Financial and Accounting Software System

The Vendor is required to provide to replace its current financial system with a cloud-based software solution that integrates with minimal effort with unity CMMS platform.
- Tasks:
• Design, installation, implementation, and commissioning of the financial system that meets the requirements as stated within this RFP, including integration-related tasks necessary to function with the agency’s computerized maintenance management system (CMMS).
• Development of user acceptance testing, system integration, and connectivity to existing resources is expected.
• Users of the system will utilize the following with their current operating systems: windows-based workstations, iOS devices, and other common workstations and mobile systems.
• Must confirm windows and iOS compatibility and what version is supported.
• Provide licenses, extensions, modules, and install any needed web applications.
• Set up and integrate software with systems as stated herein.
• Configure forms and reports.
• Train staff on the system by using on-site and combined (on-site and remote).
- Functionality
1. Accounts payable
• Purchase orders with ability to authorize and approve electronically
• POS must be able to print in a clean, organized format with agency logo
• The financial system will be the system of record for the purchase orders, although the numbers can be referenced in unity CMMS storeroom and work activities.
• Data entry of invoice
• Ability to manually enter data for invoice to be paid or ability to capture the data from scanning the invoice
• Ability to create a file for agency’s bank to send electronic ach payments to vendors
• Electronic and paper check payment capability, including ability to print on paper checks
• Ability to email vendors with notification that electronic payment is processed
2. Accounts receivable
• Invoicing by service, email, and other electronic methods
• Receiving cash, credit card, electronic, and paper check payments
o Prefer ability to divide one (1) payment into multiple checking account deposits (if possible)
o Easy process to record deposit to customer account, checking account general ledger (“GL”) line item, and revenue GL line item without making multiple entries.
• Ability for customer to pay bill by credit card with a low convenience fee.
- ESRI integration
• The financial system shall fully integrate with ArcGIS (either directly or through CMMS program) to allow live (real time) updates.
• Edits to GIS on ESRI products must be a live connection across all platforms and reflect changes immediately for preconfigured triggers that enable notifications for assigned tasks to be completed.
• Enterprise resource planning (“ERP”) system software platform must expose industry-standard APIs that enable scalable and flexible integration with other enterprise and line-of-business applications, including work order management and other business systems as noted herein.
• The API framework must be readily accessible to authorized internal and third-party systems and support secure data exchange, versioning, and extensibility.
• Comprehensive, up-to-date API documentation must be provided, including authentication methods, data models, and usage examples, to enable efficient development, support, and ongoing integration without reliance on proprietary or custom interfaces.