REQUEST FOR PROPOSAL: SOFTWARE AND IMPLEMENTATION SERVICES FOR INTEGRATED FINANCIAL MANAGEMENT SYSTEM

(1)

REQUEST FOR PROPOSAL:

SOFTWARE AND IMPLEMENTATION SERVICES

FOR INTEGRATED FINANCIAL MANAGEMENT SYSTEM

RFPNumber:041414-02

April 14, 2014

140 East Town Street Columbus, Ohio 43215

(2)

_____________________________________________________________________ Ohio Police & Fire Pension Fund - Request for Proposal

Software and Implementation Services for Integrated Financial Management System

RFP Number RFP041414-02

2 NOTICE

EXCEPT AS NOTED IN THIS “REQUEST FOR PROPOSAL: SOFTWARE AND IMPLEMENTATION SERVICES FOR INTEGRATED FINANCIAL MANAGEMENT SYSTEM: 041414-02 (THE RFP),” PRIOR TO THE TIME OF A DECISION BY OHIO POLICE & FIRE PENSION FUND (“OP&F”), THERE SHALL BE NO COMMUNICATION OF ANY TYPE REGARDING THIS RFP, ANY ASPECT OF A RESPONSE TO THIS RFP, OR THE AWARDING OF A CONTRACT RELATED IN ANY WAY TO THIS RFP BETWEEN ANY PROPOSER OR PROSPECTIVE PROPOSER (THE “PROPOSER”) AND ANY (1) OP&F BOARD MEMBER, (2) OP&F EMPLOYEE, (3) CONSULTANT CURRENTLY ENGAGED BY OP&F OR EMPLOYEE OR OTHER PERSON AFFILIATED WITH OR PROVIDING SERVICES TO OR ON BEHALF OF SUCH CONSULTANT’S STAFF, (4) ELECTED OFFICIALS OR THEIR STAFF MEMBERS OR (5) OTHER PERSONS IN A POSITION TO INFLUENCE OP&F’S DECISION AT ANY TIME DURING THE RFP PROCESS IN REGARDS TO THIS RFP, A PROPOSAL, OR THE AWARDING OF THE CONTRACT UNTIL THE AWARD IS ANNOUNCED, EXCEPT AS REQUESTED BY OP&F OR AT THE TIME SPECIFIED FOR ORAL PRESENTATIONS BY SELECTED FIRMS. ANY COMMUNICATION BY A PROPOSER IN VIOLATION OF THE FOREGOING TERMS SHALL BE CONSIDERED GROUNDS FOR AUTOMATIC DISQUALIFICATION OF THE PROPOSER.

(3)

3 Table of Contents

Sections References Page

Section 1 General RFP Information 4

1.1 Contact Person for RFP Inquiries 4

1.2 Questions Regarding this RFP 4

Section 2 General Overview of OP&F 4

Section 3 General Overview of the Project 4

3.1 Project Overview 4

3.2 Summary of Current System 5

3.3 Current Network Infrastructure 5

3.4 System Requirements 5

3.5 Functional Requirements of the Proposed System by Module 5

3.6 Project Deliverables 22

3.7 Expectations 22

Section 4 Detailed RFP Information 23

4.1 Clarifications Regarding this RFP 23

4.2 Statement of Confidentiality 23

4.3 RFP Contents 23

4.4 Response Format 23

4.5 Response Submission Instructions 24

4.6 RFP Schedule 24

4.7 Review Process 25

4.8 Analysis/Evaluation Criteria 25

4.9 Additional Information 25

Section 5 General Questionnaire 26

Section 6 Costs 28

Section 7 References 28

Section 8 System Requirement Checklist 28

Section 9 Terms and Conditions 28

Appendix A Vendor Disclosure and Restrictions to Board of Trustees 30 Appendix B Reporting and Registration Requirements under Ohio Law 31

(4)

4 Section 1 – General RFP Information:

1.1 OP&F Contact Person for RFP Inquiries

The contact person at OP&F for inquiries concerning this RFP is the Purchasing Manager. The Purchasing Manager’s contact information is:

Janeane N. Mayesky, C.P.M., A.P.P., CM Purchasing Manager

Ohio Police & Fire Pension Fund 140 East Town Street

Columbus, Ohio 43215

E-mail: [email protected]

Except as otherwise directed in this RFP, all inquiries, notices or other communications from a proposer to OP&F concerning this RFP shall be directed IN WRITING to the Purchasing Manager via e-mail. TELEPHONE INQUIRIES CONCERNING THIS RFP WILL NOT BE ACCEPTED OR RETURNED.

1.2 Questions Regarding this RFP

All questions submitted should include the name of the proposer’s contact person and that person’s telephone number and e-mail address. All questions must be received by 4PM (EDT) on April 25, 2014. Questions received after that time will not be considered.

Each question, or in OP&F’s discretion, a paraphrased form of a question, and OP&F’s response will be posted to OP&F’s website (www.op-f.org.) All written questions that are properly and timely submitted will be answered by May 2, 2014. All posted questions and responses will become an addendum to the RFP and become part of the RFP as fully set out therein. It is the proposer’s responsibility to periodically check the OP&F website until the posted RFP Response Due Date to obtain any issued addenda. OP&F will not respond directly to a proposer concerning an inquiry about this RFP.

Section 2 – General Overview of OP&F

The Ohio Police & Fire Pension Fund (OP&F) is one of the five Ohio retirement systems and provides pension, disability, survivor benefits, and sponsors health care and prescription drug coverage (through contracts with providers) to retired eligible police officers, and firefighters and their dependents and survivors in the state of Ohio. OP&F’s plans are not subject to the Employee Retirement Income Security Act of 1974.

Section 3 – General Overview of the Project 3.1 Project Overview

The Ohio Police & Fire Pension Fund is requesting proposals for software and implementation services for an integrated financial management system. The system should have the ability to integrate the following functions: general ledger, procurement, accounts payables, accounts

(5)

5 receivable, and fixed assets. It is anticipated that the software will lead to improvements in efficiency and effectiveness for OP&F and allow for the ability for expansion to meet future needs of the Fund.

3.2 Summary of Current System

The current financial system (CODA Financials) was originally purchased in 1996 and implemented over the course of several years. The most recent upgrade to web browser (v11.200) occurred in 2009. OP&F has 15 users for Financials, 12 users for Procurement, 4 users for Invoice Matching/Accounts Payable and Fixed Assets.

3.3 Current Network Infrastructure

• CODA V11.200 Server – Financials and Procurement (in a virtual environment)

• PAM XG10 Server - Princeton Asset Management – Investments (in a virtual environment)

• Total of 65 Servers in the OPF network, 42 physical and 23 virtual. The Operating System breakdown is: (34) Windows 2008, (22) Windows 2003, (1) Windows 2000, (1) VMware ESXi 4.0 and (1) VMware ESXi 5.1. These servers run our OP&F website, email, databases, file and print, network monitoring, terminal services, SharePoint web services, application servers, Telecommunications, V3 pension system and domain controllers

• Approximately 200 client PCs running Windows 7 Professional (includes UAT and Training Room machines)

• Cisco Adaptive Security Appliance (ASA) Firewalls with Intrusion Prevention (IPS) • Symantec Anti-virus software

• Symantec Anti-spam mail appliance

• Code Green Networks Data Leakage Prevention (DLP) appliance 3.4 System Requirements

The new system must be compatible with OP&F’s overall network infrastructure. 3.5 Functional Requirements of the Proposed System by Module

Note: Any omission of required functionality for the requested system is unintentional and it is expected that the proposer would address the required functionality.

FINANCIALS/GENERAL LEDGER

The general ledger maintains the detailed account records for OP&F. It is the basis for the financial statements and financial data included in actuary calculations. The system should be able to provide reporting at several levels of detail.

GENERAL LEDGER REQUIREMENTS

(6)

6 • Ability to perform double entry accounting in an online interactive general ledger

system.

• Ability to provide for the maintenance of separate funds, each of which is a self-balancing set of accounts, with all funds' records being processed simultaneously by the common system.

• Ability to enter transactions across funds.

• Ability to specify accounting periods on transactions.

• Ability to accommodate organizational hierarchy on transactions. • Ability to view the chart of accounts on screen.

• Provide ability to maintain the chart of accounts online and prevent deletion of any account having current year activity.

• Ability to consolidate accounts for multiple levels of reporting: funds, departments, projects, etc.

• Provide ability to maintain up to 5 years historical financial data, such as actual amounts (not including the current fiscal year) for both budgetary and financial data. This information must be available for both system reports and inquiry functions. • Provide for convenient user-selected retrieval and/or query of general ledger and

budgetary information by fiscal year, month, calendar or user.

• Ability to support a suspense file (transactions out of balance, funds not available, etc.) with ability to be overridden by authorized users.

• Separate accounts for the manipulation of budgetary, actual and historical transactions. • Ability to automatically rollover chart of accounts, code structures and tables at year

end.

• Ability to accommodate pre-encumbrance accounting. • Ability to process manual journal entries.

• Ability to accept general ledger entries directly from a variety of subsystems through user-defined (and modifiable) interface routine(s). Entries from these subsystems must be subjected to the same edit controls as entries made directly to the system.

• Ability to accept both standard and recurring journal entries.

• Ability to provide for error identification and correction before actual posting occurs and to notify the user of deficiencies.

• Ability to provide for convenient online maintenance of rejected batches of journal entries.

• Maintain detailed transaction descriptions on the general ledger for both system and manually generated journal entries.

• The system should include a comprehensive audit trail from sub-ledgers in GL

transaction detail including customer/vendor ID, check number, invoice, PO, and cash receipt number.

(7)

7 • Ability to allow the user to reverse or cancel a previously posted/updated journal entry.

The system must also be able to re-post a journal entry after reversal.

• Conveniently display online and/or print individual journal entry transaction detail both prior to posting the journal entry and after the journal entry is posted/updated to the general ledger.

• Provide ability to print or view journal entry detail online regardless of whether the entry is posted.

• Ability to close books and prepare complete financial statements for any month end and/or year end.

• Ability to access full account detail (beginning balance, all posting transactions with complete description) from the beginning of the year. This detail should also be accessible by any accounting period.

• Ability to allow only input of valid account numbers.

• Ability to attach or enter explanatory notes for all transactions.

• Ability to identify entries to be reversed in another period, such as year-end accruals. • Ability to post entries to a closed period, with security, and allow for posting to prior

open periods.

• Ability to automatically perform the journal entry to close all income and expense items to the retained earnings/fund balance at year end.

• Ability to move the current actual balances to the prior actual balances at year end. • Set up beginning balances for the new year.

• Ability to keep the prior year open for adjusting entries.

• Ability to define and annually maintain month-end cut-off dates.

• Provide ability to accommodate multiple bank accounts within an individual fund. • Ability to process transactions for a "prior" fiscal year and a "current" fiscal year

simultaneously before the prior year is closed. • Provide ability to post multiple funds simultaneously.

• In year-end closing, allow the safekeeping of encumbrances by account code so as not to necessitate user to manually re-input encumbered balances to individual account codes (should user decide not to close all year-end encumbrances out to a balance sheet account).

• Ability to start the next fiscal year with a rollover of all balance sheet accounts as well as to leave the previous year open.

(8)

8 • Ability to support the use of multiple sub-ledgers (e.g., job cost, interfunds, vouchers). • Ability to provide an alert for entries posted to suspense files.

• Ability to duplicate hierarchy account structure and associated relationships. • Ability to prevent the deletion of accounts with balances.

• Provide a memo file for explanatory notes for all transactions.

• Ability to report a summary version of the general ledger, with total debits and credits and ending balance, for that fund/account combination by accounting period for the entire fiscal year.

• Provide a year-to-date listing of the activity in any account, to be printed on any system printer.

• Ability to produce status/history reports that display budget/actual comparisons including the pre-encumbrance amount for each account.

• Ability to inquire online into any account balance and the ability to display balances for a single account or for a range of accounts.

• Ability to inquire into current month or year-to-date account detail postings. • Ability to print a detailed general ledger by month with opening and closing totals. • Provide ability to require a review of unposted batches prior to the month-end close. • Ability to print a trial balance before the month-end close.

• Ability to prepare all standard monthly, year-to-date and actual to budget financial reports.

• Ability to prepare all standard financial reports with comparisons to prior periods, such as prior month and prior year-to-date.

• Should allow the generation of reports to an ASCII file or spreadsheet application. • The system should be consistent with Governmental Accounting Standards Board

(GASB) requirements and pronouncements.

• Should provide the user with the ability to conduct searches, post transactions, and generate reports at all levels of the account structure by fiscal year, month, calendar year, or any user defined date.

• Should provide the user with the ability to move from a GL account to specific transactions affecting the account.

• System should provide user defined security and transaction authorization levels including the ability to define records additions, changes, inquiry (view) and deletion. BUDGETING

The system must allow for total plan assets and annual administrative operating budget as well as a capital outlay budget. The system should allow for reporting of actual versus budgeted for

(9)

9 reporting periods and year-to-date by account and cost centers. The system should allow for the automatic creation of encumbrances and provide alerts for over budget transactions.

BUDGET CONTROL/PREPARATION REQUIREMENTS

• Ability to set spending controls relating to funds available for expenditures. • Ability to accommodate various budget recording methods such as increasing,

decreasing, or replacing existing budgets (e.g., versions, revisions, or changes in a grant agreement).

• Ability to identify accounts with budgetary balances that meet criteria for being carried forward to the next fiscal period.

• Ability to allow the comparison of budget (spending plan) to actual obligations and expenditures, including a variance and percentage variance.

• Ability to accommodate, track, and report on Nonsufficient Funds (NSF) transactions. • Ability to accommodate the transfer of funds between budgeted line items.

• Ability to check for unauthorized charges against budgeted line items on a timely basis. • Ability to automatically transfer the final budget to the general ledger on-line.

• Ability to provide data entry, tracking, reporting and auditing by specific program type. • Ability to display a warning notice when transactions are proposed for accounts whose

budgets have been exceeded.

• Ability to roll up divisional budgets to come up with a departmental budget.

• Ability to provide variance reports illustrating budgets versus appropriations versus actual encumbered amounts to the respective budgets for at least a three year period.

• Ability to budget at account and sub object level. • Ability to keep multiple budget years open at one time.

• Ability to have centralized viewing capabilities for entity-wide sorting and roll up of all budget information.

• Ability to compute "what if" scenarios using actual budget data or adjusted budget data compared to actual expenditure data or adjusted expenditure data in any combination.

(10)

10 • Ability to provide a facility to update budget projections.

• Ability to verify budget setups.

• The system should allow for budget amendments and maintain the original budget and the amended budget.

• Ability to perform budget modifications and maintain an audit trail of modifications. • Ability to provide dollar and percentage change techniques by budget line item or line

item group to simplify budget preparation.

• Ability to specify the basis for computing the budget based on user defined criteria (e.g., salary, total labor cost, billing rates, etc.)

• Ability to record and keep an original budget, changes, and revised budget for each project cost account at each level in the hierarchy.

• Ability to perform a variety of revenue, expenditure, and fund balance forecasting including the ability to perform fee analysis.

• Ability to allocate budgets across departments for the same line item as well as roll up to one total cost.

• Ability to maintain as many sub-budgets and program budgets for certain line items and projects as needed.

• Ability to have on-line budget preparation available to all departments. • Ability to create the final budget document on-line in its finished form.

• Ability to close budgetary amounts from the current file at the end of the fiscal year. • Ability to allow the rollover of selected budget lines, or all budget lines into the new

fiscal year and adjustment of appropriate spending allocations and encumbrance balances.

• Ability to provide on-line approval of proposed budgetary transactions.

• Ability to deny financial transaction if budgetary amount is not adequate to cover the transaction being posted.

• Ability to determine sufficiency of funds prior to processing change orders. • Ability to allow multiple encumbrances per general ledger account.

(11)

11 • Ability to permit the modification of encumbrances (e.g., increase, decrease, or cancel)

and produce an audit trail of the transaction.

• Ability to track the original amount, current amount, payments made, and remaining balance for an encumbrance.

• Ability to allow for pre-encumbrance and/or encumbrance before a contract or purchase order is awarded.

• Ability to provide liquidation of encumbrance when final payment is made against an account when specified by project manager.

• Ability to automatically close encumbrances with appropriate journal entries for year-end financial reporting.

• Ability to provide a complete encumbrance transaction history report.

• Ability to encumber on-line against available appropriation balance to reduce the corresponding spending allocation.

• Ability to flag a warning for Non-Sufficient Funds (NSF) condition when vouchers exceed encumbered funds.

• Ability to monitor (through rules and/or procedures) for erroneous charges, mischarging, etc.

• Ability to perform standard encumbrance accounting activities.

• Ability to automatically relate payment requests to outstanding encumbrances. • Ability to identify variances between payment requests, encumbrances and contracts,

and process based on predefined user criteria.

• Ability to generate encumbrance transactions via purchase orders/contracts.

• Ability to create, modify, and establish a budget for a specific project and component of a project.

• Ability to track actual project costs and compare with budgeted project costs (adjust if reallocations are made).

• Ability to track expenses by categories and allocate cost to project cost accounts as required.

(12)

12 • Ability to create an on-line long-term capital budget that is integrated with purchasing,

accounts payable, budgeting, and project management.

• Ability to allocate overhead and administration costs to departments, cost centers, programs, and sub-program levels automatically.

• Ability to produce budget to actual reports on-line.

• Ability to view the detail charges of actual spending or encumbrance amounts on-line. • Ability to provide centralized monitoring of spending, budget preparation process, and

available balances.

• Ability to have all prior history for actual spending and budgets available on-line for multiple years.

ACCOUNTS PAYABLE

The system must allow for the ability to reconcile a purchase order, receipt and invoice utilizing a three-way match process and update the general ledger. It should allow for the voiding of disbursements while maintaining a clear audit trail of activity, summarize pertinent payment information and vendor data, and provide for year-end 1099 tax reporting.

ACCOUNTS PAYABLE REQUIREMENTS

• Ability to verify existence of key documents to support the voucher prior to submittal - insurance certificates, performance bonds, etc.

• Ability to generate vouchers and sub-orders for requesting external services, as well as receiving reports and payment documents during a project life cycle.

• Should have security system that allows customization of separation of duties, creating new vendors, entering invoices and payment of invoices.

• Ability to generate payment vouchers based on user selected criteria, such as hours, months, or quantities.

• Provide status of any submitted voucher or fund or project to review payments to date and committed funds.

• Ability to place vouchers on hold for user-definable reasons and to enter reasons for hold.

• Retain history of voucher numbers after payment and/or period end to avoid duplicate voucher numbers.

(13)

13 • Ability to remove entered voucher if it has not been properly submitted for payment

with corresponding audit trail, and to record reason for change.

• Ability to consolidate multiple invoices from one vendor and pay with one voucher. • Ability to maintain open invoice records until paid in full (for unpaid and partially paid

vouchers).

• Ability to develop vouchers to partially pay invoices.

• Ability to link owner invoice with subcontractor invoices to correlate the payment received from the owner to the payments made to the subcontractors.

• Ability to indicate possible duplicate vendor entries even if entry is not exact match (e.g. Ace Plumbing vs. Ace Plumbing Inc).

• Ability to add vendor master file data when initial Accounts Payable invoice is entered. • Ability to delete vendors as required with option of retaining or deleting history.

• System should provide for ACH payments.

• Retain vendor history including current period, year to date and all prior history. • Ability to suspend and restart payment for specified vendors, parent vendor groups,

contracts or workorders for user defined duration.

• Ability to record estimates and maintain a history of changes by contractor and project. • Ability to track the routing of bills to external agencies.

• Ability to track invoices to vouchers and vice versa, and flag if amount paid is different than original voucher submitted.

• Ability to process one-time vouchers for non-contract and non-project invoices.

• The ability to accumulate multiple invoices on a single voucher and/or group payments for remittance based on selected criteria (i.e., payment due date).

• The ability to automatically calculate payment due date from receipt of goods/services or invoice, and allow for user override.

• The ability to identify the organizational unit or agency originating a voucher. • The ability to flag and report duplicate purchase orders and invoices.

(14)

14 • The ability to generate multiple vouchers from a single invoice or request for payment. • The system must include provisions to allow multiple invoice processing on a single

contract or purchase order without the potential for overpayment (paying twice for the same item).

• Ability to verify existence of all required documents for preparing a progress payment voucher.

• Ability to generate a receiving request.

• Ability to inhibit specified users from modifying invoice data once the invoice has reached approval status through project manager release.

• Ability to record an invoice for partially received material or for overshipments of material.

• Ability to enable user to view bills in progress of being paid. • Ability to enable user to view bills not paid.

• The ability to pay a vendor automatically on one warrant for multiple invoices with different pay dates.

• The ability to select or not to select vendors for payment by due date.

• The ability to input an invoice in the system without a receiver in the system. • The ability to sort warrant registers by vendor, by dollar amount, or provide

year-to-date vendor information.

• The ability to perform electronic matching of purchase orders, receiving reports, and vendor invoices three (3) ways.

• The ability to quickly select line items on purchase orders for receiving. • The ability to force a decision to keep a purchase order open or close it out. • The ability to process travel vouchers automatically with electronic approval. • Ability to allow for virtually unlimited multiple addresses for each vendor.

• Ability to provide a designation code for each vendor, including 1099, minority, or other special status.

• Ability to provide for the establishment of discount and payment terms for each vendor.

(15)

15 • Ability to automatically retrieve vendor name and address, goods ordered and received,

and unit prices based on purchase order number.

• Ability to automatically calculate applicable discounts and payment date. • Ability to allow on-line changes to the retrieval data.

• Ability to provide automatic on-line budget account validation, as well as funds availability.

• Ability to automatically liquidate associated encumbrances as invoices are processed. • Ability to automatically assign a temporary asset tag number in the Fixed Assets

module for previously designated items.

• Ability to automatically calculate payment due date to take advantage of available discounts.

• Ability to provide for the issuance of "on demand" checks that automatically update the General Ledger and liquidate associated encumbrances.

• Ability to automatically handle recurring payments. • Ability to establish "one-time" vendors.

• Ability to provide for the recording of voided checks on-line with automatic generation of the appropriate accounting entry.

• Ability to provide a complete bank reconciliation process including the matching of outstanding and cleared checks with issued checks.

• Ability to provide document history retrieval on-line, linking requisitions, bids, purchase orders, packing slips, stores issues, invoices, checks, returned goods, and received goods.

• Ability to prevent the entry of an invoice that would cause the cumulative invoiced amount to exceed the contract or purchase order value.

• Ability to produce multiple checks for the same vendor during a single payment period. • 1099 reporting capability including magnetic media.

• Ability to generate a report of open and closed vouchers based upon user-criteria, such as daily or weekly time period, fund number or project code.

• Ability to provide complete on-line and hard copy reporting of Accounts Payable activity.

• Ability to allow for on-line inquiry of all Accounts Payable by fund, organization, account and program.

(16)

16 ACCOUNTS RECEIVABLE

The system should allow for the collection and aging of open receivables. ACCOUNTS RECEIVABLE REQUIREMENTS

• Ability to track billed and collected amounts for each Accounts Receivable subsidiary account and its related source.

• Ability to identify overpayment situations with contractors and provide billing information to the Accounts Receivable system.

• Ability to produce periodic reminder letters and aging reports for all invoices. • Ability to explain differences between amount billed and amount realized.

• Ability to track billings to obligations and track collections against current billings. • Ability to track payments throughout their processing cycle.

• Ability to record and utilize the agreement (contract) information for billing criteria. The image of the agreement must be referenced and accessible for viewing/printing.

• Ability to mark a billing as the final billing for a specific project by agency.

• Ability to integrate the Accounts Receivable module with the General Ledger module. • Ability to provide for user-defined entity types to classify customers.

• Ability to provide unlimited user-defined accounting distributions. • Ability to provide for either invoice or statement generation. • Ability to provide for on-line entry for requesting billing. • Ability to bill by type of charge and/or type of customer. • Ability to assess late charges and penalties.

• Ability to provide for refund checks from Accounts Receivable to Accounts Payable. • Ability to provide on-line query of account status on detail charges and payments. • Ability to identify accounts sent to collection agencies.

(17)

17 • Ability to define multiple addresses, including the ability to determine which address

prints on receipts, statements, invoices, refund checks and late charge/penalty charge notifications.

• Ability to generate aging reports which query for payments 30, 60, and 90 days late. • Ability to provide complete on-line and hard copy reporting of Accounts Receivable

activity and aging.

• Ability to allow for on-line inquiry and hard copy reporting of all Accounts Receivable by fund, organization, account and program.

PURCHASING

The system must allow for the ability to automate the preparation of necessary requisitions and purchase orders, and permit the delegation of purchase authority from the requisition level to the purchase order approval level. It should allow for real time integration between user, receiving, purchasing and accounts payable.

PURCHASING REQUIREMENTS

• Ability to link funding sources to specific invoices.

• Ability to automatically relate payment requests to outstanding encumbrances. • Generate bid tabulations and store bid price and quantify bid data for historic

comparison purpose.

• Ability to automatically encumber money at requisition entry.

• Ability to sort requisitions by a variety of fields such as date, vendor, department and account code.

• Ability to track items which are out for bid, during the bidding process. • Ability to track expenditures by account code, vendor, department and total.

• Internally encumber funds in the system when invoices are received from vendors or when purchase order placed.

• Search for and locate specific vendor master file information using the following full or partial inputs: (vendor name, address, etc.)

• Provide fields for entering the following data from invoices received from vendors: (i.e., department, quantity ordered, unit cost, account code, vendor invoice number, and description).

(18)

18 • The ability to automatically generate a purchase order from on-line requisitions.

• The ability to automatically transfer purchase orders to accounts payable on-line. • The ability to allow on-line receiving and updating of purchase orders.

• The ability to allow user departments to view open purchase orders on-line.

• The ability to maintain an inventory for office supplies and other movable assets on-line.

• Ability to integrate the Purchasing/Receiving module with the General Ledger, Accounts Payable, and Fixed Asset modules.

• Ability to provide multiple methods of data retrieval (by vendor name, invoice number, amount, month, year, purchase order number, account code) with a user friendly search feature.

• Ability to track purchase orders and payments issued against blanket orders.

• Ability to allow for the tracking of items received and the recording of goods returned to the vendor.

• Ability to provide a tracking system that will identify vendors who have won bids and the activity for those bids.

• Ability to provide a tracking system for vendor performance, quality of product delivered and timeliness of delivery.

• Ability to check fund balance, account balance at time of requisition entry and generate an error message with reason code.

• Ability to verify existing contracts at purchase order entry.

• Flag user if item, unit quantity or price does not match contract terms. • Allow multiple account entries to pay a single purchase order.

• The ability to have an automated back order system that informs the requisitioning department of all open back orders and shipping dates.

• Ability to allow for virtually unlimited text to be applied to requisitions and purchase orders at line item level.

• Ability to allow buyers to override either user-specified or system generated vendors and prices.

(19)

19 • Ability to provide an on-line list of candidate vendors.

• Ability to perform automatic encumbrance of funds real-time and if funds are not available for encumbrance, provide flag.

• Ability to provide tables to store descriptive information that is automatically included on the purchase order document, including vendor name and address, shipping

instructions, special instructions, and a menu of Terms & Conditions. • Ability to tabulate bids and quotes.

• Ability to allow for the creation of blanket orders with limits on specific items, amounts or dates.

• Ability to allow for the receipt of goods and services process to be centralized or decentralized.

• Ability to provide automatic update of vendor list by commodity.

• Ability to process changes to purchase orders without having to re-enter purchasing information.

• Ability to maintain master vendor files, including vendor information and types of commodity/service they can bid on.

• Ability to provide a screen detailing buyer workload, displaying outstanding requisitions by a buyer.

• Ability to automatically flag fixed assets at the time when the purchase order is encumbered.

• Ability to track and manage contracts from initiation to completion (i.e., update progress of bids/RFPs, bid process, track start date and completion date of projects, maintenance contracts, contractor compliance).

• Ability to provide requisition aging. • Ability to provide purchase order aging.

• Ability to provide savings breakdown on bids and quotes. • Ability to interface with bar coding inventory program. • Ability to track asset maintenance and warranty information.

• Ability to track fixed assets from date of receipt by dollar value at time of purchase, by annual updating to include depreciation, showing replacement value, current value and salvage value.

(20)

20 • Ability of fixed asset system to identify the location of each asset, the age and current

condition of the asset, and projected replacement date.

• Ability to track leased equipment and include date equipment was leased, term of the lease, annual cost shown in monthly and annual increments, and value. Also

maintenance contract of leased equipment should be shown with terms and costs. • Ability to track asset maintenance cost and maintenance frequency.

• Ability for fixed asset system to interface with the purchasing system and other modules of the integrated financial system.

• Ability to provide document history retrieval on-line, linking requisitions, bids, purchase orders, packing slips, stores issues, invoices, checks, returned goods, and received goods.

• Ability to consolidate requisitions and vouchers.

• Ability to define and modify future procurement steps and definitions.

• Ability to automatically notify Purchasing to process open requisitions on-line. • Ability to allow departments to view a complete audit trail for requisitions, open

purchase orders, payments on invoices and other related information.

• Ability to allow for electronic approval of requisitions with different workflow requirements for each department.

• Ability to electronically route and approve requisitions and purchase orders completed on-line.

• Ability to track a purchase order, particularly when a change is made, so that all users of the purchase order are alerted to the change.

• Ability to enable departments to check status of requisitions and purchase orders. • Ability to automatically update accounts payable with the receipt of goods including

the associated purchase order number.

• Ability of fixed asset system to have the capability for updating location of each asset as annual inventories are conducted (with a bar code system this should be an

automatic feature).

(21)

21 • Automatic selection of vouchers to be processed based upon actual submittal dates, due

date or other user-defined parameters.

• Ability to prevent entry of previously used voucher number.

• Ability to provide a tracking system that can target bidders' performance, including vendors who consistently do not bid.

• Utilize electronic workflow to process, track, edit, review, or approve invoices/vouchers. If disapproved, provide reason code why.

• Ability to accept invoices by Internet transactions.

• Generate vouchers that include funding line(s), vendor name, invoice amount(s) and invoice number(s).

• Ability to collect all vouchers into a central repository, and sort by user defined parameters.

• Ability to optically image voucher documentation for later verification, both before and after payment.

• Ability to electronically transmit purchase orders to Vendors (EDI). • Ability to generate reports to indicate payments on vouchers.

• Ability to transmit blank and completed receiving reports electronically.

• Ability to provide complete on-line and hard copy reporting of purchase orders issued and goods received.

• Ability to print year-to-date purchase order information by vendor and account code. • Ability to allow for on-line inquiry of all open purchase orders by vendor, buyer, and

account code.

FIXED ASSETS

The system must allow for the ability to track fixed assets by class, location, description, values, disposition and calculate depreciation.

FIXED ASSETS REQUIREMENTS

• Ability to integrate the Fixed Assets module with the General Ledger, Purchasing/Receiving, and Accounts Payable modules.

(22)

22 • Ability to maintain detailed property records for all fixed assets, including

identification codes, commodity classification, acquisition data, supplier information, make, model, serial number, disposition data, and asset useful life.

• Ability to provide for the definition of funds, asset accounts, depreciation, and funding sources for accounting entries.

• Ability to allow for the definition of user-defined categories of fixed assets. • Ability to track transfer of assets.

• Ability to maintain detailed property records for insurance purposes. • Ability to maintain cost, insurance, and replacement values.

• The system should the ability to generate depreciation and capitalization postings and depreciation and capitalization posting automation in the general ledger system. • System should have ability for automated inventory audit and reconciliation on

periodic basis via bar coding label or other tracking system.

• Ability to allow depreciation to be calculated on either a monthly, quarterly, or annual basis.

• Ability to provide the option of having depreciation data updating the General Ledger or being stored in Fixed Assets for information purposes only.

• Ability to perform ad-hoc reporting on any field or feature listed above.

3.6 Project Deliverables

Work Plan to include network and hardware specifications, implementation plans for each of the required modules; data conversion; testing plan, user acceptance testing; training plan; and monthly written status reports.

3.7 Expectations

OP&F expects to utilize an independent vendor to perform the work specified. This RFP is for software and implementation services for an integrated financial management system only and should not be construed as an opportunity to sell any proposer-represented products.

While OP&F expects to have only a single point of contact, the proposer may propose the use of a subcontractor(s) or joint venture partner(s). In such case, the proposer will be expected to include in any agreement with a subcontractor or joint venture partner a provision that OP&F is intended to be the third party beneficiary under such agreement with rights to enforce the agreement without joinder of the proposer, which must be in a form acceptable to OP&F.

(23)

23 Section 4 - Detailed RFP Information

4.1 Clarifications Regarding this RFP

OP&F, at any time, has the right to modify and make any clarifications to this RFP and will post such modifications and/or clarifications on our website at www.op-f.org. The proposer is responsible for periodically checking the website for any additional information.

4.2 Statement of Confidentiality

All information in this RFP is the property of OP&F. In consideration of your access to this information in this RFP, you agree that all information in this RFP is the property of OP&F is confidential and will not be shared beyond the proposer’s need to prepare and submit a response to this RFP.

4.3 RFP Contents

The RFP references the following items: RFP, including:

• Appendix A: Vendor Disclosure and Restrictions to Board of Trustees • Appendix B: Reporting and Registration Requirements under Ohio Law 4.4 Response Format

Proposal MUST include the following sections: • Executive Summary

• Company Background (include year company was formed; the type of company i.e., sole proprietor, partnership or corporation; headquarters and branch locations)

• Proposed software, including any third party applications • System Requirements Checklist (Section 8.0)

• System Security

• Technical Requirements (hardware environment and compatible hardware platforms, if applicable)

• Implementation Services and Training (include bios for proposed team members for project and indicate their expertise in modules and number of installs completed for each module)

• Completion of Questionnaire (Section 5.0) • Cost proposal (Section 6.0)

• Maintenance and Support for one, two and three years. Define level of support options • Financial Statements (for publicly held companies, please provide the most current

audited financial statement and for privately held companies please provide an internal audited financial statement)

• Client References (Section 7.0)

• Sample documents (license agreement; implementation agreement; training manual; documentation for general ledger and procurement; standard reports; implementation plan and timeline)

(24)

24 4.5 Response Submission Instructions

Proposers must submit ten (10) hardcopies of their response plus an electronic copy on compact disc in a .PDF or Word format (attachments need not be included in the electronic version) in accordance with the following:

If by Mail Delivery (via Postal Service/Overnight Carrier) to: Ohio Police & Fire Pension Fund

Attn: Janeane N. Mayesky, C.P.M., A.P.P., CM Purchasing Manager

140 East Town Street Columbus, Ohio 43215 If by Hand Delivery to: Ohio Police & Fire Pension Fund

Attn: Janeane N. Mayesky, C.P.M., A.P.P., CM, Purchasing Manager

140 East Town Street, Mail Services (Lower Level) Columbus, Ohio 43215

OP&F must receive your proposal by the stated deadline as set forth in Section 4.6 below regardless of the postmarked date or delivery method. Please be advised that OP&F will not be responsible for delays in mail, overnight and/or hand deliveries. Late proposals will not be accepted and will be returned to the proposer.

4.6 RFP Schedule

Significant dates for this RFP are as follows:

Item Deadline*

RFP issued April 14, 2014

Questions submitted in writing (final date and time)

4PM (EDT), April 25, 2014 OP&F posts responses to OP&F website May 2, 2014

RFP responses due 4PM (EDT), May 16, 2014

Presentations, if necessary Week of June 23, 2014 Due Diligence, if necessary July 10-11, 2014

Project start date September 2, 2014

Implementation/Go-Live January 2, 2015

Please note that the schedule is subject to revision at OP&F’s discretion due to unforeseen circumstances.

(25)

25 4.7 Review Process

A review panel led by the Purchasing Manager will analyze and evaluate the information received in response to this RFP and, when appropriate, present recommendations to the Board of Trustees through the Executive Director. Finalist firms may be asked to make oral presentations to the review committee and/or Board of Trustees. Such presentations will provide firms with an opportunity to answer questions regarding the proposal. All finalists and non-finalists will be notified by the Purchasing Manager.

OP&F reserves the right to clarify responses after responses are opened by contacting any proposer for clarification, if such is deemed necessary by the Purchasing Manager in his/her sole and absolute discretion.

4.8 Analysis/Evaluation Criteria

Understanding of Project and compliance with RFP requirements

5 points

Functionality of proposed solution 30 points

Technical Competence (professional qualifications and experience of firm and proposed staff)

20 points

Implementation and work plans 15 points

Training Services and Maintenance & Support

20 points Cost Proposal (software and services) 10 points

Total Points Available 100 points

4.9 Additional Information

EXCEPT AS NOTED IN THIS “REQUEST FOR PROPOSAL: SOFTWARE AND IMPLEMENTATION SERVICES FOR INTEGRATED FINANCIAL MANAGEMENT SYSTEM: 041414-02 (THE RFP),” PRIOR TO THE TIME OF A DECISION BY OHIO POLICE & FIRE PENSION FUND (“OP&F”), THERE SHALL BE NO COMMUNICATION OF ANY TYPE REGARDING THIS RFP, ANY ASPECT OF A RESPONSE TO THIS RFP, OR THE AWARDING OF A CONTRACT RELATED IN ANY WAY TO THIS RFP BETWEEN ANY PROPOSER OR PROSPECTIVE PROPOSER (THE “PROPOSER”) AND ANY (1) OP&F BOARD MEMBER, (2) OP&F EMPLOYEE, (3) CONSULTANT CURRENTLY ENGAGED BY OP&F OR EMPLOYEE OR OTHER PERSON AFFILIATED WITH OR PROVIDING SERVICES TO OR ON BEHALF OF SUCH CONSULTANT’S STAFF, (4) ELECTED OFFICIALS OR THEIR STAFF MEMBERS OR (5) OTHER PERSONS IN A POSITION TO INFLUENCE OP&F’S DECISION AT ANY TIME DURING THE RFP PROCESS IN REGARDS TO THIS RFP, A PROPOSAL, OR THE AWARDING OF THE CONTRACT UNTIL THE AWARD IS ANNOUNCED, EXCEPT AS REQUESTED BY OP&F OR AT THE TIME SPECIFIED FOR ORAL PRESENTATIONS BY SELECTED FIRMS. ANY COMMUNICATION BY A PROPOSER IN VIOLATION OF THE

(26)

26 FOREGOING TERMS SHALL BE CONSIDERED GROUNDS FOR AUTOMATIC DISQUALIFICATION OF THE PROPOSER.

Upon completion of the analysis of the proposals, OP&F reserves the right to negotiate the final terms and conditions with the respondent selected. Any conflict between the RFP and any response shall be resolved in favor of the RFP. Any conflict between the RFP, the response, and the contract shall be resolved in favor of the contract.

OP&F reserves the right to mail/e-mail the RFP to firms that are qualified to perform the services requested herein, even if such firm does not, on its own accord, request a copy of the RFP.

By submitting a properly executed proposal, the proposer is certifying to OP&F that the proposal submitted is valid for 120 days after the RFP Response Due Date as set forth in Section 4.6 for receipt of the proposal and the proposer acknowledges that it is in agreement with the terms and conditions presented in this RFP, the exhibits, and addenda to the RFP.

OP&F reserves the right, without prejudice to reject any or all of the proposals submitted. OP&F also reserves the right, without prejudice, to award only a portion of the RFP and/or select multiple vendors using various products that been proposed. There is no express or implied obligation for OP&F to reimburse responding firms for any expense incurred in preparing proposals in response to this request.

Proposals will not be made available for public inspection until OP&F has made a final award. All proposals received in response to the RFP will be maintained by OP&F and are a matter of public record and subject to public inspection.

This RFP is not a request for services, a contract or commitment of any kind on behalf of OP&F. This RFP is not an offer on behalf of OP&F but rather a request to receive a response. The submission of a response to this RFP does not in any way obligate or commit OP&F to purchase services or products or enter into an agreement or contract with the proposer. OP&F will consider the response as an offer to develop an agreement based upon the contents of the response. All responses become the property of OP&F.

Section 5.0 General 5.1 Questionnaire

1. Provide information on the bidder’s governing body as well as principal officers along with their relevant biographical information.

2. List any adverse criminal, civil, regulatory or government actions against any director or principal officer in last the 5 years or any investigation that has occurred within the past 36 months along with the outcome of that investigation. Indicate whether you have received

(27)

27 notice or have any reasonable basis to believe that any criminal regulatory or similar

investigation of the proposer is likely to commence in the next 12 months.

3. Provide information on whether your organization has been involved in any recent

acquisitions or mergers within the last 5 years and if this applies, provide specific details on whether the acquisition or merger has been consummated and the status of such

consolidation.

4. Generally describe your disaster recovery program.

5. Generally describe any lobbying or third party marketing fees that will be paid since OP&F will expect the proposer to represent and warrant under its agreement with OP&F that the proposer has not and will not pay any remuneration directly or indirectly to any third party in connection with this Agreement, including, but not limited to a finder’s fee, cash solicitation fee, or for consulting, lobbying, advising on obtaining business from OP&F or otherwise. 6. Generally describe any objections to the proposer acknowledging receipt of and its

willingness to comply with OP&F's Vendor Disclosure and Restrictions to Board of Trustees, Appendix A.

7. Describe your client profile, including the number of users.

8. List hardware requirements necessary to support the proposal solution. Proposer will not be required to purchase the required hardware.

9. In what year was the software developed?

10. What is the number of major releases issued to date? What enhancements/upgrades are anticipated with the proposed solution(s)? Identify any releases scheduled for the next 18 months and note key changes.

11. How are enhancements/upgrades announced and distributed? 12. Explain your organization’s change management methodology.

13. State the date your organization began selling financial software applications. 14. What programming language(s) were used to develop the proposed solution(s)? 15. Describe your organization’s approach to customer support.

(28)

28 16. Provide information on your software user group. Include the size, where and how often it

meets.

17. Describe your organization’s training program. Section 6.0 Costs

Cost proposal MUST include:

• Software, license fees, including any third party license fees, if applicable • Hardware costs, if applicable

• Data conversion

• Implementation services

• Configuration of software and interfaces, if applicable • Training, including travel expenses

• Maintenance and Support for one, two and three years. Define level of support options • Project management costs (price as an optional service)

Section 7.0 References

Vendor shall provide a minimum of three (3) major client references with installation of modules similar to those requested within the RFP. Each reference should include: company name, company address, company contact and phone number, brief description of products (modules) implemented and/or services rendered. Please note any public sector clients.

In addition, vendor should provide the names of three (3) terminated clients over the past five (5) years. If not applicable, please state not applicable within your proposal.

Section 8.0 System Requirement Checklist

Reference Functional Requirements of the Proposed System by Module (Section 3)

Indicate for each functional requirement of the proposed system (by module), whether it is standard, configurable, custom coding or a third party application and/or plug-in.

Section 9 Terms and Conditions

OP&F makes no representations or warranties, expressed or implied, as to the accuracy or completeness of the information in the RFP and nothing contained herein is or shall be relied upon as a promise or representation, whether as to the past or the future. The RFP does not purport to contain all of the information that may be required to evaluate the RFP and any recipient hereof should conduct its own independent analysis of OP&F and the data contained or referenced herein. OP&F does not anticipate updating or otherwise revising the RFP other than described herein. This RFP may be withdrawn, modified or re-circulated at any time at the sole and absolute discretion of OP&F.

OP&F reserves the right, at its sole and absolute discretion and without giving reasons or notice, at any time and in any respect, to alter these procedures, to change and alter any and all criteria,

(29)

29 to terminate discussions, to accept or reject any response, in whole or in part, to negotiate modifications or revisions to a response and to negotiate with any one or more respondents to the RFP.

OP&F is not and will not be under any obligation to accept, review or consider any response to the RFP, and is not and will not be under any obligation to accept the lowest offer submitted or any offer at all. OP&F is not and will not be under any obligation to any recipient of, or any respondent to, the RFP except as expressly stated in any binding agreement ultimately entered into with one or more parties, either as part of this RFP process, or otherwise. Any decision to enter into a binding agreement with a respondent to this RFP is in OP&F’s sole and absolute discretion.

(30)

30 Appendix A

Vendor Disclosure and Restrictions to Board of Trustees

1. A vendor shall disclose any of the following to the Board of Trustees and the Internal Auditor:

A. Campaign contributions valued in excess of $100 made to any State officeholder, who appoints a member of OP&F’s Board of Trustees; or

B. Any charitable contribution valued in excess of $50 made at the request of any member of OP&F’s Board of Trustees.

2. All vendor disclosure of contributions and gifts shall be made as follows:

A. Upon submission of an initial application or proposal to do business with OP&F, a summary of contributions for the previous twelve months shall be submitted. B. Within 30 days of an award of a contract by OP&F, the vendor must disclose

contributions made from the award date to the date of initial application or proposal to do business that was submitted to OP&F.

C. Annually, for the previous calendar year, which is consistent with the reporting to the Ohio Ethics Commission under Ohio Revised Code Section 742.115, in accordance with the deadlines determined by OP&F.

3. Any violation of this policy may lead to the Board of Trustees declaring the vendor disqualified from doing business with the OP&F and terminating any existing business relationship.

4. Nothing in this policy supersedes any applicable provision of the Ohio Revised Code or the terms of any agreement between the vendor and OP&F.

5. These policy requirements will be included in all contracts on or after the effective date of this policy.

(31)

31 Appendix B

Reporting and Registration Requirements under Ohio Law

The operation of the Ohio public pension plans is governed by specific statutes under Ohio law. These can be found in Chapters 101∗, 102, 145, 742, 3307, 3309 and 5505 of the Ohio Revised Code.

Persons/entities doing business, or seeking to do business, with any of the Ohio public pension plans or making campaign contributions to, or on behalf of, a Board member or candidate for a Board position are governed by, and may be required to register or file reports with, the Joint Legislative Ethics Committee, the Ohio Ethics Commission, and/or the Ohio Secretary of State. The Ohio public pension plans cannot provide guidance about these requirements. To determine if these provisions apply to you, please contact the following agencies:

Joint Legislative Ethics Committee 50 West Broad Street, Suite 1308 Columbus, Ohio 43215

614-728-5100

http://www.jlec-olig.state.oh.us

Ohio Ethics Commission 8 East Long Street, 10th Floor Columbus, Ohio 43215

614-466-7090

http://www.ethics.ohio.gov Ohio Secretary of State

30 East Broad Street, 14th Floor Columbus, Ohio 43266

614-466-4980

http://www.state.oh.us/sos/

The Ohio state retirement systems advocate full compliance with all applicable laws, registration and reporting requirements. The duty to comply, and to register or report as applicable, is the sole responsibility of the individual or entity conducting the activities described above.

∗ According to Section 101.97 of the Ohio Revised Code, a copy of which is the next page, third party marketing fees are prohibited with limited exceptions.

(32)

32 R. C. 101.97 Contingent compensation agreements prohibited; incentive compensation plan.

A. Except as provided in division (B) of this section, no person shall engage any person to influence retirement system decisions or conduct retirement system lobbying activity for compensation that is contingent in any way on the outcome of a retirement system decision and no person shall accept any engagement to influence retirement system decisions or conduct retirement system lobbying activity for compensation that is contingent in any way on the outcome of a retirement system decision.

B. Division (A) of this section does not prohibit and shall not be construed to prohibit any person from compensating the person's sales employees pursuant to an incentive compensation plan, such as commission sales, if the incentive compensation plan is the same plan used to compensate similarly situated sales employees who are not retirement system lobbyists.