HomeMy WebLinkAboutAclarian INNOVATIVE SOLUTIONS — PEOPLE I PROCESSES I TECHNOLOGY
October 12, 2023
ENTERPRISE RESOURCE PLANNING (ERP)
REQUEST FOR PRPOSAL (RFP)
City of Twin Falls, Idaho
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ACLARIAN
Prepared by:
Aclarian LLC
4240 West Morrison Avenue
Tampa, Florida, 33629
Office: 855-422-5762
EIN/SS Number: 85-3378848
TABLE OF CONTENTS
TITLE PAGE 1
TABLE OF CONTENTS 2
RFP ITEM CHECKLIST 3
SECTION
A PROPOSAL SUMMARY FORM 4
B COMPANY BACKGROUND 5
C SOFTWARE FEATURES 7
D HARDWARE, OPERATING SYSTEM, AND PROGRAMMING 9
E IMPLEMENTATION PLAN 10
F STAFFING PLAN 20
G ON-GOING SUPPORT AND MAINTENANCE 24
H SOFTWARE UPDATES AND DISTRIBUTION 26
1 SYSTEM PERFORMANCE AND RECOVERY 27
J PROPOSER REFERENCE INFORMATION (3 References) 28
K TOTAL COST 29
L PROPOSAL SIGNATURE FORM 31
APPENDIXES
A INSURANCE REQUIREMENTS 32
B TOTAL COST SUMMARY 34
C EXCEPTION FORM 36
D REQUIREMENTS SUMMARY 37
E SELECTION CRITERIA SCORING FORMS 40
2
Indicate
FP Item "Included" Proposal
or"Not Section
Included"
A. Proposal Summary Form Included A
B. Company Background Included B
C. Software Features Included C
D. Hardware,Operating System and Programming Included D
E. Implementation Plan, including: Included E
Project Management Approach-details and costs Included E(i)
System and Operational Procedure Development Plan Included E ii
Software Installation Plan Included E iii
Data Conversion Plan Included E(iv)
Report Development Plan Included E v
Integration and Interfaces Plan Included ENO
Training Plan Included ENO
Documentation Development Plan Included E viii
Estimated Timeline Included
F. Staffing Plan Included F
G. On-Going Support and Maintenance-details and costs Included
H. Software Updates and Distribution-details and costs Included H
I. System Performance and Recovery Included I
J. Proposer Reference Information Included J
K. Total Cost-Itemized Included K
L. Proposal Signature Form Included
Appendix A: Insurance Requirements Included Appendix A
Appendix B: Total Cost Summary Included Appendix B
Appendix C: Exception Form Included Appendix C
Appendix D: Requirements Summary Included Appendix D
3
A. PROPOSAL SUMMARY FORM
Proposers shall include the following in its proposal:
A. Proposal Summary Form
Name of Company Aclarian LLC
Software Brand Name Aclarian
Name of Pre parer Matthew J.Akins
Name of Primary Contact for Follow Up Questions Matthew J. Akins
Contact Phone Number 813 468-9399
Fax Number N/A
Email Address makins@aclarian.com
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B. COMPANY BACKGROUND
B. Company Background
Proposers must provide information about their company so that City can evaluate the Proposer's
stability and ability to support the commitments set forth in response to the RFP. City,at its option,
may require Proposer to provide additional documentation to support and/or clarify requested
information. The Proposer should outline the company's background including a brief description
(e.g.,past history,present status,future plans,company size,etc.). City will use this information
to determine if Proposer has the ability and history to completely execute said Proposer's intent to
provide solutions and support to City.
1. Please state the year Proposer started in the 2020
business of selling ERP system solutions.
2. Where is Proposer's closest facility/sales office Pittsburgh. PA
in reference to the City of Twin Falls?
3. Where is Proposer company's headquarters? Tampa. FL
4. Please list Proposer's sales in dollars for the 2022- S1.249.545
previous three(3)years: 2021- S1.067.000
2020- S56T479
5. How many total employees does Proposer have Sales/Marketing- 3
in each of the following categories: Management/Administration-3
Help Desk Staff- 10
Development Staff- 15
Implementation Staff - 5
Other- 1
Total - 37
6. Specify the number of public sector vs. private
95%of clients are public sector.
sector clients.
7. Indicate whether the business is a parent or
subsidiaryin a groupof companies.
Stand alone
8. Has this company or product being proposed ever
been purchased or acquired by another company?
If yes, provide the name of the companies
involved, specific products affected and when No
such merger or acquisition(s)took place.
9. What percentage of revenues does this offered
system represent to your company versus other 95%
products/services?
10. Indicate if the company incurred an annual
operating loss in the last five(5)years. No
11. Has the company had a workforce reduction No
during the past five(5) ears?
12. What is the percentage of annual revenues
reinvested into research and development? -
13. During November, 2023, can the Proposer
commit to being available for two(2)consecutive
days for an on-site demonstration?
5
= = = I 0
Company Overview:
Aclarian LLC was incorporated 3 years ago in the State of Florida in 2020 with a vision of providing
powerful public sector software to local government.Our Tampa headquartered team has grown to 30+
team members, and our product line has since grown to an extensive list of modules within our ERP
solution that range from our core general ledger suite to interactive budgeting, custom reporting, task
management, and other unique, impressive features. Our customer base began with counties and
municipalities within the State of Florida. The vast majority of our annual revenue is from public sector
ERP software customers.
Aclarian utilizes a multi-tenant architecture offers businesses a competitive advantage by providing
scalability and agility, allowing them to adapt quickly to evolving market demands and scale their
operations without significant IT overhead. In contrast, established companies relying on outdated
technology may struggle to keep pace with modern business requirements, leading to inefficiencies,
higher costs, and limited flexibility in meeting the dynamic needs of today's digital landscape.
Aclarian is driven to excellence in all areas of our business by focusing 100%of our efforts on solving our
customers' problems, creating deep client relationships through unparalleled support, and pursuing
continued improvement in our software through innovation and customer feedback.
ERP Overview:
Since inception,when Aclarian introduced a new,cutting-edge web-based ERP software platform for local
government, customers have onboarded with us. Our software uses Angular v13 on the front end
(platform designed by Google and used for developing web applications), and Microsoft.NET as the
database engine on the back end.Aclarian software provides all the major functions requested in this RFP.
We are proposing a web-based solution, easily accessed by any user with internet access and an available
web browser (Google Chrome, Microsoft Edge, etc.), and hosted in the cloud using Microsoft Azure
(second largest cloud provider behind Amazon Web Services).
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C. SOFTWARE FEATURES
C. Software Features
Proposer is required to provide a general description of the application program product and how
it will meet requirements of this RFP.
1. Please explain how your product is licensed
(concurrent,site,user or machine based). How are User based SaaS
additional licenses sold?
2. How long has the current version of Proposer
3 years with continuous updates
software been in production?
3. What is the system architecture?
(web-based,client/server,mixed) web-based
4. What is the query tool and report writer that
Proposer isproposing? Ag Grid
5. Please describe any workflow or event alerts and Email and dashboard alerts.Custom
notification capabilities the application provides. morkfbw configurations in workflow
P PP P module.
6. Does the system provide global query function so thall
users can search system wide based on name,account Yes
range of values,or partial and wild-cards?
7. Please describe all third-party software
required or recommended for the solution, None
including report writers.
8. Does the system provide multiple levels of data
security control access by terminal,transaction,and V"`'
file?
9. Is the system integrated into Microsoft Office
Suite permitting the ability to import and export Yes
data to spreadsheets and documents?
7
Aclarian Advantages:
• Web-Based Architecture: Aclarian's ERP platform operates in the cloud, offering anytime,
anywhere access to critical business data.This eliminates the need for costly on-premises
infrastructure and ensures flexibility, scalability, and increased operational efficiency—
qualities particularly beneficial for government clients with complex structures and
remote locations.
• Customization and Integration: We understand that every organization has unique
requirements, including government agencies with specific regulatory and reporting
needs.Therefore, our ERP solution is highly customizable, allowing your team to tailor the
software to these distinct requirements. Additionally, we prioritize seamless integration
with existing software applications, promoting efficient data exchange and eliminating
data silos within your organization, a vital aspect for government entities handling vast
amounts of data.
• User-Friendly Interface: Aclarian's ERP platform boasts an intuitive and user-friendly
interface, reducing the learning curve and enhancing user adoption across the Township
and government clients.This ease of use improves productivity and empowers employees
to leverage the system's full potential quickly, ensuring smooth implementation and
uptake.
• Strong Security Measures: Data security is paramount in today's digital landscape,
especially for government organizations dealing with sensitive information. Aclarian
prioritizes data protection and employs robust security measures to safeguard such data.
Our platform adheres to industry best practices and regulatory standards, ensuring the
confidentiality and integrity of your data as well as compliance with government security
requirements.
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D. HARDWARE, OPERATING SYSTEM AND PROGRAMMING
D. Hardware,Operating System and Programming
Proposer is required to provide the following information. Please include the minimum
requirements for the computer hardware environments in which the proposed software will run
(server and workstation). This should include the supported operating system(s)and database
system(s)as well. Identify the communication protocols and networking requirements that are
required for implementation and operation of the proposed system. Identify the development tools
and methodology used by Proposer in designing, developing, maintaining, and enhancing the
application system.
1. What hardware platform(s) does Vendor's
proposed application software currently operate Web-based.
on?
2. What operating system does Vendor's proposed Web-based.
application software currently operate on?
What database environments does Vendor's
proposed application software currently operate Microsoft Azure
on?
4. Is Vendor committed to supporting the above
operating system,database and hardware platforms Yes
for the foreseeable future?
5. Does the application support native browser based
deployment for workstations? Which web servers Any web browser or device
and browsers are supported?(IIS,IE 11,etc.) connected to the internet.
6. Does the system support deployment/usage using
remote access tools (e.g. VPN)? Are there any Yes
issues related to this type of utilization?
Aclarian's web-based ERP software platform uses Angular v13 on the front end (platform
designed by Google and used for developing web applications), and Microsoft .NET as the
database engine on the back end. Aclarian programs currently provide all of the major functions
requested. There are no third-party products associated with Aclarian ERP's core modules.
We are proposing a web-based solution, easily accessed by any user with internet access and an
available web browser (Google Chrome, Microsoft Edge, etc.), and hosted in the cloud using
Microsoft Azure (second largest cloud provider behind Amazon Web Services).
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E. IMPLEMENTATION PLAN
Proposer is to provide an implementation plan in narrative form that details how the proposed solution is
to be implemented. This implementation plan should include the following elements:
i. Project Management Approach
ii.System and Operational Procedure Development
iii.Software Installation
iv. Data Conversion Plan
v. Report Development
vi. Integrations and Interfaces
vii. Training Plan
viii. Documentation Development
ix. Estimated Timeline
i. Project Management Approach
Provide an overall description of Proposer's project management approach toward this type of
engagement.
Your assigned Project Manager, Andrew Laflin, will be responsible for providing leadership throughout
the implementation process. He will assign roles and responsibilities to Aclarian team members, foster
collaboration,and ensure effective communication.Andrew will also monitor team performance, provide
guidance, and resolve conflicts that may arise.
Andrew will also engage with various stakeholders at the City involved in the ERP implementation,
including department heads, assigned project team members at the City, end-users, and other external
vendors requiring an integration with the Aclarian ERP software. Andrew will establish clear lines of
communication, manage expectations,and keep stakeholders informed about project progress, risks,and
changes.
The City project manager will serve as the primary liaison between the Aclarian implementation team and
all Town personnel involved in the process. The City project manager will work closely with Andrew to
monitor the progress of the ERP implementation and track key milestones,tasks, and deliverables.
Aclarian's quality assurance procedures will serve to ensure the quality of the ERP implementation. Our
team has established quality standards and will conduct regular testing procedures to validate that the
system meets the defined requirements. Our software implementation team will collaborate with
relevant stakeholders of the City to gather feedback and make necessary adjustments to ensure user
satisfaction and system effectiveness.
Aclarian has an Implementation module that is used as a mechanism to receive feedback from City
personnel on custom requests, data files to import for the conversion process, and other comments
sections to be used for collaboration purposes with the Aclarian development team.
10
Below is an illustration of a portion of the Implementation Form for the General Ledger module, which is
a tool used by Aclarian to collaborate with the City on implementation requirements associated with each
module.
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H. System and Operational Procedure Development
Proposer is expected to work with City in developing technical support and technical operational
procedures to support the system.
Aclarian establishes strong technical and operational support procedures.This entails planning for system
installation, customization, and maintenance while also defining a clear escalation process for technical
issues. On the operational side, effective user training and ongoing support are essential. By addressing
both technical and operational support comprehensively, the Aclarian aims to ensure a successful ERP
implementation that enhances efficiency and productivity for the City.
iii. Software Installation
Proposer is expected to specify,furnish, deliver, install and support all system software.
Aclarian's web-based ERP software platform uses Angular v13 on the front end (platform designed by
Google and used for developing web applications),and Microsoft.NET as the database engine on the back
end. Aclarian programs currently provide all of the major functions requested. There are no third-party
products associated with Aclarian ERP's core modules.
We are proposing a web-based solution, easily accessed by any user with internet access and an available
web browser (Google Chrome, Microsoft Edge, etc.), and hosted in the cloud using Microsoft Azure
(second largest cloud provider behind Amazon Web Services). No installations are required by the City.
11
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iv. Data Conversion Plan
Proposer is expected to perform electronic and manual conversion of data to the new system, including
overall data conversion coordination, definition of file layouts, and data import and validation into the
new system.
Aclarian has a detailed data migration plan to ensure successful migration and implementation.
Aclarian ERP Data Migration Plan:
1.Assess Current Data: We begin by conducting a thorough assessment of the existing data in the legacy
systems. Identifythe data sources,formats,structures,and quality to determine the scope and complexity
of the migration process.
2. Define Data Migration Strategy: Develop a clear data migration strategy that outlines the overall
approach, timeline, resources, and goals for the migration process. Determine whether a phased
migration or a complete data cut-over is most suitable for your organization.
3. Establish Data Mapping: Create a data mapping document that defines how data from the legacy
systems will be mapped to the corresponding fields and structures in the Aclarian system. Ensure
compatibility between data formats and identify any data transformation or cleansing requirements.
4. Data Cleansing and Preparation: Prior to migration,clean and validate the data to ensure accuracy and
consistency. Remove duplicate or redundant records, standardize formats, and resolve any data quality
issues.This step is crucial to maintain data integrity in Aclarian.
5. Backup and Data Security: Take regular backups of the data to ensure its safety throughout the
migration process. Implement appropriate security measures to protect sensitive data during extraction,
transfer, and loading stages.
12
6. Test Migration: Perform a test migration using a representative subset of the data to identify and
address any issues or discrepancies. Validate the data in the Aclarian, ensuring that it matches the
expected results and meets the required quality standards.
7. Data Extraction: Extract data from the legacy systems, following the defined data mapping rules. Use
appropriate tools or scripts to extract data efficiently and accurately while minimizing disruption to
ongoing operations.
8. Data Transformation and Loading: Transform the extracted data to match the required format and
structure to Aclarian. Load the transformed data into the new system, ensuring that it is validated and
reconciled at each step.
9. Data Verification and Reconciliation: Perform thorough data verification and reconciliation between
the legacy systems and the Aclarian system to ensure the accuracy and completeness of the migrated
data. Identify and resolve any discrepancies or data integrity issues.
10. User Acceptance Testing: Engage end-users to validate the migrated data and ensure that it meets
their requirements. Conduct user acceptance testing to verify that the data is correctly migrated and
functional within Aclarian.
11. Data Validation and Post-Migration Support: Continuously monitor the data in the new ERP system
after migration to identify any anomalies or issues. Provide post-migration support to address user
concerns, answer questions, and provide training as needed.
12. Decommission Legacy Systems: Once the data migration is successfully completed and validated,
decommission the legacy systems in a planned and controlled manner, ensuring that all necessary data
has been migrated and archived securely.
Our management team will effectively communicate and collaborate with stakeholders, including end-
users, ITteams,and data owners, is essential throughoutthe data migration process. Regular checkpoints,
documentation, and contingency plans are crucial to minimize risks and ensure a successful ERP data
migration.
V. Report Development
It is expected that the system will provide the ability for end-user querying and reporting to be performed
without impacting the performance of the transactional system. It is also expected that the system will
provide the ability to upload and download information ensuring integrity of uploaded information.
Proposer is expected to provide assistance to City staff in the development of needed reports, via technical
training on the tools used for report development, database schemas and architecture, etcetera.
Aclarian's web-based ERP software features a custom reporting module,offering significant benefits such
as the ability to tailor reports to specific business needs, extract precise insights from data, create ad-hoc
reports, and adapt reporting formats to changing requirements. This empowers users with a flexible and
powerful tool for informed decision-making and data-driven analysis and formatted reports for meetings
and presentations.
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Please see sample custom report example (fund analysis) below.
`" * - MARINA FUND ANALYSIS
Madeira.B�each
THROUGH: SEPTEMBER 07, 2023
FY'22 FY'23 FY'23
Inflows FY 2021 FY 2022 Year To Year To Amended %Of
Actual Actual Date Date Budget
Actual Actual Budget
405.930Q347500-ATM Serdoe Charge $175 $164 E187 $300 62%
405.9300.347901- $1.897.869 $2.795.467 $2.619.314 $2.500.743 $3.500.000 71%
e Unleadd Fuel Sales
405.9300.347902-
Sales
405.9300.347903-Diesel- 5314,329 $449,338 f421=3 $409,631 $c00,000 8296
Commerical
Purchase Fue7l 4- IF S1.668.838 $2.690.159 $2,520,642 $2.131.5-S 93.000.000 71%
Purchases Fuel
405.9300.347905-Propane S2.246 S1.926 $1.805 $2,207 S4.000 55%
Sales
Aclarian also harnesses the power of AG Grid as its intersystem reporting tool,which offers several notable
benefits for financial reporting.These advantages include enhanced data visualization, robust filtering and
sorting capabilities, seamless integration with various data sources, and the ability to generate dynamic
and interactive financial reports, ultimately leading to improved decision-making and a more efficient
financial management process.
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Development Code Name Short Description T,.mdicnlDNember Entry Number Month Fiscal
7 P 9 v v 7 V
Bull Street-Colum... 109.1300.531000 Professional Services Legal 311953 3520 Sep 202:
0008each-Daytona 112.1300.531000 Professional Services Legal 311951 3518 Sep 202:I
Emerson-Tampa 122.1300.531000 Professional Services Angel Santiago Litigation 311930 3516 Sep 202'
Curtis Baptist-Aug... 103.1300.531000 Professional Services Acquisition of the adjace... 311928 3514 Sep 202!
Silve -Wesley... 127.1300.531000 Professional Services Legal 311926 3512 Sep 202".
Mim non-Lakeland 116.1300.531000 Professional Services Legal 311924 3510 Sep 202!
Kern—ville 137.1300.531000 Professional Services Legal 311922 3508 Sep 202'.
Framework Operati... 101.1200.531000 Professional Services Rodriguez Davidson&... 311919 3506 Sep 202!
Framework Operati... 101.1000.544000 Office Supplies Clear Vsion Signs 311917 3504 Sep 202"
Wilds II-Wildwood 133.3000.583OD4 Artwork DG Sculpture&Design 311915 3502 Sep 202!
Framework Operati... 101.1000.531000 Professional Services Banda Design LLC 311912 3500 Mar 202'
Framework Operati... 101.1200.S31000 Professional Services Aclarian LLC 311910 3498 Sep 202!
14
vi. Integrations and Interfaces
Aclarian uses web APIs that will allow Aclarian ERP to exchange data with the County in a more dynamic
and real-time manner. Aclarian maintains an online library (URL will be provided to the City) of
instructions by module that includes a set of rules, protocols, and endpoints that specify how the API
consumer can interact with each module. This includes the data format, request methods,authentication
mechanisms, and available operations.
Below is an excerpt from Aclarian's General Ledger API instructions:
General Ledger API
Our General Ledger APIs provides different ways for you retrieve journal entries,accounts,and reports.The following sections will provide you with the
information you need to get started.
Endpoint
The endpoint for the Balance Sheet Report API is:F ps://gl-prnd.aclarian. /
Authentication
To use the General Ledger API,you must authenticate with an API key.You can obtain an API key by contacting your account representative.
Balance Sheet Report API
The Balonce Sheet Report API provides o way to retrieve balance sheet data for a specified data range.The balance sheet is a financial statement that
s iraduies a company s assets,liabilities,and equity at a specltm point in time.
Path:/api/vl/clients/fclieniid}/rcp..l./balance-sheet
Request
To reMi a balance sheet report, and a POST request to the endpoint with the following parameters:
Parameter ryM Required Description
fund Integer No Filter by fund.
department Integer No Filter by department
tlsoalyear Integer yes The fiscal year.
onth Integer No Filter by month.
nclud-...Sol—, Boolean No Include account in which the value is zero.
accounts String Array No List of accounts you want the balances for.
Ilst of account types to filter by.
I:Asset
accountTypes Integer Array NO '.�ablAlty
vii. Training Plan
Proposer will provide scheduled initial implementation training including measurable goals.
Aclarian trains clients on software through a structured and comprehensive training program that focuses
on imparting the necessary knowledge and skills to effectively use the system. The training process
typically involves the following steps:
1. Training Needs Assessment: The ERP consultants start by conducting a training needs assessment to
understand the client's requirements, the specific modules or functionalities they will be using, and the
skill levels of the end-users.This assessment helps tailor the training program to meet the client's unique
needs.
2. Training Plan Development: Based on the assessment, the Aclarian develops a training plan that
outlines the training objectives, curriculum,training materials, and delivery methods.The plan considers
the client's timeline, budget, and availability of resources.
3.Training Material Preparation:Aclarian has training materials, including user manuals,training guides,
step-by-step instructions, video tutorials, and interactive e-learning modules. These materials are
designed to provide comprehensive information and guidance on using the ERP software effectively.
15
4.Customization of Training Materials:The consultants customize the training materials to align with the
client's specific processes,terminology, and configurations. This ensures that the training is relevant and
tailored to the client's ERP system setup.
5. Training Delivery: The consultants deliver training sessions using a combination of delivery methods,
such as instructor-led training (ILT) in a classroom or virtual setting, hands-on workshops, online self-
paced learning,webinars,or a blended approach.The chosen delivery method depends on factors like the
client's preferences and geographical locations of participants.
6. Hands-on Practice: The training sessions incorporate hands-on practice to provide participants with
real-life experience using the Aclarian software. Participants are given opportunities to perform tasks and
navigate through the system under the guidance and supervision of the consultants. This hands-on
practice helps reinforce learning and build confidence in using the software.
7. Scenario-Based Training: Consultants use scenario-based training exercises that simulate real-world
business scenarios and challenges.These exercises enable participants to apply their knowledge and skills
in solving practical problems using the Aclarian software. This approach helps bridge the gap between
theory and application.
8. Q&A and Discussion: Aclarian encourages active participation and engagement from participants by
facilitating question-and-answer sessions and group discussions. This provides an opportunity for
participants to clarify doubts, share experiences, and learn from each other.
9. User Acceptance Testing(UAT): As part of the training process,Aclarian may involve the trained users
in UAT activities to validate the software's functionality and ensure that it meets the client's requirements.
This practical exercise helps users gain further familiarity with the system and identify any issues or areas
for improvement.
10. Ongoing Support: Aclarian has a dedicated CIA Team to provide ongoing support to each client even
after the training sessions. This may include access to a helpdesk or support resources, addressing user
questions or concerns, and providing additional training or refresher sessions as needed.
11. Train-the-Trainer: In some cases, the consultants may conduct train-the-trainer sessions to prepare
internal trainers within the client's organization.This empowers the organization to continue training their
employees independently, reducing reliance on external consultants.
12. Documentation and Knowledge Transfer: Throughout the training process, Aclarian documents key
procedures, best practices, and tips for using the software effectively. This documentation serves as a
knowledge base for the client's employees, providing reference materials for future use and
reinforcement of learning.
Aclarian employs a structured approach, combined with their expertise and experience, to ensure
effective knowledge transfer and empower clients to maximize the benefits of our ERP software.
The implementation module also contains a Training Certification Form in which training tasks can be
assigned to City staff for specific modules that, when successfully completed, will generate a training
completion certificate to the assigned staff. See blank Training Certification Form below:
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Training Certification Form
Module Name Requested By Due Date
.. alaflin@aclarian.com
Assignment Description
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viii. Documentation Development
It is desired to have the selected Proposer take the lead on development of end-user and technical training
material. Proposer is expected to provide user manuals in digital format for use by City as part of the initial
training and on-going operational support.
Aclarian ERP offers a robust web-based training module equipped with instructional guides and video
tutorials, ensuring that users have easy access to comprehensive training materials. Moreover, our
commitment to exceptional support extends to various channels, including a user-friendly help desk chat
feature, a dedicated toll-free support line, and a responsive help desk email address. We are steadfast in
our goal to provide users with all the necessary resources to navigate our system seamlessly and stand
ready to address any technical inquiries promptly. With these comprehensive training resources and
responsive support options, we aim to empower our clients with the confidence and knowledge needed
to maximize the benefits of the Aclarian ERP system.
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ix. Estimated Timeline
It is requested that an estimated timeline of implementation be included in the Proposal that the Proposer
could commit to which would fully encompass the scope of the project. Please use an estimated project
kick-off date of October 2, 2024.
Aclarian will utilize a six-month two phased project plan to implement the new ERP system. Please see
phase details below.
Implementation Plan-Phase 1:
The two-phase project plan aims to implement a comprehensive ERP system for the City over a three-
month timeline. During the first five months, Phase 1 will focus on establishing essential modules such as
General Ledger, Billing and A/R, Cashiering, Capital Assets, Purchasing, Payments, Projects, and Grants,
along with Treasury Management. Additionally, Phase 1 will involve developing an integration plan to
seamlessly connect the ERP system with other existing systems and applications.
The phased approach allows the City to go live sooner with the new ERP system, accelerating the
realization of benefits from the core functionalities. However, one drawback is that manual recording of
transactions in the Aclarian general ledger will be necessary until Phase 2 is complete.
Implementation Plan-Phase 2:
In the subsequent three months, Phase 2 of the project will focus on executing the integration plan
developed in Phase 1.This stage will ensure the ERP system effectively communicates and integrates with
other systems, streamlining data flow and eliminating silos of information. The phased approach also
allows for concurrent training of end-users during both phases, maximizing user adoption and proficiency
with the new system. This integration and training strategy will result in a smoother transition for City
personnel, promoting enhanced efficiency and productivity while harnessing the full potential of the ERP
system's capabilities. Overall, the two-phase project plan provides the City with a structured and
pragmatic approach to achieving a robust, integrated ERP solution, delivering significant long-term
benefits to the organization.
It is important to note that engaging experienced consultants or project managers with expertise in ERP
implementations for local government organizations can significantly aid in the success of the
implementation process. Your assigned lead Senior Software Consultant has nearly 20 years working with
governments in numerous roles in past and present,as audit partner,outsourced Finance Director, project
manager, governmental accounting subject matter expert, and ERP implementation consultant for
municipalities.
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Please see actual Project Plan for Osceola County Clerk for the month of August through October 2023.
ACLARIAN PHASE I ERP IMPLEMENTATION PROJECT PLAN&TIMELINE-OSCEOLA CLERK
1 Estimated
Project Step Project Details Goal for completion Completion Date
Kickoff meeting to discuss project steps,responsible parties per module,
Project Discovery current business process overview and legacy system inefficiencies,and Begin Request Submission process 8/4/2023
desired outcomes
Restructure General Ledger entity(funds),organization(departments),
and accounts in order to meet financial reporting objectives. Examples Finalize General Ledger
include separately reporting Court Fund. Evaluateoptions for reporting
General Ledger Restructuring segmentation and account mapping 8/11/2023
Title IV-D revenues and expenditures. Re-map Aclarian GL account from legacy system
strings from legacy accounts in accordance with GL restructuring
determinations made.
Revise current legacy system import strategy(import historical monthly
GI-Transaction Import revenue&expense transactions onlyfor FY2022 and FY2023 and Finalize General Ledger data import 9/1/2023
annual ending balances prior to FY 2022)to import detai led
transactions for oneor more historical years.
Request Submission-Purchasing Prepare vendor data for import;decision on Purchase Order template; Submitto Development Team 8/11/2023
decision on use of Vendor Portal
Auto-Pay setup;blank check order;decision on potential custom
Request Submission-Payments paymentforms(Example:Jury Payment Form)&build custom form specs Submit to Development Team 8/11/2023
as needed
Submit specs for integration with case management system,if
Request Submission-Cashiering Submit to Development Team 8/11/2023
applicable(alternatively,automatic JE integration)
Request Submission-Treasury Populate bank balances-manually via import or integration with bank Submitto Development Team 8/11/2023
Management
In addition to onsite training sessions and theAclarian Training module
Policy&Procedure (consisting oftraining videos and instructional documents foreach Submitto Clerkmanagementteam 9/8/2023
Documentation module),draftpolicyand procedure manuals for each corebusiness for review
process specific to Osceola Clerk.
W
Estimated
Project Step Project Details Goal for Completion Completion Date
Module Development Complete development tickets-Purchasing,Payments,Cashiering, Submit to QATeam for testing 9/1/2023
Treasury Management,Projects/Grants
Testing&UAT Deployment CWTeam performs testing on modules;clear testing&push toLIAT UATdeployment 9/8/2023
environment
Onsite training for 2-4 days during week of 9/11. Session#1- Complete both training sessions and
Training-Phasel Purchasing,Payments,Projects/Grants. Session#2-General Ledger, i nitial round of user testing 9/15/2023
Cashiering,Treasury Management. assignments
Additional onsitetraining and support for 2-3 days during weeks of
9/22. Resolve user testing issues and follow-up requests,perform
Training-Phasel) second round of testing and provide follow-up trai ni ng as needed,and Ready to execute on go live plan 9/22/2023
prepare for deploymentto production. Establish go live plan within
final implementation steps.
Execute on go live plan:import updated data files,such as vendor table
Go Live (if necessary),a cti va te vendor portal and auto-pay in production Begin using Aclarian ERP for all 10/1/2023
environment. Set u p confi gu ra ti ons a nd a cti vate a uto-pa y and vendor tra ns a cti ons begi nn i ng FY 2024
portal for production. Set up users and access rights in production.
Post-deployment support provided by implementation team to occur
immediately after go live date and will span over a two-week period. Completion of successful
Hypercare Support Combination of remote and onsite support to be provided by lead 10/13/2023
implementation
implementation team senior project manager and assisted by project
consulting team.
19
F. STAFFING PLAN
Proposer must detail the type and amount of implementation support to be provided (e.g., number of
personnel, level of personnel, time commitment, etc.). An overall estimate staffing plan for the project
including identification of City's resources needed during the course of the implementation in terms of
hours or full-time equivalents may also be included.
The proposed project team will consist of the following roles with a high-level overview of tasks to be
performed:
Senior Software Consultant
o Will lead client software implementation efforts and ensure an overall successful
implementation.
o Will provide primary consultation to the City on complex issues and
considerations.
o Will manage completion of the Aclarian ERP Implementation Forms and Checklist.
o Will lead onsite training efforts with all applicable City staff.
Software Consultant
o Will assist the Senior Software Consultant on all implementation activities and
will coordinate assignment, completion, and testing of development tasks for
each module.
o Perform tasks as assigned on the Aclarian ERP Implementation Forms and
Checklist.
Software Engineering Team
o Complete assigned development tasks,such as data conversion import activities,
custom development of various forms, or setting up particular configurations as
requested by the City.
Quality Assurance Team
o Perform software testing on completed tickets applicable to the City during
implementation and communicate results to the assigned Software Consultant.
The proposed project team will consist of the following individuals:
• Andrew Laflin
• Mike Fitzgerald
• Jerry Forgarty
Please find resumes for each consultant on the following page in this section.
"Consultant names provided are subject to resource availability. City has the right to interview
and select project manager.
20
Andrew P. Laflin, CPA
Aclarian LLC (www.aclarian.com) ,,A0
VP— Software Services 813-784-3140
alaflin@aclarian.com
Profile
After spending 17 years in public accounting and serving as a former audit partner of
a large regional accounting firm, Andrew joined Aclarian in 2020, providing
implementation and training services to local governments of Aclarian's web-based
local government ERP software. This solution provides users with a modern,efficient
alternative to traditional government accounting systems and eliminates manual,
redundant business processes typically found in a local government's current technology environment.
Andrew also provides outsourcing, consulting, and advisory services entirely devoted to serving local
governments.
Andrew is a frequent speaker at various local and state-wide conferences throughout the Country,
primarily affiliated with the Florida Government Finance Officers Association (FGFOA).
Education and Professional Involvement
• Bachelor of Arts in Accounting from the University of Notre Dame, Notre Dame, Indiana
• Master of Accountancy from the University of South Florida,Tampa, Florida
• American Institute of Certified Public Accountants
• Certified Public Accountant in the state of Florida
• Government Finance Officers Association (GFOA)
• Florida Government Finance Officers Association (FGFOA)
21
Mike Fitzgerald, MBA, CGFO, CPPO
Aclarian LLC (www.aclarian.com)
Vice President 813-205-7831 ,•a
Tampa, FL mfitzgerald@aclarian.com
Profile
Mike has over 34 years of public and private finance experience. He currently
serves as Vice President of Outsourced Services for Aclarian LLC, providing
outsourcing, consulting, and advisory services entirely devoted to Florida local
governments.
Mike has held various COO/CFO/ Managerial roles in private equity firms, Anheuser-Busch, KPMG,
Booz Allen & Hamilton, local governments and as an officer in the Unites States Air Force. Mike has
served as a Treasurer, Finance Director,Accounting Manager, Administrative & Fiscal Manager, Budget
Supervisor roles in various departments—Accounting, Public Works, Water, Facilities, Parking,
Transportation, Stormwater. He has expertise in many ERP platforms to include Oracle and SAP.
His government experience is listed below.
Client Experience
Broome County Hillsborough County
City of Dade City Miami/Dade County
City of Lake Worth Beach Nassau County
City of Madeira Beach New York Board of Education
City of Starke United States Air Force (USAF)
City of Tampa United States Army(USA)
Government Accounting Office (GAO) United States Navy(USN)
Government Printing Office Special Operations Command (SOCOM)
Education and Professional Involvement
• Bachelor of Arts from the University of South Florida
• Master Business Administration from the University of Tampa
• Florida Government Finance Officers Association (FGFOA)
• Certified Government Financial Officer(CGFO)
• Certified Public Procurement Officer(CPPO)
• President for the Government Finance Officers Association - Hillsborough
22
Jerry E. Fogarty, III
Aclarian LLC (www.aclarian.com) ,
Senior Accounting& Project Manager 813-495-0685
Tampa, FL jfogarty@aclarian.com
Profile
After spending 9 years helping run a family business,Jerry spent the next 15 years
working with small businesses as a Commercial Banker and most recently as a CFO
in the healthcare industry.As CFO,Jerry helped the company streamline its balance
sheet and uncover untapped revenue sources.This led to a record year for the
company, with revenues increasing by 170%.Jerry joined Aclarian in 2022 as a lead implementation
consultant utilizing his customer service and finance experience from his years in commercial banking.
Education and Professional Development
• Bachelor of Science in Business Administration-Management from University of Florida,
Gainesville, FL
• Raymond James University—Consultative Selling
• Richardson Sales Performance Training Company—Consultative Training & Coaching Program
• St. Meyer& Hubbard—Bank Performance Training and Sales Management
23
G. ON-GOING SUPPORT AND MAINTENANCE
Proposer must specify the nature, costs and conditions of any post-implementation support options
including:
i. On-site support.
ii. Telephone support-Include the minimum response time provided as part of the basic support
agreement and average response time for the past twelve(12)months.
iii. Remote online support.
iv. Hardware and database.
iv. Escalation options and procedures.
i. On-site support
Aclarian is committed to providing on-site support during the critical go-live phase of the ERP
implementation. Additionally, we remain readily available for on-site assistance at the City's request,
ensuring a seamless and responsive partnership throughout the system's lifecycle.
ii. Telephone support
Aclarian maintains a dedicated toll-free support line, operational from 8 am to 4 pm Mountain Time,
where our professionals are unwavering in their commitment to delivering high-quality and timely service
to our clients.
iii. Remote online support
Aclarian boasts a dedicated remote quality assurance team to ensure client satisfaction, offering
convenient communication channels through email and the help desk chat feature within the system.Our
unwavering commitment is to respond promptly to all service and assistance inquiries, with a
commitment to addressing them within three minutes of receipt.
Below is a picture of the Aclarian Help Desk chat support popup that is available to all users:
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24
iv. Hardware and database
Aclarian provides a comprehensive training module filled with instructional videos and tutorial guides,
serving as valuable resources to assist users with any questions they may have.
iv. Escalation options and procedures
The City has the flexibility to reach out to their dedicated software consultant or project manager
via email at any time to swiftly address any service or training issues. Aclarian is deeply
committed to providing timely customer service, a user-friendly platform, ensuring a successful
implementation, and delivering best-in-class ongoing support to ensure our clients'satisfaction.
Additional Questions:
1. Does Proposer have an annual User Conference? To be announced in 2024
2. Does Proposer have a telephone support line? Yes
3. What hours is support available?(In MST/MDT)time) 8am to 4 m MST
4. What is Proposer's average response time(minutes) for
telephone response to a service call? 1 minute
5. What is Proposer's guaranteed maximum response time Aclarian aims to answer all
(minutes)? service inquires within 3 minutes
25
H. SOFTWARE UPDATES AND DISTRIBUTION
Provide information on how server and client-side software updates are received, processed and
distributed to either the server and/or client environment. Describe the delivery method of future updates
and product enhancements, the frequency of upgrades and if an accumulative patch process is an option.
Also, describe how updates are incorporated with local custom modifications such that custom
modifications will not be lost when a new release of the software is applied. Describe any configuration
management system that is incorporated with Proposer solution. City expects to receive maintenance, as
well as functional and technological enhancements as part of its Annual Support Agreement.
Being a web-based ERP software, Aclarian offers the distinct advantage of flexibility, allowing updates to
be implemented as needed, often driven by valuable customer feedback.Additionally, users benefit from
the ability to customize reports and configure the software to meet their specific needs, ensuring a
tailored and responsive solution for their business operations.
Additional Questions:
1. Will Proposer provide all periodic enhancements to Yes.Upgrades are ongoing and are
software at no additional charge, beyond the Annual as needed and as directed by
Support Agreement? Next major upgrade included? customer feedback.
2. Does Proposer provide product upgrades
Automatically
automatically or on demand?
3. How does Proposer normally release product upgrades Web-based.Upgrades deploy upon
or enhancements? next login.
4. What is Proposer's process in the event an update fails Updates are tested in a UAT/Test
environment before being sent to
to work properly?
26
I. SYSTEM PERFORMANCE AND RECOVERY
System response time must not impede the ability for City staff to perform their required job functions
using the system. Describe system performance of the proposed solution. Please state whether Proposer
will make this commitment, what restrictions will apply, and City's role in monitoring the performance
level. Availability and recovery in the event of failure is an extremely important part of this software
solution. Please describe options for clustering and load balancing. Please detail what backups occur and
their schedule/frequency in the default deployment with regard to the software solution including
databases. Please state any additional fees required for an off-site redundant system. Please state if the
default deployment has a "test"system for updates/upgrades.
System Response Time
Aclarian is steadfast in its commitment to delivering satisfactory system response times, and we facilitate
stress testing and load management through our dedicated test and UAT environments. Furthermore,our
meticulous processes for clustering and load balance management within the ERP ensure optimal
performance and resilience, even during high-demand scenarios, guaranteeing a reliable and efficient
system for our clients.
Technology Infrastructure and Disaster Recovery
Aclarian's internal IT services group manages essential information technology infrastructure for company
personnel. The group proactively manages and monitors cybersecurity threats. In addition to traditional
anti-virus and anti-malware software,Aclarian is protected by endpoint detection and response coverage
backed by a team of 24/7 threat hunters to defend against cyber-attacks.
Aclarian will also conduct third party vulnerability assessments and maintain business continuity/disaster
recovery and security plans that are designed to protect all proprietary information.Aclarian also utilizes
the security features within Microsoft Office 365 such as MFA requirements at initial login.
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27
J. PRPOSER REFERENCE INFORMATION
Provide a contact person and phone number of three(3)recent clients that are similar to the City of Twin
Falls. Please indicate how long they have been a client and which systems they are using.
City of Madeira Beach.FL
Client Name:
Contact Name: Patrick Cade
Contact Phone Number: 727-391.9951 x237
Been a Client Since: 2021
Date Current Version Installed: December 2021
Full ERP
Modules That Are Live:
Client Name: city of Fellsmere.FL
Contact Name: Putnam Manno
Contact Phone Number: 772-646-6304
Been a Client Since: 2023
Date Current Version Installed: July 2023
Modules That Are Live: Full ERP
Client Name: Hillsborough county Tax collector.FL
Contact Name: Justyna swiebocki
Contact Phone Number: 813-635-5284
Been a Client Since: 2023
Date Current Version Installed: July 2023
Modules That Are Live: Full ERP
28
K. TOTAL COST
Costs for Proposer's proposed solution should be submitted as outlined in this RFP. Costs should include
the complete itemized costs for the proposed solution as shown in Appendix 8 (p. 32-33). Use additional
pages as needed to provide additional cost detail.
ACLARIAN
ACLARIAN SOFTWARE STANDARD PRICING MODEL
SUBSCRIPTION FEES-STANDARD USER PACKAGE
User PackWe Annual Subscrip"on Fee User Padow Annual Subscription Fee
1-10 users S 16.500 Additional 101-12S users S 7,500
Additional 11-25 users $ 14,500 Additional 126-ISO users S 6,500
Additional 26-50 users S 12,500 Additional 151-175 users S 5,500
Additional SI-7S users $ 10,500 Additional 176-200 users S 4,500
Additional 76-100 users S 8,500 Each additional 2S users above S 3,500
200 users
BILLABLE SERVICES
Impkrnerwtion Services cost Education&Training Cost
Software Development&Consulting
Team S175 per hour Training Consultants S175 per hour
Ongoing Support cost Future Enhancements cost
Software Support Team Included in Subscription-No Software Development& S175 per hour
Additional Charge Consulting Team
Outsourced Services cost Outsourced Services Cost
Senior Accountant&Consultant S17S per hour Accountant&Consultart S75 per hour
Aum-Pay Ptocessblg Cost
Mailed Checks S0.7S plus postage' •Postage currently SO.60 per pare:
Pricing Summary:
Annual Subscription Fees (SaaS): $70,000 per year (Based on the City having up to 125 users). See user
package pricing in the table above. Implementation,training, and as needed consulting services are$175
per hour. We estimate that the number of hours that will be required to implement the Aclarian ERP
software for the functional areas listed in the RFP document will be approximately 1,500 hours, resulting
in an estimated cost of $262,500. Aclarian further estimates travel costs for implementation to total
$4,000 to include onsite visits based on the City's desired frequency.
29
Aclanan LLC 10-12-2023
PROPOSER NAME: DATE:
ANNUAL DATA INSTALLATION a
ITEM WRCHASE PRICE NWNTENANCE CONVER54 TMINWG TOTAL►RICE
MODULE
Accounts Payable 65625, 13,125.00
Accounts Receivable 76,562.50 6 562.50 13.125.00
Bank Reconciliation 65625013 125.00
Budgeting 6 562 SQ- 6 562.50 13 125 00
Cash Receipting g 562.50 13.125.00
Clearing House (if a separate
module) 6.562.50 6.562.50 13,125.00
General Ledger I
Payroll 6.562.50 6,562.50 13 125.00
Project Management Tracking 13 125 00
Human Resources 26 250.CU 52 500.00
Online Portal (employee self-
6.562.50 6.562.50 3.125.00
service
Online Portal(utilitycustomers 6 562.50 13 125.00
Utility Billing
Other: Annual SaaS Fee 70.000
SUBTOTAL i2.500.00
ITEM PRICE
Travel Costs
Other Costs(Detail Please)
SUBTOTAL q
GRAND TOTAL S336.500.00
30
L. PROPOSAL SIGNATURE FORM
L. Proposal Signature Form
The undersigned,as proposal responder,declares that he/she has carefully examined all the items
of the Specifications and Instructions herein that he/she fully understands and accepts the
requirements of the same,and he/she agrees to furnish the specified items and will accept,in full
payment therefore,the amount specified below.
Proposals shall include installation services,and the successful respondent shall obtain all required
permits and pay fees required.
Note: terms are firm for one hundred twenty(120)days. Total Price: $ 336,500.00
Matthew J.Akins.Aclarian LLC
Proposer Name:
Date: October 12.2023
Address: 4240 W Morrison Ave. Tampa,FL 33629
Telephone: 813.468.9399
Signature:
(Person executing response and official capacity)
31
Appendix A—Insurance Requirements
A. During the term of the contract,Proposer shall provide the following types of insurance in
not less than the specified amounts:
1. Commercial General Liability- $1,000,000 per occurrence, $2,000,000 aggregate:
2. Auto Liability - Combined Single Limit Amount of $1,000,000 on any contractor
owned, and/or hired, and/or non-owned motor vehicles engaged in operations within
the scope of this contract;
3. Professional Liability-$2,000,000(Required only where contracts are for professional
services);
4. Workers Compensation - Statutory; Employers Liability $1,000,000 (the policy shall
include a 'waiver of subrogation');and
5. Umbrella Coverage-$2,000,000.
B. The aforementioned insurance requirements shall be fulfilled by Proposer by maintaining
insurance policies which name City, its officers, agents, employees, representatives and assigns
as additional insureds (except on policies for professional liability and workers compensation).
Such insurance shall be primary and noncontributory with respect to any insurance or self-
insurance programs covering City, its officers, agents, employees, representatives and assigns.
Proposer will waive subrogation on workers compensation and general liability coverages.
Proposer shall furnish to City satisfactory proof of coverage by a reliable company or companies,
before commencing any work. Such proof shall consist of certificates executed by the respective
insurance companies and filed with City together with executed copies of an Additional Insured
Endorsement (Insurance Form CG2010- 1985 version). Said certificates shall contain a clause
to the effect that, for the duration of the contract,the insurance policy shall be canceled,expired
or changed so as to the amount of coverage only after written notification thirty (30) days in
advance has been given to City.
C. Proposer shall require subcontractors, if any, not protected under Proposces policies, to
take out and maintain insurance of the same nature in amounts, and under the same terms, as
required of Proposer.
32
PROOF OF INSURANCE:
ACOKO` DATE IMM DQYV YYi
CERTIFICATE OF LIABILITY INSURANCE
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND.EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED
REPRESENTATIVE OR PRODUCER.AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED,the pollcy(les)must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy.certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder in lieu of such ondorsement(s).
PRODUCER NAME: At Dcrcnches
—uratc Ins Solutions Inc dba Accurate Ins Solutions Inc-F L Arc.No.Eat: (S 13)994-4114 q c.No
,,u 19 N Florida Avc ADDRESS: adcrenchos(o accuratcinssolutions.com
INSURER(S)AFFORDNG COVERAGE NAIL r
Lutz FL 33549 INSURERA: Illinois Union Security 27960
INSURED wsuRER III: North American Capacity lmurance Company 250"S
A,Lu—LLC. INSURER C:
4240 N M(MRI90N AVE INSURER D:
INSURER E:
TAMP:\ FL 336294301 INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT.TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN.THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS.
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAMS.
LTR TYPE OF INSURANCE INSD WVD POLICY NUMBER LRfTS
X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE S 1.000.000
CL"IS 1MDE FIOCCUR PREMISES Eaomarerum S 100.ODO
MED EXP(Any one person) S S,IM ifl
%I LBl LF 158R'1514-003 1121 2022 1 1 21 2023 PERSONAL d ADV INJURY S 1.00()1 M m
G L NL AGGREGATE LIMIT APPL IES PE R GENERAL AGGREGATE S 2.000.1 y.rll
X POLICY❑jECT [::]LOC PRODUCTS.COUPIOP AGG S I.0000)0
OTHER S
AUTOMOBILE LIABIUTY Ea anaideM S 1.000fx)l
ANY AUTO BODILY NJURY(Per la—) S
OWNED A par SCHEDULED MLBFLFI58871514-003 1121/= 1121/=3 BODILY INJURY(Per accident) S
HIRED NDN-OWNED S
X AUTOS ONLY AUTOS ONLY IF.amdent
fPR0PR1ET0PJPARTNEftCXECU`rIVE0
LA LIM OCCUR EACH OCCURRENCE
UAB CLAIMSJIADE AGGREGATE
RETENTION$
MPENSATION
ERS'UABILJTY YIN
STATl1TE ER
TOR/PARTNERr£XECIJrIVE❑ NIA E.L EACH ACCDEINT S
BER EXCLUDED?
NIO E.L DISEASE•EA EMPLOYEE S
under OF OPERATIONS below E.L DISEASE•POLICY LIMIT 13
Professional Liability E&O Liability A/Eaeh Claim 1.000.000
A/B Cyber Liability MLBFLFI58871514.r6663393-01 IIN12022 11/012023 B/FachClaim 1.000.000
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101.Addltioml Remarks Schedule,may be attached N more space Is required)
CERTIFICATE HOLDER CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF.NOTICE WILL BE DELIVERED IN
\.Lrn.rn I.LI ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATNE
AL
1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25(2016103) The ACORD name and logo are registered marks of ACORD
33
Appendix B—Total Cost Summary
The total cost summary should be submitted as shown in the following chart in Appendix B and
must include the following breakdowns:
• Software Purchase and Licensing Costs(show breakdown by module and by user type).
• Annual Maintenance Costs(show breakdown by module)
• Total Data Conversion Costs.
• Implementation/Installation Costs,including setup of workflows and reports.
• Training Costs (Provide breakdown for system administrators, named users, and
departmental users).
• Travel costs.
• Third-Party Software and Implementation Costs.
• Project Management Costs.
34
Aclanan LLC 10-12-2023
PROPOSER NAME: DATE:
ANNUAL I DATA JINSTALLATION i
ITEM YURp1ASE PRKE j CONVERSIONjg�{y TOTAL MIQ
MODULE
Accounts Payable 13,125.00
Accounts Receivable 6,562.50 6 562.50 13.125.00
Bank Reconciliation 13 125.00
Budgeting 6 562 50 6,562.50 13 125.00
Cash Receipting 6 562.50 13.125.00
Clearing House (if a separate
module) 6.562.50 6.562.50 13.125.00
General Ledger
Payroll 6.562.50 6,562.50 13 125.00
Project Management Tr
acking 13 125.00
Human Resources 26 250.00 52 500.00
Online Portal (emploservice6,562.50 6.562.50 13.125.00
Online Portal util' cuUtilit BillingOther: Annual Saa 10,000
SUBTOTAL 500.00
ITEM PRICE
Travel Costs 4.00000
Other Costs(Detail Please)
SUBTOTAL q
GRAND TOTAL 5336.500.00
35
Appendix C—Exception Form
Section# Explanation
Aclarian (the "Proposer") hereby confirms, as documented above,that there are no exceptions to this
RFP.
36
Appendix D—Requirements Summary Currently Available? V or N
❖ Global Areas
• Active directory integration with Azure Y
• Audit trail for table changes,transactions, updates to code tables Y
• Detailed reporting Y
• Editable import/export configurations Y
• Fields and fixed locations to work with Laserfiche connectors and rc ositon. Y
• Global search capabilities Y
• Government rated security Y
• User defined fields Y
••'• System Access Security Maintenance
• Customizable security for user and user groups Y
• Manage data used in specific modules Y
• Systemwide lookup tables lots,bank accounts,etc Y
•'• Financial
•• Accounts Payable Y
• Accounts Payable batch review before commitment Y
• Accounts Receivable Y
• Additional periods beyond 12 to account for Government-Wide adjustments Y
• Automatic signatures on checks Y
• Bank reconciliation Y
• Budgeting Y
• Cash receipting,including ability to import files that tie to a customer account Y
or record a payment with payee details from someone who doesn't have a
customer account
• Cash receipting date adjustment after commitment
• Check number or date convections after commitment Y
• Clearing House Y
• Duplicate invoice payment flagging in Accounts Payable Y
• Field to separate vendor payments during check processing Y
• Fixed Assets Y
• General Ledger Y
• Import cleared checks Y
• Import of General Leder adjustments Y
• Multiple account payment recordings on one receipt Y
• Multiple billing cycles or categories Y
• Positive Pay check file generation for the bank Y
37
YorN
• Project management trackingY
• Sales Tax calculation and reporting Y
• Splitting deposits vs cash or check Y
• Transfer of detailed information from identified subledgers to the General Y
Ledger
• Type codes and groups in Cash rerei tink Y
• 1099 classification, reporting and electronic generation for State and Federal Y
government
❖ Human Resources
• ACA tracking and reporting Y
• Anniversary date fields in addition to hire date Y
• Automatic tax table updates Y
• EEOC classification trackabilit Y
• Electronic W-2 generation for State and Federal government Y
• Employee self service Y
• IRS Social Security number validation N
• Manual ability to enter pay information generated by a 31d party system to Y
generate a PERSI report
• Multiple payroll cycles Y
• Multiple accrual tables and rules Y
• Outgoing ACH file creation Y
• Pay code mapping to an accrual bank Y
• Payroll, with payroll expenses following wages based on salary classification Y
• PERSI reporting for General, Public Safety Class II, Public Safety Class D, Y
and returning Public Safety Retirees
• Report generation on how pay and deduction codes are configured for pay
cycles Y
• Salary payments,adjusted for leave codes Y
• Specialty a , including flat amounts tied to specific pay codes Y
• Step or tier setup on deductions and benefits Y
• Tow-way integration with Timeclock Plus `'
❖ Utility Billing
• Auto pay and incoming ACH payment file generation Y
• Billing exports to 3rd party for printing, including bar code Y
• Collection turnover report generation Y
• Different billing cycle availability Y
Inbound IVR payment acceptance N
F,-O
Inte ration with meter reading software Y
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Yore
• Level pay/balanced budget Y
• Past due, payment reminders, alerts& notice communication via phone, text
and/or email Y
• Payment arrangement tracking Y
• Pressurized Irrigation fee calculation on lot size Y
• Refund batch generation Y
• Sewer based billing on water usage with calculated caps Y
• Utility deposit recording and tracking Y
• Water,Sewer,Sanitation Y
• Web payment setup Y
• Winter averaging Y
• Work orders/service request integration with CityWorks
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Appendix E-Selection Criteria Scoring Forms
The following two(2)forms detail the scoring that will be used by Ciry for Initial Demo and Final Selection:
Pre-Demo Initial Evaluation Form Date:
Categories Points Points Comments
Possible Awarded
Cost of overall ERP solution must coincide with the 25
available resources dedicated by the City to
acquisition and implementation.
• Relative cost among similar Proposers.
• Cost of support and maintenance.
• Cost of future upgrades/versions.
Reporting and Search Functionality 1
• Ease of customized reports.
• Ability to memorize reports.
• Ability to span multiple years in reporting.
• Global searching with limited criteria.
• Descriptor sensitive vs Chart of Accounts.
Software Modules of ERP Solution which are 25
currently available for deployment.
• Required modules.
• Ancillary modules.
• Integration with current platforms.
• PERSI integration
Import and Export Functionality 15
• Ability for the user to configure imports and
exports efficiently.
Relevant Project Experience previously 20
undertaken by Proposer that demonstrates
relevant experience.
• Clients,type of work,contact info.
• Experience and success in data
conversions from previous client's ERP databases.
Totals 100
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PoO-I)enuo F inal Evaluation Form Date:
Categories Points Points Comments
Possible Awarded �
Capability to Perform all or most aspects for the 8
project(scope of work)and provide services as may
be necessary.
• Time in business.
• Number of employees.
• Number of programmers.
• Number of technical support technicians.
• Proposer's approach to quality.
• Qualifications of Proposer's project
implementation team.
Relevant Project Experience previously undertaken 8
by Proposer that demonstrates relevant experience.
• Clients,type of work,contact info.
• Experience and success in data
conversions from previous client's ERP
databases.
Software Modules of ERP Solution which are 32
currently available for deployment.
• Required modules.
• Ancillary modules.
• Data accessible, and integrated within all
modules in ERP
system.
Selection Committee Interview during Demo 5
• Responsiveness to Committee concerns and
questions.
• Proposer understanding of project needs.
Cost of overall ERP solution must coincide with the 20
available resources dedicated by the City to
acquisition and implementation.
• Relative cost among similar Proposers.
• Cost of future upgrades/versions.
Reporting and Search Functionality,Ease of Use 12
• Ease of customized reports.
• Ability to memorize reports.
• Ability to span multiple years in reporting.
• Global searching with limited criteria.
Descriptor sensitive vs Chart of Accounts.
Support and Maintenance supplied by Proposer 10
• Support acknowledges/responds to City
issue/request by next business day.
Resolution of backlogged requests and timeline of
solutions moved to development.
Feedback from current customers 5
• Feedback collected through phone
conversations, email and other
correspondence or in-person meetings.
Totals 100
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