ERP System Selection

The Vendor is required to provide an integrated enterprise resource planning (ERP) software system compliant.
- Software System:
1. Financials
•    Accounts payable
•    Accounts receivable and miscellaneous billing
•    Bank reconciliation
•    Bid management
•    Budgeting
•    Contract management
•    Financial reporting
•    Fixed assets
•    General ledger
•    Grant management
•    Project accounting
•    Purchasing
•    Vendor management
2. Human resources/payroll
•    Core HR functionality
•    Benefits administration
•    Recruitment
•    Time Tracking
•    Employee/Manager self service
•    Payroll
3. Expanded/optional application software:
•    Document management
•    Technology and infrastructure
- Services:
•    Project management
•    Software installation/set-up
•    Security design and configuration
•    Business design/software configuration
•    Technical design and standards
•    Data conversion and migration
•    Business analytics, report, and form development
•    Integration and interface development
•    Software modifications/upgrades
•    Testing
•    Training services
•    Change management
•    Knowledge transfer to staff
•    System documentation development
•    Deployment (dedicated servers, shared environment, etc.)
•    Ongoing support and maintenance services
•    Ongoing cloud hosting services.
- System Requirements:
•    Ability to periodically archive inactive suppliers based upon flexible, user-generated parameters.
•    System allows authorized users to enter a one-time supplier that will not be accessible as a normal supplier for future purchases.
•    Ability to create multiple addresses per supplier with the ability to assign each address as appropriate (e.g., invoicing, remittance, ordering, 1099, etc.); and the ability to select different remit addresses during the voucher payment process.
•    Ability to validate supplier address using ERP supplied or third-party address validation tool.
•    Ability to enter all needed supplier bank information for eft payments (aba number, bank account number, bank name, etc.) With necessary security provided.
•    Ability to establish a control to avoid supplier profile duplication based on tin and supplier name.
•    Ability to store both "legal name" and "dba" name in a supplier record.
•    System can require sales tax on items purchased with a supplier designated as a taxable supplier.
•    System can store insurance information for suppliers, including expiration date of coverage which would automatically trigger notifications to stakeholders.
•    System can store preferred payment method for each supplier (ach, check, etc.).
•    System can verify tin matches IRS database.
•    Users can attach certifications and record expiration dates to a supplier record.
•    Users can combine multiple suppliers into a single record while maintaining the complete history of all suppliers.
•    Ability to provide a free text area where comments about a supplier may be attached to the supplier file record.
•    Ability to identify suppliers who do not meet government or state regulations (i.e. Debarment, agency).
•    Ability to allow supplier data changes without affecting the supplier information on historical transactions.
•    Ability to convert invoices from a supplier self-service portal to an ERP record for approval by AP staff.
•    Ability to scan email or mailed invoices and use office technology to convert invoice details to ERP record.
•    Ability to access information, including attached documents, from the referenced purchase order line item(s) during invoice entry.
•    Ability to designate "separate payment" on an invoice transaction, so this payment is not combined with other payments to the same supplier.
•    Ability to distribute invoice payments by item or total into multiple general ledger accounts, department, activities, funds and cost categories, project codes, grant codes, etc.
•    Ability to enter credit amount against a PO.
•    Ability to enter unlimited line items on an invoice.
•    Ability to identify capitalized items, based on account and dollar amount, as invoices are processed and prompt user to enter fixed assets related details.
•    Ability to perform data validation in real time during invoice entry (such as verify GL is valid, supplier exists, budget is available, in supplier file, etc.).
•    Ability for a user to make a correction to an invoice entry while it is in the approval queue. The corrected amount can go back through the approval queue without re-entering the entire invoice.
•    Ability to process one invoice or multiple invoices from one purchase order and/or for one purchase order line item.
•    Ability to require follow-up actions before processing payments if the amount due on the supplier invoice exceeds the current encumbrance by more than a tolerable threshold (i.e., contact supplier, determine reason for difference, and obtain necessary workflow approvals or additional budget).
•    Ability to support creation of templates for recurring invoices that include standard information such as supplier, GL codes, etc. And allows the user to enter the new invoice amount for each line when using the template.
•    An electronic copy of the invoice can be attached to the invoice record.
•    System automatically detects potential duplicate invoices and notifies the user when this occurs.
•    System allows invoice date to be different than the transaction and accounting date when entering an invoice.
•    System can calculate amount owed to the district if the submitted expenses are less than the initial advance payment and transfer to the miscellaneous billing module (or otherwise request payment) and automatically creates ar.
•    Ability to configure a price tolerance for PO matching and approval, based on a set dollar amount or percentage of purchase order.
•    System automatically routes invoice for approval based on combination of department, grant, project, and dollar amount.
•    System supports three-way matching of invoice to purchase order to receipt of goods/services.
•    System allows user to submit request for payment via workflow that is not tied to a purchase order.
•    System can create a recurring payment for a set amount to a supplier (e.g. Monthly lease payment).
•    Ability for user-defined check and check stub formatting, including ability to modify without requiring assistance from the software supplier.
•    Ability of the system to have an option of printing or not printing checks that are below a defined threshold (i.e. Does not print one-cent checks).
•    Ability to allow selected items to be paid and items to be withheld or deleted from payment batch for a particular check run.
•    Ability to generate manual checks on-demand.
•    Ability to notify the user when a check is to be printed that exceeds a user-defined maximum check amount.
•    Ability to produce, through secure printers, checks with MICR encoding and electronic signatures.
•    Ability to restrict the reuse of a check number.
•    System monitors available cash balance to see available funds for paying invoices.
•    Ability to automatically produce payments for garnishments from payroll data.
•    Ability to group and print checks together for special mailing/distribution.
•    Ability to pre-note when establishing a new bank account for payee.
•    System allows users to withhold retainage from an invoice payment, and tracks the withheld amount for future reporting.
•    System can automatically add retainage amounts to GL holding account.
•    System generates payment of correct type (check, eft, wire) based on defined supplier settings stored in the supplier file.
•    Ability for check voiding to provide the option of restoring funds back to the appropriate encumbering document, or back into the appropriate account's available budget balance, and provides the tracking of the check void on the purchase order transaction.
•    Ability to manage the escheating process with the state when stale checks hit threshold.
•    Ability to provide full check voiding, where the supplier master file, general ledger distributions, outstanding checks, and accounts payable detail files are reversed in the general ledger to accommodate voided check.
•    Ability to calculate and deduct backup withholding for suppliers that are subject to backup withholding.
•    Ability to default to applicable 1099 code based on the general ledger account code used.
•    Ability to identify specific invoices and payments for suppliers as 1099 transactions or non-1099 transactions.
•    Ability to print 1099 information and the related forms only for suppliers with payments in excess of the designated IRS amount.
•    Ability to process different types of 1099 forms.
•    Ability to prohibit or provide warnings when a supplier without a tin or SSN is entered, when it is required.
•    Software supplier provides updates to annual 1099 forms, IRS file formats, etc. With the annual software maintenance agreement at no additional cost.
•    Ability to track all required information for 1099 reporting purposes with ability to make corrections (i.e. 1099 payments versus non-1099 payments, supplier information, etc.) And electronically transmit to the IRS for reporting purposes.
•    Suppliers can submit an invoice through a supplier self-service portal.
•    Suppliers can view the status of their invoice through a supplier self-service portal.
•    Registered suppliers can attach documents to their supplier record (e.g. Insurance documents, certifications, etc.).
•    Registered suppliers can inquire on their payment history via a self-service portal.
•    Suppliers can identify services they provide (commodity codes) via a self-service portal.
•    System can create and maintain supplier registration files with fields required by the district.
•    System allows suppliers to review and submit district-required information (e.g., payment method, local supplier status, tax id, institute codes, any other identifying information provided by the supplier)
•    Supplier registrations and information changes are sent via a workflow for approval by purchasing staff.
•    Ability to alert suppliers that they already registered (e.g. Search by tin, SSN, address, commodity code and other fields) and then suspend further entry.
•    Ability to utilize supplier self-service to send purchase orders to suppliers.
•    Ability to track and report payments by department, supplier, account distribution, check or ach number, date and amount.
•    Ability to drill-down from summary level reports to detail levels for supplier, encumbrance and invoice/payment information.
•    Ability to view check register that includes voided checks, including voided amount.
•    Ability to create one-time invoices (i.e., one-time customers for miscellaneous sales).
•    System allows for decentralized invoice entry that will be sent to finance for final approval of the invoice before it's sent to the customer.
•    System can track receivables and generate statements that aggregate all outstanding charges for a customer.
•    Ability to establish a series of department specific bill types for various charges.
•    Users can create recurring invoices that will be automatically sent at user-defined intervals, with approvals. 
•    System can store attachments with an invoice.
•    Users can configure whether attachments print with an invoice or are stored internally.
•    System has the ability to set up charge codes for common items, with specific dollar amounts and gl accounts tied to each code.
•    Ability to record billing line items as deferred revenue.
•    Ability to record unbilled grant revenue based upon reimbursable grant expenditures when closing the period.
•    System can have parent/child relationships between customer records (e.g. Link owner of building to tenants).
•    System can detect and prevents potential duplicate entries when a user attempts to create a new customer record.
•    Customer records can be merged into a single record while maintaining the complete history of the original record.
•    Users can inactivate a customer account, which restricts transactions from being posted to that account.
•    Ability to generate one statement for all bill types being billed to same customer.
•    Ability to choose delivery method of invoices to a customer, i.e. Email or mail.
•    System can identify returned or non-sufficient funds checks and create an associated fee.
•    System can generate a payment plan for an outstanding receivable and track the status of individual payments.
•    System can prevent duplicate payments from being applied to an invoice after it has been fully paid.
•    Ability to apply overpayment amounts to other invoices for a customer.
•    Ability to process refunds against customer credit balance from overpayment.
•    System can calculate interest and penalties using a percentage of bill amount.
•    System can calculate interest and penalties using a flat fee.
•    System allows users with proper authority to adjust outstanding receivables via separate workflow transaction.
•    System can automatically generate listing of overdue receivables once they have passed a certain threshold (e.g. List of all invoices over 30 days past due), and send list to a designated users.
•    System can generate listing of write-offs of uncollectable accounts based on user criteria and process entry with workflow approval.
•    System can generate a receivable based on pending reimbursements from the grants module.
•    Ability for customers to view their invoice history
•    Ability for customers to view payment history
•    Ability for customers to update personal information (e.g., address, contact email)
•    The system allows customers to make payments via direct debit, credit card, and ach payment
•    Ability for customers to receive email notifications based on action in the portal
•    Ability to establish installment payment schedules (including over multiple years) and take partial payments, including applying interest to outstanding amounts.
•    System can update check register based on data downloaded and received from the bank.
•    System will accommodate an automatic posting of cash and/or investment accounts from data file sent by bank on a daily or other user defined schedule (example: wire transfers in/out, ach transfers in/out, bank charges, interest and investment earnings, etc.)
•    System will download bank activity and balances and reconcile to recorded receipts and disbursements.
•    System can automatically detect matching transactions from the bank and provide the option to clear outstanding items, as well as provide a list of exceptions to the user performing the reconciliation.
•    System will provide detail on outstanding checks and reconcile to bank activity.
•    System can reconcile multiple bank accounts.
•    Users can drill down from entry in reconciliation screen to corresponding transaction in the sub-ledger to see transaction details.
•    Reconciliation can be completed by one user and sent for approval to another user via workflow.
•    Ability to separately deposit and reconcile credit cards by visa/MasterCard/discover and country express.
•    Ability to manually indicate that a check has been cashed and make corrections with an audit trail.
•    Ability to notify, track, and monitor the resolution of adjustments that need to be made as a result of an error identified within bank reconciliation.
•    Ability to execute a process to remove stale dated checks from the list of outstanding checks and create the corresponding journal entry.
•    Ability to maintain bid lists of suppliers qualified to provide certain goods/services.
•    Ability to create contracts from awarded solicitations.
•    Ability to create solicitations from other documents (solicitations), from scratch, or from renewed contracts.
•    Ability for suppliers to submit responses electronically and have the response encrypted and locked until the opening date and time specified by staff.
•    Ability for suppliers to withdraw their own solicitation response from the lockbox and modify/re-submit prior to opening date and time of the solicitation.
•    Ability to create questions that can be made optional or mandatory. Supplier online responses cannot be submitted unless all mandatory questions are answered.
•    Ability to auto attach documents to the solicitation upon solicitation creation (i.e. Terms and conditions).
•    Ability to create multiple solicitation templates based on supplier type, funding sources, etc.
•    Ability to use common tools (MS word, excel) to create solicitation package.
•    Ability for a solicitation to go through an approval workflow prior to being released.  The solicitation shall have a solicitation available date, upon which it will be made available online after all approvals are completed.
•    Ability to amend a solicitation and automatically notify suppliers.
•    Ability to tabulate solicitations after solicitation opening and apply scoring preferences/penalties based on supplier categories.
•    Ability to utilize weighted or point-based scoring for proposal.
•    Ability for evaluation team members to record their notes regarding a supplier's score.
•    Ability for the evaluation team to enter raw scores for the evaluation criteria for the award and the system to calculate a weighted average score across evaluation criteria and scorers.
•    Ability to route the award recommendation through approvals prior to creation of the awarded purchase order/contract.
•    Ability to auto convert award recommendation to PO without rekeying data.
•    Ability for suppliers to identify subcontractors as part of their online solicitation response.
•    Users can submit budget requests for approval.
•    Users can attach supporting documentation to budget requests.
•    Users can view their previously-denied budget requests.
•    Budget requests can be zero based.
•    System copies notes associated with line items copied from the previous budget.
•    System allows users to calculate line item request by taking a percentage of the previous year's budget.
•    System can maintain multiple versions of requested, recommended, and approved budgets.
•    Users can create detailed line item descriptions for each budget line.
•    Ability to approve all requested budget amounts at the same time, or all requests for a defined department or account range.
•    Ability to customize budget scenarios based on specific department scenarios and global scenarios (e.g., global increase, department % decrease).
•    Ability to perform budget preparation global changes (e.g. Fringe benefits, merit increases, inflation).
•    Ability to allocate costs globally or to individual departments based upon percentage increase/decrease.
•    Ability to identify capital items in the budget with a capital item descriptor, specific to accounts.
•    Ability to limit user entry of specific accounts vs. Central office budget planning (salaries).
•    Ability for users to customize the budget entry view to include previous entries, current year amounts to date, and budget-to-actuals variances.
•    Ability for users to directly inquire by account on current and prior years' actual activity during budget entry (i.e., drilldown on financial detail).
•    Ability to import developed budget information, developed in excel, into the budget planning system. Users can use the upload process for some line items and enter other line items via budget entry screen.
•    Ability to plan future-dated transfers or change of positions between departments/funds.
•    Ability to update actual data from ERP GL to budget tool on a user-defined cadence.
•    Users can submit requests for capital projects to be included in the capital plan.
•    Capital budgets can be prepared on a 5-year and 20-year basis.
•    Ability to classify capital project requests and provide reporting by classification or type (district can configure the categories).
•    Ability to enter CIP general information and project categorization (e.g. Description, map reference, notes).
•    Ability to apply inflation factors to costs of CIP projects in years beyond the budget years.
•    Ability to track budget and expense by project, sub-project, and phase.
•    System can maintain record of positions that are currently vacant and allow for these positions to be included in the budget without assigning a person.
•    Users can submit new position requests as part of the budget process.
•    System can calculate position costs (wages and benefits) based on incumbent.
•    System allows positions to be budgeted by a total dollar amount, FTE percentage, or total number of hours.
•    Ability to perform position budgeting that includes the calculation of benefits specific to the type of position being budgeted. (I.e. Benefits for new hire over 30 hours per week).
•    System can calculate "what-if" scenarios (e.g., raises and transfers, inflation multiplier) during the budget development cycle
•    Ability to calculate preliminary salary and benefits for unapproved/requested positions.
•    Users can create revenue estimates based on prior year actuals and percentage change.
•    System can store multiple budget forecasts.
•    System maintains history of previous years' budget forecasts to facilitate comparisons between forecasted amounts and actual expenditures/revenues.
•    Ability to perform budget forecasting that incorporates planned salary and benefit adjustments at an employee, position, or organization-wide level.
•    Ability to develop tables to accommodate input of performance measures (e.g., transactions processed, number of staff/customer, etc.).
•    Ability to establish non-financial strategic objectives and track actual performance against these objectives.
•    Ability to associate performance indicators and metrics to chart of accounts segments.
•    System can create a budget book document using the approved budget data and historical data.
•    System can create charts and graphs for the budget book using a connection to system data. If the data in the system is updated, the charts and graphs will automatically update.
•    Ability to perform funds availability checking at the project level or account level, based on configuration or if a project string is entered for a transaction.
•    Ability to perform funds availability checking by WBS/phases/tasks (sub-units of project).
•    Ability to support budget checking and warnings performed on all system transactions (requisitions, purchase orders, journal entries, budget change requests, etc.).
•    Users can request a transfer of budgeted funds between accounts, with workflow approval.
•    System maintains a history for all budget adjustments, so users can see the original budget and all amended budgets.
•    User can select accounts to rollover to the next year and submit for approval via a workflow.
•    Ability to view rollover encumbrance balances separate from current year budgeted amounts for an account.
•    Users can view budget to actuals by category, department, or fund.
•    System will execute electronic transfers (e.g. Wires, efts, and ach), from within the system.
•    Ability to manage and forecast cash flow based on projections and historical trends, with ability to manually override information.
•    Ability to track daily accumulated balances and cash flows by fund, and compute an average balance based on user defined dates.
•    Ability to automate input of pre-determined target balances into the current day cash position.
•    Ability to automate input of control disbursements, ZBA, lockbox, and bank balances into current day cash position worksheet.
•    Ability to track daily bank balances to estimate bank fees related to bank balance, repurchase agreement costs, and interest income.
•    System will create journal entries for investment and interest activities and post with electronic workflow approval.
•    System can track pricing information, including quantity discounts, by contract.
•    System allows supporting documentation (such as quotes) to be stored with a contract.
•    System supports various contract periods, including multiple year contracts (i.e., those that span fiscal and/or calendar years).
•    System will accommodate attaching and linking all system documents that reference a contract and ability to drill down to specific documents.
•    Ability to track, report on, and send out automatic notifications on contract expirations.
•    System can track supplier insurance requirements by contract.
•    Users can create a contract document using standard templates in the system.
•    Contract documents can be approved via a workflow in the system.
•    Contract module can store standard terms and conditions that can be applied to a contract.
•    Ability to convert awarded bids to approved contract.
•    Ability to allow for multiple phases per contract.
•    Ability to link multiple projects to one contract.
•    System supports use of electronic signatures.
•    Ability to notify user that there is already a contract based on supplier and commodity code when you are entering a new requisition.
•    Ability to associate a contract with a department(s) for department management of contract including notifications, viewing, etc.
•    Ability to link multiple vendor to a single contract.
•    Ability to create contract categories and types for reporting and workflow purposes.
•    System links purchase orders to contracts and tracks associated expenses.
•    System allows multiple purchase orders to be linked to a single contract.
•    System will calculate and track retainage by contract.
•    Ability to allocate contract budget by department.
•    System can notify users when insurance requirements must be renewed for a contract.
•    Ability to encumber a portion of a contract based on fiscal year.
•    Ability to track the following contract information: notice of award, notice to proceed, notice of substantial completion, notice of final completion.
•    Ability to track the following contract information: notice of final completion.
•    Ability to track the following contract information: certificates of insurance, performance bonds, payment bonds, DBE payment actual amounts, and DBE sub-contractor commitment. 
•    Ability to process change orders while maintaining full history of a contract.
•    Ability to automatically close out contracts with final payment requests or release of retention payment.
•    Ability to place a contract on "hold" in the event of a contract dispute or termination request.
•    Ability to reinstate a closed/terminated contract done in error.
•    Ability to create travel authorization before a trip which goes through workflow for approval. 
•    Ability for system to match an approved travel authorization to an expense report automatically.
•    Employees can submit an expense reimbursement request that is automatically routed for approval based on the department, grant, or project.
•    Ability to categorize expenses by type (e.g. Hotel, airfare, conference fees, etc.)
•    Ability to attach documents to the request (e.g. Conference agenda).
•    Expense requests can be approved in advance, with the advance payment made to the employee.
•    System allows users to submit receipts after expenses have occurred for final approval of the transactions.
•    System tracks and provides dashboards and reports on workflow status by department, employee, etc. For submitted expense reimbursement requests.
•    System can accommodate workflow approval for the creation of an asset that is initiated by a purchase that is designated as a fixed asset.
•    Ability to default various asset GL accounts during asset set-up based on asset class and type.
•    System supports mass additions with ability to add unique identifier to each asset (e.g. Purchase 5 vehicles and add VIN for each vehicle).
•    System allows assets to be categorized using user defined categories (e.g. Infrastructure, land, etc.).
•    System allows user to modify information from the purchase when creating an asset (e.g. removing a line item from asset value).
•    System allows user to aggregate multiple invoices into a single fixed asset.
•    System allows users to create an asset not tied to a purchase/invoice.
•    Ability to mark an asset as a replacement for another asset, with a link to that specific asset record.
•    Ability to assign an asset tag number to an asset.
•    Ability to assign a barcode to an asset to enable users to scan an asset to view the asset in the system.
•    System is able to identify/record all capitalizable costs associated with the construction or purchase/acquisition of an asset as part of a capital project (pulls data from projects module without re-entry).
•    Ability to select project costs that are capitalized (i.e. Total project value does not all have to be capitalized).
•    A single project can be split into multiple assets.
•    Multiple projects can be combined to create a single asset.
•    System tracks key asset data including owner, value, acquisition date, and useful life.
•    Ability to accommodate parent/child relationships between related assets, such as a master unit with one or more accessories.
•    Ability to track funding source (e.g. Grant) for each asset.
•    Ability to maintain and track leased equipment.
•    Ability to attach memos, word documents, picture documents, etc. To asset file.
•    Ability to retain fully depreciated assets in the capital asset master file for inventory control purposes prior to disposition.
•    Ability to track replacement cost/insurance value of each asset.
•    System can automatically calculate depreciation based on asset value and useful life and post the corresponding journal entries to the gl.
•    Ability to reclassify assets from one type to another and effectively manage the new depreciation amount.
•    Ability to associate multiple capital accounts and multiple related depreciation expense accounts with an asset, and assign a percentage split between each.
•    System accommodates user adjusting asset details such as value or useful life remaining.
•    System can accommodate workflow approval of the transfer of assets.
•    System can accommodate workflow approval of the disposal of assets.
•    Ability to automatically track gain or loss on a sale of asset.
•    Ability to reinstate disposed asset if found (stolen or lost) with appropriate accounting workflow.
•    System can track assets under the capitalization threshold.
•    System allows reporting and inquiry of assets by department or organization unit and by asset type.
•    System allows recording and reporting of a lease liability and a lease asset at the commencement of the lease term in accordance board 87.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 01, 2025