Event Summary - Accounting and Asset Management Software Type Best Value Number WA19002-1 Stage Title - Organization StateOfUtah Currency US Dollar Event Status Open Work Group Division of Purchasing Exported on 12/7/2018 Exported by Windy Aphayrath Estimated Value - Payment Terms - Bid and Evaluation Respond by Proxy Allow Use Panel Questionnaire No Sealed Bid Yes Auto Score No Cost Analysis No Alternate Items No Visibility and Communication Visible to Public Yes Enter a short description for this public event State of Utah Copier Management Program; State Mail Distribution Services; Asset Management System; Accounting System; --Pre-Proposal Process Meeting December 10, 2018 at 11:00 AM MT. Details within. Commodity Codes Commodity Code Description 43230 Information technology software including computer software Office machines and supplies and accessories and maintenance including printers and 44100 copiers and digital duplicators Information technology services including cloud services and data services and rental 81110 or leasing services and online database subscription services and programming and hardware or software engineering and applications training services Data services and internet services and software maintenance and computer hardware maintenance including website design services and internet domains and 81112 database management software support and disaster recovery services and support services Accounting and bookkeeping services including audit services and corporate finance 84110 and taxation issues and preparation Event Dates Time Zone MDT Released - Open 12/4/2018 1:00 PM Close 1/8/2019 1:00 PM Sealed Until 1/8/2019 1:00 PM Show Sealed Bid Open Date to Vendor Q&A Close 12/27/2018 1:00 PM Event Users Event Creator Windy Aphayrath [email protected] Event Owners Solomon Kingston Windy Aphayrath [email protected] [email protected] Christopher Hughes SciQuest Admin [email protected] [email protected] Contacts Solomon Kingston Windy Aphayrath [email protected] [email protected] Stakeholders Christopher Jennings Purchasing Records Officer [email protected] [email protected] Tara Eutsler Sheila Bird [email protected] [email protected] Cherilyn Hess [email protected] 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 December 14, 2018 at 10:00 AM MT https://meet.google.com/gfi-vsyv-cfw 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 Prerequisites Required to Enter Bid 1 Instructions To Vendor : Vendors must complete and upload Attachments B, C, and D. Prerequisite Content: Objective Criteria The objective criteria, or mandatory minimum requirements, that will be used to evaluate this solicitation are the completion of Attachments B, C, and D, including