Automated Contractor Timesheet, Invoicing, and Payment Solution

The selected solicitation details are below. In order to view solicitation documents, you must register with VendorLink. Agency Hillsborough County Public Schools Status Active Fiscal Year 2023 Primary Contact Ivan Viamontes Secondary Contact Lillian Garcia Tertiary Contact Title Automated Contractor Timesheet, Invoicing, and Payment Solution Number 23021-DST-IV Type Request for Proposal Online Quote/Bid Yes Department Procurement Piggyback Solicitation No Insurance Required Yes Bid Bond Required No Bid Bond Amount Performance Bond Required No Performance Bond Amount Scope of Services Hillsborough County Public Schools (the "District") seeks a software solution ("Solution") to allow contracted staff to convert the health and behavioral services they are required to document for compliance, reporting, and Medicaid recoupment into time sheets without any additional data entry. The Solution shall create a workflow with the time sheets to enter into a review and approval (or reject)

process first by the vendor, then by multiple levels of the District`s administrators. The approved timesheets shall be converted into invoices and emailed to the Accounts Payable Department for payment. Goal: The Solution shall provide a billable time management system that integrates with the District`s Health Service tracking software to allow contracted service providers to log their billable time using the same interface they use to track services. The Solution shall enable administrators to manage contractor agency information and the invoicing process from creation through payment approval. Reporting features shall allow the District`s administrators to compare their contractors` relative performance and costs across multiple agencies with a built-in invoice approval process. Summary: The District is seeking a software module that will give the ability to contracted service providers to convert their daily tracking activity into invoices for their agencies. Agencies will have the ability to review and track invoices as they go through the approval process. The District`s administrators shall be able to review submitted invoices, generate invoices based on the hours that contractors have incurred, approve invoices, and submit them for payment to the Accounting Department. The Accounting Department shall receive a standardized electronic invoice that is seamlessly entered into the accounting software. The Solution must offer an easy way to audit any of the invoices/time sheets generated. Minimum Qualifications: The proposers must provide proof of experience in building and managing an integrated timesheet, invoice, and purchase ordering software with verifiable experience integrating health services data and the conversion to invoices with a defined approval workflow in a school district of similar size and scope. Essential personnel should have a minimum of 3 years of experience in implementing the software proposed to similar school districts and be able to provide current client references and testimonies. All key personnel must meet all State of Florida and the District`s requirements for background checks prior to arriving at any District facility, See the Jessica Lunsford Act. Broadcast Date 1/30/2023 12:00 PM Question End Date 2/15/2023 12:00 PM Due Date 2/23/2023 12:00 PM Anticipated Award Date 4/18/2023 *PDF files require Adobe Reader to view. Preconference(s) Total: 0 DateTimeMandatoryLocation Documents Total: 1 TypeNameDescriptionFile Type AttachmentHCPS SUB W9 FORM.pdfSubtitute W-9 PDF Quote/Bid Items Total: 0 #RequiredGroupMakeModelDescriptionQuantityUnit of MeasurePrice/ PercentType Delivery Date None Include Shipping in Price of Items Yes Shipping FOB Destination Terms and Conditions None Files to Request None Display Bid Tabulation to Vendors Display Vendor Submissions to Vendors View Vendor Submissions while Solicitation is Active Commodity Codes Total: 22 CodeDescription[208-80]Software, Microcomputer (Not Otherwise Classified)[208-88]Software, Monitoring[204-47]Integrated Hardware-Software I.T. Solution (Microcomputer)[205-29]Data/File Security Hardware/Software, to Include Encryption, Environmentally Certified Products[205-47]Integrated Hardware-Software I.T. Solution (Microcomputer), Environmentally Certified Products[206-55]Integrated Hardware-Software I.T. Solution (Mini/Mainframe Computer)[208-11]Application Software, Microcomputer[208-20]Business Software, Misc.: Agenda, Labels, Mail List, Planning, Scheduling, etc. [208-21]Business Intelligence Software[208-36]Data Processing Software, Microcomputer[208-37]Database Software [208-42]EDI (Electronic Data Interchange) Translator Software, Microcomputer [208-51]Human Resources Software[208-53]Integrated Software [208-56]Logistics and Supply Chain Software[208-63]Personnel Software [209-38]Database Software[209-52]Human Resources Software[209-64]Personnel Software [208-10]Accounting/Financial: Bookkeeping, Billing and Invoicing, Budgeting, Payroll, Taxes, etc. [209-11]Accounting/Financial: Bookkeeping, Billing and Invoicing, Budgeting, Payroll, Taxes, etc. [946-10]Accounting and Billing Services (Including Payroll Services, 3rd Party Reimbursement for Medicare, Medicaid, Private Insurance, etc) Publications Total: 0 PublicationDate Planholders Total: 16 CompanyE-mailFirst Access Aspire HR, Inc.rfp@aspirehr.com2/3/2023 12:44:32 PM Cantrell Consulting Co.jcantrellconsulting@gmail.com1/31/2023 10:07:58 PM CarahsoftSales@Carahsoft.com2/2/2023 10:08:32 AM CJIS GROUPregion1@cjisgroup.com2/1/2023 11:06:17 AM Dara HarshDaraharsh@gmail.com2/2/2023 5:54:19 AM Data Entry Outsourcing Services LLCstevewalse85@gmail.com2/1/2023 8:59:11 AM EDpuzzle, Inc.bids@edpuzzle.com2/1/2023 3:14:27 PM erepublicbidwatch@centerdigitalgov.com2/3/2023 3:29:12 PM Frontline Technologies Group LLCFrontlineRFP@frontlineed.com2/1/2023 10:55:35 AM IBMdebbie@us.ibm.com1/31/2023 3:54:01 PM Millennium Franchise Group, LLC tony.beaman@hackingsolutions.com1/31/2023 12:25:41 PM Persepta LLCtroy@persepta.com2/5/2023 10:07:25 AM School Wholesale Supplies LLCjpdas@live.com2/2/2023 4:48:55 AM SGS Technologiebids@sgstechnologies.net2/1/2023 5:03:40 AM Visual Solutions LLCDEarly@MyFUNDamentals.com1/31/2023 1:39:47 PM Volar Securitydavid.africano@volarsecurity.com1/31/2023 12:37:58 PM Questions Total: 0 QuestionDate AskedAnswerDate Answered Contract Dates Total: 0 Awarded CompanyTerm TypeContract NumberApproval DateStart DateEnd DateSubstantial Completion DateStatusAmountComment Pre-Award Documents Total: 0 CategoryNameFile Type Contract Documents Total: 0 CompanyAwardee TypeCategoryNameFile Type Bidders Total: 0 CompanyEmailPhoneFax Awardees Total: 0 CompanyEmailPhoneFax Insurance Total: 0 CompanyTypeStart DateEnd Date Bond Total: 0 CompanyTypeStart DateEnd Date