The vendor is required to provide financial accounting system (FAS) built on the microsoft dynamics 365 finance and business operations platform.
- This initiative replaced a legacy financial system that relied on many manual processes and workflows between the agency document recording system and the joint enterprise development infrastructure (JEDI).
- The key products used to develop the agency FAS solution include:
• Microsoft dynamics 365
• Azure functions
• Azure synapse
• Azure DevOps
• Power bi - Provide ongoing maintenance and support (M&S)
• Preventative maintenance: the contractor shall perform scheduled preventative maintenance activities to minimize system failures, enhance performance, and ensure the long-term stability of agency FAS and its integrations.
• Preventative maintenance shall include:
o Software updates and patch management: monthly deployment of critical security patches, bug fixes, and version updates for the agency FAS software, middleware, and databases.
o This will include any updates needed to both the microsoft dynamics environment and the azure subscription running the agency FAS integration services.
o System health monitoring and diagnostics: monthly assessment of system logs, performance metrics, and resource utilization to identify and mitigate potential issues before they impact operations.
• Corrective maintenance - the contractor shall provide corrective maintenance services to resolve system defects, performance issues, and integration failures.
• Corrective maintenance shall include:
o Incident identification and resolution: investigating and resolving reported software bugs, data inconsistencies, or integration failures with jedi.
o Incidents may be reported by the agency or generated through automated alerts from the azure or microsoft dynamics agency FAS components.
o Incident ticketing system: the contractor shall provide a ticketing system that will allow the agency the ability to submit and track progress of reported incidents.
o Data integrity checks and correction: ensuring accurate data processing and reconciliation among agency FAS, and jedi to prevent financial discrepancies.
o User support and troubleshooting: assisting agency with technical issues, workflow errors, and system-related inquiries to ensure seamless operations.
o This requires the contractor to collaborate with both agency financial and IT integration teams.
• Professional services – the contractor shall provide professional services to support enhancements and specialized technical assistance beyond standard maintenance and support.
• Professional service hours shall be identified through quarterly meetings with agency staff
• These hours shall be used for:
o System enhancements and feature development: implementing requested modifications, additional functionalities, or improvements to the agency FAS.
o Integration support and customization: assisting with new or modified integrations between agency FAS, and jedi to meet evolving business requirements.
• Pool hours breakdown – 300 annual pool hours will be allocated to M&S activities.
• the breakdown of these hours shall be as follows:
o Preventative maintenance pool hours - up to 25 hours per month from the shared 300 yearly pool hours allocated to M&S.
o Corrective maintenance pool hours - up to 300 hours annually from the shared 300 pool hours allocated to M&S.
o This does not include defects introduced by the selected contractor.
o Corrective maintenance arising from such contractor-related issues will not draw from this pool and will be remedied at no cost to the county.
o Professional services pool hours - up to 300 hours annually from the shared 300 pool hours allocated to M&S.
o Pool hour overages – if the required work hours for a contract year exceed the allotted 300 annual pool hours, any additional hours (subject to county approval) will be billed at the agreed upon contractor hourly rate.
o Work hour overage invoices must be submitted within 30 days after the end of each quarter for county processing.
- Contract Period/Term: 2 years
- Mandatory Virtual Bidder’s Conference Date: May 02, 2025
- Questions/Inquires Deadline: April 30, 2025