6570 - Turnkey Budgeting Software Solutions, 1.Pricing SheetRFP 6570 EXHIBIT 1A Pricing Sheet for Budgeting Software Solution
The respondent shall complete the following sections highlighted in YELLOW, which directly corresponds to the specifications. The contractor may also list additional services in lines
14 through 17 that may be beneficial to the requested services.
Product Proposal Pricing (FOB DESTINATION):
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Cost of Required Services as listed in the RFP
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Authorized Person Submitting Proposal:
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PRODUCT DESCRIPTION:
[No Software licenses provided]
Year 1 - System Software (Not including support and Warranty)
Year 1 - System Software - Support and Warranty
Year 2 - System Software Upgrade (Not including support and Warranty)
Year 2 - System Software - Support and Warranty
Year 3 - System Software Upgrade (Not including support and Warranty)
Year 3 - System Software - Support and Warranty
Per User License Cost - Type 1
Per User License Cost - Type 2
Per User License Cost - Type 3
Integration/Professional Services Costs (Do Not include in the software costs)
One Time Configuration / Set-Up fees (Do Not Included in the software costs)
Training (Do Not Include in the software costs)
Other - specify
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Total Cost of Products
Respondent's Name:
Principle Place of Business (City, State)
UNIT PRICE
EXTENDED PRICE
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ESTIMATED DELIVERY (ARO)
RFP 6570 EXHIBIT 1B Specifications for Budgeting Software Solution
BUDGET SOFTWARE REQUIRED / OPTIONAL FUNCTIONS
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Authorized Person Submitting Proposal:
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GENERAL
Create and track minimum of 5 and up to 10 of budget forecast years.
Yearly and multiple year comparison of approved budget versus actual expenditures (min of 5 years)
Create unlimited number of ‘What-if ‘representations of the budget.
Online, real-time fully integrated system with the ability to support multiple users with many budget versions.
Ability to upload budget number into JDEdwards and download financial data on demand from JDEdwards. This includes updating the current year budget number from JDEdwards.
Ability to re-caption, re-name, or alias out of box labels on screens and reports.
Allow users to individually bookmark areas of the budget they need access to on a frequent basis.
Ability for budget staff to upload budget data from external sources, including spreadsheets, without technical assistance.
Provide a user-friendly query tool accessible to all system users. Users should be able to query proposed budget values, comments, accounts/GL objects, and available balance data at
any level of the classification structure.
Provide the ability to view aggregate budgets by department, any group of departments, by fund, or any combination of funds.
Include FERC codes as sub ledger field
Ability to incorporate subsidiary codes
Departmental transfers automatically populate payee in department (as charge)
Ability to create and update centralized table with Object Codes or other numeric fields and associate a calculator. Any budget using a calculated numeric field in table is updated if
the calculator has changed at the next "read/query" of the budget.
BUDGET MONITORING
Allow budget and actual comparison as the year progresses updated at a minimum daily from JDEdwards.
Allow the creation of flexible summary reports of object codes, multiple departments, divisions, or funds.
COMPILATION / ANALYSIS
Support spreading the budget across months, days, quarters, etc and allow for upload into JDEdwards.
Allow to drill down into accounts to see what activity occurred.
Support cost activity-based budgeting including formula driven values, example number of computers.
Allow for circular transfers where Department A pays Department B and Department B pays Department A.
Ability to perform Mass update/info loading” The internal services departments (Tech Services, Materials Management, Fleet, and General Fund) have an annual allocation costs for each
HBU. It would be great if we could “load” that information ONCE and it go to each line of business (HBU).
Ability to transfer by amount, account, or cost driver, (number of PC's example)
Provide a report that details all interfund transfers.
Ability for users to add/maintain custom reports and save templates - without assistance from Technology Services.
Provide reports about changes in personnel costs from year to year and budget scenario to budget scenario.
Calculate franchise fee
Calculate ROI
Ability to filter using configurable fields (Business Unit, Total Fund, other)
Reporting to budgets at certain points in time, i.e. beginning budget compared to ending (modified/amended budget)
Fund balance projection
Development workspaces – to experiment with different scenarios
Scenario templates
PERSONNEL COSTS
Provide tools to budget and forecast for salary and benefit costs including:
Salary and benefit planning by position, hourly, salary and civil service shift work (Fire and Police). (including vacancies)
Benefit rate calculations Texas Municipal Retirement System, FICA, Health, Life, Long Term Disability. All benefits are calculated for full time employees but only some for 3/4 time
or 1/2 time, this must be flexible.
Ability to add new/missing positions preferably with default budget information.
Ability to easily move positions from one budget or cost center to another.
Ability to budget positions by exact number of hours in the fiscal year, 2080, 2088, or 2096.
Ability to provide an FTE count of all positions by department, division, fund, or any combination there of.
FTE count with name, position title/code, org charts
Ability to budget the same position differently in different departments.
PERFORMANCE MEASUREMENT
Ability to track by Key Focus Areas that have goals and objectives associated with them. Ability to total dollars associated with each area within the budget and supplemental packages.
Allow for an unlimited amount of performance measures that each have their own targets.
Allow for equations to calculate the measures.
Create scorecards for performance measures.
Ability to generate tags to associate with multiple items in various budgets for KPI measurements.
BUDGET TRACKING
Provide an audit trail of budget changes tracking:
· Who made the change
· When the changes were made
· A description of the change
Record & report on changes made between budget versions.
Fund balance for prior fiscal year projections and analysis
Versioning of Baseline (Baseline + (annual new budget input)= New Baseline)
SUPPORTING DOCUMENTS
Support the entry of descriptions, comments or notes to budget line items.
Allow supporting documents to be attached to the budget line item from MS Word, Adobe PDF,MS Excel or jpeg.
Allow reviewers/approvers to add comments to budget request documents or budget line items.
Allow for the viewing of all comments related to a given report or template.
SUPPLEMENTAL PACKAGES
Create Baseline Budgets to begin the year, last year's budget less one time funding from the prior year plus updated fixed costs (predetermined object codes: personnel, insurance, transfers)
Automate creation of supplemental packages, including personnel costs, equipment, capital assets etc.
Allow for creation of one time and recurring costs in supplemental packages so that the one time costs can be automatically backed out of the next year's baseline budget
Automate creation of baseline adjustments
Allow for approval, rejection, or partial approval of supplemental packages or baseline adjustments.
Keep all unfunded supplemental in software, so that it can be included in the next budget cycle.
CAPITAL
Include capital expenditures
Allow for creation of capital specific packages with multiple different funding sources, project summaries, and project reports.
Ability to create templates with account codes and or other key fields. User can share templates (optional, not default)
Reports by funding source, department/division, project type. (i.e. Bond funded, General Fund, Fire Department, vehicle project)
Track operating impacts of projects and associate them with the departments.
Ability to rank projects
Ability to approve capital project requests and add to the budget.
Allow the attachment of backup, pictures, reports, etc with the Capital Supplemental Package.
Show project relationships for projects with multiple phases.
Incorporate current JDE project categories to projects.
Multiple project categories can be applied to a single project.
Ability to tag a project as: Single Year, Recurring, or Multiple Year.
All features Support Multiple year project(s). At least 5 year, prefer 10.
CIP (Category codes; project description; 1 year, multi-year, every year; Associated business unit; Types of expenses: labor, materials, contractor; Identify what is generation, distribution,
transmission
WORKFLOW / SECURITY
Allow different security for users based on the budget workflow process.
Provide email notification for triggering events (action needed, timer exceeded)
Configurable alert notifications (timer exceeded, other)
Automatically record (via report) when workflows have been triggered, indicating the user and the date.
Provide for a stage or phase in the budget development process whereby changes to that stage/phase are controlled via the formal budget change tool only.
Support the City's username and password group so that users do not need another username/password.
Ability to establish a variety of roles for groups and individual users to have a varying degree of rights and privileges controlled by administrators.
Ability to stop changes to budgets to groups of users on demand by administrators
A history of changes made in the software with a user ID tied to each change.
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TECHNICAL
Hosted Cloud based or on Prem Solution?
Online and integrated Help
Does it support SQL Server Reporting Services
Ability to Export all COD data (reports, budget models, drafts, etc)
Browser or Client Based Application?
Clientless: Browser support for current +/-1 of IE
Clientless: Browser support for current +/-1 of Chrome
Clientless: Browser support for current +/-1 of Firefox
Clientless: Browser support for current +/-1 of Safari
On Prem and/or Client based: Windows 8 and 10
On Prem and/or Client based: IOS 10
Does it support modification of screens to add additional data fields without the use of programming?
Licensing model for "Read Only" users.
Auto Versioning
Auto Save
Simple way for users to generate customized reports/views and templates?
System fields customizable without professional services?
Support for SSO?
Describe data retention and backup
Describe redundancy and availability
Describe System security methodology
PRODUCT INTEGRATION
JD Edwards V9.1 and 9.2+
Configurable data field pull from JDE (ferc codes, object codes, project categories, other TBD)
Describe JDE connections
Regular poll for update of JDE for specific data (Category codes, and any other user configured or entered data pulled from JDE)
Budget import back to JDE
Export/Save Reports/budgets As: excel, .pdf, Word
Ability to print in application
Import and export of xls file format
Respondent's Name:
Principle Place of Business (City, State)
MEETS REQUIREMENT
MODIFICATION REQUIRED
MODIFICATION COST
MODIFICATION TO BE INCLUDED W/IN BASE PKG
Date