HomeMy WebLinkAboutBSA B &A
5 0 F T W A R Es
BS&A Cloud
Request for Proposal for:
City of Twin Falls, Twin Falls County ID
Enterprise Resource Planning (ERP) System
Submitted by:
BS&A Software
14965 Abbey Lane
Bath, M 148808
(855) 272-7638
Kevin Schafer
Account Executive
kschafer@bsasoftware.com
Closing Date:
October 12, 2023
5:00 pm (MST)
14965 Abbey Lane
Bath,MI 48808
BSA Toll Free:(855)BSA-SOFT
P:(517)641-8900
5 O F T W A R E® F:(517)641-8960
www.bsasoftware.com
October 12, 2023
City of Twin Falls
Attn: Finance Director
203 Main Avenue East
Twin Falls, ID 83301
We are pleased to respond to the City Twin Falls request for Enterprise Resource Planning Software with
BS&A Cloud, our new cloud-based ERP system.
The following details outline our solution including:
• Software Modules
• Project Management and Implementation Services
• Training
• Ongoing Support and Maintenance
For over 30 years, BS&A Software has provided software solutions for local and county government.
Governmental software is and has always been our sole focus. With over 2,000 clients, 200 employees and
$30 million in annual revenue, BS&A is a proven leader in the governmental ERP market.
We have reviewed the City's RFP and have a clear understanding of the goals, objectives and requirements.
We are confident in our ability to deliver solutions that consistently exceed our client's expectations. Our
success is evidenced with a greater than 99% retention rate.
Please do not hesitate to contact us with any questions you may have following the review of this proposal. I
will be pleased to assist you, and can be reached at 855-13SA-SOFT.
Sincerely,
C'
Kevin Schafer
Account Executive
PH: 517.641.8900
FX: 517.641.8960
kschafer@bsasoftware.com
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City of Twin Falls, ID
/ Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
Table of Contents
Section Number Section Title Page
Transmittal Letter
A. Proposal Summary Form 5
B. Company Background 6
C. Software Features 10
D. Hardware, Operating System and Programming 9
E. Implementation Plan 20
F. Staffing Plan 32
G. On-Going Support and Maintenance 41
H. Software Updates and Distribution 44
I. System Performance and Recovery 45
J. Proposer Reference information 46
K. Total Cost 47
L. Proposal Signature Form 64
M. Appendices—A, B, C, D 65
3
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
Indicate
RFP 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
System and Operational Procedure Development Plan Included E
Software Installation Plan Included E
Data Conversion Plan Included E
Report Development Plan Included E
Integration and Interfaces Plan Included E
Training Plan Included E
Documentation Development Plan Included E
Estimated Timeline Included E
F. Staffing Plan Included F
G. On-Going Support and Maintenance - details and costs Included G
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 L
Included
Appendix A: Insurance Requirements Included M
Appendix B: Total Cost Summary Included M
Appendix C: Exception Form Included M
Appendix D: Requirements Summary Included M
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City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
A. Proposal Summary Form
Name of Company BS&A Software
Software Brand Name BS&A Cloud
Name of Preparer Kevin Schafer
Name of Primary Contact for Follow Up Questions Kevin Schafer
Contact Phone Number 517-641-8900
Fax Number 517-641-8960
Email Address kschafer@bsasoftware.com
5
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
B. Company Background
Headquarters: Primary Contact: Secondary Contact:
BS&A Software, LLC. Kevin Schafer Jason Hafner, CPA
14965 Abbey Lane Account Executive Director of Implementation
Bath, MI 48808 PH: 517-641-8900 PH: 517-641-8900
(855) 272-7638 kschafer@bsasoftware.com JHafner@bsasoftware.com
Mission Statement
BS&A Software is driven to excellence in all areas of our business. We focus our efforts on building lasting
customer relationships through unparalleled support and pursuing continued improvement in our solutions
through innovation and customer feedback.
Company History
BS&A Software began with a vision of providing public sector software exclusively for local and county
governments in the State of Michigan. Our solution set has since grown to a full municipal ERP offering
including Financial Management, Human Resource Management, Community Development, Utilities and
Public Works, and Assessing and Property Tax solutions.With the growth in products, our customer base has
expanded to include municipalities throughout the United States. We exclusively serve the public sector—all
2,000+ of our clients are local, county and other government entities. BS&A employs over 175 team
members involved in development, sales, project management, implementation, training, and technical
support. The majority of our staff are dedicated to the development and support of the proposed Modules.
We are a privately held company, focusing on consistent controlled organic growth. We pride ourselves on
having developed our solution in-house, allowing us to be responsive to customer and market feedback.
BS&A Software is an equal opportunity employer. BS&A Software prohibits discrimination based on a
person's race, color, creed, national origin, age, sex, height, weight, religion, marital status, disability,
pregnancy, genetic information, or any other characteristic.
Strategic Plan
BS&A Software has grown to become a well-recognized and successful software company for the public
sector. Our continued growth is dependent upon implementing the following:
1) Providing best in class municipal ERP solutions using leading edge technology at a value price.
2) Forging a company philosophy that challenges and rewards BS&A team members to consistently"go the
extra mile" to solve client issues.
3) Creating a "closed loop" feedback system between our clients, technical support, and developers leading
to prompt issue resolution.
4) Continued investment in the development of our ERP solution by keeping a close eye on the needs of our
clients.
5) Industry leading data conversion process to make the software transition as smooth as possible.
6) Integrity, honesty, and a strong desire to be "extremely easy to do business with."
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City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
Client Retention
Our superior software and service have not gone unnoticed in our market. Our track record speaks for itself.
Over 2,000 government entities have successful implementations of one or more BS&A Software products.
BS&A Software has enjoyed unprecedented 99% client retention over our entire product line for 25 years.
Moreover, we have never lost a Financial Management client to any competitor.
Keys to Success
All of our team members are expected to deliver the highest level of customer service. In order to ensure a
successful system and implementation, we have identified the following objectives and strategies:
1. Implement Operational Improvements: BS&A strongly believes that while implementing a new
system, numerous opportunities will arise to increase operational efficiencies. Our experienced
implementation consultants will collaborate with your team to identify and incorporate best practices
and process improvements that will tighten internal controls and increase productivity.
2. Focus on Training:A major contributor to the success of a new system is effective training. BS&A will
customize a training plan specific to this project and your needs.
3. Implementation Experience: BS&A has successfully completed over a thousand implementations, and
provides highly experienced project management resources to guide the project from start to finish.
4. Support: Delivering the highest quality customer care is the foundation upon which we have built our
organization.
Continued Growth
Our gross sales have increased an average of 20% per year over the last several years. We are a consistently
profitable organization that averages 20+% profit margins. We are managed very conservatively and carry
no long-term corporate debt. Our gross income was over $33 Million in 2020, $34.9 Million in 2021, and
$37.8 Million last year.
Annual Gross Income Comparison
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7
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
Overview
BS&A Software is proposing our fully integrated ERP solution in response to the City of Twin Falls RFP for
Enterprise Resource Planning (ERP) Software and Implementation. Our response demonstrates our
understanding of the City's requirements and our ability to provide comprehensive yet easy-to-use solution
along with professional services ensuring a successful implementation. We have over 2,000 clients using our
software, all within the public sector. Our clients range from small to large municipalities, special districts and
county governments. We obtain and retain our clients by continually refining both our software and our
processes, ensuring we meet and exceed all expectations, while delivering unparalleled support. Our
Software is built with the latest web development tools available. BS&A Software utilizes Microsoft SQL as its
database engine and is provided as a site license with unlimited concurrent users.
BS&A Software Benefits
Since 1987, our trademark has been to provide great software and world-class customer service. BS&A has
prospered in the competitive public sector market; by doing business the right way. We believe in 100%
controlled organic growth opposed to growth through mergers and acquisitions. As a private company we
are able to focus on our clients and employees, without having to make sacrifices to satisfy shareholders.
• Customer Support&Satisfaction— BS&A believes that customer satisfaction is the single most critical
factor to the long-term success of any company.We are so confident that we deliver the highest level of
customer service and support that we have provided a complete client list as part of our proposal, in
addition this list is also available on our company website. We encourage you to contact any of our
existing clients, as they are our strongest advocates.
• Money Back Guarantee: If you are not satisfied with a BS&A product at any time during the first year,
simply return it and we will refund 100% of the price of the software.
• Site License:As a standard process, BS&A provides each municipality with a site license, whereby they
can run our software with an unlimited number of concurrent users.This makes it practical to provide
access to BS&A software to as many users and departments as desired without incurring any additional
license costs.
• Data Conversion: BS&A sets the bar in terms of data conversion efficiency, and minimizes efforts on the
City's part. Instead of placing the burden of data conversion on you, we take the bulk of the
responsibility for this process.We will not force you to provide data in a predefined BS&A format.
Whether you choose to convert all of your data orjust the critical components, BS&A conversion fees
will not change, unless changes to the scope of the conversions are requested.
• Integrations: BS&A provides out of the box and user configurable integrations for a large number of
required systems (Banks, State Government, IRS, Benefit Providers, Purchasing Cards, etc.)We do not
charge any extra fees for these integrations and, in most cases, we will create similar integrations at no
cost.
• Professional Services: BS&A representatives will deliver the implementation services for all of the
proposed Modules, without the use of a third-party. Our Project Managers, along with our
Implementation &Training team, have been involved in hundreds of successful projects similar to the
City's.
Market Focus& Local Presence
BS&A Software has been successfully delivering solutions in the State of Idaho for over 4 years now. We
have 6 clients in the State including, City of Moscow, City of Hayden and City of Rathdrum. BS&A has
demonstrated a proven understanding of the Idaho-specific requirements and has an unblemished track
record with numerous successful projects in the state.
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City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
1. Please state the year Proposer started in the 2009
business of selling ERP system solutions.
2. Where is Proposer's closest facility/sales office Bath, Michigan
in reference to the City of Twin Falls?
3. Where is Proposer company's headquarters? Bath, Michigan
4. Please list Proposer's sales in dollars for the 2022- $37,826,343
previous three (3) years: 2021- $34,913,761
2020- $33,244,647
5. How many total employees does Proposer have Sales/Marketing - 6
in each of the following categories: Management/Administration- 15
Help Desk Staff—88
Development Staff— 31
Implementation Staff -46
Other—
Total - 186
6. Specify the number of public sector vs. private 100% of our customers are public sector
sector clients.
7. Indicate whether the business is a parent or Neither
subsidiary in a group of companies.
8. Has this company or product being proposed ever No
been purchased or acquired by another company? If
yes, provide the name of the companies involved,
specific products affected and when such merger or
acquisition(s) took place.
9. What percentage of revenues does this offered The ERP modules represent
system represent to your company versus other approximately 49% of our module
products/services? revenue, and 28% of our overall revenue.
The ERP applications and professional
services represent approximately 44% of
our overall revenue.
10. Indicate if the company incurred an annual No
operating loss in the last five (5) years.
11. Has the company had a workforce reduction No
during the past five (5) years?
12. What is the percentage of annual revenues Approximately 15-20% of our annual
reinvested into research and development? revenues are invested in research and
development each year.
13. During November, 2023, can the Proposer Yes
commit to being available for two(2) consecutive days
for an on-site demonstration?
9
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
C. Software Features
1. Please explain how your product is licensed Licensing of the BS&A modules is
(concurrent,site,user or machine based). How are not based on the number of users.
additional licenses sold? As a standard process, BS&A
provides each municipality with a
site license, where they can run our
software on an unlimited number of
desktops or with an unlimited
number of concurrent users.This
makes it practical to provide access
to BS&A Software to as many users
and department as desired without
incurring an additional license cost.
2. How long has the current version of Proposer 2 years
software been in production?
3. What is the system architecture? Web-based
(web-based, client/server, mixed)
4. What is the query tool and report writer that BS&A is proposing our own report
Proposer is proposing? writer that is included with the
modules. Given the number of
canned reports and the robust
options available, the report writer
will not need to be utilized as
frequently as with other systems.
5. Please describe any workflow or event alerts and Workflow notifications can be in the
notification capabilities the application provides. form of an email notification or a
notification within the module.
6. Does the system provide global query function so that Yes
users can search system wide based on name, account,
range of values, or partial and wild-cards?
7. Please describe all third-party software MSSQL
required or recommended for the solution,
including report writers.
8. Does the system provide multiple levels of data Yes
security control access by terminal,transaction, and file?
9. Is the system integrated into Microsoft Office Suite Yes
permitting the ability to import and export data to
spreadsheets and documents?
10
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
BS&A Cloud is a web-based Enterprise Resource Planning (ERP) software that streamlines all government
business practices, allowing information to be easily shared across all parts of the organization.
Global ERP Functionality
• Dashboards are customizable to display data relevant to a specific user or role in multiple different
formats e.g. charts, graphs, tiles and list views.
• Notifications can be provided whenever an action is required for approval or if a record or field is
updated. These notifications can be sent within the Module or via text or email.
• Internal chat provides an efficient way for your team members to collaborate while working within
the Module.
• Customizable workspaces and views allow for each user to view a set of data in the most relevant
manner. Multiple workspaces can be saved with different filters allowing each user to quickly view
the same data in different ways.
• Our powerful customizable workflow allows the software to be configured to meet your needs and
work with your processes. Workflow can route documents for approval, notify you when a specific
record or field has been updated, and even automate the running of a report.
• Master name and address records allow the user to inquire as to what any person or company owes
the city across all modules.
• Role based security simplifies the creation and deployment of security and user setup as well as the
ongoing maintenance.
• Favorites enables the user to customize the menu to their specified preference allowing for quick
and easy navigation of the Module.
• Global Search enables you to search or navigate the system by simply typing what it is you would
like to view or do. This eliminates the need to remember where to click to run a process or view a
specific record.
• Single Page Module (SPA) architecture reducing the need to always refresh a screen or open a new
tab.
• Unlimited user defined fields on all record types.
• All reports can be emailed or printed to Excel, PDF, or other Modules and file formats.
• Individual User Report Profiles allow users to run saved sets of reports.
• Detailed audit tracking to log all changes made.
• Integration with GIS Integration with Laserfiche ECM Suite.
Financial Management Modules
General Ledger
BS&A's General Ledger module is the foundation of our cloud-based Financial Management Suite. It acts as
the central data warehouse for financial entries from our other seamlessly integrated modules tied to GL
accounts while also providing strict security and control.
It is a powerful general ledger system designed using Generally Accepted Accounting Principles (GAAP) for
fund accounting and the specific needs of governmental GASB reporting. We provide a flexible chart of
accounts structure and sophisticated reporting tools to comply with state regulations and to meet the
specific needs of Cities, Counties, and Townships.
All GASB 34 reports are built-in with no need for a separate reporting module. Enter Adjustment journal
entries in a separate Adjustments fund or in a GASB 34 Adjustments area.
11
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
Run statistical reports to identify major/minor funds with support calculations. Run reports in a summary
format—the prescribed reporting format—or in a detailed format, which shows general ledger balances and
adjustments. Summary report formats provide drilldown into individual account balances.
Budgeting is integral to the financial function of any municipality, and unlike some other systems, it is
included as part of the BS&A GL module.
Budgeting
The Budgeting function supports decentralized budget entry, imports of preliminary budgets from
spreadsheets, and multiple user-definable budget levels.
The final budget document is completely user-definable or may be saved as a spreadsheet to give you
unlimited options in formatting.
BS&A's Budgeting function allows for budget projections, worksheets, and proposed budget reports that can
be used for review and approval and are fully exportable for use with other analysis tools.
It interfaces with HR allowing you to load the budget with key information such as; employee longevity,
grade, raises and benefit projections.
You can build projections based on prior year actuals or the past several rolling years actual amounts and
then increase/decrease by percentage.
With the Budgeting function, you can review mid-year projections so you can make adjustments to the
budget as well as calculate what-if scenarios.
And, being a fully integrated cloud-based solution, the information you are reviewing and using is all real-
time and provides an additional level of integrity of the data.
Project and Grant Accounting
Project accounting empowers you to budget for current projects as you would for departments and funds.
With Project accounting you are able to quickly view the budget status for the project in real-time, with
comprehensive drill down functionality to view the transactions that make up your activity. If you need to roll
project activity into the overall activity of their parent fund or departments, it is as simple as unchecking an
option to transition from granular to high-level project details.
Grant accounting has become critical to municipal accounting.With BSA's Grant Accounting, you are able to
Budget and report your grant activity in the Grant's Fiscal Year, as it can be unique to your municipality FYE.
Grant Accounting provides you the versatility to budget for the present year as well as future years where
you may be planning large purchases or projects that are grant funded. Perhaps your Grant requires use of
the funding within the next few years; we can easily track items such as our lifetime activity, expiration date,
and activity relative to budget within the Grant view, as well as detailed grant reports.
12
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
Bank Reconciliation
Many software applications use the term "reconciliation", when in fact they merely offer the ability to mark
the checks cleared.While BS&A allows for this functionality, identifying open and cleared transactions —
manually or electronically via export file from your bank—we offer a more comprehensive solution.
BS&A also allows for the grouping of cash transactions by deposit and reconciles other transactions (e.g.
manual journal entries) that affect cash.This enables a complete reconciliation between your general ledger
account balances and your corresponding bank account balances.
As with all the BS&A modules, our Bank Reconciliation function gives users search and exporting capabilities.
Allows for multiple bank accounts and pooled cash functionality. You can easily clear transactions in groups
or individually, or electronically via bank statement download.
When you need to look up an item quickly, you can do so based on amount range, type and/or status.
The program is built with the end-user in mind, making the task of reconciliation easy and efficient with the
fewest number of key strokes.
Accounts Payable
In addition to the standard invoice entry/check printing functionality, BS&A Accounts Payable interfaces with
all of our billing applications for easy tracking and maintenance of refund requests.As part of your
budgeting process, BS&A's AP module provides real-time budget verification to prevent overspending.
Our use of a Graphical Workflow User Interface allows for easy status checks, modification, and
configuration.
The system provides email notifications and supports approvals via the software, dashboard, email, and
smartphones.
Electronic check requests can be transferred to Accounts Payable by selecting a pending Check Request for
payment, and relevant information is filled in for you. You can query Accounts Payable for the status of the
check request. For example, the Utility Billing Clerk can look up requested information without having to
consult the Accounts Payable Clerk, increasing internal efficiencies between departments.
BS&A's AP Purchasing Card Support imports transactions from your P-Card vendor. Detailed tracking of
purchasing information is tied to the true vendor, while payments are made to the issuer of the Purchasing
Card.
Our AP module also supports ACH payment capability. It's as easy-to-use as a check run using paper checks.
Once a vendor has been set up as being paid via ACH, the module handles the rest. Upon processing an
ACH check run, you'll be prompted to generate the ACH file and the transfer will go as instructed by your
bank.
BS&A also can facilitate Positive Pay per your bank's specifications.The easily-created export file provides a
list for your back to use as a cross-reference and important component in check fraud prevention.
13
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
Cash Receipting
Centralize your cashiering process with BS&A's Cash Receipting System, a robust cashiering solution that
manages revenue collection from multiple locations and collection points. Easily accept payments for utility
bills, property taxes, fees, tickets, and fines.
BS&A's Cash Receipting functionality allows you to manage revenue collection from multiple locations and
collection tools including receipt printers, scanners, barcodes, and credit card readers. You can also add
user-defined receipt items to handle charges not maintained in BS&A. Receipt items can be set up to link to
third-party billing systems by way of an end-of-day procedure that automatically creates an export file.
Receipt transactions are easily grouped by deposit, providing quick balancing and easy end-of-month
reconciliation of deposits.
By simply entering a name or address, you can retrieve a detailed list of items owed and the grand total. You
have the flexibility to mark any or all bills and process for payment.
Repetitive receipts—for example, utility bill mail payments— may be entered as fast as the bar-coded bills
can be scanned. Running batch totals are then matched up with the total money received.
Accounts Receivable
BS&A's Accounts Receivable module provides a flexible tool for billing customers and tracking revenue.The
system manages customer information, billing items, and invoices and includes the ability to set up recurring
invoices, eliminating the need to manually enter repetitive billings.
You can apply credits to a customer's account, whether for overpayment or to adjust the amount billed on
an invoice.
BS&A's AR module helps you streamline your payment process by using ACH payments, paperless billing
(emailing bills to the customer), and allowing for citizen self-service and online bill payment capabilities.
The penalty assessment process offers the flexibility to apply percentages, flat amounts, or table of
percentages/amounts calculated based on the number of days past due.
From a collections standpoint; BS&A's AR module supports full cash stations, scan line entry, bank lockbox
and web interface, allows for batch balancing, detailed reports of receipt information and exports of daily
collection information.
For payment processing we can process both partial payments and overpayments as well as adjustments.
The system automatically updates bill balances when a payment is reversed.We can also process multi-bill
payments as well as over/short adjustments.
Customer payment detail is easily accessed and displays the original bill in detail including all transactions
(payments and adjustments).
And when a customer requests it, you can schedule or produce statements on demand.
14
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
Fixed Assets
GASB 34 made the accurate tracking and reporting of fixed assets necessary. Because of the singular
architecture of our cloud-based system, the Fixed Assets module greatly simplifies the tracking of these
items and GASB 34 compliant reports necessary for financial statement note disclosure are included.
Construction projects can be tracked and automatically converted to capital assets once completed.
Because of system-wide integration, Purchase Orders or invoices may be flagged as asset purchases,
facilitating electronic transfer to BS&A Fixed Assets. In addition, rules can be set to specify amounts and
accounts that automatically flag purchases for asset creation. Depreciation, capitalization, and disposal
accounting information are posted to GL. This integration eliminates errors and duplication of data entry.
With Flexible Asset Disposal, assets can be partially disposed of based on quantity, dollar amount, or
percentage of the total cost, eliminating the need to record each asset as an individual for disposal purposes.
For example, library books can be recorded as a lump sum and then written off as a percentage of the
original cost.The module also supports splits, repairs, and disposals, including partial disposal.
Utility Billing
Our UB module provides complete billing and tracking for a variety of utility account types.The use of
process managers helps simplify complex tasks into efficient step-by-step operations such as; Final Bill,
Meter Change, and Past Due/Shutoff. Deposit and work order processing features are also available.
Flexible billing item setup accommodates both consumption-based and flat rate fees for items including but
not limited to Water, Sewer, Stormwater, and Refuse.
Our Internal Billing capability simplifies the process of billing internal accounts without requiring bills to be
printed and payments processed.
We can help you streamline your payment process by using ACH — payments can be automatically debited
from the customers' back accounts.Additionally, bills can be emailed to customers who want to go
paperless.
Tools provided step-by-step guidance for common tasks such as shut-offs, final bills, the billing process, etc.,
ensuring all necessary steps are completed.
Customers can customize the billing cycle to include only those tasks they use. For example, removing meter
export/import steps for flat rate billings.
Deposit Tracking provides the ability to calculate interest on deposits and offers flexibility in returning
deposits to customers.The deposit may be applied to the customer's next bill, refunded to Accounts Payable
via electronic transfer or by check request.
The ability to track detailed meter inventory such as; purchasing information, manufacturer, serial numbers,
meter location (specific area of customer's location), curb box location, and information in general for
necessary meter reads.
15
City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
Meter read export/import file layouts are provided for various meter manufacturers including but not limited
to; Sensus, Badger, SLC/Neptune, Itron, Greentree, and Hersey.
Each customer's history information can be accessed including payment reversals, bill adjustments, and the
ability to print various reports.
BS&A's UB Module allows for an unlimited number of user-definable billing items per customer account as
well as an unlimited number of services to be used in the calculation of billing.
Aging reports can be generated as needed by specifying an "as of" date.This flexibility eliminates the need
to print them on the last day of the month.
Our customers can use a variety of methods to read estimations including; account average usage, user-
defined data range of meter reads, or user-defined amount of usage.
The budget billing feature lets you bill fixed amounts based on user-definable history instead of the actual
usage for the current cycle. You can determine—for each billing item —whether or not to allow budget
billing.
The fully integrated work order process allows you to track the details of all work done on a customer's
account. The process checks for scheduling conflicts of the staff person assigned to the task. Shut-off fees,
etc., can be billed to the customer once completed.
Customized letters may be generated for elected accounts, increasing customer communication and
reducing clerical tasks.
Work Order
Our Work Order application streamlines the myriad resources used by your municipality in the management
of your work orders, including inventory, equipment, employees, and vendors.
Tight Integration With Many BS&A Applications
Tight integration with numerous BS&A applications allows for easy tracking and robust reporting with a high
level of accuracy. Some examples of this integration:
• Inventory Management: track and report on inventory used
• Timesheets: track and report on employee time and equipment used
• Accounts Receivable: create invoices to bill for services rendered
• Accounts Payable: generate invoices to third-party vendors involved with the work order
GIS Mapping
Use your existing GIS map layers to plot your work orders, assets, and facilities.This functionality enables you
to efficiently utilize your GIS information in evaluating your work order data.
BS&A Online Services Interface
Requiring only an internet connection, employees can view their assigned work orders in real time via BS&A
Online Services.
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Scheduling
Our customizable scheduling feature lets you define rules to allow for quick and easy assignment of tasks to
appropriate workers, avoiding scheduling conflicts.
History by Asset
Easily view the history of each asset tied to your facilities.
Payroll
Power, flexibility, and accuracy are the hallmarks of our Payroll module. Designed to automate the most
complex compensation and deduction scenarios, it supports all necessary reports for quarterly reporting
including W2 processing and electronic submission. Simple direct deposit processing and emailing of check
stubs in a password-protected PDF format supports paperless offices.
Easily view YTD information for each employee based on user-defined parameters. Items that can be
displayed include: pay codes, deductions/expenses, leave balances, and direct deposit amounts.You can also
drill down to individual transactions to ascertain which checks are included in the totals, and print
transaction registers that show details.
Our flexible means of accruing and tracking leave time based on user-definable parameters include; a) the
maximum number of hours allowed in each leave bank, b) number of hours that may be carried forward to
the next year, c) frequency of accrual (e.g. monthly, first of the year, anniversary date, etc.), d) accrual method
based on a table (e.g. number of years worked).
Automated W2 processing uses all IRS-supported formats including the EFW2 file for submission to the
Social Security Administration.
Complex deduction scenarios are easily set up for each employee from the setup screen without having to
access each employee's screen. Child support and garnishment calculations are built-in, and deductions can
be set up using tables to reduce the number of deduction codes needed.
BS&A provides Federal and State reports needed including tax, Affordable Care Act, EE04, unemployment,
and retirement reports.
Manage contributions, interest, and withdrawals for self-administered retirement plans, generate Form 945,
1099Rs, and retirement statements.
Hours can be easily imported through BS&A Timesheets or various third-party Time and Attendance
Software.
Easily reconcile your benefit plan invoices with payroll deductions and expenses.
Employee raises, including rate table updates and step increases, can be scheduled for future effective dates,
including the ability to allow rates to be split automatically in the middle of a pay period.
Included is a utility to streamline retro pay calculation processes.
Human Resources
BS&A's Human Resources module streamlines processes from the online job posting and applicant tracking
through employee management.
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Electronic employment applications reduce the amount of staff time and resources devoted to processing
and storing paper applications. Prospective employees may apply via the web or at a designated on-site
workstation.Track basic applicant information such as an address, phone number, etc., and more detailed
information such as employment and education history.
Workflow-enabled personnel action forms allow for electronic approvals to be required for a rate increase,
position changes, etc., eliminating the need for manual tracking and paper forms.
Set up and track benefit plans including enrollment, rate tables, costs, enrollees, beneficiaries, changes, and
effective dates. Cobra management, reporting, and invoicing.
Via Position Control, track current employees, openings, and applications position to position. Position
Tracking saves time by storing user-defined position requirements and defaults to facilitate the setup of new
employees.
HR Compliance and Reporting including:
• Employee Beneficiary Information
• Continuing Education
• Employee Asset Tracking
• Reviews
• Position and Rate History
• OSHA Management
• Compensation Reports
Sophisticated Position Budgeting utilizes historical and user-defined data, and scheduled pay-rate
information, all of which may be transferred to BS&A General Ledger. Unlimited budget scenarios allow
"what-if' analysis for budget planning.
Allowing employees to manage their benefit plans online increases employee satisfaction and reduces the
drain on clerical resources.
BS&A Online - Public Records Search
Key Features:
• Allows Accounts Receivable, Utility Billing, Business License, Tax and Building Department (permit)
data to be displayed on the web, and supports online payment of these bills
• Reprint bills and view detailed account history
• Interfaces with online credit card processors
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D. Hardware, Operating System and Programming
1. What hardware platform(s) does Vendor's Microsoft Windows
proposed application software currently operate
on?
2. What operating system does Vendor's proposed All currently supported Windows
application software currently operate on? operating systems.
3. What database environments does Vendor's All software functionality is within
proposed application software currently operate BS&A Cloud. This is because
on? Cloud servers are deployed and
managed by Microsoft Azure Data
Centers and BS&A personnel.
4. Is Vendor committed to supporting the above Yes.We continue to support these
operating system, database and hardware platforms for operating systems until they are no
the foreseeable future? longer supportable due to
Microsoft's product lifecycle.
5. Does the application support native browser based All major web browsers in their
deployment for workstations? Which web servers and current versions are supported.
browsers are supported? (IIS, IE 11, etc.)
6. Does the system support deployment/usage using BS&A Cloud is browser based,
remote access tools (e.g. VPN)? Are there any system can be accessed by any
issues related to this type of utilization? device with a compatible browser.
Personal Computer Specifications
Minimum Workstation Requirements
• 5 Mbps download bandwidth for every 20 concurrent users;the faster the connection,the better.
• 4GB of RAM
• 1 GHz processor
• 1366 x 768 screen resolution recommended
Certain types of BS&A functionality require the Microsoft Windows Operating System.These include:
o Interfacing to Cash Receipting printers and cash drawers for accepting payments
o Directly scanning in documents as attachments
o Using Desktop Apex Sketch System with BS&A Cloud Assessing
o Using Desktop BS&A Report Designer to design reports
Server Specifications (defined as a computer running a Windows Server Operating
System)
Minimum Server Requirements
There are no server requirements if all software functionality is within BS&A Cloud. This is because
Cloud servers are deployed and managed by Microsoft Azure Data Centers and BS&A personnel.
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E. Implementation Plan
1. How many fully operational installations has Local Govt.- 119
Proposer completed? County Govt.- 3
State Govt. —
State overall percentage finished before, on, or Other -
past original client implementation Total — 116
goal/deadline.
To date, no implementation projects
have failed to be completed by the
end of the project as defined in the
project schedule. BS&A does not
track, however, the dates originally
identified as goals by customers prior
to project engagement.
2. What is the hourly rate for implementation $1200/day
assistance beyond that which is included in
Proposer proposal by skill-set?
i. Project Management Approach
BS&A has developed a Project Management approach that leverages our extensive experience and skilled
personnel. Our goal is to deliver every project on time and within budget. We combine our years of
experience in governmental software with industry standard project management concepts and processes.
Using these practices, we are confident in our ability to successfully deliver a project that will exceed the
expectations for the City of Perrysburg.
As part of this process, a member of our Project Management and Implementation Planning team will be
assigned to coordinate your project. Our consultant will remain with you throughout the project and oversee
the implementation process, schedule all necessary meetings, facilitate data transfer and conversion, and
develop a detailed implementation plan. Coordination, documentation, and communication will be provided
throughout the project by way of Microsoft SharePoint.
An overview of our planned method which follows a standard five-phased project management approach is
detailed below.
Initiation: One of the first major activities of the project is the Kick -Off meeting with Project
Stakeholders. The initial goals are to introduce team members, confirm and agree on project
scope and initiate discussions on target timeline.
Planning: Comprehensive planning is the next major step in the process. Planning is completed
and is put in place through a formal Implementation Plan. The plan specifically outlines dates,
timelines, tasks, responsible persons, and schedule of events.
Execution: Execution is an extension of the planning process. It puts the Implementation Plan in
motion and begins the key processes of data conversion and system configuration.
Control: Project control is a series of processes and steps that the project manager and other team
members carry out to monitor the project in terms of progress, quality, changes, action items and issues.
The ultimate purpose of project control is to manage work during each stage of the project and prepare
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for the next stage. One of the primary tools used to
share information and to assist in project control will
be a SharePoint site where project information is
shared. A dedicated SharePoint site will be created to
facilitate all project communication between BS&A BS&A
and the City.
Closure: In this phase the project is completed and S O F T W A R E.
activities transition from implementation to our
regular support processes. BS&A will remain onsite for
the first several Go-Live dates, for each Module if Project Management Testimonials
necessary.Additionally, follow-up visits may be
scheduled to assess progress and answer questions.
Of course, the BS&A support team is always here for BS&Ahas gone massively above and beyond any
you. son'of reasonable expectation—they always
stand up and say we can solve that problem for
Change Management you."
In every software implementation, change management
is a critical piece of a successful project. Every Steve Milford, Gulf Breeze FL
organization can experience challenges when
implementing new technology, business processes and
procedures that come with a new ERP system. Based
upon our experiences we have learned that new !was impressed from the very begirv�ing� We
had worked very hard to identify our needs,so we
technologies, strategic visions, and even perfect
planning can only take you part of the way. To ensure already had on idea of how any software needed
success, change management is essential in eve to function. The Discovery process wags fantastic
g g every It helped users in the d#*rent departments
project. understand the changes that were coming well in
advance of training and go-live by letting them
• Assess your processes. Your project team will see the applications. The scheduling and
collaborate with your organization to assess meticulous thought that went into the timeline
your business processes from both a was great and it allowed me to show the
management standpoint as well as an end user's department how things voculd flow."
standpoint, ensuring any changes are delivering
the expected results as well as acceptance from Karen Scott North Little Rock AR
the end users. BS&A's team will leverage their
experience and knowledge of the software and
combine it with your goals and personnel. Early ~Speaking for the City,the entire process was an
in the project it is important to identify if there amazingly smooth one,and employee4
is organizational buy-in or potential issues, as management,and City Council are very pleased
this will guide us in tailoring the project plan to with the new software. Working with the BS&A
ensure success. project management folks,IT Team,and each
• Engaging the users. Throughout the project our implementation and training specialist was a
team will work closely with your staff, starting pleasure When things didn't vourk quite right,
with process review and discovery, continuing which was rare,itjust provided comicreliefl"
with onsite implementation, and concluding
with end user training and go-live assistance. MelodyN. Martowe,DahlonegaGA
Involving your staff early in this process
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empowers them and creates a sense of ownership.
• Supporting and reinforcing the change. As we begin to deploy the change in the form of on-site
training BS&A team members will be present to assist your staff, and we will work alongside your
key stakeholders to reinforce and deliver lasting change.
Project Risk Management
Any successful implementation project requires IDENTIFY
an assessment of the risks and developing
strategies to mitigate them. At the ouset of the
project, your project manager will identify and
analyze project risk. As needed, they will
implement strategies to minimize or eliminat
those risks. Then, as the project progresses, they TE
will continually monitor risks and discuss any IMPLEMENT A NISULT ANALYZE
changes during the regular project status
meetings and/or calls..
The project risk management model that we
follow is:
1. Identify EVALUATE
2.Analyze
3. Evaluate
4. Implement
Final Phase and Cut-Over
In the final phase of the project,you will be running BS&A as your primary system. For some modules this
will simply involve transitioning from your current system to BS&A. For other modules, this may involve a
short period of time where you are running both systems in parallel. For payroll and billing cycles, we will run
at least one cycle in parallel where paychecks or utility bills are created in both systems.We will make the
cutover to BS&A, only after validating that both system achieve similar results. No matter which approach is
used, BS&A will be onsite during these Go-Live periods to help quickly resolve any problems that may arise.
At the conclusion of this phase, we will transition you to our support team.
Implementation Plan
Our goal with every project is to have clients who are completely satisfied with their selection of BS&A.We
utilize our extensive experience to accomplish this in an efficient, accurate, and timely manner, making the
transition from your current system as smooth and painless as possible. In the majority of our
implementations we are able to have our clients live in less than one year.
BS&A's project management team will work with you to develop an implementation plan. Our approach is to
jointly craft a plan that that leverages our experience and considers the needs of the project, the availability
of BS&A resources and key dates/activities for the city. For example, many municipalities believe the best
time to convert is at the start of a fiscal year. Our experience has shown that this is often the busiest time of
year— not the optimal time to transition to new software.
Implementation meetings are held to discuss and review information about key topics and processes. This
might include such things as: workflow processes, approval routing, banking information, reporting
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requirements, etc. As part of these meetings, key team members from the municipality are identified and
included, ensuring that risks are identified and potential issues are addressed.
Implementation Approach
BS&A has developed a five phase approach to implementation.
Initiation: In the first phase of your implementation BS&A will assign a project manager that will lead you
through your implementation. Once the project manager has been assigned our next step will be to
schedule the project kickoff meeting. In this meeting we will introduce our project team to the key
stakeholders on your end. BS&A will define and review the roles and responsibilities for each party.Your
project manager will assess the scope of your project and create an implementation plan for your review.
The next key event will be the extraction of your data so that our team may begin working on your
preliminary data conversion.
Consultation: The consultation phase is one of the most critical to your implementation. Here is where
we will be gathering information on your current and future processes as part of our business process
review. BS&A will make recommendations based upon our own experiences as well as industry best
practices. Our goal is to work with you in the redesign of your business processes to create a more
efficient environment with greater internal controls. During this phase we will review your chart of
accounts, to ensure it is optimized to take advantage of the efficiencies new software brings.
Conversion: A key aspect of the data conversion process is to review your preliminary data conversion
with you. In a typical implementation, BS&A will convert your data no less than three times:the
preliminary which we will review with you, a second conversion to provide up to date account information
prior to training, and the final data conversion just before the cutover to BS&A.
System Setup As we enter this phase, your implementation specialist will be working with you to make
any final configuration changes. They will set up roles, users and security rights, configure and test system
workflows and integrations, and set up your custom forms.
Training/Go-Live: Our training team will be working with you and your team as we run parallel cycles in
BS&A and confirm the results with your legacy system. We will ensure things are configured correctly
prior to Go-Live. BS&A implementation team will be onsite to assist with your first payroll, billings, and
check and report runs. They will review the new processes with you and transition you to the BS&A
support team.
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Initiation Consultation Conversion
• Project Kickoff • Current Process Review • Chart of Accounts
• Implementation Plan • On Site Assessment Review
• Review Project Scope . Best Practices • Preliminary Data
• Identify Project Team Recommendations Conversion
• Review Roles& • IT Hardware Review • Quality Control Testing
Responsibilities • Project Review Final Data Conversion Review Meetings • Software Installation
I
System Setup Training/Go Live
• System Security Run Parallel Cycles BS&A
Configuration and Legacy System
• Workflow Setup • Confirm Results
•
• Custom Report Creation/ Training Staff On-site to
Provide Assistance&
Modification Resolve Issues
• Training . Transition to Support
ii. System and Operational Procedure Development
BS&A is responsible for creating a recommended System and Operational Procedure. This will be
accomplished by conducting an in-depth, onsite review of your existing process. The output of this review
will be a set of recommendations and associated system design and configuration document. It is the City's
responsibility to review, approve, and/or adjust that design. Some parts of BS&A's recommended design may
be items that the City wishes to implement in the future.We will work with you to come up with a design
that optimizes efficiencies, but takes into account your current practices, policies, and procedures. This will be
provided to the Stakeholders electronically and reviewed during the onsite configuration/design review
meeting.The outcome of that meeting and subsequent discussions will be to agree on a final system
design/configuration.
iii. Software Installation
BS&A Cloud is web based, any device with a compatible browser can be used to access the applications.
iv. Data Conversion Plan
Data conversion is a critical aspect of any ERP implementation project. After reviewing your RFP, it is clear
this is also important to the City of Twin Falls, with respect to your migration from Springbrook. The BS&A
team has completed thousands of data conversions and hundreds each year. Leveraging this experience, we
have evolved our processes to the point where they are Best-In-Class. This process maximizes BS&A
technical experience while minimizing your efforts. Many software providers will minimize the importance of
converting your historical data, in some cases to the point of recommending eliminating conversions.
Conversely, BS&A recommends comprehensive conversion of your data.
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Data Conversion Process
Our data conversion process minimizes the work on your part and maximizes your ability to access historical
data. Following is an outline our data conversion process.
Data Extraction & Formatting
BS&A will extract all of the data to be converted from your system. The City does not need to touch or
reformat the data in any way. The only thing required of the City is to run some reports to aid us in
balancing the data.
Preliminary Data Conversion/Mapping
One of the early activities in the project is to extract an initial copy of your data. BS&A consultants will then
map your existing data into the appropriate fields within BS&A.This mapping will be used to drive the
development of our data conversion routines. Once those routines are developed, a preliminary conversion
is conducted.
Data Review
Once we have converted the initial data, it will be installed onsite for review by your transition team and
BS&A staff.Together, we will walk through the data to determine if we need to make any changes to our
data conversion approach. Any deficiencies in the raw data and/or conversion process are identified and
addressed. From this point forward, the data will remain on your test system for evaluation throughout the
remainder of the process.
Parallel Cycles
To validate the efficacy of our data conversion, we run parallel cycles for aspects of the project that involve
complex calculations, e.g., payroll and utility billing. After running a payroll or billing in your current system,
we will re-run the same payroll or billing in BS&A to make sure that all data is replicated and balanced. With
other processes, such as accounts payable,we have found it is not necessary to run in parallel to verify correct
results.
Final Conversion
Just prior to the cut-over date for a particular Module, we will again extract a copy of your data to obtain all
the latest transactions.We will re-run our conversion and load the data onsite into the appropriate BS&A
Module
Scope of Data Conversion
The cost proposal identifies conversion costs.The scope of those conversions is specified in the following
table.
ScopeApplication
Chart of Accounts
General Ledger Balances and Budget
Up to 10 years Journal Transaction History
Vendors
Accounts Payable
Up to 10 years Invoices and Check History
Cash Receipting Receipt items, Up to 10 years receipt history
Accounts Receivables Customers, Invoice and Receipt History, if available
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Fixed Assets Asset Information
Utility Billing Accounts, Services, Deposits, Rates, Meters
Unlimited Years of Service, Billing and Payment History
Database Setup
Payroll Employee detail and Year to Date
Up to 10 years check history
Human Resources
Setup of Licenses, Certifications, Benefit Plans, Positions. Not
assigned to Employees
Work Order Setup of Work Order Types, Facilities, Assets, Equipment, Materials,
Workers (if not using Employees as Workers)
Testing Approach
Our testing plan outlines the activities and processes necessary to ensure that the project objectives are
successfully accomplished. A variety of different testing activities are undertaken throughout the project
with the end goal of having the city confident in the overall solution,well before the Go-Live date. The
following summarizes the key testing activities:
1) Data Conversion Testing
The converted data will go through an internal BS&A validation with each iteration of a data conversion.
With the goal being to identify any issues with data, due to data mapping, legacy data issues or
conversion errors. Our goal is to have acceptance of data conversion prior to the Go-live period. To
achieve this goal, BS&A, will reconcile balances, record counts and other available metrics to validate
the converted data. After we have completed this initial review„ we will then collaborate with the city for
further review and confirmation. By validating the data conversion early, it provides for ample time to
adjust or modify the project plan to ensure success.
2) System Testing
System Testing is the overall approach used to validate that an entire system satisfies the requirements,
business processes, and operational objectives. The purpose of this testing is to validate the efficacy of
the business process decisions made throughout the project. This is accomplished by running a set of
sample transactions that reflect your business processes.
3) Integration Testing
Integration testing is intended to verify operational requirements between modules and third party
Modules.Test cases should be constructed to test that modules interact correctly and any interaction with
third party systems creates the desired results. Integration testing will be conducted for any contracted
integration, customization or interface delivered by BS&A
V. Report Development
BS&A's modules come with a large amount of reports offering numerous options so our users can quickly
get the most out of our software. However, our integrated Report Designer allows users the ability to create
their own reports as needed.
Key features:
• Streamlined capabilities with calculated expressions
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• A Table option, which allows columns of fields on
a report for ease in field placement and movement
• "Sort" banners and footers, which group data and
can provide subtotals
• Clickable reports let you click on a particular BS&A
report entry to drill down to the details
• Reports can be saved to PDF format and CSV
5 0 F T W A R E
format
• Same look and feel as Crystal Reports
• Our Report Profiles feature lets users group Training Testimonials
multiple reports together for more efficient
printing. Individual reports within the profile have
options that can be set and saved for the Profile
process. "The onsite training far exceeded my
expectations. They were very patient very
diligent during reconciliations and very
vi. Integrations and Interfaces knowledgeable, The staff were highly trained
and experiences'
• Active Directory—existing integration, pricing
Karin Callan,Douglosville GA
included in proposal.
• Laserfiche— integration is currently in
development and expected to be complete by the
City's projected go-live date, pricing included in They had ononswerforeverythingwethrewot
them and presented a'con do'philosophy with a
proposal. strong commitment and track record on
• Timeclock Plus—existing tools to import time from customer service."
3rd party systems and exoirt employee
Victor Curfiran,Altoona PA
demographic information, no additional fee.
• Badger Beacon—existing integration, no
additional fee.
• Cityworks— no integration. "One of the biggest things for us was the trainers
who were here. They related very well to us,they
were in the tranches with our staff,and become
vii. Training Plan a part of the Cooper City family.'
Training is a critical part of any software implementation. Karen Correa, Cooper City FL
Effective training of your staff will increase efficiencies and
ensure a successful project. BS&A Software performs
training in person and onsite at your facilities using your
data. While onsite is our preferred method, BS&A Software "Overall,the training ondsupportstoff
experience has been excellent They are very
has adapted due to the current environment and is currently
offering remote training where necessary. accessible,they answered all of our questions,
and we had a number of conference calls to
discuss questions which was veryhelpfuL"
Your onsite implementation specialist will work closely
with your staff to execute the implementation plan. Some Kristen Berhorst,Cole County MO
general objectives of all training include.
• Familiarization with BS&A Software's user interface
and global functionality
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• Software configuration to fit your needs
• Configuration and testing of custom workflow
• User and security setup
• Group training sessions
• Parallel cycles
• Verification of converted data for balancing and audit purposes
In addition to expertise in our system, the majority of our implementation specialists hold degrees in
accounting, finance, or public administration. . We believe this is very important to effectively communicate
and consult with your staff throughout the project. Our implementation specialists teach in a friendly,
relaxed yet professional manner, which helps alleviate any apprehension your staff may have over learning a
new system and ensures their buy-in of the entire project.
Every project is unique and requires its own customized training plan. Your BS&A Implementation team will
work with you to create a training plan to ensure your project's success. BS&A Software utilizes multiple
training methods including end user, classroom, and train the trainer. Where practical, we find a hands-on
end user training approach at your desk most effective. This method will be used for the majority of your
primary users training as well as the processing of parallel cycles. For the more casual users we offer training
in a classroom environment, allowing for a greater number of users to be trained concurrently. When
appropriate, in some limited cases we will deploy a train the trainer method. In all cases, we utilize your
converted data, easing the transition for your users and delivering the best results.
BS&A will provide customized training documents to assist with your training. The training materials
provided can be used, copied, combined and/or distributed for any City training sessions.
End User Training
The estimated number of training days for end user training for City staff on all software modules:
Software Setup Days: 5
Financial Management Modules Days:41
Personnel Management Modules Days: 22
Post-Go Live Follow Up Days:4
Total: 72
Optional Post-Go Live Follow-up Training
BS&A strongly recommends follow-up training days after initial training has been completed. During these
sessions we will work one-on-one with any users who require additional assistance. For this project, we
would recommend 4 days of follow-up training. Activities include:
• Review and consult on streamlining day-to-day activities as they relate to the processes within the
BS&A modules
• Assist customers with more detailed and advanced report options available within the BS&A
modules
• Revisit commonly-used procedures discussed during training
• As needs arise, provide assistance with bank reconciliations
• $1,200/day + travel costs
• Days quoted are estimates; you will only be billed for actual days used
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User Groups and Conferences
BS&A Software offers complementary regional user groups to our clients. This gives the opportunity to
network with other communities that are BS&A Clients, review best practices within the software, and learn
the new features and functionality that have been added to the software in the last 12 months. BS&A also
holds an annual user conference. This is a multiday event that allows you to interact with industry peers as
well as the BS&A Software staff. Here you will be able to build new and strengthen existing relationships as
well as gain new product knowledge. The conferences offer numerous opportunities for continuing
education including, classes, training sessions, workshops and keynote and industry relevant presentations.
viii. Documentation Development
BS&A will provide the existing documentation, training manuals, and texts to assist in the training process.
The application-specific training materials are further broken down by process, so that it is possible to pick
and choose materials appropriate for the particular training session. The training materials provided can be
used, copied, combined and/or distributed for any city training sessions.
User Manual
All BS&A software manuals are designed as a collection of"help doc"-style topics, topics in which step-by-
step instructions quickly get you through a task. Chapters begin with detailed information about specific
data and move on to instructional topics. The manuals are designed primarily as on-screen companions to
your software and are distributed in HTML5. Changes to our software can be documented and distributed
much more rapidly by focusing on an electronic output, rather than on a print manual. Each electronic
manual:
• opens separately from your BS&A program for side-by-side comparison
• offers an easy-to-use search field
• provides the ability to print a topic
• (select programs/topics) provides a film button that can be clicked for an instructional video
• includes Related Topics
Also included is an FAQ page that presents real questions submitted by customers, which in turn link to the
relevant help topics.The FAQ page is also accessible through your program's Help menu.
ix. Estimated Timeline
Proposed Implementation Schedule
Dates are estimated based on the expected Go-Live date and are subject to change.
ScopeTimetable .
Kick-Off Meeting—This meeting will assemble all project stakeholders to discuss
expectations and concerns. BS&A Software will lead the discussion and review: project
scope, team, roles & responsibilities, project management processes and timing.
1 Month Post Assemble Project Team—The respective Project Managers will administer the day-
Signing to-day operations of the project.
Establish a timeline for project components such as conversions, customizations,
program training.
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Meet with the City IT team to identify possible network issues and review existing
5 Months Pre system configurations.
Go-Live City reviews hardware requirements and begin the process of purchasing/installing
new server(s) and workstations if necessary.
Preliminary Data Conversion & Data Review— Begin process of converting City's
existing data into BS&A, following the agreed upon conversion plan.
4-5 Months Pre City sends preliminary data to BS&A for analysis and first run of data conversions.
Go-Live Upon completion of initial conversion, BS&A meets with key stakeholders to review
conversion output. If necessary, the conversion will be updated and the process will
be completed again until we have successfully converted all data. During this process,
we will also gather requirements for any required program customizations.
Install programs in test environment for learning and evaluation purposes. This
4 Months Pre allows time for staff to become familiar with the Modules, execute test cases and
Go-Live review tutorials prior to formal training. Final converted data to be installed at a later
date.
Implementation/Training
0-2 Months Pre The converted data will go through a Quality Control test. BS&A will first review/test
Go-Live the data, and then pass it to the City for their review and critique.
BS&A begins Program Training. This will familiarize staff with the new software and
processes.
Evaluation
1 Month Post After you are up and running we don't disappear. We will conduct a post project
Go-Live review meeting to tie up any loose ends and evaluate the entire process. We want
your feedback to make sure you're completely satisfied and learn of anything that
could be done to make our process better.
Sample— High Level Work Plan
The following Sample Implementation Schedule details the overall implementation timeframe and schedule of
events.The dates, times and order of events are subject to change based on availability of the City and BS&A
teams. This will be determined at the kick-off meeting should BS&A be the selected vendor. BS&A guarantees
that the system will be fully functional according to the completion document once finalized at the
commencement of the project.
Sample Implementation Schedule
[Below Template will be updated to fit your needs]
Task Responsible Start Duration
Parties
(Bold is Primary)
Initiation Activities
Conduct Kick-off Meeting BS&A and City 1 month post signing 1 day
Review Project Scope and Project BS&A 1 month post signing 1 day
Management Process
Establish Project Meeting Schedule BS&A and City 1 month post signing 1 day
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Assemble BS&A Project Team BS&A 1.5 months post 1 day
signing
Assemble City Project Team City 1.5 months post 1 day
signing
Create Initial Project Timeline BS&A&City 1.5 months post 1 day
signing
IT and Data Conversion Activities
Meet with City IT Staff to review Hardware BS&A and City 5 months pre go-live 1 day
Configurations
Extract Preliminary Data from current BS&A and City 5 months pre go-live 1 week
System
Conduct Data Mapping and Develop Data BS&A 5 months pre go-live 1 month
Conversion Routines
Conduct Review of Converted Data with City BS&A and City 4 months prego-live Approx. 1 day
Install Programs BS8tA 4 months pre go-live 1 day
Knowledge Transfer
Conduct On-site Process Review Meeting BS&A and Cit 3 months pre go-live 2 days
Conduct Analysis of Current Forms BS&A and City 3 months prego-live 1 day
Conduct Review of Required Reports BS8tA and City 3 months pre go-live 1 day
Conduct Analysis of System Interface BS&A and City 3 months pre go-live 1 day
Requirements
Develop Best Practices Recommendation BS&A 3 months prego-live 1 day
Approve Recommendations City 3 months prego-live 1 day
Provide Consulting and Assistance with BS&A 3 months pre go-live 1 day
Chart of Account Redesign
Create System Specification Document BS&A 3 months pre go-live 3 days
Implementation
Create Forms BS&A 0-2 months prego-live 2 days
Create Reports BS&A 0-2 months prego-live 2 days
Conduct Acceptance Testing City 0-2 months prego-live 2 days
Conduct Final Data Extraction City 1 week prego-live 2 days
Convert Final Data BS&A 1 week prego-live 2 days
On-site Set-up for Users &Configuration BS&A 0-1 month pre go-live 4 days
Items
Training IF
On-site Training BS&A and City 0-2 months pre go-live Varies
Post-Project Activities
Conduct Post Project Review &Assessment BS&A and City 1 month post go-live Varies
Conduct Post Implementation Follow Up BS&A and City TBD TBD
Training
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F. Staffing Plan
Assumptions and Resource Management
We expect that City employees will require a different level of involvement throughout the implementation
process. For example, early on we will need heavy IT related involvement to assure the network and hardware
are set up and configured properly, and legacy data is extracted. During the planning stage we will need a
small group to assist in putting together the final implementation schedule. During the training period, all
users are expected to participate. Heavy users, responsible for the day-to-day accounting function, will require
the most training.The occasional users will require much less formal training. When we do classroom style
training we try and limit the number of attendees to 10 or less. In all cases,we utilize your data, which has the
most relevance for your users and leads to best retention of training.
An expected commitment of City employee time would be approximately 550 hours, including time necessary
for implementation, conversion discussions and assistance and training time. This also considers that multiple
employees will attend some training sessions. Some factors that might adversely impact the required time
commitment of City employees would include the following:
1.The estimate above assumes 1 person involved in training per application. If 5 employees were to spend
3 days in work order training, this would obviously increase the total number of hours by including 5
employee's time, rather than one.This number can only be determined by knowing the number of
employees involved in each training session.
2. Significant changes/modifications of data as part of the conversion process. In some cases, customers
have completely revamped their chart of accounts as part of the conversion process. Items such as this
may require a significantly greater time investment for certain City employees.
3. In many cases, BS&A is able to retrieve data from legacy systems used by our new customers with
relatively little involvement from customers, other than some time spent verifying data layouts and
information. Until the quality of the data and the method of data extraction can be known, however, it is
difficult to determine the amount of time with great precision.
Resource Management
We will ask for the City involvement in the following areas:
Preparation — Review of your requirements and expectations with your staff. Our staff will meet with your
Directors to set timelines and deliverables.
Data Conversion— Extract the data from your current system so we can convert the data.
Report/Forms Development—Assist in the development.
Installation/Implementation — Assist in installing the programs and configuring the Network; assist in
overall implementation process (reviewing converted data, setting up training rooms, etc.).
Training—See the "training" section of this proposal for the estimated number of days.
Additional Technical Support personnel are available to assist your staff with the proposed applications
and are included in the chart below.
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Having a number of implementation specialists and trainers covering various areas of the project allows
for the assigned team member to be scheduled exclusively to the City implementation from beginning to
end.
BS&A assumes the following skills/competencies in regards to City staff:
• IT resources will have the knowledge and expertise to communicate effectively with BS&A IT staff, with
regards to workstation/server/network specifications, and will be able to carry out the agreed upon
plans. City IT staff will also be able to assist with the extraction of data from the legacy system.
• City will have at least one staff member to serve as a subject matter expert, for each individual
application, or functional area. This person will be able to answer questions relating to process,
workflow, and system requirements, as it relates to their area of expertise.
• Individual staff members will have working knowledge of using a windows based computer, as well as
a working knowledge of thejob duties relating to thejob duties directly relating to the application.
Beyond the time directly invested in training activities, BS&A makes the following time related staffing
assumptions:
• City subject matter expert(s) - .25 FTE for the duration of the project.
• City IT staffing - .25 FTE for the duration of the project.
• Individual staff members— minimal involvement, beyond training, as required for testing purposes, or
as needed by the City's subject matter expert.
• Required City resource time is not consistent throughout the duration of the project. These
assumptions are averages.
Account Executive
AccountKevin Schafer
- e
Education Bachelor's degree in Sales and Business Marketing
Date of Hire 2011
Responsibilities Sales executive for ERP Systems
ProjectInvolved in numerous local and county implementations including Melvindale City,
MI; Flagler Beach, FL; Huron County, MI; Missaukee County, MI; and Muskegon
Heights City, MI
Prior2008 - 2011 Lipari Foods - Account Manager
2004 - 2008 US Capital Mortgage - Loan Officer
Project Management& Implementation Planning Team
BS&A Software will provide information on personnel likely to be assigned to the project. In an effort to most
effectively use resources, personnel will be assigned to the project upon commencement of implementation.
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Jason Hafner, CPA
Director of Project Management and Implementation Planning
Education Bachelor's degree in Accounting
Date of Hire 2003
ExperienceBS&A Project Involved in numerous local and county implementations including Greenfield,WI;
Muskegon County, MI; Northbrook, IL;Clark County, OH;Skokie, IL; Longboat Key,
FL;Great Lakes Water Authority, MI
ExperiencePrior Work 1998 - 2003 Abraham and Gaffney-Certified Public Accountant Firm -Senior in
charge Accountant; Set up and training of new software;
Conducted audits of governmental entities
Jason Smith
Financial Management Project Manager
Education Bachelor's degree in Accounting
Date of Hire 2011
Responsibilities Implementation logistics; data conversions;training arrangements, Report
Designer, data and logical program testing
BS&A Project Experience Human Resources, Payroll, Timesheets, BS&A Online— Employee Self Service
Jessica Duflo
Financial Management Project Manager
Education Bachelor's degree in Accounting
Date of Hire 2006
Responsibilities Implementation logistics; data conversions;training arrangements, Report
Designer, data and logical program testing
ProjectInvolved in numerous local and county implementations including Shoreview, MN;
Bennettsville, NC; Harrison,AR;Warren, MI;Silver Spring, PA
Prior2006-2016 BS&A Software— Financial Management Support
John Schopmeyer
Product .•-
Education Bachelor's degree in Computer Science
Date of Hire 2001
ExperienceBS&A Project Involved in numerous local and county implementations including The Villages, FL;
Westland City, MI; Grand Haven City, MI; Hutchinson, MN; Jackson County, MI;
Jacksonville City AR
Prior2011 - 2017 BS&A Software— Financial Management Project Manager
2001 - 2011 BS&A Software —Software Developer; BS&A Payroll System
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ManagementJon Nowak
Financial • - .•-
Education Bachelor's degree in Business Administration with a minor in Sociology
Date of Hire 2013
Responsibilities Implementation logistics; data conversions
ExperienceBS&A Project Involved in numerous local and county implementations including Marquette
County, MI; Marquette County Health Department, MI;Jackson County, MI; Lincoln
Township, MI; Colon Township, MI; Huron Township, MI; Mackinac County, MI;
Watertown Township, MI; City of Madison Heights, MI;City of Novi, MI;Green Lake
Township, MI; City of Northville, MI;Altoona, PA
Prior2012-2013 Principal Financial Company— Licensed Agent
2011-2012 Smith Consulting Group— Research Assistant
Katie . .
Billing����[Utility
Data Analyst
EducationBachelor's degree in Biomedical Sciences
Date of Hire 2016
Responsibilities Data Conversions, Data Reviews, Liaison between Project Management & ETL
Tea m
ExperienceBS&A Project Involved in preliminary and final conversions for Utility Billing and Cemetery
Management
ExperiencePrior Work 2016 - 2019 BS&A Software— Utility Billing Support Specialist
2014- 2016 Central Michigan University—College of Medicine Laboratory
Technician
Laura Pohl
HRMS Data Analyst
Education Bachelor's degree in Accounting
Date of Hire 2011
Responsibilities Implementation logistics; data conversions
Prior2011-2012 State of Michigan—Office of Financial and Insurance Regulation —
Student assistant to Commissioner's receptionist
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City of Twin Falls, ID
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ManagementLauren Him
Financial • - Manager
Education Bachelor's of Science in Business Administration, majoring in Finance and minoring
in Information Systems
SAP Certified—Associate Business Foundation & Integration s/SAP ERP 6.0 EHPS
Date of Hire 2015
Responsibilities Implementation logistics; data conversions; training arrangements
BS&A Project Experience Involved in local and county implementations including Medley, FL; Basehor, KS;
Salem, WI;Winfield, IL; Northbrook, IL; Ferndale, MI; Romulus, MI; Clay County
Utility Authority, FL; Sullivan's Island, SC; Warren, MI; South Milwaukee, WI; New
Haven, IN
Prior2015 BS&A Software— Financial Management Support Intern
ProductMark Puetz
Manager
Education Bachelor's degree in Accounting
Date of Hire 2004
ProjectInvolved in numerous local and county implementations including Muskegon City,
MI; Lincoln Park City, MI; Lowell City, MI; West Bloomfield Township, MI; Jackson
City, MI; and Fenton City, MI
Prior2002 - 2004 Thomson Reuters—Software training
Ryan Klein
Product ..-
Education Master's degree in Business Administration; Bachelor's degree in Economics
Date of Hire 2011
ProjectInvolved in numerous local and county support projects including The Villages,
FL; Flint City, MI, Huntingburg, IN; Medley, FL; Muskegon County, MI
ExperiencePrior Work 2011 —2020 BS&A Software— Utility Billing Support Specialist
2011 State of Michigan, Michigan Department of Corrections— Parole
Board Student Assistant
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ManagementTina Walker
Financial • - .•-
Education Bachelor's degree in Accounting
Date of Hire 2009
Responsibilities Implementation logistics; data conversions; training arrangements
Experience13S&A Project Involved in numerous local and county implementations including Clinton Charter
Township, MI; Shorewood Village,WI;West Melbourne, FL; Fort Meade, FL;Jupiter
Island, FL;Alton, IL;Tifton, GA;Oak Park IL
ExperiencePrior Work 2002 - 2009 Wilbur Ellis Co. — Budget preparation, revenue forecasting,
monthly sales and gross margin reports
Zach . . . .
ManagementFinancial • - Manager
Education Bachelor's degree in Business Administration
Date of Hire 2012
Responsibilities Implementation logistics; data conversions
ExperienceBS&A Project Involved in numerous local and county implementations including North Little Rock,
AR; Macomb Township, MI; Des Plaines, IL; Branch County, MI;Genoa Township, MI;
Shoreview, MN. Bennettsville, NC; Harrison, AR; Silver Spring, PA; Macomb
Township, MI; Warren, MI
Prior2012 - 2014 BS&A Software— Financial Management Support Specialist
Implementation and Training Team
BS&A Software will provide information on personnel likely to be assigned to the project. In an effort to most
effectively use resources, personnel will be assigned to the project upon commencement of implementation.
. . Burritt
Directorof Implementationand Training
EducationBachelor's degree in Accounting
Date of Hire 2011
BS&A Project Experience Involved in numerous local and county implementations including Clinton Charter
Twp, MI; Huron Charter Twp, MI; Redford Twp, MI; Shorewood Village,WI; Festus,
MO; Marquette, MI;Angola, IN; Grand Haven City, MI;Jeffersonville, IN; Flint, MI;
Jackson County, MI;Westland, MI
ExperiencePrior Work 2006 - 2011 RTS Consulting, Inc. —Senior Client Manager; Installed and
configured software systems, training, provided
recommendations for new software procedures
2000 - 2006 TCI Solutions/Retalix Ltd. — Manager/Professional Services;
Training on new software procedures, software implementation,
consult and coordinate with analysts and programmers to design
and develop automated business procedures.
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Abby Lasagna
Financial Management • - • Specialist
Education Bachelor's degree in Mathematics
Date of Hire 2019
Responsibilities Implementation,Training & Support of BS&A Software Financial Management
Systems
BS8tA Project Experience Involved in local and county implementations including Genesee County, MI;
Southfield, MI;Collinsville, IL, Frankfort Village, IL; Henniker, NH; Silver Bay, MN
Prior2019 - 2020 BS&A Software— Financial Management Support Specialist
ManagementAndrew Klein
Financial • - • Specialist
Education Bachelor's degree in Accounting with a minor in Economics
Date of Hire 2015
Responsibilities Implementation,Training & Support of BS&A Software Financial Management
Systems
ProjectInvolved in local and county implementations including Hoffman Estates Park
District, IL; Lockport, IL,Shoreview, MN;Tequesta, FL, North Riverside Village, IL;
West Melbourne, FL
ExperiencePrior Work 2015 - 2016 BS&A Software—Support Intern
Audrey Regnery
Financial Management . - Specialist
Education Bachelor's degree in History and Political Science, and Master's degrees in both
Business Administration and Public Administration
Date of Hire 2017
Responsibilities Implementation, Training &Support of BS&A Software Financial Management
Systems
ExperienceBS&A Project Involved in local and county implementations including Oak Park, IL;Wayne County,
GA;Winfield, IL;Afton, IL; Lockport, IL; Isle of Palms, SC
Prior2013 - 2016 City of Woodstock, GA— Financial Analyst
2011 - 2013 City of Woodstock, GA— Business License and Building Permit
Representative
PolackChris
ManagementFinancial . - . Specialist
Date 2001
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
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BS8tA Project Experience Involved in local and county implementations including Grand Rapids, MI; Alton, IL;
Suwanee, GA; Cadillac, MI; Cole County, MO; Clawson MI
Prior2013 - 2014 BS&A Software— Financial Management Support Specialist
2001 - 2012 BS&A Software—Tax Support Specialist and Trainer
1999 - 2001 New Horizons Computer Learning Center—Software Trainer
ManagementCorey Meiring
Financial • - • Specialist
Education Bachelor's degree in Accounting & Marketing
Date of Hire 2005
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
ProjectInvolved in numerous local and county implementations including Skokie, IL;
Highland, IN; Longboat Key, FL; St.Joseph County, MI;Arlington Heights Park
District, IL;Alachua, FL; Broward Metropolitan Planning Organization, FL;West
Melbourne, FL;Jackson County, IL; Bennettsville, SC
ExperiencePrior Work 2000 - 2005 Thomson Reuters—Software training
ManagementFinancial • - • Specialist
Education Bachelor's degree in Banking, Finance, and Business Management
Date of Hire 2014
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
BS&A Project Experience Involved in local, county, and special district implementations including Houghton
County, MI; St.Joseph Charter Twp, MI; Zion Park District, IL; Eaton Rapids, MI;
Freeport Park District, IL;Alachua, FL; North Little Rock, AR; Frankenmuth Twp,
MI;Johnstown Twp, MI;Adairsville, GA; Peachtree City, GA;Alton, IL; North
Charleston Sewer District, SC; Kalkaska, MI.
Prior2012 - 2014 Wolverine Bank— Deposit Sales and Service Representative
DelanyJeff Financial ..- • - • Specialist
Education Bachelor's Degree in Accounting
Date of Hire 2014
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City of Twin Falls, ID
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Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
Experience13S&A Project Involved in numerous local and county implementations including Grosse Pointe
Park, MI; Beverly Hills, MI; Haring Charter Twp, MI; Kalamazoo Lake Sewer&Water
Authority, MI; Manistique, MI;Wayne County, GA; Lake Bluff, IL; Sullivan's Island, SC;
Winfield, IL; Somers,WI.
Prior2014 BS&A Software— Financial Management Support Specialist
Mary Reardon
ManagementFinancial . - . Specialist
Education Bachelor's Degree in Finance
Date of Hire 2007
Responsibilities Implementation, Training & Support of BS&A Software Financial Management
Systems
ProjectInvolved in local and county implementations including Clark County, OH;
Montgomery Twp, PA; Covington, GA; Libertyville Village, IL; North Little Rock,
AR; New Brighton, MN; Muskegon County, MI
Prior2007 - 2011 BS&A Software—Support Specialist for the Financial
1994- 2007 Management Suite
City of Ludington—Community Development Director
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G. On-going Support and Maintenance
BS&A believes that providing superior support is the key to success.We have over 60 team members
dedicated to supporting our software, along with over 30 software developers to provide a higher level of
assistance when needed. Many of our team members are degreed accountants, including multiple CPAs.This
exceptional level of understanding of the accounting process, combined with their expertise in our software,
has enhanced the quality of our software support. Our technical support team continuously receives
outstanding evaluations from our customer base!
BS&A's management measures the success of the support team in several ways. First, approximately 3 weeks
after conclusion of the project, we conduct a Post-project review.The purpose of this activity is to determine
what aspects of the project went well and uncover any areas where improvements need to be made. If any
additional training or support activities are required those will be completed to ensure satisfaction with the
project. Then, after approximately 60 days post-implementation, a member of the senior BS&A management
team will conduct an additional follow up. Here the focus is two-fold, improving future projects and
determining if there is anything needed to ensure your complete satisfaction. Each team member is evaluated
based on several criteria; however the greatest weight is given to their overall customer care, product and
process knowledge, and willingness to consistently go above and beyond to solve customer problems.
BS&A tracks statistics for issues reported, resolved on the first call, average call duration, and the average time
to reach issue resolution, as well as numerous other metrics. This information is monitored for the purposes of
evaluating our effectiveness and efficiency. These statistics are only a small portion of how we measure the
quality of our support.We believe each customer should be given the appropriate amount of assistance, and
our ultimate goal is complete satisfaction.
Company Service and Support Philosophy
Delivering the highest quality care is the foundation upon which we have built our organization.We have over
60 team members dedicated to supporting our software, along with over 30 software developers and
programmers who can provide a higher level of assistance when needed. Many of our team members are
degreed accountants, including multiple CPAs.This exceptional level of understanding of the accounting
process, combined with their expertise in our software, has enhanced the quality of our software support. As
part of our support process, we send out and annual assessment to our clients. Our technical support team
continuously receives outstanding evaluations from our customer base!
Annual Fees
Unlimited support is included in your annual fee. BS&A reserves the right to increase the annual fees by no
more than the yearly CPI.
i. On-site support.
BS&A staff will be at your location during the implementation, training, and final Go-Live dates. Additional
onsite training or support is available for $1,200/day, plus travel expenses. For example, if you want a
representative onsite for training new staff, we can provide that.
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.
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Our support team is available Monday through Thursday, 8:30 a.m. —6:00 p.m., and Friday from 8:30 a.m. —
5:00 p.m. (EST). The average response time is less than 15 minutes; 95% of our support requests are answered
in under 30 minutes.All calls are answered by a live team member, are queued and taken in the order
received. Support via email and remote assistance is also available. Email support requests can be initiated
directly from within any BS&A Module. With your annual support agreement, there is no limit on the number
or frequency of support calls. Support assistance outside the normal business hours, can be available upon
request. If client's problem cannot be resolved during the phone call, database backups can be sent for BS&A
Support staff to review with our Developers, and City will be updated in a timely manner.
iii. Remote online support.
Sharing Desktops
Our support consultants have the ability to connect with your workstation, so that we see exactly how you are
encountering the problem. If needed, we can take over control of your desktop to walk you through a
resolution.
iv. Hardware and database.
BS&A Cloud are administered by BS&A.
v. Escalation options and procedures.
Our customers are our number one priority. Contacting your Project Manager is the preferred way to initiate
the escalation process should a problem arise that you feel is not being given the appropriate attention or
priority. The PM is responsible for and has access to all resources available in providing a resolution. A solution
in these circumstances may be a temporary one that gets you going again as soon as possible while a more
permanent solution is identified.
User Groups and Conferences
BS&A Software offers complementary regional user groups to our clients.This gives the opportunity to
network with of communities that are BS&A Clients, review best practices within the software, and learn the
new features and functionality that has been added to the software in the last 12 months. BS&A also holds an
annual user conference. This is a multiday event that allows you to interact with industry peers as well as the
BS&A Software staff. Here you will be able to build new and strengthen existing relationships as well as gain
new product knowledge.The conferences offer numerous opportunities for continuing education including,
classes, training sessions,workshops and keynote and industry relevant presentations.
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1. Does Proposer have an annual User Conference? Yes.This is a multiday event that
allows you to interact with industry
peers as well as the BS&A Software
staff. Here you will be able to build
new and strengthen existing
relationships as well as gain new
product knowledge. The
conferences offer numerous
opportunities for continuing
education including, classes,
training sessions, workshops and
keynote and industry relevant
presentations.
2. Does Proposer have a telephone support line? Yes
3. What hours is support available? (In MST/MDT) time) 6:30 a.m. to 3:00 p.m. M-TH
6:30 a.m. to 2:00 p.m. Friday
4. What is Proposer's average response time (minutes) for a 15 minutes is the average callback
telephone response to a service call? time.
5. What is Proposer's guaranteed maximum response time 8 hours is the guaranteed
(minutes)? maximum response time, during
normal business hours.
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H. Software Updates and Distribution
Software Updates
Our support platform includes software updates/enhancements for each Module that are available to all
current customers on a monthly basis, and are accompanied by an update log that details the
changes/enhancements.All updates are cumulative and there is no need to install each update in a sequential
fashion in order to patch properly.
BS&A Software has, and will continue to be, committed to statutory and process compliance changes as
deemed necessary at the Federal or State level. All users with paid support agreements receive periodic
updates. Program changes are researched thoroughly and active communication is maintained with the
appropriate State agencies.
1. Will Proposer provide all periodic enhancements to Yes, enhancements and bug fixes
software at no additional charge, beyond the Annual are included with the annual
Support Agreement? Next major upgrade included? support agreement
2. Does Proposer provide product upgrades automatically on Software updates are currently
demand? made available on no less than a
monthly basis.
3. How does Proposer normally release product upgrades Our support platform includes
or enhancements? software updates/enhancements for
each Module that are available to all
current customers on a monthly
basis, and are accompanied by an
update log that details the
changes/enhancements.All updates
are cumulative and there is no need
to install each update in a
sequential fashion in order to patch
properly.
4. What is Proposer's process in the event an update fails In the event an unscheduled
to work properly? release is necessary, BS&A will
work to get a new update available
as quickly as possible.
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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.
BS&A Cloud databases are hosted on Azure SQL Managed Instances (SQL MI) in the Azure East Region. Azure
SQL MI is a scalable, high availability cloud hosted database solution that provides automated short-term
point in time backups of your data as well as long-term backup retention. There is not an additional cost for
this redundant backup system.
BS&A actively monitors both database performance levels, and site performance, to identify, troubleshoot,
and resolve any performance issues that are apparent within the data provided by Microsoft Azure's
monitoring systems.
Full backups are taken every week, differential backups every day, and log backups every 5 minutes. Backups
are geo-redundantly stored across multiple regions in Azure ensuring that even in the event of a catastrophic
regional disaster your data is safely stored in a secondary region.
In the event of any major regional outage or an Azure East service disruption, BS&A will immediately reach out
to our partners to determine the scope and expected duration of the outage. If the outage is expected to
continue for more than 2 hours, BS&A will begin restoring customer data to a secondary Azure region in order
to bring data online using Point-In-Time restores (PITR). Traffic from BS&A Cloud will be directed to the newly
restored database until such a time that service is restored to the primary region.
Included in the current proposal is one production site for the City's live database. An additional test
environment can be added, but is subject to additional Microsoft Azure Hosting Fees.
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City of Twin Falls, ID
Enterprise Resource Planning Software RFP
BSA October 12,202
S 0 F T W A R E.
J. Proposer 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.
Client Name: City of Moscow, Latah County ID
Contact Name: Tom Picarella, Information System Manager
Contact Phone Number: (208) 883-7120
Been a Client Since: 1/2021
Date Current Version Installed: 1/2021
Modules That Are Live: BS&A Online, Accounts Payable .NET, Business Licensing .NET, Cash Receipting
.NET, Fixed Assets .NET, General Ledger.NET, Human Resources .NET, Miscellaneous Receivables .NET,
Purchase Order.NET, Payroll .NET, Special Assessment .NET, Timesheets .NET, Utility Billing .NET
Client Name: City of Hayden, Kootenai County ID
Contact Name: Michael Drobnock, IT System Administrator
Contact Phone Number: (208) 209-0988
Been a Client Since: 3/2019
Date Current Version Installed: 3/2019
Modules That Are Live: BS&A Online, Accounts Payable .NET, Building Department .NET, Business Licensing
.NET, Cash Receipting .NET, Citizen Request for Action .NET, Fixed Assets .NET, Field Inspection .NET, General
Ledger.NET, Human Resources .NET, Miscellaneous Receivables .NET, Payroll .NET, Special Assessment .NET,
Utility Billing .NET, Work Orders .NET
Client Name: City of Rathdrum, Kootenai County, ID
Contact Name: Melissa Taylor, Finance Director
Contact Phone Number: (208) 687-0261 x113
Been a Client Since: 7/2021
Date Current Version Installed: 7/2021
Modules That Are Live: BS&A Online, Accounts Payable .NET, Building Department .NET, Business Licensing.
.NET, Cash Receipting .NET, Cemetery Management .NET, Fixed Assets .NET, Field Inspection .NET, General
Ledger.NET, Human Resources .NET, Miscellaneous Receivables .NET, Payroll .NET, Timesheets .NET, Utility
Billing .NET
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City of Twin Falls, ID
BSA Enterprise Resource Planning Software RFP
5 0 F T W A R E. October 12,2023
K. Total Cost
PROPOSER NAME:___BS&A Software_ _ _ _DATE: 10/5/2023
ANNUAL DATA INSTALLATION &
ITEM PURCHASE PRICE MAINTENANCE CONVERSION TRAINING TOTAL PRICE
MODULE
Accounts Payable 9,560 9,560 10,610 4,800 24,970
Accounts Receivable 9,560 9
9 3
,560 12,905 4,800 27,265
Bank Reconciliation
Budgeting
Cash Receipting 9,560 ,560 10,610 ,600 23,770
Clearing House (if a separate
module)
General Ledger 11,250 11,250 12,490 ,800 28,540
Payroll 15,465 15,465 25,825 21,600 62,890
Project Management Tracking
Human Resources 11,250 11,250 3,600 ,800 19,650
Online Portal (employee self-
service)
Online Portal (utility customers) 2,500 2,500 2,500
Utility Billing 17,370 17,370 27,000 24,000 68,370
Other:
IP
ixed Assets 9,560 9,560 10,610 2,400 22,570
ork Order 9,560 9,560 2,400 ,800 16,760
roject Management 33,400 33,400
ost Go-Live Training 4,800 ,800
Setup Days 6,000 6,000
Integrations (Active Directory, 3,600 3,600 3,600
Laserfiche)
Microsoft Azure Hosting Fees 12,200 12,200 12,200
I SUBTOTAL 121,435 121,435 116,050 119,800 1357,285 I
ITEM PRICE 71
Travel Costs 45,635
Other Costs(Detail Please)
***Annual Maintenance is 0 the first year. It is included for reference, but not included in the
Total Price column calculation.
I
I SUBTOTAL 145,635 I
GRAND TOTAL $402,920
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City of Twin Falls, ID
BSA Enterprise Resource Planning Software RFP
S 0 F T w A R E October 12,2023
Cost Summary
Software is licensed for use only by municipality identified on the cover page. If used for additional entities or
agencies,please contact BS&A for appropriate pricing. Prices subject to change if the actual count is significantly
different than the estimated count.
Modules
Financial Management
General Ledger $11,250
Accounts Payable $9,560
Cash Receipting $9,560
Accounts Receivable $9,560
Fixed Assets $9,560
Utility Billing (based on 19,300 utility customers) $17,370
Work Order $9,560
Personnel Management
Payroll $15,465
Human Resources $11,250
BS&A Online
Public Records Search + Online Bill Pay $2,500
With use of integrated Credit Card Processor
Subtotal $105,635
Data Conversions
Conversion scope and price are estimates, pending review of preliminary data.
Convert existing Springbrook data to BS&A format:
General Ledger(COA, Balances, Budget, Up to 10 Years Journal Transaction history) $12,490
Accounts Payable (Vendors, Up to 10 Year Invoices and Check History) $10,610
Cash Receipting (Receipt items, Up to 10 years receipt history) $10,610
Accounts Receivable (Customers, Invoice and Receipt History, if available_ $12,905
Fixed Assets (Asset Information) $10,610
Utility Billing (Accounts, Services, Deposits, Rates, Meters, Unlimited Years of Service, billing $27,000
and Payment History)
Payroll (Database Setup, Employee detail and YTD, Up to 10 years check history) $25,825
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BSA Enterprise Resource Planning Software RFP
5 0 F T W A R E. October 12,2023
Database Setup:
Work Orders (Setup of Work Order Types, Facilities, Assets, Equipment, Materials, Workers) $2,400
Human Resources (Setup of Licenses, Certifications, Benefit Plans, Positions. Not assigned to $3,600
Employees)
Subtotal $116,050
Project Management and Implementation Planning
Services include:
- Analyzing customer processes to ensure all critical components are addressed.
- Creating and managing the project schedule in accordance with the customer's existing processes and
needs.
- Planning and scheduling training around any planned process changes included in the project plan.
- Modifying the project schedule as needed to accommodate any changes to the scope and requirements of
the project that are discovered.
- Providing a central contact between the customer's project leaders, developers, trainers, IT staff, conversion
staff, and other resources required throughout the transition period.
- Installing the software and providing IT consultation for network, server, and workstation configuration and
requirements.
- Reviewing and addressing the specifications for needed customizations to meet customer needs (when
applicable).
$30,700
Implementation and Training
- $1,200/day
- Days quoted are estimates;you are billed for actual days used
Services include.-
- Setting up users and user security rights for each module
- Performing final process and procedure review
- Configuring custom settings in each module to fit the needs of the customer
- Setting up module integration and workflow methods
- Onsite verification of converted data for balancing and auditing purposes
- Training and Go-Live
Software Setup Days: 5 $6,000
Financial Management Modules Days: 41 $49,200
Personnel Management Modules Days: 22 $26,400
Total: 68 Subtotal $81,600
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5 0 F T W A R E. October 12,2023
Integrations
BS&A Integration with Laserfiche Document Management System $3,000
Ability to store and retrieve document attachments in Laserfiche Document Management
system, for all currently integrated BS&A applications.
Active Directory $600
Subtotal $3,600
Post-Go Live Assistance
- Review and consult on streamlining day-to-day activities as they relate to the processes within the BS&A
modules
- Assist customers with more detailed and advanced report options available within the BS&A modules
- Revisit commonly-used procedures discussed during training
- As needs arise,provide assistance with bank reconciliations
- $1,200/day
- Days quoted are estimates;you are billed for actual days used
Post-Go Live for all modules for which training was performed Days: 4 $4,800
Cost Totals
Not including Annual Service Fees
Modules $105,635
Data Conversions $116,050
Project Management and Implementation Planning $33,400
Implementation and Training $81,600
Integrations $3,600
Post-Go Live Assistance $4,800
Total Proposed $345,085
Travel Expenses $45,635
Hosting Fees $72,200
Payment Schedule
15Y Payment: $149,450 to be invoiced upon execution of this agreement.
2nd Payment: $117,835 to be invoiced at activation of customer's site.
3rd Payment: $135,635 to be invoiced upon completion of training.
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Cloud Annual Service Fees
Unlimited support is included in your Annual Service Fee. Service Fees are billed annually.After two (2)years,
BS&A Software reserves the right to increase the Annual Service Fee by no more than the yearly Consumers Price
Index for All Urban Consumers U.S. city average(CPI-U).
Financial Management
General Ledger $11,250
Accounts Payable $9,560
Cash Receipting $9,560
Accounts Receivable $9,560
Fixed Assets $9,560
Work Orders $9,560
Utility Billing $17,370
Personnel Management
Payroll $15,465
Human Resources $11,250
BS&A Online
Public Records Search $2,500
Integrations
Laserfiche $3,000
Active Directory $600
Total Annual Service Fees $109,23S
Hosting Fees
Fees relating to the hosting and storage of data through Microsoft Azure are to be billed annually, for all
modules included above.
$12,200
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City of Twin Falls, ID
BSA Enterprise Resource Planning Software RFP
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SAMPLE SOFTWARE AS A SERVICE AGREEMENT
This Software as a Service Agreement, including the attached Exhibits("Agreement"), is entered into by and between BS&A
Software LLC ("BSA"), a Delaware corporation and the City of XXX, XXX County XX ("Customer'), effective the date of the
signature of the last Party to sign the Agreement ("Effective Date"). Each party to the Agreement is referred to as a "Party'
and the parties, collectively, are referred to as"Parties."
This Agreement sets the terms and conditions under which BSA will furnish certain Software as a Service("SaaS")and certain
professional services described herein to Customer.
SECTION A—SAAS SERVICES
1. Rights Granted.
1.1. Upon the Effective Date,subject to the terms of this Agreement and Customer's ongoing compliance therewith,
BSA hereby grants to Customer a non-exclusive, non-transferable, and non-assignable license to use the BSA
Software Products. "BSA Software Product(s)" means, the: (i) BSA Software as a Service set forth in Schedule 1
to Exhibit A;(ii) related interfaces and customizations;(iii) BSA manuals, BSA official specifications,and BSA user
guides provided in or with BSA software products set forth in Schedule 1 to Exhibit A ("Documentation"); and
(iv)all modifications to the BSA software products set forth in Schedule 1 to Exhibit A, including,but not limited
to, fixes, new versions, new releases, updates, upgrades, corrections, patches, work-arounds (collectively,
"Modifications"). For the avoidance of doubt, Documentation does not include advertising, other general
statements about products, or statements by sales or other staff members.
1.2. Customer acknowledges that BSA will not ship copies of the BSA Software Products as part of the SaaS Services.
2. Restrictions. Customer will not (i) sublicense, modify, adapt, translate, or otherwise transfer, reverse compile,
disassemble or otherwise reverse engineer BSA Software Products or any portion thereof without prior written consent
of BSA;(ii)access or otherwise use the BSA Software Products to create or support,and/or assist a third party in creating
or supporting software products competing with the BSA Software Products; or(iii) assign, disclose, display, distribute,
host, lease, license, outsource, permit timesharing or service bureau use, rent, sell, transfer or otherwise use the BSA
Software Products for any commercial use other than fulfilling Customers own internal business purposes. Without
limiting the foregoing,the BSA Software Products may not be modified by anyone other than BSA.If Customer modifies
the BSA Software Products without BSA's prior written consent, any BSA obligation to provide support services on, and
the warranty for,the BSA Software Products will be void.All rights not expressly granted are reserved.
3. SaaS Fees. Customer agrees to pay BSA, and BSA agrees to accept from Customer as payment in full for the rights
granted herein,the SaaS fees set forth in Schedule 1 to Exhibit A.
4. Ownership.
4.1. BSA retains all ownership and intellectual property rights to the SaaS Services, the BSA Software Product(s), and
anything developed by BSA under this Agreement. Customer does not acquire under this Agreement any license
to use the BSA Software Product(s) beyond the scope and/or duration of the SaaS Services. Customer agrees not
to challenge such rights and hereby assigns any and all copyrights and other intellectual property rights in and to
the BSA Software Products to BSA and agrees to execute any and all documents necessary to effect the purpose of
this paragraph. "Intellectual property rights" means all trademarks, copyrights, patents,trade secrets, moral rights,
know-how, and all other proprietary rights.
4.2. Customer retains all ownership and intellectual property rights to the data.
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City of Twin Falls, ID
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S. Limited Software Warranty.
5.1. BSA warrants,for the term of use granted,that the BSA Software Products will perform without material defects in
workmanship or materials. Customer's exclusive remedy in the event of a breach of this warranty shall be to have
BSA use reasonable efforts, consistent with industry standards, to repair or replace the non-conforming BSA
Software Product so as to render it conforming to the warranty, in accordance with the maintenance and support
process set forth below in Exhibit C and BSA's then current Support Call Process.
5.2. THE FOREGOING LIMITED SOFTWARE WARRANTY IS IN LIEU OF ALL OTHER REPRESENTATIONS OR WARRANTIES
RELATING IN ANY WAY TO THE BSA SOFTWARE PRODUCTS INCLUDING, BUT NOT LIMITED TO,THEIR FEATURES,
ATTRIBUTES, FUNCTIONALITY,AND PERFORMANCE.THE FOREGOING LIMITED SOFTWARE WARRANTY IS IN LIEU
OF ALL SUCH REPRESENTATIONS OR WARRANTIES WHETHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT
LIMITED TO,ANY IMPLIED WARRANTIES OR REPRESENTATIONS OF MERCHANTABILITY,MERCHANTABLE QUALITY
AND FITNESS FOR A PARTICULAR PURPOSE AND THOSE ARISING BY STATUTE OR OTHERWISE IN LAW OR FROM
THE COURSE OF DEALING OR USAGE OF TRADE. BSA DOES NOT REPRESENT OR WARRANT THAT THE BSA
SOFTWARE PRODUCTS WILL MEET ANY OR ALL OF CUSTOMER'S PARTICULAR REQUIREMENTS, THAT THE
OPERATION OF THE BSA SOFTWARE PRODUCTS WILL OPERATE ERROR FREE OR UNINTERRUPTED, OR THAT ALL
PROGRAMMING ERRORS IN THE BSA SOFTWARE PRODUCTS CAN BE FOUND IN ORDER TO BE CORRECTED.
6. One Year Money Back Guarantee. BSA offers a one (1) year Money Back Guarantee on all SaaS products. If, for any
reason,Customer is not satisfied with the BSA Software Product,Customer may cancel service within one(1)year of the
date that the BSA Software Product becomes available for use ("Activation Date"), for a full refund of the SaaS Fees, as
identified in Schedule 1 to Exhibit A. Customer must notify BSA of intention to terminate at least thirty(30)days prior
to the end of the one(1)year period.
7. SaaS Services.
7.1. Customer will utilize shared hardware in a data center, but in a database dedicated to Customer's use,which is not
accessible to other customers.
7.2. Microsoft Azure data centers, or any replacement data centers utilized by BSA during the term of this Agreement
are accessible only by authorized personnel,for specific business purposes,with prior approval required.
7.3. Data centers utilized by BSA will have redundant telecommunications access, electrical power, and the necessary
hardware to provide access to the BSA Software Products in the event of a disaster or component failure. In the
event any of Customer's data is lost or damaged due to a negligent act or omission of BSA, or due to a defect in
the BSA Software Product, BSA will use reasonable commercial efforts to restore data on servers in accordance with
the system capabilities and with the objective of minimizing any data loss possible. BSA's systems are reasonably
designed to ensure that the recovery point shall not exceed a maximum of twenty-four(24) hours from declaration
of disaster. For purposes of this section,the declaration of disaster shall be declared by BSA in response to issues
discovered by BSA,or upon confirmation of issues relayed by Customer to BSA.Said declaration of disaster will not
be unreasonably withheld by BSA.
7.4. In the event that a backup must be restored due to a declaration of disaster, or database failure, BSA will be
responsible for importing backup data and verifying that Customer can log in. Customer will be solely responsible
for running reports and testing critical processes to verify the restored data.
7.5. BSA's systems are reasonably designed to ensure that,access to the BSA Software Products can be restored within
one (1) business day of the declaration of disaster.
7.6. Customer will not attempt to reverse engineer,bypass,or otherwise subvert security restrictions in the BSA Software
Products or the SaaS environment related to the BSA Software Products. Unauthorized attempts to access files,
passwords, other confidential information, or unauthorized vulnerability and penetration testing of BSA's system
(hosted or otherwise) is prohibited without the prior express written approval of BSA.
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City of Twin Falls, ID
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SECTION B—PROFESSIONAL SERVICES
8. Professional Services. BSA shall provide the services ("Professional Services")set forth in Schedule 2 to Exhibit A,for
the prices indicated, provided Customer fulfills its obligations set forth in this Agreement. BSA and Customer may enter
into future Statements of Work,which shall become part of this Agreement. Future Statements of Work resulting from
a change in scope to the contracted services may necessitate Change Orders to indicate changes to the agreed upon
scope of work and any increase or decrease in costs related to the change in scope. Customer acknowledges that the
fees stated in the Cost Summary are good-faith estimates of the amount of time and materials required for Customer's
implementation. BSA will bill Customer for the actual fees incurred based on the services provided to Customer.
9. Change Orders. In the event of a change in the agreed upon project scope for professional services not covered or
otherwise included in the existing Agreement, Customer shall deliver to BSA's Project Manager a written change order
and specify in such change order the proposed work with sufficient detail to enable BSA to evaluate it("Change Order").
BSA may,at its discretion, prescribe the format of the Change Order. BSA shall provide the Customer with an evaluation
of the Change Order, which may include a written proposal containing the following: (i) implementation plan; (ii) the
timeframe for performance; and (iii) the estimated price for performance of such change, based on the then current
rates for said services. Upon execution, all Change Orders shall be governed by the terms and conditions of this
Agreement, unless mutually agreed upon otherwise in writing. Customer acknowledges that such Change Orders may
affect the implementation schedule and dates otherwise established as part of the project plan. The implementation
schedule and schedule of activities for contracted services (the "Project") shall be established based on a timeline
mutually agreed upon between the Parties following the execution of this Agreement.
10. License and Ownership.
10.1.All rights,including intellectual property rights, in and to work product delivered as a result of Professional Services
under this Agreement shall be owned by BSA. For the avoidance of doubt, work product that constitutes a BSA
Software Product, or portion thereof shall be governed by Section A of this Agreement, including Section 1.1
thereof.
10.2.Subject to Section 9.1 and Customer's compliance with this Agreement (including payment in full), BSA grants to
Customer a non-exclusive, non-transferrable, and non-assignable license to use the work product and the
intellectual property rights therein for Customer's internal business purposes only.
11. Cancellation. In the event Customer cancels or reschedules Professional Services (other than for Force Majeure or
breach by BSA), and without prejudice to BSA's other rights and remedies, Customer is liable to BSA for: (i) all non-
refundable expenses actually incurred by BSA on Customer's behalf;and (ii) daily Project Management or Training fees
associated with the cancelled Professional Services (in accordance with the daily fee rate), if less than thirty (30) days
advance notice is given regarding the need to cancel or reschedule and BSA cannot reasonably reassign its affected
human resources to other projects where comparable skills are required.
12. Limited Professional Services Warranty.
12.1.BSA warrants that its Professional Services will be performed in a professional and workmanlike manner,consistent
with industry standards. In the event of a breach of the foregoing warranty and a claim in accordance with the
breach, BSA's sole obligation and Customer's exclusive remedy with respect to such claim will be to have BSA
reperform the portion of the Professional Services with respect to which the warranty has been breached,to bring
it into compliance with such warranty.Any claim for breach of the foregoing warranty must be made by notice to
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BSA within thirty (30) days of performance of the portion of the Professional Services with respect to which the
claim is made or said claim shall be deemed waived.
12.2.THE FOREGOING LIMITED PROFESSIONAL SERVICES WARRANTY IS IN LIEU OF ALL OTHER REPRESENTATIONS OR
WARRANTIES RELATING TO THE PROFESSIONAL SERVICES, EXPRESS OR IMPLIED. INCLUDING, BUT NOT LIMITED
TO, ANY IMPLIED WARRANTIES OR REPRESENTATIONS OF MERCHANTABILITY, MERCHANTABLE QUALITY AND
FITNESS FOR A PARTICULAR PURPOSE,AND THOSE ARISING BY STATUTE OR OTHERWISE IN LAW,OR FROM THE
COURSE OF DEALING OR USAGE OF TRADE.
13. Customer Site Access and Assistance.
13.1.Customer agrees and acknowledges that the implementation of the BSA Software Products is a cooperative process
requiring time and resources of Customer personnel. Customer shall, and shall cause Customer personnel to, use
all reasonable efforts to cooperate with and assist BSA as may be reasonably required to meet the project deadlines
and other project milestones agreed to by the Parties for implementation. BSA shall not be liable for failure to meet
such deadlines and milestones when such failure is due to force majeure(as defined in Section 30, below)or to the
failure by Customer personnel to provide such cooperation and assistance (either through action or omission.)
13.2.At no cost to BSA,Customer agrees to provide to BSA full access to and use of personnel,facilities,and equipment
as reasonably necessary for BSA to provide implementation and training services.Such access will be subject to any
reasonable security protocols or written policies provided to BSA prior to Effective Date of this Agreement, or
mutually agreed to thereafter.
SECTION C—MAINTENANCE AND SUPPORT
14. Maintenance and Support Generally.
14.1.For a one (1) year period, commencing on the Activation Date, and subject to Customer's compliance with the
Agreement, BSA will provide, at no charge to Customer, "Maintenance and Support", meaning the following; (i)
Modifications (such as patches, corrections and updates) as are generally provided at no additional charge by BSA
to BSA customers; and (ii) technical support assistance, as further described in Section 14, during BSA's normal
business hours.
14.2.Commencing one(1)year from the Activation Date, Maintenance and Support will continue to be provided subject
to compliance with the terms of the Agreement and payment of the SaaS Fees outlined in Exhibit B.
14.3.BSA guarantees that the annual SaaS Fees, as set forth in Exhibit B will not change for two (2) years from the
Activation Date.After that date, BSA reserves the right each year to increase the fee over the previous year by no
more than an amount that is proportionate to the increase(measured from the beginning of such previous year) in
the Consumer Price Index as set forth by the U.S. Department of Labor, Bureau of Labor Statistics, Consumer Price
Index—All Urban Customers—U.S.City Average(CPI-U),or a similar measure should such data become unavailable.
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14.4.Maintenance and Support and the SaaS fee do not include amounts that may be due for such items as additional
training,additional BSA Software Products,custom development work,hardware purchases, BSA staff time to create
or modify report writer based reports,configurable imports or exports,or data entry.Additional fees may be payable
for items charged on a per event basis, such as Permit Application Submission Fees related to online permit
applications.
15. Support.
15.1.With respect to Errors following expiration of the Limited Software Warranty, BSA's sole obligation and Customer's
sole remedy are set forth in this Section 15. Subject to Customer's compliance with the terms of the Agreement
and payment of SaaS fees, BSA shall use commercially reasonable efforts, commensurate with the severity level,to
achieve its support response and resolution targets with respect to Errors as set forth in Exhibit C.An"Error"means
a verifiable and reproducible failure of a BSA Software Product to operate in accordance with the Documentation
under conditions of normal use and where the Error is directly attributable to the BSA Software Product as updated
with current Modifications.If the customer modifies the BSA Software Products without BSA's written consent,BSA's
obligation to provide support services on the BSA Software Products will be void.
15.2.Support does not include the following: (i) installation or implementation of the BSA Software Products; (ii) onsite
training/support, remote training, application design, and other consulting services; (iii) support of an operating
system, hardware, or support outside of BSA's normal business hours; (iv) support or support time due to a cause
external to the BSA Software Products adversely affecting their operability or serviceability,which shall include, but
not be limited to, water, fire, lightning, other natural calamities, misuse, abuse, or neglect; (v) repair of the BSA
Software Products modified in any way other than modifications made by BSA or its authorized agents; and (vi)
support of any other third-party vendors'software,such as operating system software, network software,database
managers, word processers, etc. All such excluded Maintenance and Support Services performed by BSA at
Customer's request shall be invoiced to Customer on a time and materials basis, plus reasonable expenses
associated therewith.
15.3.Notwithstanding anything to the contrary, Customer shall provide prompt notice of any Errors discovered by
Customer,or otherwise brought to the attention of Customer.Proper notice may include,without limitation,prompt
telephonic and written (either via e-mail or postal mail) notice to BSA of any purported Error. If requested by BSA,
Customer agrees to provide written documentation of Errors to substantiate those Errors and to otherwise assist
BSA in the detection and correction of said Errors. BSA will use its commercially reasonable judgment to determine
if an Error exists,and the severity of the Error.
15.4.Customer acknowledges and agrees that BSA and product vendors may require online access to the BSA Software
Product in order for BSA to provide Maintenance and Support Services hereunder. Accordingly, Customer shall
provide a high-speed internet connection to facilitate BSA's remote access to the BSA Software Products. BSA shall
provide remote connection software, which may require installation of a software component on a workstation or
server computer.
SECTION D—THIRD PARTY PRODUCTS
16. Third Party Products.
16.1.BSA will sell, deliver and install onsite any hardware products not produced by BSA ("Third-Party Hardware"), if
purchased by Customer,for the prices set forth in Schedule 1 to Exhibit A,as modified by any subsequent Change
Order(s).
16.2.BSA shall not provide any warranty services on Third Party Hardware sold. BSA is not the manufacturer of the Third-
Party Products.To the extent applicable, BSA will grant and pass through to Customer any warranty that BSA may
receive from the supplier of the Third-Party Product(s).
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SECTION E—GENERAL TERMS AND CONDITIONS
17. BSA Proprietary Information.
17.1.Customer acknowledges that the information associated with or contained within the BSA Software Products and
information used in the performance of Professional Services include information relating to BSA Software Products,
BSA's business,and the terms of this Agreement(the"Proprietary Information").
17.2.Customer shall maintain in confidence and not disclose Proprietary Information, directly or indirectly, to any third
party without BSA's prior written consent.Customer shall safeguard the Proprietary Information to the same extent
that it safeguards its own most confidential materials or data, but in no event shall the standard implemented be
less than industry standard. Proprietary Information shall be used by Customer solely to fulfill its obligations under
this Agreement. Customer shall limit its dissemination of such Proprietary Information to employees within the
Customer's business organization who are directly involved with the performance of this Agreement and have a
need to use such Proprietary Information.Customer shall be responsible for all disclosures by any person receiving
Proprietary Information, by or through it, as if Customer itself disseminated such information.
17.3.Proprietary Information shall not include any information that: (a) is or becomes publicly known through no
wrongful act of breach of any obligation of confidentiality by Customer; (b) was lawfully known to Customer prior
to the time it was disclosed to or learned by Customer in connection with this Agreement, provided that such
information is not known to Customer solely because of its prior business relationship with BSA; (c) was received
by Customer from a third party that is not under an obligation of confidentiality to BSA; or (d) is independently
developed by Customer for a party other than BSA without the use of any Proprietary Information.The following
circumstances shall not cause Proprietary Information to fall within any of the exceptions (a)through (d) above: (i)
a portion of such Proprietary Information is embraced by more general information said to be in the public domain
or previously known to, or subsequently disclosed to, the Customer; or (ii) it is a combination derivable from
separate sources of public information, none of which discloses the combination itself.
17.4.If Customer is required, or anticipates that it will be required,to disclose any Confidential Information pursuant to
a court order or to a government authority,Customer shall,at its earliest opportunity, provide written notice to BSA
so as to give BSA a reasonable opportunity to secure a protective order or take other actions as appropriate.
Customer shall at all times cooperate with BSA so as to minimize any disclosure to the extent allowed by applicable
law.
18. Limitation on Liability and Damages. BSA'S ENTIRE LIABILITY AND RESPONSIBILITY FOR ANY AND ALL CLAIMS,
DAMAGES, OR LOSSES ARISING FROM THE BSA SOFTWARE PRODUCTS(INCLUDING BUT NOT LIMITED TO THEIR USE,
OPERATION AND/OR FAILURE TO OPERATE), PROFESSIONAL SERVICES, MAINTENANCE AND SUPPORT, ANY THIRD-
PARTY PERFORMANCE OR LACK THEREOF, OR OTHERWISE ARISING OUT OF OR RELATING TO THIS AGREEMENT,
SHALL BE ABSOLUTELY LIMITED IN THE AGGREGATE FOR ALL CLAIMS TO DIRECT DAMAGES NOT IN EXCESS OF THE
INITIAL SAAS FEES PAID FOR THE FIRST YEAR OF SERVICE OF THE BSA SOFTWARE PRODUCTS PLUS, TO THE EXTENT
APPLICABLE,THE PURCHASE PRICE OF ANY PROFESSIONAL SERVICE SET FORTH IN THIS AGREEMENT THAT GIVES RISE
TO A CLAIM. NOTWITHSTANDING ANY PROVISION CONTAINED HEREIN, BSA SHALL NOT BE LIABLE FOR ANY
INDIRECT, CONSEQUENTIAL, SPECIAL, INCIDENTAL, OR CONTINGENT DAMAGES OR EXPENSES, WHETHER IN
CONTRACT, TORT (INCLUDING NEGLIGENCE) OR OTHERWISE, ARISING IN ANY WAY OUT OF THIS AGREEMENT, BSA
SOFTWARE PRODUCTS, ANY THIRD-PARTY PERFORMANCE, OR LACK THEREOF, OR BSA'S PERFORMANCE, OR LACK
THEREOF, UNDER THIS AGREEMENT, INCLUDING,WITHOUT LIMITING THE GENERALITY OF THE FOREGOING, LOSS OF
REVENUE, PROFIT,OR LOSS OF USE.TO THE EXTENT THAT APPLICABLE LAW DOES NOT PERMIT THE LIMITATIONS SET
FORTH HEREIN, THE LIABILITY AND DAMAGES SHALL BE LIMITED AND RESTRICTED TO THE EXTENT PERMITTED BY
LAW.
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19. Additional Disclaimer.SUPPLIER PROVIDES NO WARRANTY FOR ANY THIRD-PARTY SOFTWARE AND/OR HARDWARE,
EXCEPT AS SET FORTH IN THIS AGREEMENT,SUPPLIER WILL NOT BE RESPONSIBLE FOR ANY THIRD-PARTY SOFTWARE,
THIRD-PARTY SERVICES AND/OR HARDWARE.
20. Indemnification for Intellectual Property Infringement. If a claim is made or an action is brought alleging that a BSA
Software Product infringes on a U.S. patent, or any copyright, trademark, trade secret or other proprietary right, BSA
will defend Customer against such claim and will pay resulting costs and damages finally awarded, provided that: (a)
customer promptly notifies BSA in writing of the claim;(b) BSA has sole control of the defense and all related settlement
negotiations; (c) Customer reasonably cooperates in such defense at no expense to BSA; and (d) Customer remains in
compliance with the Agreement and has continued to remain current on payment of SaaS fees.The obligations of BSA
under this Section are conditioned on Customer's agreement that if the applicable BSA Software Product, in whole or
in part, or the use or operation thereof, becomes, or in the opinion of BSA is likely to become, the subject of such a
claim, BSA may at its expense and without obligation to do so, either procure the right for the Customer to continue
using the BSA Software Product or, at the option of BSA, replace or modify the same so that it becomes non-infringing
(provided such replacement or modification maintains the same material functionality and does not adversely affect
Customer's use of the Update as contemplated hereunder).In the event that BSA provides a replacement for Customer,
Customer shall cease use of the infringing product immediately upon receiving the replacement.THIS SECTION 20 SETS
FORTH THE ENTIRE LIABILITY AND OBLIGATION OF BSA AND THE SOLE AND EXCLUSIVE REMEDY FOR CUSTOMER FOR
ANY DAMAGES ARISING FROM ANY CLAIM OR ACTION COVERED BY THIS SECTION 20.
21. No Intended Third-Party Beneficiaries.This Agreement is entered into solely for the benefit of BSA and Customer.
No third party will be deemed a beneficiary of this Agreement,and no third party will have the right to make any claim
or assert any right under this Agreement.
22. Governing Law and Venue.This Agreement shall be governed by, and construed in accordance with, the laws of the
state of Michigan, without regard to its choice of law rules. BSA and the Customer agree that the exclusive venue for
any legal or equitable action shall be the Courts of the County of Clinton,State of Michigan,or in any court in the United
States of America lying in the Western District of Michigan.
23. Entire Agreement.This Agreement represents the entire agreement of Customer and BSA with respect to the subject
matter hereof, and supersedes any prior agreements, understandings, and representations, whether written, oral,
expressed, implied,or statutory.Customer hereby acknowledges that in entering into this Agreement, it did not rely on
any information not explicitly set forth in this Agreement.
24. Contract Term.This initial term of this Agreement extends from the Effective Date of the Agreement until one (1)year
from the Activation Date.Upon expiration of the initial term,this Agreement will renew automatically for successive one
(1) year terms under the same terms and conditions set forth herein without further documentation being required
unless and until either party provides written notice to the other party, at least sixty (60) days prior to the end of the
then current term. Customer's right to access or use the BSA Software Product will terminate at the end of the
Agreement.
25. Payment Terms.Customer shall pay BSA for all amounts in accordance with this Agreement and Exhibit A.
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26. Termination. Without prejudice to other rights and remedies, and except as otherwise provided in this Agreement,
either Party may terminate this Agreement as set forth below. Upon termination of this Agreement: (a) Customer shall
promptly pay BSA for all fees and expenses that are not subject to a good faith dispute and that are related to the
software, products, and/or services received, or expenses BSA has incurred or delivered, prior to the effective date of
the termination (b) Customer shall return or destroy, at the direction of BSA, BSA's Proprietary Information in its
possession.The termination of this Agreement will not discharge or otherwise affect any pre-termination obligations of
either Party existing under this Agreement at the time of termination. Sections 2,4, 16 through 18, 21-23, 25 -39, and
the provisions of this Agreement which by their nature extend beyond the termination of this Agreement, will survive
the termination of the Agreement. No action arising out of this Agreement, regardless of the form of action, may be
brought by Customer more than one (1)year after the date the action occurred.
26.1.Termination for Cause. If Customer believes that BSA has materially breached this Agreement, Customer may
terminate this Agreement for Cause in the event BSA does not cure,or create a mutually agreeable plan to address,
a material breach of this agreement within thirty(30)days after Notification by Customer. Notice shall be provided
in accordance with Section 31, below.
26.2.Force Majeure. Either Party may terminate this Agreement if a Force Majeure event suspends performance of the
SaaS Services for a period of forty-five (45) days or greater.
26.3.Lack of Appropriations. If Customer cannot appropriate,or otherwise make available funds sufficient to continue to
utilize the SaaS Services,Customer may unilaterally terminate this Agreement with thirty(30)days written notice to
BSA.Customer shall not be entitled to a refund, offset, or credit for previously paid, but unused SaaS fees.
26.4.Failure to Pay SaaS Fees. Customer acknowledges that timely payment of SaaS Fees is necessary to maintain
continued access to the SaaS Services. In Customer does not make timely payment of SaaS fees, BSA may
discontinue the SaaS Services, and deny access to the BSA Software Products. If such failure to pay is not cured
within forty-five(45) days of receiving BSA's notice of intent to terminate, BSA may terminate this Agreement.
26.5.Convenience.If Customer terminates SaaS Services for convenience,any SaaS fees already paid will not be prorated,
and will be retained by BSA.
27. Severability. If any term or provision of this Agreement, or the application thereof, to any extent, is held invalid or
unenforceable,the remainder of this Agreement or the application of such term or provision to persons or circumstances
other than those as to which it is held invalid or unenforceable,will not be affected thereby,and each term and provision
of this Agreement will be valid and enforced to the fullest extent permitted by law.
28. No Waiver. In the event that any terms or conditions of this Agreement are not strictly enforced by either Party, such
nonenforcement will not act as, or be deemed as, a waiver or modification to this Agreement, nor will such
nonenforcement prevent either Party from enforcing terms of the Agreement thereafter.
29. Successors and Assigns.This Agreement shall be binding upon the successors, permitted assigns, representatives,and
heirs of the Parties hereto. For avoidance of doubt, any expanded use by Customer of the Program,for example, in the
event of annexation or desired shared services, shall require the consent of BSA.
30. Force Majeure. "Force Majeure" is defined as an event beyond the reasonable control of a Party, including
governmental action, war, riot or civil commotion, fine, natural disaster, epidemic, pandemic, other public health
emergency, problematic weather, lack of availability of Customer provided technology, labor disputes, restraints
affecting shipping or credit, delay of carriers or any other cause that could not,with reasonable diligence, be foreseen,
controlled or prevented by the Party. Neither Party shall be liable for delays in performing its obligations under this
Agreement to the extent that the delay is caused by Force Majeure.
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31. Notice. All notices, requests, demands, and determinations under the Agreement (other than routine operational
communications), shall be in writing and shall be deemed duly given: (i) when delivered by hand; (ii) one (1) business
day after being given to a nationally recognized overnight delivery service for next-business-day delivery, all fees
prepaid; (iii)when sent by confirmed facsimile with a copy sent by another means specified in this provision; or(iv) six
(6) calendar days after the day of mailing, when mailed by United States mail, via registered or certified mail, return
receipt requested, postage prepaid, and in each case addressed as shall be set forth below.A Party may from time-to-
time change its address or designee for notification purposes by giving the other prior written notice of the new address
or designee and the date upon which it will become effective.
If to BSA:
BSA Software
14965 Abbey Lane
Bath, MI 48808
Attn:Contracts Manager
Telephone: 517-641-8900
If to Customer:
Name
Address
CSZ
Telephone:
32. Independent Contractor.This is not an agreement of partnership or employment of BSA or any of BSA's employees
by Customer. BSA is an independent contractor for all purposes under this Agreement.
33. Cooperative Procurement.To the maximum extent permitted by applicable law, BSA agrees that this Agreement
may be used as a cooperative procurement vehicle by eligible jurisdictions. BSA reserves the right to negotiate and
customize the terms and conditions set forth herein, including but not limited to pricing,to the scope and
circumstances fitting to that cooperative procurement.
34. Business License. In the event a local business license is required for BSA to perform the services under this
Agreement, Customer agrees to promptly notify and inform BSA of such requirement, as well as to provide BSA with
the necessary paperwork and contact information so that BSA can obtain such license in a timely manner.
35. Nondiscrimination. BSA will not discriminate against any person employed, or applying for employment,concerning
the performance of BSA's responsibilities under this Agreement.This discrimination prohibition will apply to all
matters of employment including hiring,tenure, and terms of employment,or otherwise with respect to any matter
directly or indirectly relating to employment concerning race, color, religion, national origin, age,sex,sexual
orientation, ancestry, disability that does not impact the individual's ability to perform the duties of a particularjob or
position, height,weight, marital status, or political affiliation. BSA will post,where appropriate, all notices related to
nondiscrimination as may be required by applicable law.
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36. Taxes. Fees for SaaS Services, Professional Services, or any other fees shown in Schedule 1 to Exhibit A do not include
any taxes, including,without limitation, any sales, use or excise tax. Customer shall be responsible for all taxes,
exclusive of taxes on BSA's net income, arising out of this Agreement. If Customer is not validly tax-exempt, and BSA is
required to remit taxes on customer's behalf, Customer agrees to reimburse BSA for any taxes by BSA.
37. U.S.Government Rights. Each instance of the Documentation, Modifications and software that are constituents of
BSA Software Products is a "commercial item"as that term is defined at 48 C.F.R. §2.101, consisting of"commercial
computer software" and "commercial computer software documentation" as such terms are used in 48 C.F.R. § 12.212.
Any use, modification, reproduction release, performance, display or disclosure of the Application by the U.S.
Government shall be solely in accordance with the terms of this Agreement.
38. Export Control. Certain uses of the Software by Licensee may be subject to restrictions under United States regulations
relating to exports and ultimate end uses of computer software. Licensee agrees to fully comply with all applicable
United States laws and regulations, including but not limited to the Export Administration Act of 1979, as amended
from time to time,the Arms Export Control Act,as amended from time to time,any regulations promulgated thereunder
to implement those statutes,and all sanctions programs administered by the U.S. Government.
39. Contract Documents and Order of Precedence.The text of this Agreement without any Exhibits and Schedules shall
control over any inconsistent text in any of the Exhibits or Schedules.This Agreement includes the following Exhibits
and Schedules:
Exhibit A—Payment Terms Generally
Schedule 1 to Exhibit A—SaaS/Interface/Customization Fees
Schedule 2 to Exhibit A—Professional Service Fees
Exhibit B—Annual Service and Hosting Fees
Exhibit C—Support Call Process
IN WITNESS THEREOF,the Parties hereto have executed this Agreement as of the dates set forth below.
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EXHIBIT A
Payment Terms
1. Customer shall pay BSA within thirty(30)days of invoice. Payments not received within fifteen(15) days of the due
date shall be subject to a one and one-half percent (1.5%) per month interest charge (or, if lower, the highest
amount chargeable at law) assessed against the unpaid balance from the date due until the date payment is
received
2. Any amount not subject to good faith dispute and not paid within fifteen (15)days of the due date of each invoice
shall, without prejudice to other rights and remedies, be subject to an interest charge equal to the lesser of 1.5%
monthly or the maximum interest charge permissible under applicable law, payable on demand. Any charges not
disputed by Customer in good faith will be deemed approved and accepted by Customer. For purposes of this
Agreement, a good faith dispute regarding amounts owed exists only if Customer provides in writing at least ten
(10) days prior to due date of payment on the invoice, notification of such dispute, the specific portion of the
invoice in dispute, and the specific grounds of the dispute (which must be asserted in good faith), and Customer
pays in timely fashion such portions that are not subject to such dispute.
3. BSA shall invoice Customer$XX,XXX upon Effective Date for BSA's Project Management/Implementation Planning
Fees and Data Conversion fees as set forth in Schedule 2.
4. BSA shall invoice Customer $XXX,XXX upon activation of Customer's site for use of the BSA Software Product(s).
Such amount equals BSA's SaaS Fees as set forth in Schedule 1.
5. BSA shall invoice Customer$XX,XXX at completion of On-Site Implementation and Training. Such amount equals
On-Site Implementation and Training costs, Customization and Interface costs,and travel expenses, as set forth in
Schedule 2.
Schedule 1 to Exhibit A
SaaS Fees
Schedule 2 to Exhibit A
Professional Services Fees
EXHIBIT B
Annual Service Fees
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EXHIBIT C
Support Call Process
BSA's standard hours for telephone support are from 8:30 a.m.to 5:00 p.m. (EST), Monday through Friday, excluding
holidays.
Customer can lodge a support request in three ways: (i) Contact Customer Support option located within the Help menu
of all of BSA's applications(ii) BSA's toll-free support line(1-855-BSA-SOFT) or via email.
BSA targets less than thirty(30) minutes for initial response ("Initial Response Target").
Customer service requests fall into four main categories:
A. Technical. Questions or usage issues relating to I.T. functionality, future hardware purchases, and configuration.
BSA tries to resolve these issues within BSA's Initial Response Target or as soon thereafter as reasonably possible.
B. Questions/Support. General questions regarding functionality, use, and set-up of the applications. BSA tries to
resolve these issues within BSA's Initial Response Target or as soon thereafter as reasonably possible.
C. Requests. Customer requests for future enhancements to the applications. Key product management personnel
meet with development staff on a regular basis to discuss the desirability and priority of such requests. BSA tries
to resolve these issues within BSA's Initial Response Target or as soon thereafter as reasonably possible.
D. Issues/Bugs. Errors fall into three(3) subcategories:
I. Critical. Cases where an Error has rendered the application or a material component unusable or not usable
without substantial inconvenience causing material and detrimental consequences to business -- with no
viable Customer workaround or alternative. The targeted resolution time for critical issues is less than one
(1) business day.
II. Moderate. Cases where an Error causes substantial inconvenience and added burden, but the application
is still usable by Customer. The targeted resolution time for all moderate issues is within two (2) weeks,
which is within BSA's standard update cycle.
III. Minimal. Cases that are mostly cosmetic in nature, and do not substantially impede functionality in any
significant way.These issues are assigned a priority level at BSA's regular meetings,and resolution times are
based on the specified priority.
Remote Support Process
Some support calls may require further analysis of Customer's database or set-up to diagnose a problem or to assist
Customer with a question. BSA's remote support tools share Customer's desktop via the Internet to provide Customer with
virtual on-site support. BSA's support team is able to connect remotely to Customer's desktop and view its setup,diagnose
problems,or assist Customer with screen navigation.
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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: $ 402,920
Proposer Name: BS&A Software
Date: October 12, 2023
Address: 14965 Abbey Lane, Bath, MI 48808
Telephone: 517-641-8900
Signature:
(Person executing response and official capacity)
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M. Appendices
Appendix A- Insurance Requirements
BS&A agrees to the requirements listed in Appendix A.
Appendix B-Total Cost Summary
Included as part of Tab K
Appendix C- Exception Form
Section # Explanation
BS&A has provided a Sample Software as a Service Agreement above.
We would expect that to serve as the starting point in any future
negotiations.
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Appendix D— Requirements Summary Currently Available? Y or N
Global Areas
Active directory integration with Azure Y, quoted in Cost
Summary
Audit trail for table changes, transactions, updates to code tables
Detailed reporting
Editable import/export configurations
Fields and fixed locations to work with Laserfiche connectors and repository Y, quoted in Cost
Summary
Global search capabilities
Government rated security Y, BS&A Cloud is
hosted in
Microsoft Azure
User defined fields
System Access Security Maintenance
Customizable security for user and user groups
Manage data used in specific modules
Systemwide lookup tables (lots, bank accounts, etc)
Financial
Accounts Payable
Accounts Payable batch review before commitment
Accounts Receivable
Additional periods beyond 12 to account for Government-Wide adjustments
Automatic signatures on checks
Bank reconciliation
Budgeting
Cash receipting,including ability to import files that tie to a customer account
or record a payment with payee details from someone who doesn't have a
customer account
Cash receipting date adjustment after commitment N
Check number or date corrections after commitment
Clearing House
Duplicate invoice payment flagging in Accounts Payable
Field to separate vendor payments during check processing
Fixed Assets
General Ledger
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Import cleared checks
Import of General Leder adjustments
Multiple account payment recordings on one receipt
Multiple billing cycles or categories
Positive Pay check file generation for the bank
Project management tracking
Sales Tax calculation and reporting
Splitting deposits vs cash or check
Transfer of detailed information from identified subledgers to the
General
Type codes and groups in Cash receipting
1099 classification, reporting and electronic generation for State
and Federal government
Human Resources
ACA tracking and reporting
Anniversary date fields in addition to hire date
Automatic tax table updates
EEOC classification trackability
Electronic W-2 generation for State and Federal government
Employee self service
IRS Social Security number validation
Manual ability to enter pay information generated by a 3rd party system to N
generate a PERSI report
Multiple payroll cycles
Multiple accrual tables and rules
Outgoing ACH file creation
Pay code mapping to an accrual bank
Payroll, with payroll expenses following wages based on salary classification
PERSI reporting for General, Public Safety Class II, Public and returning Y
Public Safety Retirees
Report generation on how pay and deduction codes are configured for Y
pay cycles
Salary payments, adjusted for leave codes
Specialty pay, including flat amounts tied to specific pay codes
Step or tier setup on deductions and benefits
Two-way integration with Timeclock Plus
Utility Billing
Auto pay and incoming ACH payment file generation
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Billinq exports to 3rd party for printing, includinq bar code
Collection turnover report generation
Different billing cycle availability
Inbound IVR payment acceptance Need additional
information
Integration with meter reading software Y, existing
integration with
Badger Beacon
Level pay/balanced budget
Past due, payment reminders, alerts & notice communication via phone,
text and/or email
Payment arrangement tracking
Pressurized Irrigation fee calculation on lot size
Refund batch generation
Sewer based billing on water usage with calculated caps
Utility deposit recording and tracking
Water, Sewer, Sanitation
Web payment setup Y, through 3rd
party Invoice
Cloud or Point &
Pay
Winter averaging
Work orders/service request integration with CityWorks N
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