Purchase of Sales System

The vendor required to provide purchase of sales system for include:
•    The client and case management package must have the ability or required mechanism to create, maintain, and update information regarding clients, parents and other household members, including personal information and relationships. 
•    It must include robust search and matching algorithms to prevent duplicate client creation. 
•    The case and client management package must also allow coordination of the lifecycle of client services, including service authorizations, eligibility determinations, and utilization reviews. 
•    The package must provide administrative capabilities to add new program and workflows using existing functions implemented in the system.
•    The vendor and contract management package must enable the addition and management of vendor site and contact information and manage the full lifecycle of new contracts, including all amendments, renewals, cancellations, and terminations, as defined in the contract management workflows.
•    The budget and financial management package must include financial management modules to plan and manage budgets, generate and manage purchase orders, produce invoices and process external payments via interface files, record payment updates from interface files, accounts payables, account receivables, journal entries, and fund management, and issue emergency checks to clients in-house.
- Non-functional requirements
1. Hosting: 
•    The system must be cloud-based and hosted by the selected offeror or another secure location (preferably cloud-native SaaS).
2. Audit
•    The offeror must conduct external annual auditing of the hosting environment and provide results and reports as requested by the county. 
•    The system must provide county administrator roles access to the audit log tables.
3. Availability
•    The system’s minimum uptime must be 99.9%.
4. Capacity
•    The system must support a minimum of 500 concurrent users at performance levels specified in the performance requirements.
5. Communication planning
•    Provide a communication plan for a situation in which access to the site is unavailable. 
•    The plan must include specific procedures for how and when the county would be immediately notified.
6. Compatibility
•    The system must be compatible with modern browsers’ latest versions, including microsoft edge and google chrome.
7. Integration
•    The system (all three packages together) must provide a uniform access, user interface and user experience to the department internal and external users and allow users to utilize different functionalities according to user roles. 
•    The system must integrate with the county active directory to implement single-sign-on over multiple networks. 
•    The system must be able to integrate with MS outlook and exchange in an office 365 environment for, but not limited to, internal and external messaging capabilities, 
•    The system must integrate with on-base document management system to enable document storage linked to an entity (client, po, vendor) in the system. 
•    The system must integrate electronic signature to enable all users, internal and external, to sign documents electronically and store electronic signatures for reuse. 
•    The system must integrate with the county GIS to validate address entry and update within the system.
•    The system must integrate with the payment us system to allow external parties to make payments to the county.

- Virtual Preproposal Conference Date: February 17, 2026