Budget Software RFP

REQUEST FOR PROPOSALS The City of La Puente Administrative Services Department is requesting proposals for: Budget Software Request for Proposals Issued Dec. 08, 2022 Proposals Due Dec. 22,2022 Anticipated Award of Contract Jan. 10, 2023 GENERAL INFORMATION The City of La Puente is seeking proposals from qualified firms to provide a budgeting software solution to support the City in the creation of its annual budget document. The required services and product details are described in further detail below in the Specifications section. BACKGROUND The City of La Puente was incorporated in 1956 as a general law city and operates under the Council-Manager form of government. The City has a current year total budget of $45,751,800 across all funds. The City contracts for most services and operates one utility. INSTRUCTIONS FOR SUBMITTING PROPOSALS Interested firms must submit their completed proposals via email to

href="mailto:AdminSvcs@lapuente.org">AdminSvcs@lapuente.org by 5:30 PM on December 22, 2022. Proposals may be submitted in any format, but must contain at a minimum the following: • Total annual pricing. • Proposed contract term and timing of any price escalations. • Description of software capabilities with regard to budget document production. • Description of software implementation plan and process. • Description of ongoing tech support services. • Description of information security and data integrity infrastructure. • References for existing clients in the municipal government market. SPECIFICATIONS The successful software platform will be able to provide the following functional capabilities: • The ability to produce a consolidated annual budget document (operating budget and capital improvement program). • The document must be producible as a printed book and as an Adobe PDF document. • The ability to export revenue and expenditure data into Tyler ERP Pro 10 general ledger. • Must include a personnel cost forecasting feature. • Must be a cloud-based system with offsite server hosting (SaaS). • Must include user accounts for non-finance staff to enter budget requests. • The ability to create a budget document meeting all criteria required for the Government Finance Officer’s Association (GFOA) Distinguished Budget Presentation award. CONTACT INFORMATION For questions or general information regarding this RFP, please contact: Troy Grunklee, CPA, Director of Admin. Services Alex Merkel Medina, Finance Manager tgrunklee@lapuente.org / 626-855-1509 amerkel@lapuente.org / 626-855-1515 mailto:AdminSvcs@lapuente.org mailto:tgrunklee@lapuente.org mailto:amerkel@lapuente.org The City of La Puente has outlined the requirements herein in as much detail as is currently known. Please provide any exceptions, additional information, or suggestions that will aid in the City’s selection process (attachments are acceptable). The City reserves the right to negotiate terms and specifications/scope of work with the highest ranked competitively priced and qualified proposal. If an agreement cannot be negotiated the City reserves the right to negotiate with any other finalist. Any evidence of agreement or collusion among Proposers acting illegally to restrain freedom of competition by agreement to propose a fixed price, or otherwise, will render the proposal of such Proposers void. Bidder shall identify those services (if any) that will be outsourced to a subconsultant or sub-proposer. The prime Proposer will be responsible for verifying the qualifications and validity of all licenses or permits for any outsourced work to subconsultants. The prime Consultant is also responsible for paying its employees and any subconsultants the prime Consultant hires. This RFP does not obligate the City to accept or contract for any expressed or implied services. The City reserves the right to request any Bidder submitting a proposal to clarify its proposal or to supply additional material deemed necessary to assist in the selection process. All submitted proposals and information included therein or attached thereto shall become public record upon contract award. The City reserves the right to cancel this solicitation at any time. The City reserves the right to award by individual line item, by group of line items, or as a total, whichever is deemed most advantageous to the City. Questions and comments regarding this solicitation must be submitted in writing, either by mail, delivery, facsimile, or email address to: Mail: City of La Puente Delivery: City of La Puente FAX: (626) 961-4626 Administrative Services Dep City Hall 15900 E. Main Street 15900 E. Main Street EMAIL: AdminSvcs@lapuente.org La Puente, CA 91744 La Puente, CA 91744 Any questions relating to this Request for Proposal must be received at least one (1) City business day prior to closing date, any questions received after this deadline will not be addressed. The questioner’s company name, address, phone and fax number, and contact person must be included with the questions or comments. All answers, if any, made by the City will be sent in writing to all known proposal holders and posted to the City’s website. Proposers, their representatives, agents or anyone else acting on their behalf are specifically directed NOT to contact any City employee, Commission member, Committee member, Council member, or any other agency employee or associate for any propose related to this entire RFP process other than as directed above. Contact with anyone other than as directed above may be cause for rejection of proposal. General Proposal Conditions 1. All price and notations must be typewritten or written in ink. Erasures are NOT PERMITTED. Mistakes may be crossed out and corrections made adjacent, and must be initialed in ink by person signing quotation. 2. Please propose your lowest price, best delivery date, cash discount terms, and F.O.B. point for items listed. No charges for transportation, containers, packing, etc, or for any other purpose will be allowed unless so specified in your proposal. Propose on each item separately and extend net unit prices. 3. State brand, or make on each item. If quoting an article exactly as specified, the words or equal must be stricken out by the vendor. If quoting on other then the make, model or brand specified, the manufacturers name and the catalog number must be given, or descriptive cutsheet and information attached to the quotation. 4. Any contract awarded as a result of the RFP will be subject to the City's usual purchase order instructions, agreements and conditions. 5. All bids/forms must be signed with the firms name and by a responsible officer or employee. Obligations assumed by such signature must be fulfilled. 6. Any and all costs incurred responding to bids/proposals conducting demonstrations or any other related activities, shall be borne by bidder/proposer and the City shall not be liable for any of these costs. 7. Bidder/proposer is liable for all errors or omissions incurred by bidder/proposer in bid/proposal. Bidder/proposer will not be allowed to alter bid/proposal documents after the due date for submission. The City reserves the right to make corrections due to errors identified in bid/proposal by the City or the bidder/proposer. This type of change will be date and time stamped and attached to bid/proposal. All changes must be coordinated in writing with, authorized by and made by the Director of Administrative Services or designated representative. 8. The City reserves the right, as the interest of the City requires, to reject any or all bids/forms, to waive any minor informality in bids/forms received to reject any unapproved alternate bid(s)/forms, and reserves the right to reject the bid/proposal of any bidder/proposer who has previously failed to perform competently in any prior business relationship with the city. The rejection of any or all bids/forms shall not render the City liable for costs or damages. 9. Late bids/forms will not be accepted and shall be returned to the bidder/proposer unopened. Bidder/proposer may withdraw bid/form in writing at any time prior to the specific due date and time. Faxed withdrawals will be accepted. A written request signed by an authorized representative of the bidder/proposer must be submitted to Administrative Services Department. After withdrawing a previously submitted bid/proposal, the bidder/proposer may submit another bid/proposal at any time up to the specified due date and time. 10. The City reserves the right to award by individual line item, by group of line items, or as a total, whichever is deemed most advantageous to the City. 11. Samples of items, when required, must be furnished free of expense to the City of La Puente; and if not destroyed by tests, will upon request be returned at the vender's expense. 12. The vendors shall hold the City of La Puente, its officers agents, servants and employees, harmless from liability or any nature or kind or account of use of any copyright, or uncopyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used under his bid/proposal. 13. Response to this bid will constitute acceptance of all terms and conditions stated within this RFP.