Accounting and Asset Management Software
|Agency:||State Government of Utah|
|Level of Government:||State & Local|
|Posted Date:||Dec 5, 2018|
|Due Date:||Jan 8, 2019|
To access the bid document, please visit the agency's website at below and search by your matched keyword:http://bids.sciquest.com/apps/...
Accounting and Asset Management Software
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
|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
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
- 50+ copiers have multiple user accounts
- 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
|Work Orders Processed||23,614||1,968|
|Business Manager Transactions||228,609||19,051|
|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.
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.
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.
|RFP Issued||December 5, 2018|
Offeror Pre-proposal Process Webinar via Google Meeting
|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).
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