Accounts Payable Forensics Software System

The Vendor is required to provide accounts payable (AP) forensics software system will enable department to automate the detection of past payment errors and review future invoices prior to making payment(s), thereby reducing fraud and errors such as duplicate vendor payments and preserving taxpayer dollars.
- Requirement:
•    AP forensic software including, but not limited to, software licensing, maintenance, updates, and support for the life of this contract. 
•    Software must be hosted on a secure server located in the county. 
•    Seven (7) full AP forensic user licenses that provide select county employees with the ability to control filters and exclusions. 
•    Seven (7) restricted viewer licenses for the reporting module and dashboard users (RMDU) that provide select county users access only to view and print reports from the reporting module. 
•    An AP transactions module that provides the county with analysis of up to 400,000 AP transactions per year.
•    Must include the ability to pull and analyze AP data, including but not limited to, supplier code, supplier invoice number, invoice amount, invoice date, date entered, payment date, payment type, user id, purchase order, supplier name, payment status, description field, document type, currency, date received, date posted and vendor type.
•    SaaS must allow notes, with at least 50 characters each, to be added to each potential finding and report on the status of the finding with accompanying notes and must have a designation for each finding such as recovered, prevented and internal error. 
•    A master supplier file module that provides the county with a monthly analysis of the county’s supplier table and provides data for the other modules in this SaaS, with unlimited accounts per year. 
•    A constant and continuous monitoring module that provides the county with an analysis of AP transactions every business day. 
•    The county will send the AP data to the contractor every business day at 5 am Eastern Standard Time (EST). 
•    Once it receives the county’s AP data, the contractor’s SaaS must analyze the AP data and post a report in the reporting module, to be available for view by the county by 8 am EST every business day. 
•    Must also incorporate all historical transactions from the county AP data in this analysis. 
•    A fraud tester module that provides the county with analysis of AP transactions that may be a result of fraud. 
•    This module must perform on demand a minimum of 12 fraud tests. 
•    A tax checker module that provides the county with analysis of AP transactions and supplier table data that may indicate a need for further review by the county. 
•    The tax checker module must include evaluation of multiple vendor entries and unlimited line items per year. 
•    A reporting module that provides county users with reports of unusual transactions, including but not limited to, possible fraudulent transactions discovered by the fraud tester module, unusual supplier activity discovered by the master supplier file module, potential duplicate payments, and other potential excess or incorrect payments or incorrect supplier activity as discovered by the modules noted above that are available to the county per this contract. 
•    This module must include a minimum of 70 pre-configured reports. 
•    Payment card (p-card) managed services, including one full license for AP forensic p-card managed service which also includes, but is not limited to:
o    AP to p-card reconciliation for an unlimited number of transactions and with capability to run monthly reports 
o    P-card to p-card review and reconciliation for an unlimited number of transactions and with capability to run monthly reports 
o    P-card to cash for an unlimited number of transactions and with capability to run monthly reports
•    Gold level support provided via unlimited telephone and email access to contractor from 9 am to 5 pm EST Monday through Friday, for all software supplied by the contractor under this contract. 
•    Gold level support includes one major product update every three years and unlimited minor updates.
•    At the county’s option, a training program onsite at the county, including up to 96 hours of training during the first term of the contract and including up to 64 hours of training for each optional renewal. 
•    The county will not reimburse travel costs incurred by the contractor for this training. 
•    Must upload an estimated 400,000 transaction records annually. 
•    Must deliver a proven SaaS system within 90 days of the contract effective date and for the duration of the contract, is capable of providing a minimum of 70 pre-configured reports related to AP transactions, including but not limited to, p-card managed services, fraud detection, supplier table information including tax information, and duplicate payments, and that runs on demand at the request of the county, and other requirements.