Cloud Based Financial Management Software and Support Services

The Vendor is required to provide an integrated cloud-based financial management software solution for supporting its core functions, to improve efficiency, and to eliminate duplication of efforts.
- Microsoft Dynamics Grate Plains
•    General Ledger
•    Budget
•    Vendor Maintenance (along with IRS 1099 tracking)
•    Accounts payable
•    Bank Reconciliation
•    Fixed Assets
•    Financial Statements 
- Modules
•    General Ledger
•    Project and Grant Accounting
•    Contract Management and Procurement
•    Accounts Payable
•    Utility Billing
•    Fixed Assets
•    Financial Reporting
•    Bank Reconciliation
•    Budget
•    Inventory Management
- Technology
•    Preference for SaaS or hosted platform deployment
•    Run on virtual machines e.g., VMware if on premises.
•    Multiple environments: Production, Test, Train, Development.
•    100% Web-based architecture. Support Chrome, Edge browsers.
•    Role-level security to menu, function, and field level.
•    Support for DUO multi-factor authentication including servers, VPN devices, and mobile access.
•    Integration with Office 365 - Word, Excel, Exchange.
•    ODBC connection to MS SQL database tables for data extracts to Excel.
•    Microsoft 365 Exchange Server interface for email notifications.
•    Single sign-on: MS Active Directory on Premises, MS Azure sync in the Cloud. Preference for multifactor authentication.
•    List integration technologies, e.g., Web Services, SOA, XML, etc.
•    Real-time integration across all modules. Specify exceptions.
•    Configurable role or user level dashboards including favorites, notifications, reports, etc.
•    User-defined fields across all modules that can be used in queries and reports. Describe limitations.
•    Mask sensitive data fields or restrict access.
•    Define mandatory fields on screens, web forms, mobile apps.
•    Rules based workflow routing with prioritization, alerts, electronic signatures, and visible approval queue.
•    Searchable and context sensitive help.
- Grant Accounting including:
•    Revenues and Expenses
•    Allowable and reimbursable
•    Billing and reporting
•    Link to Project Accounting
- Rules based Contract approval workflow with visibility to approval queue and status.
- Centralized and decentralized invoice entry, scan and attach invoices, attach pdf invoices, rules-based workflow approval routing, visibility of approval queue.
- Retainage management for withholding, release, and payment.
- Sales and General Excise Tax management and reporting.
- Travel and Expense management including travel advances, reimbursement requests, attach receipts, balances due or owed, etc. Future process is request through Laserfiche and currently same-day travel per diem is processed through Central Payroll.
- Customizable billing templates including:
•    Short and long description
•    Invoice date
•    Related contract number (from Laserfiche or Contract Management module)
•    User-defined fields
- Scan and attach supporting documentation to invoices.
- Integration to General Ledger, Meter Reading, and Centralized Cashiering.
- Support AMI, AMR. Cellular Meter reads and data imports for billing and analysis. Currently use Badger meters.
- Bill fees for Water at tiered rate based on meter size, account type, location, plus consumption per 1,000 gallon. Note: We would like the flexibility to have multiple billing capabilities, e.g. usage vs. flat rate.
- Flag and report on missing reads, zero reads, no changes in consumption month by month, or other anomalies.
- Generate bill file export; provide to Doxim for bill generation and mailing.
- Send landlord or alternate contact to receive invoices or statements.
- Searchable customer history by parcel, name, address, etc. 
- View accounts, service orders, work orders, meter replacements, usage, peak consumption, communications, complaints, resolutions, etc.
- Issue credit for bill adjustments and apply to next billing cycle.

- Contract Period/Term: 10 years
- Questions/Inquires Deadline: September 17, 2025