Utah Bids > Bid Detail

Accounting and Asset Management Software

Agency: State Government of Utah
Level of Government: State & Local
Category:
  • 70 - General Purpose Information Technology Equipment (including software).
  • D - Automatic Data Processing and Telecommunication Services
Opps ID: NBD14205546811134632
Posted Date: Dec 5, 2018
Due Date: Jan 8, 2019
Solicitation No: WA19002-1
Source:

To access the bid document, please visit the agency's website at below and search by your matched keyword:

http://bids.sciquest.com/apps/...
Event Title
Accounting and Asset Management Software
Event Type
Best Value
Event Number
WA19002-1
Stage Title
Currency
USD
Payment Terms
Sealed Bid
Yes
Time Zone
MDT/MST - Mountain Standard Time (US/Mountain)
Event Open Date
12/4/2018 1:00 PM MDT
Event Close Date
1/8/2019 1:00 PM MDT
Question Submission Close Date
12/27/2018 1:00 PM MDT
Contacts
If you need more information on this event, please contact:
Solomon Kingston
skingston@utah.gov
Windy Aphayrath
waphayrath@utah.gov
Description
Issuing Procurement Unit Division of Purchasing & General Services
Conducting Procurement Unit Department of Technology Services on behalf of Division of Purchasing and General Services

ACCOUNTING AND ASSET MANAGEMENT SYSTEM

SOLICITATION #WA19002-1

This Request for Proposals ("RFP"), having been determined to be the appropriate procurement method to provide the best value to the Conducting Procurement Unit, is designed to provide interested Offerors with sufficient basic information to submit proposals. This RFP is issued in accordance with the Utah Procurement Code and applicable administrative rules of the Utah Administrative Code. If any provision of this RFP conflicts with the Utah Procurement Code or Utah Administrative Code, then the Utah Procurement Code or Utah Administrative Code will take precedence.

Purpose of this Solicitation

The purpose of this RFP is for the State of Utah to enter into a contract with a vendor to provide a solution to the following problem that the Conducting Procurement Unit is experiencing: The State's current system that manages the accounting and asset management for the State Copier Management Program and the State Mail and Distribution Services is end of life. Because of the lack of support and failing functionality, work around activities are needed in order to maintain business processes leading to data entry error and duplicate transactions.

Background of the Conducting Procurement Unit

State Copier Management Program

The State of Utah Copier Management Program ("CMP") is a unique service program used by the State's public entities, including State agencies, school districts, and charter schools. This program assists these agencies in purchasing copiers from State Cooperative Contracts with the basis of the program allowing the State to pay the contractor up front for the equipment, and then the CMP invoices those agencies 48 equal payments. CMP additionally provides the below services:

  • Pays the contractor for the maintenance plan and provides monthly invoices to the public entity
  • Print services through a contracted print services provider (contractor) and will invoice the customer monthly for those print jobs

Metrics for CMP

  • 5-20 new copiers signed onto the program each month
  • 1400 transactions across 1000+ copiers each month
    • 50+ copiers have multiple user accounts
      • average 20 user accounts each
  • 40-60 hours spent for billing process per month
  • 220 copier custodians contacted monthly
  • 550 print meters report through Print Tracker
    • 10 hours per month to transfer meters

State Mail and Distribution Services

State Mail and Distribution Services (SMDS) is a full-service mail process and distribution operation. SMDS provides services to State agencies, cities, and special service districts between Ogden, UT and Spanish Fork, UT. SMDS services include:

  • Mail sorting
  • Courier service
  • Mail production service

Metrics for SMDS

Yearly Monthly
Work Orders Processed 23,614 1,968
Business Manager Transactions 228,609 19,051
Billings/Invoices 10,522 877
State Mail Authorization Card Transactions 192,678 16,057
Manual entries (includes Courier entries) 14,411 1,201

Current System Background

The State is currently using custom homegrown system based on Microsoft Access to capture the billable tasks and to invoice clients. The system has accumulated significant technical debt, which creates a risk of major disruptions to the CMP and SMDS operations.

The current system is used by both programs and produces monthly invoices based on the services provided, multiplied by the respective rates of the services used.

Expectations for Deliverables by the Conducting Procurement Unit

  • Solution must be fully developed and ready to implement with minor customization allowable
  • Be able to accept data in multiple formats from multiple data sources to populate the system
    • including CSV, other flat files, and Business Manager system
  • The software solution must have the ability to use the FINET coding block for all financial transactions including internal billing, receivables, payables, reporting, etc.
  • Must have the ability to generate necessary accounting transactions in a predetermined XML format/schema as required by the State (the Division of Finance will provide layouts and guides for this requirement)
    • Accounting transaction interface files must be sent to the Division of Finance SFTP server for processing by the State's financial accounting system. Must be able to store document imports in multiple formats.
  • Role-based access and security
  • Reporting functionality for internal users and customers
  • Standard maintenance and updates to the system
  • User training and training guides

Project Goals for the Conducting Procurement Unit

The State seeks to obtain a fully-supported software solution for accounting and asset management for the State's Copier Lease Management Program and State Mail and Distributions Services that will interfaces with the State's financial information system, limit manual entries, and process transactions for the programs while allowing the program to process accounting functions more efficiently and accurately.

Contract Award

It is anticipated that this RFP will result in a single contract award to the responsive and responsible offeror with the highest score justified by the procurement code.

Closing Date and Time

The closing date and time for this RFP is January 8, 2019, at 1:00 PM Mountain Time. If your time is different fromt hat shown, your profile may be sest to a different time zone. Please see the attachment titled "Changing Your Time Zone" in the Buyer Attachments section for directions on how to update your profile. It is the responsibility of the offeror to make sure to submit responses by the date and time indicated above.

Length of the Contract

The contract resulting from this RFP will be for TEN (10) years or the time identified by the awarded vendor during the clarification phase.

Anticipated Schedule

The following is the anticipated schedule for this procurement. The Division reserves the right to alter these dates. All deadlines are prevailing (Daylight or Standard) Mountain Time.

ACTIVITY DATE
RFP Issued December 5, 2018

Offeror Pre-proposal Process Webinar via Google Meeting

https://meet.google.com/gfi-vsyv-cfw

December 14, 2018 at 10:00 AM MT
Deadline for Questions during the Question and Answer Period December 27, 2018 at 1:00 PM MT
RFP Offeror Submittals Due Date January 8, 2019 at 1:00 PM MT
Interview January 22-24, 2019 Times TBA
Identification of Potential Awarded Offeror January 25, 2019
Clarification Kick-Off Meeting (on-site) February 7, 2019 Time TBA
Signing of Contract February 28, 2019
Anticipated authorization to proceed March 1, 2019

It is the sole responsibility of the offerors to examine, with appropriate care and diligence prior to submitting its response to the RFP, the RFP and all conditions which may in any way affect its response or performance under the Contract (if awarded).

Stage Description

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