general · web viewhowever, response codes “f,” “w/c,” and “t” do require written...

ERP Project RFP Appendix A – Requirements

Table of Contents1 General.....................................................................................................................................5

1.1 User Interface........................................................................................................................51.2 Workflow...............................................................................................................................61.3 Document Management..........................................................................................................71.4 Reporting and Analysis...........................................................................................................7

2 Finance...................................................................................................................................112.1 General Ledger/Accounting...................................................................................................112.2 Budgeting............................................................................................................................132.3 Vendor Management.............................................................................................................152.4 Procurement/Purchasing.......................................................................................................162.5 Contract Management...........................................................................................................182.6 Accounts Payable.................................................................................................................182.7 Fixed Asset Management......................................................................................................202.8 General Billing (Accounts Receivable)....................................................................................212.9 Cash Receipts (Cashiering)....................................................................................................222.10 Grant Management............................................................................................................222.11 Project Management..........................................................................................................23

3 Utility Billing...........................................................................................................................243.1 General................................................................................................................................243.2 Customer Account and Location Management........................................................................243.3 Rates and Fee Management..................................................................................................253.4 Meter Reading and Inventory................................................................................................263.5 Billing Management..............................................................................................................28

City of Suisun City 1


3.6 Financial Management..........................................................................................................293.7 Delinquency Management.....................................................................................................303.8 Service Order Management...................................................................................................313.9 Customer Self Service...........................................................................................................32

4 Human Resources....................................................................................................................344.1 Position Control....................................................................................................................344.2 Onboarding..........................................................................................................................344.3 Employee Master File............................................................................................................354.4 Benefit Administration..........................................................................................................354.5 Leave Administration............................................................................................................364.6 Training and Certification......................................................................................................364.7 Performance Reviews...........................................................................................................374.8 Personnel Actions.................................................................................................................374.9 Employee Self Service...........................................................................................................384.10 Pay Administration............................................................................................................384.11 Time and Attendance.........................................................................................................394.12 Payroll Processing.............................................................................................................404.13 Separation/Offboarding......................................................................................................42

5 Land Management...................................................................................................................435.1 General................................................................................................................................435.2 Customer Portal...................................................................................................................455.3 Reporting and Query Tools....................................................................................................455.4 Fee Calculation.....................................................................................................................465.5 Entitlement Applications and Review.....................................................................................475.6 Plan Review.........................................................................................................................48



5.7 Electronic Plan Submittal and Review....................................................................................495.8 Building...............................................................................................................................495.9 Engineering..........................................................................................................................515.10 Inspections (Building, Code Enforcement, Public Works, Planning).......................................525.11 GIS....................................................................................................................................54

6 Technical................................................................................................................................556.1 General................................................................................................................................556.2 Regulatory Compliance.........................................................................................................566.3 System Security...................................................................................................................566.4 Interoperability/System Interface..........................................................................................576.5 Data Storage (for Hosted/Managed Services solutions only)....................................................586.6 Data Access and Breaches (for Hosted/Managed Services solutions only)................................586.7 Disaster Recovery (for Hosted/Managed Services solutions only)............................................59

7 Optional..................................................................................................................................607.1 Business License..................................................................................................................607.2 Inventory/Warehouse Management.......................................................................................61



As stated in RFP Section 4.2, Proposers must use this document to respond to the ERP requirements included herein.

Proposers must respond to all of the requirements in Sections 1.0 through 6.0 (the requirements in Section 7.0 are optional – see below). Proposers must respond to each of these requirements with one of the following response codes:

Y – Meets Requirement N – Does Not Meet Requirement F – Planned for future release W/C – Workaround Proposed or Customization Needed to Meet Requirement T – Third-Party Solution to Meet Requirement

Note that response codes “Y” and “N” do not require written responses.

However, response codes “F,” “W/C,” and “T” do require written responses. For these codes, Proposers must describe how the requirement will be met in the “Response/Comment” column. For response code “F,” Proposers must provide a statement indicating the release number and date as to when the release is scheduled to occur. For response code “W/C,” Proposers must provide a statement indicating when any customization will be completed. For response code “T,” Proposers must provide a statement as to how and by whom the installation and interface will be completed.

Requirements in Section 7 are “Optional” requirements, which the City may or may not purchase. Proposers must respond to these requirements with the codes defined above, and ensure these requirements are accounted for in the Price Sheets. Note that while the cost for these need to be accounted for in the Pricing Sheets, since they are optional, they should be separate and not included in the total.



1 General1.1 User Interface

# RequirementRespon

se Code

Response/Comments

1.1.1 Provides a browser-based user interface1.1.2 Supports mobile technologies (e.g.

smartphones, tablets)1.1.3 Provides the ability to drill-down and drill-

across from a transaction view to the supporting source data and documents

1.1.4 Provides fully integrated functionality such that data is entered only one-time and available throughout the system(s) and available in real time (single-points of data entry) to eliminate re-keying of information

1.1.5 Provides organized screen layouts that can be modified and unique each user

1.1.6 Provides consistent use of icons, colors and menus across all elements

1.1.7 Provides shortcuts for frequently accessed processes, screens, reports, etc.

1.1.8 Provides search functions that reach across all applications and attachments

1.1.9 Provides online help that is context sensitive and content appropriate with manuals also available for download

1.1.10 System processes transactions and data is available in near real time

1.1.11 Provides auto population of fields based on entry of information in another field across all modules (i.e. entering a PO number will automatically fill in vendor information)

1.1.12 Allows user to enter effective date of transactions throughout modules including future and past dates



1.2 Workflow

# RequirementRespon

se Code

Response/Comments

1.2.1 Provides integrated workflow management including generation, routing, notification and approval of forms, reports, other documents and processes (e.g. payable processing, purchase order requisitions, GL transactions, HR transactions, time entry, payroll processing, budgeting, personnel action forms, etc.) for all modules

1.2.2 Supports rules-based workflow routing to multiple approvers that can be concurrent or consecutive with prioritization, alerts, and electronic signatures

1.2.3 Provides ability to establish multiple approval levels based on user-defined criteria (e.g. dollar amounts, types of items purchased, document types, etc.

1.2.4 Allows out of office approval delegation1.2.5 Provides multiple attributes to define which

users participate in which steps of the workflow processes (e.g. GL number segments, unique groupings, project/task codes, object/spend category codes, consideration of roles, etc.)

1.2.6 Integrates with the email system to assist in the notification/request of approvals, reject, corrections, and approval through/from email and mobile devices

1.2.7 Allows document attachment and allows attached documents to be available for review through all levels of approval for all core modules

1.2.8 Provides rule-based alerts (including e-mail) for past-due workflow items

1.2.9 Provides visibility of workflow queue for items within the system



1.3 Document Management

# RequirementRespo

nse Code

Response/Comments

1.3.1 Supports multiple media formats (e.g. audio, video, image, etc.) and file types (e.g. Excel, Word, PDF, etc.)

1.3.2 Offers drill-down/drill across features for users to view documents associated with financial, payroll, and personnel transactions

1.3.3 Provides the ability to create, store, and retrieve electronic images (e.g. purchase orders, payroll checks, accounts payable invoices, etc.) that are attached to the appropriate transaction record for all modules

1.3.4 Supports document scanning and attachment, and makes documents accessible throughout all modules (i.e. requisition, purchase order, packing slips, accounts payable, budget, onboarding, leave, etc.)

1.4 Reporting and AnalysisGeneral

# RequirementRespo

nse Code

Response/Comments

1.4.1 Provides modeling tools to do ‘what if’ analysis and forecasting (i.e. analysis of revenue/expenditure trends and the ability to develop forecast projections)

1.4.2 Processes transactions in real-time and are immediately available for inquiry and reporting

1.4.3 Allows users to drilldown from reports and inquiries to source transaction



# RequirementRespo

nse Code

Response/Comments

1.4.4 Provides full integration with MS Excel for all modules (e.g. worksheet export to Excel, data imported from Excel, etc.) and allows users to export reports to Excel that include formulas/formatting

1.4.5 Provides the ability to copy and customize standard reports

1.4.6 Provides the ability for reports to access data across all modules

1.4.7 Provides the ability to create report notification groups and inform/alert groups a new report is available

1.4.8 Provides the ability to choose a format when exporting a report (e.g. Excel, Adobe, flat file, delimited, etc.)

1.4.9 Provides the ability for a dashboard/scorecard to include, at a minimum, user defined metrics, key performance indicators (KPIs), reports, charts, etc.

1.4.10 Provides the ability for reporting to be based on user security setting

1.4.11 Provides the ability to save and “publish” ad hoc reports for use by others

1.4.12 Provides the ability to report/query on any field within an application

1.4.13 Allows for multiple output options (e.g. display, print, email, etc.)

1.4.14 Provides the ability to automatically run scheduled reports for distribution to a group or individuals.

1.4.15 Provides the ability to define report from/to, and cross multiple fiscal years



GL/Accounting

# RequirementRespo

nse Code

Response/Comments

1.4.16 Provides an automated means to categorize and summarize transactional data in support of the Comprehensive Annual Financial Report (CAFR)

1.4.17 Provides automated month-end reporting1.4.18 Provides a report to assist Journal Entry

approval/review and includes (GL accounts and names, amounts, descriptions, etc.)

Budgeting

# RequirementRespo

nse Code

Response/Comments

1.4.19 Provides the ability to report on justification comments by budget line item

1.4.20 Offers the ability to see budget-to-actuals in real-time with drill-down capabilities

1.4.21 Supports creation of the “annual budget document” via direct leveraging of system outputs/forms/reports

1.4.22 Allows users to change key underlying assumptions to impact forecasts

1.4.23 Provides modeling for “what if” scenarios and forecasting tools for “10 Year Cash Flow Projections”



Procurement/Purchasing

# RequirementRespon

se Code

Response/Comments

1.4.24 Provides the ability to configure alerts (percentage/dollar-based) when an invoice (or combination of invoices) is on the verge of exceeding the approved PO amount or the approved budget

Position Control

# RequirementRespo

nse Code

Response/Comments

1.4.25 Provides reporting by position type1.4.26 Provides reporting by position allocations1.4.27 Provides reporting by filled, and vacant

positionsEmployee Master File

# RequirementRespo

nse Code

Response/Comments

1.4.28 Provides Seniority Listing

Payroll

# RequirementRespo

nse Code

Response/Comments

1.4.29 Supports exception reporting, including missing timesheets

1.4.30 Provides reporting of hours recorded for all employee types (e.g. full time, part time, retired annuitants, etc.)

1.4.31 Provides ability to select data required for



# RequirementRespo

nse Code

Response/Comments

labor costing/negotiations (e.g. CalPERS, health, pay, employment dates, position title, etc.)

1.4.32 Provides Federal and State government mandated reporting:IRS Report/ExtractSSA W-2 Report/ExtractEEOC EEO-4 Report/ExtractDOL VETS 100 Report/ExtractEDD New Hire Report/Extract EDD PIT, SDI, UI Report/Extract

1.4.33 Provides the CalPERS required payroll report in xml format

1.4.34 Provides the ability to report on leave taken by department, division, employee, etc.



2 Finance2.1 General Ledger/Accounting

General

# RequirementRespo

nse Code

Response/Comments

2.1.1 Maintains accounts for transactions via elements such as fund, department, division, program, project, object or any other element needed to meet the needs of the City

2.1.2 All transactions post individually and/or in summary to the general ledger regardless of the transaction source ensuring each entry is balanced and auditable. Also, provides a message/warning if transactions are not balanced.

2.1.3 Supports accrual and cash accounting methods

2.1.4 Creates appropriate entries needed at the end of the period (month or year) and for purposes of opening a new period (i.e. rolling forward account balances or reversing certain year end entries)

2.1.5 Provides the ability to add notes/comments to transactions that post to the GL

2.1.6 Enforces rules for entry validation based on roles at departmental/user level to prevent incorrect account coding

2.1.7 Captures multiple dates (e.g. transactional, posting, data entry, etc.)

2.1.8 Provides pooled cash accounting from multiple funds to a single bank account

2.1.9 Allows multiple periods to be open at the same time



Chart of Accounts (COA)

# RequirementRespon

se Code

Response/Comments

2.1.10 Supports a flexible COA structure with room for growth within each field and expanded use of segments in the future

2.1.11 Provides ability to reclassify the COA as necessary in support of organizational changes without having to create an entirely new COA

2.1.12 Provides an option for City re-organization to have data/history move (all data re-written to new account, electronic reference, crosswalk, etc.)

Journal Processing

# RequirementRespon

se Code

Response/Comments

2.1.13 Supports the following journal processing capabilities: one-time, standing, automated recurring, allocations & distributions, automatic reversals (accruals), and corrections

2.1.14 Identifies the source of journals (e.g. budget, sub-system, import, etc.)

2.1.15 Manages due to/due from transactions2.1.16 Allows multiple options for creating a journal

(e.g. onscreen, import from Excel, copy a prior journal, etc.)

2.1.17 Provides multiple description fields for the Journal Entries (i.e. long, short, free form, etc.) and document attachment

2.1.18 Provides the ability to search for posted journals by date, keyword, creator, etc.

2.1.19 Provides the ability to save work in process and return to it at another date/time



Bank Reconciliation

# RequirementRespon

se Code

Response/Comments

2.1.20 Provides the ability to manage and automate reconciling of multiple bank accounts

2.1.21 Provides the ability to transfer funds between accounts

Closing

# RequirementRespo

nse Code

Response/Comments

2.1.22 Supports period end soft close processes (i.e. secures new entries to a closed accounting period for specific modules)

2.1.23 Provides automated year-end closing of revenue and expenditure accounts and the automated roll forward balance sheet accounts (as appropriate) to establish subsequent year beginning balances

2.1.24 Allocates interest earning, gain/loss on investments and expenses as a percentage of daily cash balances, prepares journals of the allocations for review and posting

2.1.25 Allows multiple year-end closings periods (i.e. period 13, period 14, etc.)

2.2 Budgeting

# RequirementRespon

se Code

Response/Comments

2.2.1 Provides an automated electronic budget process with decentralized entry, workflow, and related notifications/alerts

2.2.2 Supports tracking budget revisions and mid-



# RequirementRespon

se Code

Response/Comments

year amendments2.2.3 Supports multiple budget years for

expenditures, revenue and projections2.2.4 Supports Capital Improvement Planning

project budgeting2.2.5 Tracks various budget versions (i.e.

Department Head version vs. Executive version)

2.2.6 Provides the option to initiate budgets as zero-based, with historical data (e.g. last year’s actuals) or with increasing/decreasing factors down to the object level

2.2.7 Allows departmental entry of justifications and background data related to requests; this information must stay with line item entries through budget level-up cycles

2.2.8 Processes mass changes to various accounts during budget process, such as a reorg

2.2.9 Offers the ability to control budget rollups at multiple levels

2.2.10 Offers the ability to add/delete/reallocate/shift positions and update proposed budgets in real-time

2.2.11 Allocates employee costs by percentage to multiple account strings

2.2.12 Provides position budgeting processes for updating the budget to reflect changes for such things as COLAs, adjustments to benefits, and other misc. personnel related rate adjustments

2.2.13 Automates roll-forward for selected operational and multi-year Capital Improvement Plan (CIP) project budgets

2.2.14 Provides an ability to apply “what if”/factor scenarios across funds, departments, programs, and/or objects as designated by



# RequirementRespon

se Code

Response/Comments

staff2.2.15 Offers the ability through security/rights to

lock funds, departments, objects, and/or object categories from identified staff

2.2.16 Offers the ability to define a maximum budget amount per funds, department, division, object, and report against the defined maximum

2.2.17 Provides multi-year budgeting, object, justification, description, etc. fields for each budgeting year

2.3 Vendor Management

# RequirementRespon

se Code

Response/Comments

2.3.1 Provides the ability to maintain vendor information to process payments

2.3.2 Provides the ability to view changes to vendor records (i.e. address, name, phone, etc.)

2.3.3 Supports decentralized vendor entry with workflow to approve vendor prior to availability for use

2.3.4 Provides the ability to track insurance requirements and related certificates needed for doing business with the City

2.3.5 Prevents duplicate entry of vendor records2.3.6 Supports CA Employment Development

Department (EDD) reporting requirements (cumulative payments over $600 within a given year) for independent contractors

2.3.7 Notifies staff if insurance requirements are near/past expiration

2.3.8 Supports multiple remittance addresses for a vendor



# RequirementRespon

se Code

Response/Comments

2.3.9 Provides a vendor self-service portal with functions that include:

Provide vendor related forms online Submit requests to become

“registered” vendors Register to receive notifications for

formal bids, and download information and upload bids accordingly

Check invoice/payment status View appropriate transactional history

associated with purchase orders (POs) Make changes to address, phone,

primary contact, etc.

2.4 Procurement/PurchasingRequisitions

# RequirementRespon

se Code

Response/Comments

2.4.1 Enforces the purchasing policy rules for “Open Market” purchases (i.e. under policy thresholds that do not require a PO), general purchases, informal bidding, formal bidding, authority limits, sole source, and emergency purchasing procedures

2.4.2 Performs budget checking during requisition, PO creation, and invoice processing

2.4.3 Supports the purchase of recurring services by automatically generating a requisition/PO based on pre-established criteria (e.g. health insurance, cleaning services, and leased vehicles)



Encumbrances

# RequirementRespon

se Code

Response/Comments

2.4.4 Provides the ability to pre-encumber/encumber requisitions and purchases, and the ability to override transactions that fail budget check

2.4.5 When a PO or requisition is cancelled, or closed, automatically reverses pre-encumbrance and encumbrance amounts as appropriate

Purchase Order

# RequirementRespon

se Code

Response/Comments

2.4.6 Provides the ability to have a single PO associated with multiple departments and/or funding sources (i.e. cross department PO’s)

2.4.7 Supports recurring/routine departmental PO’s based on dollar limits

2.4.8 Supports annual, blanket, multi-department PO types

2.4.9 Supports multiple line items per PO with the option of associating different GL strings with each line

2.4.10 Captures internal or external justifications, notes, or comments on PO; internal comments must only be visible to staff

2.4.11 Limits which users are authorized to override established PO limits

2.4.12 Provides near real-time expense tracking on all PO’s, including blanket PO’s

2.4.13 Prevents a PO from being issued to an inactive vendor

2.4.14 Provides options for distributing the PO (e.g. print-mail, email, etc.)



# RequirementRespon

se Code

Response/Comments

2.4.15 Provides the ability to re-open a purchase order that has been closed including recording the encumbrance

Year End

# RequirementRespon

se Code

Response/Comments

2.4.16 Defines close and roll-over dates at system and module level

2.4.17 Supports the maintenance of open POs over multiple years

2.4.18 Supports year-end activities such as conditional PO closure and the ability to roll purchase orders to the new fiscal year

2.4.19 Automates PO rollover process for individual or groups of POs including appropriate treatment of carryover budget amounts

2.4.20 Allows users to enter POs for the new fiscal year prior to the start of that fiscal year

2.4.21 Supports managing City P-Card usage and processing of related payments in coordination with bank

2.5 Contract Management

# RequirementRespo

nse Code

Response/Comments

2.5.1 Supports tracking and managing contract status (e.g. milestone payment schedule, payment terms, payments, incentives, amendments, renewal status, expiration dates, insurance certificates, etc.)

2.5.2 Associates contracts to projects, grants, and/or purchase orders



# RequirementRespo

nse Code

Response/Comments

2.5.3 Provides the ability to alert/notify of expiring contract items (e.g. contract end, insurance documents, etc.)

2.6 Accounts PayableGeneral

# RequirementRespo

nse Code

Response/Comments

2.6.1 Supports payments to various entities including, but not limited to, vendors for services or goods, employees’ expenses, and retirees

2.6.2 Provides and applies appropriate controls over all payments

Invoice Receipt

# RequirementRespon

se Code

Response/Comments

2.6.3 Supports importing of electronic invoices2.6.4 Checks the status of all open/pending invoices2.6.5 Provides the ability to identify duplicate

invoices from vendor at the time of entry2.6.6 Automates matching the PO, receiver, and

invoice 2.6.7 Manages vendor invoice credits with

associated adjustments to encumbrances and PO balances

2.6.8 Supports checking available PO balance upon invoice entry

2.6.9 Support checking account balance upon invoice entry without a PO



Payment Calculation

# RequirementRespo

nse Code

Response/Comments

2.6.10 Supports automatically calculating shipping and taxes as appropriate for items being paid at time of data entry

2.6.11 Allows payments that can be scheduled over a time period and with associated tracking of payment terms

Payment Process

# RequirementRespon

se Code

Response/Comments

2.6.12 For multi-line item POs, allows selection of one or more of those line items during invoice processing

2.6.13 Creates positive pay files 2.6.14 Supports processing of 1099’s and 1099

reporting requirements 2.6.15 Supports refund and retention payment

processing2.6.16 Provides the ability to short close POs based

on user defined parameters2.6.17 Provides for ACH and wire transfer payments

to vendors with a system generated email notification and remittance that payment was sent

2.6.18 Provides alerts for invoices that are aging Check Generation

# RequirementRespon

se Code

Response/Comments

2.6.19 Provides an option for more than one check



# RequirementRespon

se Code

Response/Comments

for a vendor during a check process2.6.20 Supports generating multiple page checks2.6.21 Provides an option for on demand manual

checks2.6.22 Allows reprinting checks without void and

reissue if an error occurs during check printing

2.7 Fixed Asset Management

# RequirementRespon

se Code

Response/Comments

2.7.1 Provides functionality to capture and maintain information associated with leased and capitalized assets

2.7.2 Allows multiple funding sources per asset2.7.3 Provides or interfaces with asset tag solution 2.7.4 Provides parent/child associations for assets2.7.5 Provides the ability to link an asset(s) to a CIP

project 2.7.6 Provides the ability to tracks non-capitalized

assets2.7.7 Supports various asset depreciation

schedules, the ability to change depreciation methodologies, and (from a point in time) recalculates depreciation based on the remaining life

2.7.8 Allows for creation of an asset as part of purchase requisition

2.7.9 Tracks assets disposal and salvage value; reports on assets nearing full depreciation

2.7.10 Allows user to define fields for asset reporting to assist with analysis/development (e.g. APN, motor vehicles, buildings, equipment etc.)

2.7.11 Provides journal entries to record depreciation expense to the General Ledger



# RequirementRespon

se Code

Response/Comments

2.7.12 Supports the ability for an image to be attached to the asset record

2.8 General Billing (Accounts Receivable)

# RequirementRespon

se Code

Response/Comments

2.8.1 Supports invoicing of various entities including, but not limited to, citizens, former employees, businesses, and other governmental entities

2.8.2 Supports invoicing for a variety of items, but not limited to false alarms, grants, property damage, COBRA, NSF check fee, other miscellaneous items and services

2.8.3 Provides functionality to record receivable and payments against customer accounts

2.8.4 Provides customizable invoices2.8.5 Provides the ability to add user-defined

messages to invoices and statements2.8.6 Provides options for off-cycle and regular

batch bill runs2.8.7 Provides NSF support including application of

additional fees, adjustments to receivables, etc.

2.8.8 Ensures appropriate cross-references to payment history and open balances for refunds processing

2.8.9 Provides statements of cumulative activity (vs. invoices only)

2.8.10 Provides comprehensive NSF check processing including reversing payments, appropriate reversing of accounting transactions, rebilling with NSF check charge(s), and associating these events with the customer’s account



# RequirementRespon

se Code

Response/Comments

2.8.11 Provides on demand and interval-based (i.e. weekly) past due payments and aging reports with notifications

2.8.12 Provides accounts aging data sufficient to support collection activities

2.8.13 Automates 2nd and 3rd notices of missed payments

2.8.14 Provides the ability to reverse payment and prepare write off journal entries

2.8.15 Provides the ability to edit and revise invoices (i.e. address, comments, etc.) including the amount and will also record (adjustments) the revised amount to the General Ledger.

2.8.16 Reflects invoice amount on account balances immediately

2.9 Cash Receipts (Cashiering)

# RequirementRespon

se Code

Response/Comments

2.9.1 Provides a centralized cashiering module to collect and manage transactions (e.g. cash, checks, credit cards, electronic payments, Apple Pay, etc.) from multiple locations (Finance, Police, Recreation, and Marina) on a daily basis

2.9.2 Supports daily tracking of deposits by user and type for end of day balancing

2.9.3 Provides summary and detail information regarding a day’s activity (e.g. number and amount of checks, number of cash transactions and cash total, etc.)

2.10 Grant Management



# RequirementRespo

nse Code

Response/Comments

2.10.1 Supports establishing grant budgets, recording revenues and expenditures against the grant

2.10.2 Provides fields to record the type of grant (local, state, and federal), grantor information, match terms, grant begin and end date, and grant drawdown activity

2.10.3 Allows users to track activities, and manage reimbursements/billings related to grants and to associate those grants with projects as appropriate

2.10.4 Allows real-time access to grant costing details

2.10.5 Provides the ability to establish overhead rates

2.10.6 Provides the ability to establish grants over multiple fiscal years

2.10.7 Provides reporting on grant activity by period and over the life of the grant award

2.11 Project Management

# RequirementRespon

se Code

Response/Comments

2.11.1 Provides functionality to manage Capital Improvement Program (CIP) projects, including tracking funding sources and budget to actual expenditures

2.11.2 Provides functionality to associate projects into multiple categories and subcategories

2.11.3 Supports multi-year projects2.11.4 Allows multiple funding sources 2.11.5 Provides real-time project budget balances

with the option to include pending staff time or pending invoices in process

2.11.6 Tracks actual, committed, and estimated (or



# RequirementRespon

se Code

Response/Comments

budgeted) costs2.11.7 Distributes costs and units (including labor

hours) to an unlimited number of projects (job phases) and sub-divisions (job-sub-phases)

2.11.8 Captures staff time and associates it directly to a project using a blended hourly rate (or actual rate) based on defined project rules

2.11.9 Reports on project activity by period and over the life of the project

2.11.10 Supports collecting of reimbursements at a project level



3 Utility Billing3.1 General

# RequirementRespon

se Code

Response/Comments

3.1.1 Provides user defined fields with parameters defined by the user

3.1.2 Provides wizards to expedite processes such as setting up new accounts, meter change, etc.

3.1.3 Supports system integration to cash register, general ledger, meter reading, check scanning, mapping, etc.

3.2 Customer Account and Location Management# Requirement Response

Code Response/Comments

3.2.1 Support an unlimited number of accounts3.2.2 Provide the ability to define, add, change, and

delete an unlimited number of account types3.2.3 Provide the ability query an account based on

various search criteria (i.e. customer name, customer number, account number, phone number, parcel number, service address, meter number, etc.)

3.2.4 Provides summary and detail level inquiry of customer records

3.2.5 Provides user defined fields to be maintained for each customer record

3.2.6 Provides unlimited notes on accounts with the ability to assign alert flags

3.2.7 Provides an audit trail for changes to an account

3.2.8 Supports unlimited transaction, service and consumption history



# Requirement Response Code Response/Comments

3.2.9 Supports new customers at an existing service change of address through an automated transfer function




3.2.10 Provides the ability to transfer customer balance, deposits and other occupant related information to a new account when a customer transfers to a new service address

3.2.11 Provides the ability to designate an account as “City” account

3.2.12 Provides the ability to track information through the system by customer and view all accounts that customer has had and status of accounts

3.2.13 Provides the ability to track an unlimited number of user-defined events on an account (e.g. late notices, shut offs, etc.)

3.2.14 Provides the ability to track information through the system by property and see all accounts at a given property (current and prior)

3.3 Rates and Fee Management# Requirement Response


3.3.1 Provides the ability to define, add, change, and delete an unlimited number of rate code types and amounts for water and sewer utilities

3.3.2 Provides the ability to define an effective date for rate tables and prorate charges based on the effective dates

3.3.3 Provides the ability to define service rates that are fixed, flat, percentages, and/or tiered

3.3.4 Provides the ability to create charges for non-metered services

3.3.5 Provides the ability to define distribution of fees to multiple general ledger accounts based on user-defined account type, fee category, service type, tier or reason code




3.3.6 Provides the ability to define, add, change, and delete an unlimited number of service types




3.3.7 Provides the ability to enter stop and start dates for individual fees on an account

3.3.8 Provides the ability to mass update/modify fees based on a percentage

3.3.9 Please confirm that the proposed system will provide the functionality, and billing needs included on the City’s website:https://www.suisun.com/i-want-to/start-water-service/Any exceptions are to be communicated. Answering “Y” to this requirement indicates that the proposer has reviewed the fees, and rates, and that the proposed system can provide the necessary functionality and billing needs.

3.4 Meter Reading and Inventory# Requirement Response


3.4.1 Provides the ability to define, add, change, and delete an unlimited number of meter types

3.4.2 Provides the ability to maintain an unlimited number of meters

3.4.3 Provides the ability to identify a meter by type, size, serial/meter number, register, manufacturer, location, install date, and user defined fields

3.4.4 Provides the ability to enter meter reading data through data entry screens and from imports from hand-held devices or wireless automated meter reading system

3.4.5 Supports service consumption automated calculation upon entry of meter reading with ability to edit readings

3.4.6 Supports concurrent meter reading data entry


https://www.suisun.com/i-want-to/start-water-service/

https://www.suisun.com/i-want-to/start-water-service/



of one route while processing billing for another

3.4.7 Provides the ability to maintain meter readings and dates independent of customer or account changes

3.4.8 Provides the ability to enter a meter change without interruption of the billing cycle and final billing

3.4.9 Supports generating service/work orders based on meter reading exception messages and actions entered along with meter reading

3.4.10 Provides the ability to describe the physical location of a meter at a service location

3.4.11 Provides the ability to view a history of all meters that have been installed at the service location

3.4.12 Provides the ability to record unlimited notes for a meter

3.4.13 Provides the ability to define meter read types3.4.14 Provides the ability to estimate meter reads

based on user-defined history3.4.15 Provides the ability to identify reads that were

estimated or actual reads3.4.16 Provides the ability for the system to

automatically identify roll-over readings based on meter setup

3.4.17 Provides high/low functionality that allows the user to set ranges of parameters that produces a consumption edit register for screening variable such as high/low consumption, no current read, zero consumption, etc.

3.4.18 Provides the ability to change out meters at any time, and when meters have been changed, supports the ability to show separate meter readings and consumption and to show total consumption and billing amount on the




bill3.4.19 Provides the ability to change the meter

reading sequences without changing the customer account number

3.4.20 Provides the ability to graphically display consumption history

3.4.21 Provide the ability to display average consumption by month

3.4.22 Provides the ability to view consumption history in numeric and graphical format




3.4.23 Provides the ability to maintain reading instructions, prints instructions on read sheets, and provides information in meter reading interface

3.4.24 Provides the ability to store meter accuracy test information

3.5 Billing Management # Requirement Response


3.5.1 Supports a multi-cycle billing system3.5.2 Provides a complete or exception only billing

pre-list for review prior to bill printing3.5.3 Supports printing of multiple cycles in one

billing run3.5.4 Provides the ability to generate one utility bill

covering all services and charges and itemizes charges separately or in summary

3.5.5 Maintain a file of comments for including on utility bills, reminders notices, or shut off notices

3.5.6 Provides user-defined free form messages on bills

3.5.7 Provides the ability for user to include a notice on bills for a group, type, or class of customer

3.5.8 Provides at a minimum the following bill fields, billing date, account number, service period, current read, prior read, consumption billed, itemized charges, balance forward, credits/refunds, amount due, due date, etc.

3.5.9 Generates a return stub so that cash receipts can be read with an optical character reader, scanning the account and amount

3.5.10 Provides the ability to re-start bill print in the event of a paper jam

3.5.11 Provides the ability to view and reprint past




bills at any time3.5.12 Provides the ability to produce final notices3.5.13 Provides the ability to include mailing bar code

on bills3.5.14 Provides the ability to prorate bills for new and

closed accounts3.5.15 Provides the ability to calculate final bills

during any cycle based on internal issuance of a turn off service order or closing a customer account

3.5.16 Supports billing adjustments such as read errors and automatically adjust billing amounts and history

3.5.17 Provides the option to print a paper bill, email the bill or both to the customer

3.5.18 Provides the ability for customers to pay bills through an automated phone system

3.6 Financial Management# Requirement Response


3.6.1 Allows positive or negative transaction adjustments with a complete audit trail

3.6.2 Provides the ability to automatically generate the appropriate journal entries

3.6.3 Accepts over payment or credit adjustment with amount maintained as unapplied credit balance or be applied to the next service bill

3.6.4 Provides a complete audit trail of payments processed for reconciliation prior to general ledger cash posting

3.6.5 Provides the ability to generate a counter invoice detailing charges and balance due

3.6.6 Provides the ability to accept full, over, partial, and pre-payments

3.6.7 Provides the ability to scan payment




information directly into the system using a bar code or OCR scanner

3.6.8 Provides the ability to support payment plans for customers to schedule payments for outstanding balances




3.6.9 Provides the ability to recognize pending payments to prevent customers from receiving penalties or delinquent notices

3.6.10 Provides the ability to display transaction history including bills, receipts, receipt adjustments, credit and refunds for an account

3.6.11 Provides the ability to display details of transactions and drill to a final bill

3.6.12 Provides the ability to accept customer deposits

3.6.13 Provides the ability to automatically apply deposits to a final bill

3.6.14 Provide the ability to define when a deposit is refunded (e.g. after 2 years of on time payments)

3.6.15 Provides the ability to automatically apply deposits to the correct revenue accounts

3.6.16 Provides the ability to display account transaction history via web application

3.6.17 Provides an autopay option to pay balances from a customer’s bank account or credit card; and set up automatic payment from a customer’s bank account or credit card via web application

3.6.18 Provides the ability to accept multiple payment types for a bill (i.e. a bill payment is split between cash and check)

3.7 Delinquency Management# Requirement Response


3.7.1 Provides the ability to age accounts as defined by the City

3.7.2 Provides the ability to automatically add late penalties to delinquent accounts according to a flexible rate structure determined by the




City




3.7.3 Provides the ability to produce delinquent notices for customers that have reached City defined days delinquent, but continue to maintain an unpaid balance along with a listing of notices

3.7.4 Provides the ability to automate special payments arrangements allowing customer to pay amount due over time

3.7.5 Provides the ability to automatically assess a charge to an account if a shut off is processed

3.7.6 Provides the ability to select accounts to be flagged as exempt from receiving past due notices

3.7.7 Provides the ability to process account write offs and collections

3.7.8 Maintains a dynamic shut off list that can be automatically or manually updated

3.7.9 Produces shut off service orders for accounts that are being shut off

3.7.10 Provides the ability to deliver shut off notices to account holders via email

3.8 Service Order Management# Requirement Response


3.8.1 Provides the ability to define, add, change, and delete an unlimited number of service order types

3.8.2 Service order system provides automated updates to the utility system upon completion of service order

3.8.3 Provides a history of all service orders related to a service address and should remain with the services address record. Service orders should provide drill down functionality for




details of actual service order3.8.4 Provides the ability to define a workflow for

each service order type with automatic email notifications to City staff

3.8.5 Provides the ability to automatically update customer, location, meter, and account information upon completion of service order actions

3.8.6 Provides the ability to print or email service orders based on user defined selection criteria

3.8.7 Provides the ability to dispatch and receive completed service orders via email

3.8.8 Provides the ability to schedule open/close services orders within a defined workday and to integrate with field services calendars

3.9 Customer Self Service# Requirement Response


3.9.1 Provides a public portal for customer self-service to view account balance, make payments (via various payment methods), update billing address, etc.

3.9.2 Provides the ability for customer to invoke or deactivate paperless billing

3.9.3 Provides the ability for customer to set up online bill pay (debit, credit, or ACH)

3.9.4 Provides the ability to allow customer to manage/change credit cards online

3.9.5 Provides the ability to allow customer to manage/change email address for paperless billing

3.9.6 Provides the ability to allow customer to access account history including:

Monthly consumption Current month versus previous month




Historical consumption comparison (i.e. compare October 2015 versus October 2017)




3.9.7 Provides the ability to allow customer to access billing reports including:

Online electronic copy of utility bill Monthly billing history Current month versus previous month Historical consumption comparison (i.e.

compare October 2015 versus October 2017)



4 Human Resources4.1 Position Control

# RequirementRespo

nse Code

Response/Comments

4.1.1 Associates positions with funding source4.1.2 Reserves a position upon request to fill a

vacancy4.1.3 Identifies positions that are overfilled, under-

filled, and/or double-filled4.1.4 Identifies positions that are grant funded and

has a position end date (end of grant date) 4.1.5 Supports the ability for positions to split

funding across multiple funds, departments, and/or divisions

4.2 Onboarding

# RequirementRespo

nse Code

Response/Comments

4.2.1 Provides functionality to manage processes and procedures for employee onboarding

4.2.2 Supports the initiation process and a checklist of tasks that need to be performed to successfully educate an employee on the organization

4.2.3 Supports preparing the employee with the necessary knowledge, skills, access, equipment, etc. to become effective and contributing member of the organization

4.2.4 Works with an employee self-service web portal to facilitate delivery and receiving of documents, benefits enrollment, etc.

4.2.5 Notifies City when documents are received from applicant through employee self-service



# RequirementRespo

nse Code

Response/Comments

portal4.2.6 Provides functionality to approve, reject,

documents submitted and communicate back to the applicant through email

4.3 Employee Master File

# RequirementRespo

nse Code

Response/Comments

4.3.1 Maintains data elements including but not limited to employee ID, basic demographics, address information, emergency contacts, survivor/beneficiary information, dependent information, history of salary changes (effective start and end dates), training/certification, and history of personnel actions

4.3.2 Provides the ability to store and view employee photo

4.3.3 Provides employee directory functionality4.3.4 Provides the ability to track City property

(badge, phone, vehicle, etc.) provided to the employee throughout tenure with the City

4.4 Benefit Administration

# RequirementRespo

nse Code

Response/Comments

4.4.1 Provides flexible, rules-based benefit management functionality to manage public employee benefits such as medical, dental, disability and life insurance

4.4.2 Complies with current and future Affordable



# RequirementRespo

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Response/Comments

Care Act (ACA) requirements, including automatic notification to employee when a dependent is approaching coverage discontinuance at age 26

4.4.3 Complies with Consolidated Omnibus Budget Reconciliation Act (COBRA) requirements

4.4.4 Complies with Health Insurance Portability and Accountability Act (HIPAA) requirements

4.4.5 Supports California Public Employees Retirement System (CalPERS) to manage pension, health, and retirement benefits for California public employees and retirees including public safety employees



# RequirementRespo

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Response/Comments

4.4.6 Supports California Public City Retirement Services (PARS) to manage benefits for part-time, seasonal, and temporary employees including tracking of employees nearing 1,000 hours

4.4.7 Maintains eligibility dates for different plans based on different rules and which may differ from hire dates

4.4.8 Updates employee benefit records and reflects changes in pay in HR and payroll systems/modules and applicable 3rd party benefit providers whenever there are changes due to a life event, changes in eligibility rules, or requests for benefits

4.4.9 Supports administration of flexible spending reimbursement accounts

4.5 Leave Administration

# RequirementRespo

nse Code

Response/Comments

4.5.1 Supports managing available leave balances, leave taken, payments, and balances for various types of leave (e.g. paid time off, vacation, sick, Family Medical Leave Act, disability, worker’s compensation, etc.)

4.5.2 Allows for flexible rules for taking leave when balances are at zero, but accrual is pending

4.5.3 Notifies employees of leave that may be stop accruing

4.5.4 Provides the ability to enter, manage, and track worker’s compensation claims and status



4.6 Training and Certification

# RequirementRespo

nse Code

Response/Comments

4.6.1 Supports tracking required position-specific job certifications, licenses, and mandatory training

4.6.2 Supports tracking history of training results, certifications, licenses and expirations

4.6.3 Provides notification of expiring certifications to supervisors and employees based on user-defined rules

4.7 Performance Reviews

# RequirementRespo

nse Code

Response/Comments

4.7.1 Provides functionality to manage performance reviews/evaluations including tracking notifications, initiation, review results, and approvals

4.7.2 Provides workflow to manage electronic employee performance review/evaluation

4.7.3 Provides notification of performance reviews to supervisors and managers based on user-defined rules

4.7.4 Provides the ability to define and manage electronic evaluations/forms that are different by department and by job classification

4.7.5 Provides the ability to attach external forms and documents throughout the workflow

4.7.6 Provides alerts on past due evaluations and escalation notification



4.8 Personnel Actions

# RequirementRespo

nse Code

Response/Comments

4.8.1 Provides functionality to manage personnel actions from initiation, review, authorization, and approval for actions such as promotions, demotions, salary increase, discipline, separations, leave, etc.

4.8.2 Updates employee records in HR and payroll systems/modules to reflect changes in pay if needed

4.8.3 Uses end dates to automatically stop the action at a specified time (i.e. discontinue administrative leave without pay, leave of absence, etc.)

4.9 Employee Self Service

# RequirementRespo

nse Code

Response/Comments

4.9.1 Provides employee self service functions that allow access and update to designated employee information

4.9.2 Updates employee records in HR and payroll systems/modules and applicable external systems (e.g. CalPERS, 3rd Party Benefit Providers, etc.)

4.9.3 Provides the ability to view paycheck history, W2 history, personnel actions, leave balances, etc.

4.9.4 Provides the ability to update/change W-4, benefits during open enrollment, and profile data (e.g. address, phone number, emergency contact beneficiaries, etc.)

4.9.5 Provides the ability for employee to reset password



4.10 Pay Administration

# RequirementRespo

nse Code

Response/Comments

4.10.1 Provides functionality to manage employee pay including wages, special pay, State and Federal taxes and accruals

4.10.2 Supports multiple earning/pay codes including, but not limited to, Acting Pay and Special Pays that may change between pay periods

4.10.3 Enforces required pay type based upon activity (e.g. certain overtime reasons can only accrue as paid overtime instead of comp time)

4.10.4 Supports flexible definition of shift work and work schedules (e.g. 4/10, 9/80, 5/40 etc.)

4.10.5 Supports setup of earning codes, deductions codes and others at the City level

4.10.6 Supports multiple employee groups with different MOU requirements and benefits (e.g. differing leave accrual level, differing premiums, etc.)

4.10.7 Supports multi-rate positions



# RequirementRespo

nse Code

Response/Comments

4.10.8 Provides the flexibility to define “PERSable”, including different setups for different employee groups, salaries, benefits, and other similar accumulators, including public safety positions that may have overtime calculations in the other classification

4.10.9 Provides the ability to do ‘what-if’ analysis and modeling for salary increases, benefit changes, etc.

4.10.10 Calculates step, increment, and percentage pay adjustments for effective dating for all or a group of employees (e.g. bargaining units, classes, etc.)

4.10.11 Provides an automated process for retroactive pays based on the effective date of the retroactive pay (e.g. salary, benefits, contributions, and deductions)

4.11 Time and Attendance

# RequirementRespo

nse Code

Response/Comments

4.11.1 Provides functionality to collect time from various sources (e.g. Employee Self Service, mobile devices, etc.), perform exception-based time entry, and time adjustments to multiple work schedules

4.11.2 Provides the ability to define and validate business rules at time of collection (i.e. prevents employees from entering adjustments that will cause employee leave balances to be exceeded)

4.11.3 Prevents employees from entering invalid data (i.e. earnings or pay codes they are not authorized to use)

4.11.4 Provides ability to include notes or comments



# RequirementRespo

nse Code

Response/Comments

associated with time submitted4.11.5 Requires notes or comments for certain activity

types4.11.6 Provides functionality to allow time entered to

be coded to project, grants or to another department with each line of time entered

4.11.7 Allows multiple pay periods to be open for time entry purposes

4.11.8 Provides workflow to collect time, perform exception based time entry, and time adjustments to multiple work schedules, including approval and submission to payroll system/module at the department level

4.11.9 Enforces minimum hour entry for certain activity types [e.g. Police Court is four (4) hours minimum overtime]

4.12 Payroll ProcessingGeneral

# RequirementRespon

se Code

Response/Comments

4.12.1 Supports importing and entering time4.12.2 Provides functionality to calculate employee

payroll, deductions, and accruals based on components managed in the HR benefit and pay administration module

4.12.3 Processes payments for government and 3rd party agencies (e.g. benefits, retirement, etc.)

4.12.4 Supports State and Federal tax filings4.12.5 Supports multiple concurrently open payrolls

(e.g. vacation, sick or comp time cash outs, etc.)

4.12.6 Provides and enforces rule-based validation



# RequirementRespon

se Code

Response/Comments

and prevent duplicate earning codes at employee level, etc.

4.12.7 Provides user-defined exception hours’ analysis4.12.8 Supports multiple ‘re-runs’ of payroll prior to

final payroll run4.12.9 Generates paychecks, direct deposits

(supporting deposits across multiple accounts on a single check), EFT files, bank files, and related positive pay files

4.12.10 Supports creation of annual pay and benefit letters, W2s, and ACA annual documents



# RequirementRespon

se Code

Response/Comments

4.12.11 The Proposer has reviewed the MOUs and associated documents listed on:https://www.suisun.com/departments/administrative-services/careers/mous/The proposed system will provide the functionality to meet the items included in the MOUs and associated documents. Any exceptions are to be communicated.

4.12.12 Automatically generates journal entries to record payroll expenses to the General Ledger after payroll process is complete

4.12.13 Supports bulk change capability (e.g. COLAs, bargaining unit changes, etc.) with review prior to accepting the bulk change)

Paystub

# RequirementRespo

nse Code

Response/Comments

4.12.14 Identifies all elements used to calculate pay on the paystub

4.12.15 Identifies key information for employee (leave balances, allocation of direct deposit accounts, employee vs. employer pay benefits, etc.) on the paystub

4.12.16 Generates PDF/electronic copy and automatically posts stub, W2, and ACA documents to the employee self-service portal


https://www.suisun.com/departments/administrative-services/careers/mous/

https://www.suisun.com/departments/administrative-services/careers/mous/


4.13 Separation/Offboarding

# RequirementRespo

nse Code

Response/Comments

4.13.1 Provides functionality to manage processes and procedures for employee separation due to termination, retirement, resignation, or transfer

4.13.2 Supports initiation of the process and a checklist of tasks that need to be performed to successfully exit an employee based on type of separation

4.13.3 Updates employee records in HR and payroll systems/modules and applicable external systems (e.g. CalPERS, 3rd Party Benefit Providers, etc.)

4.13.4 Provides electronic employee separation workflow

4.13.5 Provides workflow to track progress of employee offboarding/separation checklist



5 Land Management5.1 General

# RequirementRespon

se Code

Response/Comments

5.1.1 Provides robust tracking capabilities in all areas including entitlement applications, plan check and re-check status, building permit tracking and issuance, inspections, certificates of occupancy, and other functional activities within the land management system

5.1.2 Workflow – provides best practices templates for core transactions and allows the City to configure workflows based on business rules. Workflow capability should exist for all transactions with sequential activity, and should automatically notify a user when action is needed

5.1.3 Provides ability to reference a library of standard comments in a dropdown menu to edit as needed (plan review, inspection results, etc.) to limit the amount of required data entry

5.1.4 Provides a web portal for customer and public access, with robust security to protect confidential data (i.e. confidential application data; payment data)

5.1.5 Provides for mobile connectivity for field crews to access, inquire and update system information

5.1.6 Provides comprehensive search ability into active and historic records by street name, street number, APN, developer, contractor, plan check number, building permit number, owner name, general project description, tract number, parent parcel number, business name, etc.



# RequirementRespon

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Response/Comments

5.1.7 Provides ability to store master files for architects, contractors, owners, tenants, engineers and developers including contact information (including multiple telephone numbers and email addresses) and license numbers



# RequirementRespon

se Code

Response/Comments

5.1.8 Provides ability to create and utilize multiple templates for letters or notices (i.e. Conditions of Approval; letter validating completeness of Entitlement Application). With appropriate security rights, provides ability to easily modify templates for letters or notices

5.1.9 Provides ability to generate emails from within the application to parties included on the application or to other contacts, and to view the associated email correspondence from within the application record

5.1.10 Provides ability to import Word, Excel, PowerPoint, PDF documents, digital photos and video to attach to the application, permit or case with the ability to view the attachments from within the application record

5.1.11 Provides ability to maintain multiple fee schedules, utilizing a variety of calculation factors (per sf: flat fee; etc.) with unique effective dates

5.1.12 Provides user defined fields for added information flexibility

5.1.13 Provides an audit trail to identify the users that created or modified a record

5.1.14 Provides ability to record staff time in the application record

5.1.15 Provides workflow notification to identified staff and project applicant that an application or permit is set to expire

5.1.16 Provides cashiering functionality with interface to the ERP system

5.1.17 Provides interface with City Business License system to verify Business License data (i.e. valid Business License)

5.1.18 Provides for address validation on input of address



# RequirementRespon

se Code

Response/Comments

5.1.19 Provides ability to flag system by address or by various system generated fields (i.e. application number; permit number)

5.2 Customer Portal

# RequirementRespon

se Code

Response/Comments

5.2.1 Provides the public with the ability to submit applications, view the status of plan review, view conditions of approval, request inspections, view inspection results, report code violations, and make credit card payments

5.2.2 Provides an inquiry by address to display public information about historic permits

5.2.3 Provides functionality for online permit applications for over‐the‐counter permits (i.e. water heater), including payment of fees and generation of the permit online

5.3 Reporting and Query Tools

# RequirementRespon

se Code

Response/Comments

5.3.1 Provides the ability for end users to access data and generate ad hoc reports without requiring IT support

5.3.2 Provides the ability to download report information to Microsoft Excel

5.3.3 Provides the ability for end users to create custom reports

5.3.4 Provides the ability to create a repository of periodic standard reports (i.e. number of permits issued; solar permits issued)



# RequirementRespon

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Response/Comments

5.3.5 Provides ability to schedule reports to run automatically on a schedule or based on trigger dates (i.e. pending expirations)



5.4 Fee Calculation

# RequirementRespon

se Code

Response/Comments

5.4.1 Supports the City’s fee schedule(s) including: Flat fees Time and materials using an hourly rate

with a minimum charge Flat fee plus $4 (SB 1186) Flat fee with an “each” multiplier Flat fee to a total valuation range plus a

multiplier for valuation over the minimum range (i.e. total valuation range $50,001 to $100,000 plus a multiplier for each $1,000 or fraction thereof over $50,001)

Hourly rate with a minimum charge Building code valuation with a multiplier Gross floor area with a multiplier for

each square foot Per unit with an “each” multiplier Strong Motion Instrumentation Program

(SMIP)NOTE: The City’s Building Division Fee Schedule is included as RFP Appendix D. Additional City fee schedules can be found at: https://www.suisun.com/departments/administrative-services/fee-schedules/

5.4.2 Provides the ability to override calculated fees (controlled in the system by security access)

5.4.3 Provides the ability to update fee schedules based on a percentage basis or rate change with a future effective date

5.4.4 Provides the ability to refund all or a portion of the various fees (controlled in the system by security access)


https://urldefense.proofpoint.com/v2/url?u=https-3A__www.suisun.com_departments_administrative-2Dservices_fee-2Dschedules_&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=tf-KBWnlOF3u9ELlnHYdJK4KEeEZOGQtCRitSLMENsM&m=upgY0Lv8IeRU4zCGNJDX31R31nCR6DMd5LjVn7WUG28&s=yzDlokUVyqO9FgITmcYmzBDsDOKuE6mzLHDjEKualPk&e=

https://urldefense.proofpoint.com/v2/url?u=https-3A__www.suisun.com_departments_administrative-2Dservices_fee-2Dschedules_&d=DwMFAg&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=tf-KBWnlOF3u9ELlnHYdJK4KEeEZOGQtCRitSLMENsM&m=upgY0Lv8IeRU4zCGNJDX31R31nCR6DMd5LjVn7WUG28&s=yzDlokUVyqO9FgITmcYmzBDsDOKuE6mzLHDjEKualPk&e=


5.5 Entitlement Applications and Review

# RequirementRespon

se Code

Response/Comments

Application Intake5.5.1 Provides for calculation of fees according to the

most current fee schedule, including ability to reduce fees for multiple simultaneous submittals

5.5.2 Provides ability to accept payment and issue a receipt with the appropriate general ledger account(s) updated

5.5.3 Provides ability to assign a Planner to the Application, with appropriate electronic notifications going to the assigned Planner and Management

Application Review5.5.4 Provides ability to route the application through

workflow for both internal (i.e. City Departments) and external (i.e. School District) review

5.5.5 Provides ability to notify reviewers of the assignment through workflow, with the date assigned and the date the review is due

5.5.6 Provides workflow notification to the assigned Planner to ensure compliance with state law for entitlement permit processing (i.e. issuance of the 30-day letter of completeness)

5.5.7 Provides ability for the reviewers to provide review comments, reference common conditions, and direct the comments to the assigned Planner

5.5.8 Provides the assigned Planner the ability to easily consolidate all review comments into a single notification to the applicant utilizing a template. Comments are referenceable to the agency that provided them



# RequirementRespon

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Response/Comments

5.5.9 Provides ability to identify when and why a review is delayed while waiting for information from the applicant (i.e. note or status field which conveys reason for delay)

5.5.10 Provides ability to alert assigned Planner and management when processing time exceeds an identified standard

5.5.11 Provides ability to accept revised plans and reroute to reviewers as needed

Application Approval5.5.12 Provides workflow to identify benchmarks (i.e.

public hearing notice; staff report due date)5.5.13 Provides ability for a system-generated public

hearing notice including the case number, application, project location and CEQA determination

5.5.14 Provides ability to track applications that will require approval by the Planning Commission/City Council to allow advance planning prior to the agenda creation

5.5.15 Provides ability to record actions taken by the Planning Commission/City Council (i.e. approved, conditional approval, denial, continued), and the ability to attach a letter to the project representative specifying the action taken

5.6 Plan Review

# RequirementRespon

se Code

Response/Comments

5.6.1 Provides the ability to initiate plan review process, including assigning date application was accepted, assigning reviewers, and providing date the plan check comments are due



# RequirementRespon

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Response/Comments

5.6.2 Provides the ability to override the standard review due dates (controlled in the system by security access)

5.6.3 Provides workflow notification to the reviewers that an application was assigned to them

5.6.4 Provides a dashboard to show the reviewer all of their assignments and the dates they are due

5.6.5 Provides the ability to view the status of plan reviews and view the associated review comments

5.6.6 Provides for standard comments to be available in a dropdown menu to reduce the amount of data entry

5.6.7 Provides the ability to consolidate all review comments into a letter template, populate the letter with the applicant’s name, address and application information, and attach an electronic version of the letter to the application

5.6.8 Provides the ability to track application expirations and automatically email the applicant in advance that the application is set to expire

5.7 Electronic Plan Submittal and Review

# RequirementRespon

se Code

Response/Comments

5.7.1 Provides the public with the ability to electronically submit plans for review, check the status of plan reviews, and retrieve plan check corrections and comments

5.7.2 Provides automated management of plan re-submittals and versioning control



# RequirementRespon

se Code

Response/Comments

5.7.1 Provides alerts to assigned staff when re-submittals have been submitted for review

5.7.2 Provides ability to review and comment on plans electronically and to save/archive updated documents

5.7.3 Provides ability to maintain comments in the system and generate correction notices

5.8 Building

# RequirementRespon

se Code

Response/Comments

Application Intake5.8.1 Provides ability to automatically transfer all

electronic information gathered during Entitlement application process to the building permit application

5.8.2 Provides functionality for online application and fee payment for certain permits (i.e. water heaters)



# RequirementRespon

se Code

Response/Comments

5.8.3 Provides ability to validate active business license and State contractor’s license information

5.8.4 Provides ability to duplicate or clone similar permits (i.e. similar floor plans within a tract of homes)

5.8.5 Provides for validation of City-defined address standards and that the address is within City limits

5.8.6 Provides for calculation of all fees due and acceptance and receipt of fee payment

Building Plan Check5.8.7 Provides workflow for routing of application to

the required City and outside agency reviewers5.8.8 Provides for ability to outsource specific

projects to external consultants for review and input of comments / corrections

5.8.9 Provides reviewers with a dashboard displaying their assignments and the date the review is due

5.8.10 Provides ability for reviewers to enter their comments and conditions into the permit record

5.8.11 Provides for consolidation of comments and conditions from all reviewers into a single document that identifies the reviewers comments

5.8.12 Provides for robust tracking of resubmittals required for corrections and review

5.8.13 Provides for application review status on the customer portal with ability for inquiry to view status

Building Permit Issuance5.8.14 Supports over-the-counter permits are issued

for building activity that does not require the approval of plans (i.e. hot water heater)



# RequirementRespon

se Code

Response/Comments

5.8.15 Provides ability to validate active business license and State contractor’s license information



# RequirementRespon

se Code

Response/Comments

5.8.16 Provides ability to prevent issuance of building permit if certain items have not been met (i.e. lack of precise grading permit) or if subject property (via Encroachment Application, applicant’s name, geographic lot) is flagged to prevent permit issuance

5.8.17 Provides for the accurate calculation and collection of all related permit and other fees due at building permit issuance

Reporting5.8.18 Provides ability to easily generate reports

including: Number and types of permits issued Number of days to process specific permits Plan checks in progress Revenue by category Periodic reports (i.e. Strong Motion Instr.

Program)

5.9 Engineering

# RequirementRespon

se Code

Response/Comments

5.9.1 Supports plan check fee calculation and workflow routing approval for plan check (i.e. final map; final tract map; subdivisions; traffic signal plans; storm drain plans), reports (i.e. soils; geotechnical), and conditions review (i.e. Assessment District formation; traffic study review)

5.9.2 Provides ability to support grading permit application acceptance (i.e. mass grading; rough grading; stockpile grading; precise grading), calculate the plan review fee, and through workflow route the Engineering



# RequirementRespon

se Code

Response/Comments

application for review and approval5.9.3 Provides ability to upload related documents

(i.e. preliminary and final Water Quality Management Plans; Hydrology and Geotechnical reports)



# RequirementRespon

se Code

Response/Comments

5.9.4 Provides ability to issue both one-time and annual encroachment permits. Annual encroachment permit process should be automated to notify applicant and City staff prior to automated renewal of annual permit

5.9.5 Provides ability to track developer bonds and bond details, including ability to modify the value of the bond

5.10 Inspections (Building, Code Enforcement, Public Works, Planning)

# RequirementRespo

nse Code

Response/Comments

5.10.1 Provides ability to request an inspection using the customer portal and confirm the permit is valid and has not expired; when the inspection is completed, update the customer portal with the inspection results

5.10.2 Provides mobile functionality with smart phones or tablets to support processing while working in the field. Provides remote system access view the permit applications, plans, the results of previous inspections and to result the inspection using a drop-down menu with common inspection results

5.10.3 Provides ability to take photos and video and add comments directly to the image and attach it to the record

5.10.4 Supports assignment of inspections based on geographic area or level of experience, and provides a suggested route map for the days’ inspections. Allows inspectors to modify the route as needed for unscheduled inspections or cancellations

5.10.5 Provides a suggested route for the day’s inspections and allow the inspector to add or



# RequirementRespo

nse Code

Response/Comments

modify stops5.10.6 Provides ability to reference frequently used

inspection comments (via a drop down menu) to limit data entry

5.10.7 Provides ability to add miscellaneous comments

5.10.8 Provides for automatic spell check functionality5.10.9 Provides ability to access and view nearby

permit activity5.10.10 Provides ability to complete an unscheduled

inspection5.10.11 Provides ability to notify all interested parties

by email that an inspection was completed, along with the inspection results

5.10.12 Provides ability to prevent scheduling a final inspection if fees are outstanding or other department or division sign offs are not complete

5.10.13 Provides ability to automatically flag addresses with Code Enforcement activity and to prevent issuance of a building permit when a case is open

5.10.14 Provides security settings to limit access to Code Enforcement case information

5.10.15 Provides ability to flag property warnings (i.e. vicious dog; law enforcement activity)

5.10.16 Provides ability to track multiple violations and types to one case with different due dates

5.10.17 Provides ability to consolidate multiple violations into one case letter

5.10.18 Provides ability to easily reference the applicable building or municipal code(s) in a letter template

5.10.19 Provides ability to link photos, video and audio to the case



# RequirementRespo

nse Code

Response/Comments

5.10.20 Provides robust reporting capabilities to extract information including for example:

Specific case status (by name; address; case #) Number of open cases Open and closed cases within a date range

5.10.21 Provides ability to create citations forms with defined numbering scheme, listing violations and fines (based upon defined fine structure)

5.10.22 Ability to export citations in XML format for processing by third-party billing firm.



5.11 GIS

# RequirementRespon

se Code

Response/Comments

5.11.1 Provides for a GIS-centric Land Management System that links City GIS data with Land Management System data

5.11.2 Provides a map interface between the application and the City’s GIS database (ESRI)

5.11.3 Provides ability to link applications, permits, and code enforcement activity to the City’s GIS database



6 Technical6.1 General

# RequirementRespo

nse Code

Response/Comments

6.1.1 Provides a production, training, test, and development environment

6.1.2 Provides the ability to configure workflows, report parameters, and other elements to meet specific business needs using configuration and operating parameters provided by City and without the assistance of the software vendor

6.1.3 Provides for upgrades to accommodate changes in laws, regulations, best practices, and new technology

6.1.4 Integrates with Active Directory6.1.5 Operates in a Hyper-V virtual environment6.1.6 Provides system availability 24 hours a day,

365 days a year (not including Force Majeure Events or scheduled downtime)(for Hosted/Managed Services solutions only)

6.1.7 Ensures scheduled downtime is pre-approved by the City one week in advance(for Hosted/Managed Services solutions only)

6.1.8 Provides system uptime of 99.99%(for Hosted/Managed Services solutions only)

6.1.9 Provides hosting facility that is SSAE 16 certified(for Hosted/Managed Services solutions only)

6.1.10 Includes complete installation, operating, and system maintenance documentation (for on-premise solutions only)



6.2 Regulatory Compliance

# RequirementRespo

nse Code

Response/Comments

6.2.1 Provides solution that is PCI compliant6.2.2 Provides solution that is HIPPA compliant

6.3 System Security

# RequirementRespo

nse Code

Response/Comments

6.3.1 Unless integrated to Active Directory, allows the system administrator to:

Define a minimum length password Define a password expiration timeframe Prohibit reusing of passwords

6.3.2 Allows the system administrator to: Configure control access to the

application, modules, transactions, data and reports

Define access rights (e.g. create, read, update, delete) by user ID or functional role

Define functional access rights (e.g. processes, screens, fields, and reports) by user ID or functional role

Restrict access to sensitive data elements (e.g. social security numbers, banking data, etc.) by user ID, user groups or functional role

6.3.3 Audit Trail with user, date and time stamp throughout all modules, including field level change tracking (before/after values) as well as record level activity, including creation, viewing, editing, deletion and exporting (where applicable).



# RequirementRespo

nse Code

Response/Comments

6.3.4 Ability to view multiple levels of audit history in the application, not just the last change.



6.4 Interoperability/System Interface

# RequirementRespo

nse Code

Response/Comments

6.4.1 Provides an Application Program Interface (API) to enable the exchange of information (both inbound and outbound) with other business applications using a variety of protocols including but not limited to XML, delimited, ASCII, and txt files

6.4.2 Provides security and auditing of data exported and imported via any API interfaces.

6.4.3 Provides a configurable API such that new interfaces can be defined, or existing interfaces can be modified by an administrator without requiring the support of the software provider

6.4.4 Provides the ability to specify the editing criteria (including both field validation and consistency edits) to be applied to inbound transactions and ensures that transactions submitted via the API are subject to the same business rules as transactions submitted via the user interface

6.4.5 Provides the ability to specify whether outbound interface transactions should be sent immediately or stored and forwarded at a specific time or at specific intervals

6.4.6 Provides a notification to users of transactions that fail edits and provides a way for user to view, update, delete, and automatically resubmit transactions for processing or to be returned to the originating applications

6.4.7 Integrates or interfaces with the systems below (please see RFP Section 3 for information pertaining to the named applications) through scheduled file exchanges and/or manually processed imports:

6.4.8 Progressive Solutions6.4.9 Sensus AutoRead (Solano Irrigation District)6.4.10 Fleet Maintenance Pro6.4.11 QuickBooks (Marina)6.4.12 IAPro (Internal Affairs and Professional Standards



# RequirementRespo

nse Code

Response/Comments

for Police)6.4.13 Cal Opps6.4.14 PlanIt Schedule6.4.15 RecDesk (as of 8/1/18)6.4.16 West America Bank6.4.17 CalPERS6.4.18 IRS6.4.19 CA Employment Development Department (EDD)6.4.20 Social Security Administration (SSA)

6.5 Data Storage (for Hosted/Managed Services solutions only)

# RequirementRespo

nse Code

Response/Comments

6.5.1 Stores data in the Continental U.S.

6.6 Data Access and Breaches (for Hosted/Managed Services solutions only)

# RequirementRespo

nse Code

Response/Comments

6.6.1 Maintains audit logging to record access activity:

Login/logout attempts by user and workstation

User submitted transactions Initiated processes System overrides Additions, changes, or deletes to

application-maintained data



# RequirementRespo

nse Code

Response/Comments

6.6.2 Upon discovery or reasonable belief of any data breach, notifies the City by the fastest means available, and also in writing within 24 hours. Notification should include:

The nature of the breach The data accessed, used, or disclosed The person(s) who accessed, used,

disclosed, and/or received data (if known)

What has been done to quarantine and mitigate the breach

What corrective actions has been taken to prevent future breaches

6.6.3 Provides daily updates regarding findings and actions performed until the breach has been effectively resolved to the City’s satisfaction

6.6.4 Provides a report containing the results of the investigation of the breach

6.7 Disaster Recovery (for Hosted/Managed Services solutions only)

# RequirementRespo

nse Code

Response/Comments

6.7.1 In the event of a disaster or catastrophic failure, informs the City:

Within one hour The scale and quantity of the data loss What Proposer has done to recover the

data and mitigate any effect of the data loss

What corrective action Proposer has taken to prevent future data loss



7 Optional7.1 Business License

# RequirementRespon

se Code

Response/Comments

7.1.1 Supports online applications and renewals, including payment of fees

7.1.2 Provides ability to flag licenses requiring additional review (e.g. background checks, fingerprinting, drug and alcohol tests, inspections, contractor’s license, etc.) before issuance

7.1.3 Provides electronic workflow approval routing and notification distribution (including e-mail) to multiple departments based on license type and related rules.

7.1.4 Provides ability to calculate multiple license fees utilizing a user-defined fee structure based on factors including gross receipts, employee count, units, property size, flat dollar amount, etc.

7.1.5 Provides ability to calculate late penalties (i.e. flat, percentage, etc.) after prescribed time period

7.1.6 Provides multiple licensing periods (i.e. annual, quarterly, etc.) based on either calendar or date of license

7.1.7 Provides automated process for annual license renewal notification, including electronic (email) notification capabilities

7.1.8 Fully integrated with general ledger for posting of revenue

7.1.9 Provides query and reporting including query capability on all data entry fields and statistical reporting of licenses by type, by date range, etc.



# RequirementRespon

se Code

Response/Comments

7.1.10 Provides unlimited user defined business classifications and types

7.1.11 Provides ability to prorate fees due7.1.12 Provides ability to maintain customer history

and changes (e.g. notes, names, addresses, business types, etc.)

7.1.13 Provides printing of business license from a secure portal and options for delivery (i.e. mail, email)

7.1.14 Provides an electronic template for business licenses and offers size options (e.g. 8 ½ x 11, 8 ½ x 14, etc.)

7.1.15 Provides the ability to search businesses by name, type, physical address, mailing address, etc. and supports both partial and full text searching

7.1.16 Support identifying businesses within a Business Improvement District (BID) that require an additional tax based on business type and location

7.2 Inventory/Warehouse Management

# RequirementRespon

se Code

Response/Comments

7.2.1 Functionality to track and manage inventory including location, cost, and counts

7.2.2 Supports multiple methods of valuation and surplus disposal

7.2.3 Allows inventory items to be associated with work orders/jobs for purposes of determining inventory expenses connected with specific activities

7.2.4 Categorizes and analyzes inventory costs and usage based on user-defined classifications



# RequirementRespon

se Code

Response/Comments

7.2.5 Offers options for managing inventory cycle counts

7.2.6 Tracks multiple item types and/or allows sub-categories under a parent item, including location tracking

7.2.7 Populates inventory items manually or through import

7.2.8 Supports barcoding/scanning of inventory7.2.9 Reconciles inventory at year-end, at other

specified intervals, and on-demand7.2.10 Automates inventory replenishment at pre-

defined reorder points with associated notification/workflow/approval support

7.2.11 Allows electronic form requests with workflow enabled review and approvals


general · web viewhowever, response codes “f,” “w/c,” and “t” do require written...

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