountain Time; the Notice of Award was estimated for December 8, 2014, with contract signing no later than January 5, 2015.

The RFP includes no specific set-aside designations for disadvantaged enterprises, though vendors must complete a Public Employees' Retirement Association (PERA) Certification and Affidavit confirming their retiree status and employment practices under Colorado Revised Statutes sections 24-51-1101(2) and 24-51-401. All vendors must submit Form W-9 (Request for Taxpayer Identification Number and Certification) and comply with the AHEC Model Contract, which establishes standard terms including comprehensive insurance requirements (workers' compensation, $1,000,000 commercial general liability per occurrence, and $1,000,000 automobile liability combined single limits with AHEC named as additional insured), confidentiality obligations, conflict-of-interest avoidance, and three-year record retention requirements; all work product and software created becomes the exclusive property of AHEC. The incumbent system is Fundware for accounting and Venice for purchasing, both of which require data extraction and migration as part of implementation. AHEC has established a budget ceiling of $300,000 for all costs including software modules, concurrent user licenses, training materials, annual software maintenance and support for the first year, implementation services, consulting, documentation, one-time data conversion, interface development, and custom-developed software; proposals exceeding this maximum will not be reviewed. Pricing must remain firm for a minimum of 90 days following the proposal due date. The initial contract term extends from signing through final system acceptance with potential renewal for up to four additional one-year periods at AHEC's sole discretion for a maximum five-year total contract duration. Payment shall be made within 45 days of invoice receipt for accepted performance, with unpaid contested amounts accruing interest at one percent per month beginning on the 46th day.