Table of Contentsdocuments.cityofdavis.org/Media/Default/Documents/PDF/Default/NIBs-RFPs... ·...

Appendix A – Requirements

City of Davis 1 11/02/2018

Table of ContentsGeneral ......................................................................................................................................................................................................... 5

User Interface ...............................................................................................................................................................................................................5

Workflow ......................................................................................................................................................................................................................5

Reporting and Analysis .................................................................................................................................................................................................6General ..................................................................................................................................................................................................................................................... 6GL/Accounting........................................................................................................................................................................................................................................... 7Budgeting.................................................................................................................................................................................................................................................. 8Position Control......................................................................................................................................................................................................................................... 8Employee Master File ................................................................................................................................................................................................................................ 8Benefits Administration ............................................................................................................................................................................................................................. 9

Finance ......................................................................................................................................................................................................... 9

General Ledger/Accounting ..........................................................................................................................................................................................9General ..................................................................................................................................................................................................................................................... 9Chart of Accounts (COA) .......................................................................................................................................................................................................................... 10Journal Processing ................................................................................................................................................................................................................................... 11Bank Account Management and Bank Reconciliation................................................................................................................................................................................ 11Closing .................................................................................................................................................................................................................................................... 11

Budgeting ................................................................................................................................................................................................................... 12

Vendor Management .................................................................................................................................................................................................. 14

Procurement/Purchasing ............................................................................................................................................................................................ 14Requisitions ............................................................................................................................................................................................................................................ 14Encumbrances ......................................................................................................................................................................................................................................... 15Purchase Order ....................................................................................................................................................................................................................................... 15Year End .................................................................................................................................................................................................................................................. 16

Contract Management ................................................................................................................................................................................................ 17

Project Management .................................................................................................................................................................................................. 17

Grant Management..................................................................................................................................................................................................... 18

Accounts Payable ........................................................................................................................................................................................................ 19General ................................................................................................................................................................................................................................................... 19

Appendix A – Requirements - DRAFT


Invoice Receipt ........................................................................................................................................................................................................................................ 19Payment Calculation ................................................................................................................................................................................................................................ 19Payment Process ..................................................................................................................................................................................................................................... 20Check Generation .................................................................................................................................................................................................................................... 20

Payroll Processing ....................................................................................................................................................................................................... 20General ................................................................................................................................................................................................................................................... 20Paystub ................................................................................................................................................................................................................................................... 22

Fixed Assets ................................................................................................................................................................................................................ 22

Accounts Receivable/Miscellaneous Billing................................................................................................................................................................. 23

Cash Receipts (Cashiering) .......................................................................................................................................................................................... 24

Human Resources ....................................................................................................................................................................................... 25

Position Control .......................................................................................................................................................................................................... 25

Employee Master File ................................................................................................................................................................................................. 25

Benefits Administration .............................................................................................................................................................................................. 26

Leave Administration .................................................................................................................................................................................................. 26

Training and Certification ............................................................................................................................................................................................ 27

Performance Reviews ................................................................................................................................................................................................. 28

Personnel Actions ....................................................................................................................................................................................................... 28

Employee Self Service ................................................................................................................................................................................................. 29

Pay Administration ..................................................................................................................................................................................................... 29

Time and Attendance .................................................................................................................................................................................................. 30

Optional HR Functionality ........................................................................................................................................................................................... 31Pay Administration .................................................................................................................................................................................................................................. 31Separation/Offboarding ........................................................................................................................................................................................................................... 32

Optional Requirements ............................................................................................................................................................................... 32

Business License.......................................................................................................................................................................................................... 32

Utility Billing ............................................................................................................................................................................................................... 34General ................................................................................................................................................................................................................................................... 34Customer Account and Location Management ......................................................................................................................................................................................... 34



Rates and Fee Management .................................................................................................................................................................................................................... 35Meter Reading and Inventory .................................................................................................................................................................................................................. 36Billing Management................................................................................................................................................................................................................................. 37Financial Management ............................................................................................................................................................................................................................ 39Delinquency Management ....................................................................................................................................................................................................................... 40Service Order Management ..................................................................................................................................................................................................................... 41Customer Self Service .............................................................................................................................................................................................................................. 41

Land Management ...................................................................................................................................................................................................... 42General ................................................................................................................................................................................................................................................... 42Planning .................................................................................................................................................................................................................................................. 47Engineering ............................................................................................................................................................................................................................................. 50Plan Check............................................................................................................................................................................................................................................... 52Permits ................................................................................................................................................................................................................................................... 54Inspections .............................................................................................................................................................................................................................................. 55Customer/Citizen Access ......................................................................................................................................................................................................................... 56

Technical ..................................................................................................................................................................................................... 58

General ....................................................................................................................................................................................................................... 58

Regulatory Compliance ............................................................................................................................................................................................... 59

System Security........................................................................................................................................................................................................... 59

Integration/Interface .................................................................................................................................................................................................. 59

Hosted or SaaS System Requirements ......................................................................................................................................................................... 60

Data Access Security and Breaches ............................................................................................................................................................................. 61



Proposers must respond to the ERP requirements included herein. Proposers are to 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

Response Codes “Y” and “N” do not require written responses unless the Proposers wish to present additional benefits or opportunities related to their solution andthe requirement. However, response codes “F”, “W/C” and “T” do require written responses. For these response codes, Proposers must describe how the requirementwill be met and when (if applicable).



GeneralUser Interface

# Requirement ResponseCode

Response/Comments

Provides a browser-based user interface Supports mobile technologies (e.g. smartphones, tablets) Provides the ability to drill-down and drill-across from a

transaction view to the supporting source data and documents Provides fully integrated functionality such that data is entered

only one-time and available throughout the system(s) andavailable in real time (single-points of data entry) to eliminatere-keying of information

Provides organized screen layouts that are customizable Provides consistent use of icons, colors, and menus across all

elements Provides shortcuts for frequently accessed processes, screens,

reports, etc. Provides search functions that reach across all applications and

attachments Provides online help that is context sensitive and content

appropriate with manuals also available for download

Workflow


Response/Comments

Provides integrated workflow management includinggeneration, routing, notification and approval of forms, reports,other documents, and processes (e.g. payable processing,purchase orders, GL transactions, HR transactions, payrollprocessing, budgeting, personnel action forms, business license,etc.) for all modules




Response/Comments

Provides ability to establish multiple approval levels based onuser-defined criteria (e.g. dollar amounts, types of itemspurchased, document types, etc.)

Allows out of office approval delegation Provides multiple attributes to define which users participate in

which steps of the workflow processes (e.g. GL numbersegments, unique groupings, project/task codes, object/spendcategory codes, consideration of roles, etc.)

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

Allows document attachment and allows attached documents tobe available for review through all levels of approval for all coremodules

Reporting and AnalysisGeneral


Response/Comments

Provides modeling tools to do ‘what if’ analysis and forecasting(i.e. analysis of revenue/expenditure trends and the ability todevelop forecast projections)Processes transactions in real-time that are immediately availablefor inquiry and reportingAllows users to drill down from reports and inquiries to sourcetransactionProvides full integration with MS Excel for all modules (e.g.worksheet export to Excel, data imported from Excel, etc.) andallows users to export reports to Excel that include formulas/formattingProvides the ability to copy and customize standard reportsProvides the ability for reports to access data across all modules




Response/Comments

Provides the ability to create report notification groups andinform/alert groups a new report is availableProvides the ability to choose a format when exporting a report(e.g. Excel, Adobe, flat file, delimited, etc.)Provides the ability for a dashboard/scorecard to include, at aminimum, user defined metrics, key performance indicators(KPIs), reports, charts, etc.Provides the ability for reporting to be based on user securitysettingProvides the ability to save and “publish” ad hoc reports for useby othersProvides the ability to report/query on any field within anapplicationAllows for multiple output options (e.g. display, print, email, etc.)Provides the ability to automatically run schedule reports fordistribution to a group or individualsProvides the ability to define reporting period (e.g. from-to,including those over multiple fiscal years), transaction type (e.g.posted, non-posted, etc.), by fund, by dept., etc.Provides ability to run reports on all projects, includinginactivated projects

GL/Accounting


Response/Comments

Provides an automated means to categorize and summarizetransactional data in support of the Comprehensive AnnualFinancial Report (CAFR)Provides automated, flexible, and efficient month-end reportingProvides a report to assist Journal Entry approval/review andincludes GL accounts and names, amounts, descriptions, etc.




Response/Comments

Provides the ability to generate printed output of all financial/accounting reports (e.g. income statement, balance sheet,general ledger, revenue/expenditure comparison report etc.)Provides functionality for generation of accounting reportsrequired by State and Federal agencies (i.e. quarterly sales tax)

Budgeting


Response/Comments

Provides the ability to report on justification comments by budgetline itemOffers the ability to see budget-to-actuals in real-time with drill-down capabilitiesSupports publication of the “annual budget document” via directleveraging of system outputs/forms/reportsAllows users to change key underlying assumptions to impactforecastsProvides modeling for “what if” scenarios and forecasting toolsfor “10 Year Cash Flow Projections”

Position Control


Response/Comments

Provides reporting by position typeProvides reporting by position allocationsProvides reporting by filled, and vacant positionsProvides reporting for grant positions nearing the end date

Employee Master File


Response/Comments

Provides Seniority Listing




Response/Comments

Provides ability to select data required for labor costing/negotiations (e.g. CalPERS, health, pay, employment dates,position title, etc.)Provides Federal and State government mandated HR reporting:· Federal HR Reports

o IRS Report/Extract (Quarterly)o SSA W-2 Report/Extract (Annual)o EEOC EEO-4 Report/Extract (Odd Years)o DOL VETS 100 Report/Extract (Annual)o ACA Report/Extract (Annual)

· State HR Reportso EDD New Hire Report/Extract (Every Pay Period)o EDD PIT, SDI, UI Report/Extract (Quarterly)

Benefits Administration


Response/Comments

Provides 3rd party benefit administrator reports

FinanceGeneral Ledger/AccountingGeneral


Response/Comments

Maintains accounts for transactions via elements such as fund,department, division, program, project, object, or any otherelement needed to meet the needs of the CityEnsures all transactions post individually and/or in summary tothe general ledger regardless of the transaction source ensuringeach entry is balanced and auditable, and provides a message/warning if transactions are not balanced




Response/Comments

Supports accrual and cash accounting methodsCreates 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 endentries)Provides the ability to add notes/comments to transactions thatpost to the GLEnforces rules for entry validation based on roles atdepartmental/user level to prevent incorrect account codingCaptures multiple dates (e.g. transactional, posting, data entry,etc.)Provides pooled cash accounting from multiple funds to a singlebank accountSupports Government Accounting Standards Board (GASB)standards/principles

Chart of Accounts (COA)


Response/Comments

Supports a flexible COA structure with room for growth withineach field and expanded use of segments in the futureProvides ability to reclassify the COA as necessary in support oforganizational changes without having to create an entirely newCOAAllows for object code categoryProvides an option for City re-organization to have data/historymove (all data re-written to new account, electronic reference,crosswalk, etc.)Provides the ability to support reporting, analysis, andorganizational views of all levels within the organizationProvides the ability to adapt the COA to support modern financialconcepts such as workflow, reporting, security design, andinternal controls



Journal Processing


Response/Comments

Supports multiple journal processing capabilities including one-time, standing, automated recurring, allocations & distributions,automatic reversals (accruals), and correctionsIdentifies the source of journals (e.g. budget, sub-system, import,etc.)Allows multiple periods to be open at the same timeManages due to/due from transactionsAllows multiple options for creating a journal (e.g. onscreen,import from Excel, copy a prior journal, etc.)Provides multiple description fields for the Journal Entries (i.e.long, short, free form, etc.) and document attachmentProvides the ability to search for posted journals by date,accounting period, keyword, creator, etc.Provides the ability to save work in process and return to it atanother date/timeProvides the ability to allocate employee costs by various factorsincluding percentage to multiple account strings, pay type withassociated benefits, etc.

Bank Account Management and Bank Reconciliation


Response/Comments

Provides the ability to manage and automate reconciling ofmultiple bank accountsProvides the ability to transfer funds between accounts

Closing


Response/Comments

Supports period-end, soft-close processes (i.e. secures newentries to a closed accounting period for specific modules)




Response/Comments

Provides the ability to select frequency of interest allocationsProvides automated year-end closing of revenue and expenditureaccounts and the automated roll forward balance sheet accounts(as appropriate) to establish subsequent year beginning balancesAllocates interest earnings, gain/loss on investments andexpenses as a percentage of daily cash balances, preparesjournals of the allocations for review and postingAllows multiple year-end closings periods (i.e. period 13, period14, etc.)Supports period-end, hard-close processes

Budgeting# Requirement Response

CodeResponse/Comments

Provides an automated electronic budget process withdecentralized entry, workflow, and related notifications/alertsSupports tracking budget revisions and mid-year amendmentsSupports multiple budget years for expenditures, revenue, andprojectionsSupports Capital Improvement Planning project budgetingTracks various budget versions (i.e. Department Head version vs.Executive version)Projects fund balance details automatically (i.e. reflectingprojected reserves, revenues, expenses, and inter-fund transfersthat would result in an ending fund balance)Provides the option to seed budgets zero-based, with historicaldata (e.g. last year’s actuals) or with increasing/decreasing factorsdown to the object levelAllows departmental entry of justifications and background datarelated to requests; this information must stay with line itementries through budget level-up cycles




Response/Comments

Processes mass changes to various accounts during budgetprocess such as a reorgOffers the ability to control budget rollups at multiple levelsOffers the ability to add/delete/reallocate/shift positions andupdate proposed budgets in real-timeProvides the ability to allocate employee costs by various factorsincluding percentage to multiple account strings, pay type withassociated benefits, etc.Provides position budgeting processes for updating the budget toreflect changes for such things as COLAs, adjustments to variablebenefits, updates to fixed benefits, and other misc. personnel-related rate adjustmentsProvides the ability to generate labor projections based onfactors including percent change in salary, benefits, pay codes,bargaining units, time periods, etc.Provides status tracking relative to departmental budgetapprovalsAutomates roll-forward for selected operational and multi-yearCapital Improvement Plan (CIP) project budgetsProvides an ability to apply “what if” factor scenarios acrossfunds, departments, programs, and/or objects as designated bystaffOffers the ability through security rights to lock funds,departments, objects, and/or object categories from identifiedstaffProvides multi-year budgeting, object, justification, description,etc. fields for each budget yearOffers the ability to define a maximum budget amount per fund,department, division, object, and report against the definedmaximumAllows negative amounts to be entered with appropriate security



Vendor Management# Requirement Response


Provides the ability to maintain vendor information to processpaymentsProvides the ability to view changes to vendor records (i.e.address, name, phone, etc.)Supports decentralized vendor entry with workflow to approvevendor prior to availability for useProvides the ability to track insurance requirements and relatedcertificates needed for doing business with the CityPrevents duplicate entry of vendor recordsSupports CA Employment Development Department (EDD)reporting requirements (cumulative payments over $600 within agiven year) for independent contractorsNotifies staff if insurance requirements are near/past expirationSupports multiple remittance addresses for a vendorProvides a vendor self-service portal with functions that include:· Provide vendor related forms online· Check invoice/payment status· View appropriate transactional history associated with

purchase orders (POs)· Make changes to address, phone, primary contact, etc.Provides auto-generation of vendor numbers

Procurement/PurchasingRequisitions


Response/Comments

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




Response/Comments

Performs budget checking during requisition, PO creation, andinvoice processingSupports the purchase of recurring services by automaticallygenerating a requisition/PO based on pre-established criteria (e.g.health insurance, cleaning services, and leased vehicles)Provides the ability to initiate an electronic purchase requisitionand attach supporting documentation (i.e. quotes, bids,contracts, agreements)Supports the use of purchasing cards (P-Cards) for everyday useitems and travel

Encumbrances


Response/Comments

Provides the ability to pre-encumber/encumber requisitions andpurchases, and the ability to override transactions that failbudget checkSupports encumbering of funds when requisition is approvedWhen a PO or requisition is cancelled, or closed, automaticallyreverses pre-encumbrance and encumbrance amounts asappropriateSupports encumbering of funds over multiple years, along withability to carryover existing encumbrances across fiscal years

Purchase Order


Response/Comments

Provides the ability to have a single PO associated with multipledepartments and/or funding sources (i.e. cross department PO’s)Supports recurring/routine departmental PO’s based on dollarlimitsSupports annual, blanket, multi-department PO types




Response/Comments

Supports multiple line items per PO with the option of associatingdifferent GL strings with each lineCaptures internal or external justifications, notes, or commentson PO; internal comments must only be visible to staffLimits which users are authorized to override established POlimitsProvides real-time expense tracking on all PO’s, including blanketPO’sPrevents a PO from being issued to an inactive vendorProvides options for distributing the PO (e.g. print-mail, email,etc.)Provides the ability to re-open a purchase order that has beenclosed including recording the encumbranceProvides the ability to configure alerts (percentage/dollar-based)when an invoice (or combination of invoices) is on the verge ofexceeding the approved PO amount

Year End


Response/Comments

Defines close and rollover dates at system and module levelSupports the maintenance of open POs over multiple yearsSupports year-end activities such as conditional PO closure andthe ability to roll purchase orders to the new fiscal yearAutomates PO rollover process for individual or groups of POsincluding appropriate treatment of carryover budget amountsAllows users to enter POs for the new fiscal year prior to the startof that fiscal yearProvides real-time access to PO information related toencumbrances, balances, adjustments, and postingsProvides a report or dashboard alert of POs with no activity for auser defined period of time




Response/Comments

At year-end, provides the ability to print list of POs withoutstanding balances

Contract Management# Requirement Response


Provides the ability to support bid request, negotiation, andmanagement of vendor contracts.Supports tracking and managing contract status (e.g. milestonepayment schedule, payment terms, payments, incentives,amendments, renewal status, expiration dates, insurancecertificates, etc.) via automated alertsAssociates contracts to projects, requisitions, and purchaseordersSupports multi-year contracts

Project Management# Requirement Response


Provides functionality to manage Capital Improvement Program(CIP) projects, including tracking funding sources and budget toactual expendituresProvides functionality to associate projects into multiplecategories and subcategoriesSupports multi-year projectsAllows multiple funding sources for a single projectProvides real-time project budget balances with the option toinclude pending staff time or pending invoices in processTracks actual, committed, and estimated (or budgeted) costs




Response/Comments

Distributes costs and units (including labor hours) to as manyprojects (job phases) and sub-divisions (job-sub-phases) as theuser wishes to establishCaptures staff time and associates it directly to a project using ablended hourly rate (or actual rate) based on defined projectrulesReports on project activity by period and over the life of theprojectSupports collecting of reimbursements at a project level

Grant Management


Response/Comments

Supports establishing grant budgets and recording expendituresagainst the grantsProvides fields to record the type of grant (local, state, andfederal), grantor information, match terms, grant begin and enddate, and grant drawdown activityAllows users to establish budgets, track activities, and managereimbursements/billings related to CIP grants (specific items thatare or are not to be billed to a grant) and to associate thosegrants with projects as appropriateAllows real-time access to grant costing detailsEnsures overhead percent allocations are consistently andaccurately appliedSupports cost allocationsTracks grants over multiple fiscal yearsSupports grant application and funding request processesProvides reporting on grant activity by period and over the life ofthe grant award



Accounts PayableGeneral


Response/Comments

Supports payments to various entities including, but not limitedto, vendors for services or goods, employees’ expenses, andretireesProvides and applies appropriate controls over all payments

Invoice Receipt


Response/Comments

Automates matching the PO, receiver, and invoiceReflects invoice amount on account balances immediatelyManages vendor invoice credits with associated adjustments toencumbrances and PO balancesChecks the status of all open/pending invoicesProvides the ability to identify duplicate invoices from vendor atthe time of entrySupports managing City Cal-CARD usage and processing of relatedpayments in coordination with bank

Payment Calculation


Response/Comments

Alerts staff about and calculates payment discountsSupports automatically calculating shipping and taxes asappropriate for items being paid at time of data entryAllows payments that can be scheduled over time and withassociated tracking of payment terms



Payment Process


Response/Comments

For multi-line item POs, allows selection of one or more of thoseline items during invoice processingCreates POS pay filesSupports processing of 1099’s and 1099 reporting requirementsSupports refund and retention payment processingProvides the ability to short close POs based on user definedparametersProvides for ACH, EFT, and wire transfer payments to vendorswith a system generated email notification and remittance thatpayment was sentProvides alerts for invoices that are aging and where penaltiesmay apply for late payments

Check Generation


Response/Comments

Provides the ability to generate multiple checks for a singlevendor during a check processGenerates multiple page checksGenerates on-demand manual checksAllows reprinting checks without void and reissue, and withouthaving to re-enter data, if an error occurs during check printing

Payroll ProcessingGeneral


Response/Comments

Provides functionality to calculate employee payroll, deductions,and accruals based on components managed in the HR benefitand pay administration module




Response/Comments

Supports prior period payroll adjustments, including non-cashpayroll adjustmentsSupports biweekly deductions for health insuranceSupports pre-tax deductions for health insurance and other pre-tax deductionsProcesses payments for government and 3rd party agencies (e.g.benefits, retirement, etc.)Supports State and Federal tax filingsComplies with all calculation and reporting requirements of theFair Labor Standards Act (FLSA), Family Medical Leave Act (FMLA),and CalPERS retirement systemSupports multiple concurrently open payrolls (e.g. vacation, sickor comp time cash outs, etc.)Provides and enforces rule-based validation and preventsduplicate earning codes at employee level, etc.Provides user-defined exception hours’ analysisSupports multiple ‘re-runs’ of payroll prior to final payroll runSupports City’s bi-weekly payroll runsSupports years with more or less than 26 payroll periodsSupports the voiding and re-issuance of payroll documentsGenerates paychecks, direct deposits (supporting deposits acrossmultiple accounts on a single check), EFT files, and relatedpositive pay filesSupports creation of annual pay and benefit letters, W2s, andACA annual documentsSupports one-time MOU stipend paymentsProvides the ability to calculate various scenarios pertaining toMOU overtime and FLSA overtimeSupports distribution of payments to third-parties such asdeferred compensation or bargaining units




Response/Comments

Provides the ability to support multiple and differing declaredwork weeks for calculating FLSA overtime including 7(k)exemptionsProvides the ability to calculate offset between paid MOUovertime and FLSA overtime (RRP)

Paystub


Response/Comments

On paystub, identifies all elements used to calculate payOn paystub, identifies key information for employee (leavebalances, allocation of direct deposit accounts, employee vs.employer pay benefits, pre-tax vs post-tax deductions, tax-withholdings, etc.)Generates PDF/electronic copy and automatically posts payrollstub, W2, and ACA documents to the employee self-service portal

Fixed Assets# Requirement Response


Provides asset management functionality to capture andmaintain information associated with leased and capitalizedassetsAllows multiple funding sources per asset, including Grantfunding sourcesProvides or interfaces with asset tag solutionProvides parent/child associations for assetsTies an asset(s) to a CIP projectTracks non-capitalized assetsSupports various asset depreciation schedules, the ability tochange depreciation methodologies, and (from a point in time)recalculates depreciation based on the remaining life




Response/Comments

Tracks asset maintenance (including enhancement and transfers)and projected associated costsAllows for creation of an asset as part of purchase requisitionTracks assets disposal and salvage value; reports on assetsnearing full depreciationAllows user to define fields for asset reporting to assist withanalysis/development (e.g. motor vehicles, buildings, equipmentetc.)Generates journal entries to record depreciation expense toappropriate fund in the General LedgerProvides the ability to generate a variety of asset-related reportsincluding assets prior to and after posting, assets by type, byaccount, by value, etc.Provides for the ability to close a CIP project and move relatedassets into services and/or infrastructureSupports the tracking of capital assets that are not depreciated

Accounts Receivable/Miscellaneous Billing# Requirement Response


Supports invoicing of various entities including, but not limited to,citizens, former employees, businesses, and other governmentalentitiesSupports invoicing for a variety of items, including but not limitedto: grants, property damage, COBRA, NSF check fee codeenforcement fees, encroachment permits, and othermiscellaneous items and servicesProvides functionality to record receivable and payments againstcustomer accountsProvides customizable invoicesProvides the ability to add user-defined messages to invoices andstatements




Response/Comments

Provides options for off-cycle and regular batch bill runsProvides Non-Sufficient Funds (NSF) support including applicationof additional fees, adjustments to receivables, etc.Provides comprehensive NSF check processing including reversingpayments, appropriate reversing of accounting transactions,rebilling with NSF check charge(s), and associating these eventswith the customer’s accountEnsures appropriate cross-references to payment history andopen balances for refunds processingEnsures payments immediately affect customer account balanceseven while batches are still openProvides statements of cumulative activity (vs. invoices only)Supports managing property damage claims including integrationwith projects and work order modules for purposes of trackingrecoverable costs (primarily related to staff time)Provides on demand and interval-based (i.e. weekly) past duepayments and aging reports with notificationsProvides accounts aging data sufficient to support collectionactivitiesAutomates 2nd and 3rd notices of missed paymentsProvides the ability to reverse payment and prepare write offjournal entriesProvides the ability to edit and revise invoices (i.e. address,comments, etc.) including the amount and record (adjustments)the revised amount to the General Ledger

Cash Receipts (Cashiering)


Response/Comments

Provides a centralized cashiering model to collect and managetransactions (e.g. cash, checks, credit cards, electronic payments,etc.) from multiple locations daily




Response/Comments

Provides ability to access transaction detail in subaccountsProvides system generated receipt numbersProvides for verification of cashSupports the ability for staff to scan checks for depositSupports the ability for staff to scan supporting documentationand attach it to receipts

Human ResourcesPosition Control


Response/Comments

Links HR, Payroll, and Budget data to facilitate managing theCity’s structure, positions, and financial budget for positionsAssociates positions with funding sourceEncumbers a position upon request to fill a vacancyIdentifies positions that are overfilled and/or under-filledTracks and reports on history of position changes by date (title/location)Tracks and reports on history of incumbents in position by dateIdentifies positions that are grant funded and have a position enddate (end of grant date)

Employee Master File# Requirement Response


Maintains data elements including but not limited to employeeID, basic demographics, address information, emergencycontacts, survivor/beneficiary information, dependentinformation, history of salary changes (effective start and enddates), training/certification, and history of personnel actions




Response/Comments

Maintains employee photoProvides employee directory functionalitySupports “deactivation” of part-time employees

Benefits Administration# Requirement Response


Provides flexible, rules-based benefit management functionalityto manage public employee benefits such as medical, dental,disability, and life insuranceComplies with current and future Affordable Care Act (ACA)requirements, including automatic notification to employee whena dependent is approaching coverage discontinuance at age 26Complies with Consolidated Omnibus Budget Reconciliation Act(COBRA) requirementsComplies with Health Insurance Portability and Accountability Act(HIPAA) requirementsSupports California Public Employees Retirement System(CalPERS) to manage pension, health, and retirement benefits forCalifornia public employees and retirees, including public safetyemployeesMaintains eligibility dates for different plans based on differentrules and which may differ from hire datesUpdates employee benefit records and reflects changes in pay inHR and payroll systems/modules and applicable third-partybenefit providers whenever there are changes due to a life event,changes in eligibility rules, or requests for benefits

Leave Administration# Requirement Response


Supports multiple leave banks (minimum 100)




Response/Comments

Provides the ability to track holiday, vacation, and sick leaveaccrualsProvides the ability to assign different caps to holiday, vacation,and sick leave based on specific MOUsProvides the ability to support multiple accrual methods forvacation: initial load, and hours worked, biweekly accrual, etc.Provides the ability to code holiday leave and floating holidayleave separatelySupports managing available leave balances, leave taken,payments, and balances for various types of leave (e.g. paid timeoff, vacation, sick, Family Medical Leave Act, disability, worker’scompensation, etc.)Supports meeting CA sick time laws for part-time employeesAllows for flexible rules for taking leave when balances are atzero, but accrual is pending.Notifies employees of leave that may be lostSupports conversion of leave accruals to cash

Training and Certification


Response/Comments

Supports tracking required position-specific job certifications,licenses, and mandatory trainingSupports tracking history of training results, certifications,licenses, and related expiration datesProvides automated notification of expiring certifications tosupervisors and employees based on user-defined rulesAssociates certifications with applicable pay codes such thatemployees are paid or not paid based on the status of theircertification




Response/Comments

Updates employee records in HR and payroll systems/modulessuch that changes in pay can occur based on completion oftraining/certification eventsAllows for employee self-service to sign up for training and toacknowledge documents

Performance Reviews# Requirement Response


Provides functionality to manage performance reviews/evaluations including tracking notifications, initiation, reviewresults, and approvalsUpdates employee records in HR and payroll systems/modules toreflect changes in pay if neededProvides automated notification of performance reviews tosupervisors and managers based on user-defined rulesSupports multiple types of evaluation forms (i.e. Fire and Police)Provides alerts on past due evaluations and escalationnotificationProvides workflow to initiate the appropriate personnel action ifneeded

Personnel Actions# Requirement Response


Provides functionality to manage personnel actions frominitiation, review, authorization, and approval for actions such aspromotions, demotions, salary increases, discipline, separations,leave, etc.Updates employee records in HR and payroll systems/modules toreflect changes in pay if needed




Response/Comments

Uses end dates to automatically stop the action at a specifiedtime (e.g. discontinue administrative leave without pay, leave ofabsence, etc.)

Employee Self Service# Requirement Response


Provides employee self-service functions that allow access andupdate to designated employee information.Updates employee records in HR and payroll systems/modulesand applicable external systems (e.g. CalPERS, 3rd Party BenefitProviders, etc.)Provides the ability to view paycheck history, W2 history,personnel actions, leave balances, etc.Provides the ability to update/change W-4, benefits during openenrollment, and profile data (e.g. address, phone number,emergency contact beneficiaries, etc.)Provides the ability for employee to reset passwordProvides electronic employee separation workflowProvides workflow to track progress of employee offboarding/separation checklist

Pay Administration# Requirement Response


Provides functionality to manage employee pay including wages,special pay, employee loans, State and Federal taxes, andaccrualsSupports multiple (minimum 999) earning/pay codes including,but not limited to, Acting Pay and Special Pays that may changebetween pay periods




Response/Comments

Supports flexible definition of shift work and work schedules (e.g.4/10, 9/80, 5/40 9/75, etc.)Supports setup of earning codes, deductions codes, and others atthe City levelSupports multiple employee groups with different MOUrequirements and benefits (e.g. differing leave accrual level,differing premiums, etc.)Supports multi-rate positionsProvides the flexibility to define PERS-able pay, including differentsetups for different employee groups, salaries, benefits, andother similar accumulators, including public safety positions thatmay have overtime calculations in the other classificationSupports retention pay for public safety positionsProvides the ability to do ‘what-if’ analysis and modeling forsalary increases, benefit changes, etc.Calculates step, increment, and percentage pay adjustments forall or a group of employees (e.g. bargaining units, classes, etc.)Provides an automated process for retroactive payEnsures pay codes associated with specific types of employees(e.g. police, fire, etc.) are not inadvertently assigned to otheremployee typesSupports multiple concurrent assignments for part-timeemployees

Time and Attendance


Response/Comments

Provides functionality to collect time, perform exception-basedtime entry, and time adjustments to multiple work schedulesProvides ability to pre-populate time sheets with specific numberof hours by day




Response/Comments

Provides the ability to define and validate business rules at timeof collection (i.e. prevents employees from entering adjustmentsthat will cause employee leave balances to be exceeded)Prevents employees from entering invalid data (i.e. earnings orpay codes they are not authorized to use)Provides the ability to assign specific locations to employees andallow employees to change locations as necessaryIncludes notes or comments associated with hours submitted atthe project levelAllows employee to associate project codes with each line of timeenteredAllows multiple pay periods to be open for time entry purposesProvides the ability to reconcile pay period schedule with thecalendar/fiscal year in support of processes that will facilitate W2generation and accrued payrollProvides workflow to collect time, perform exception-based timeentry, and time adjustments to multiple work schedules,including approval and submission to payroll system/module atthe department levelProvides the ability to support overtime requests, includingtracking of hours by day, week, etc.Supports exception-based time entry by department, MOU, etc.Supports clocking in and outTracks hours worked per fiscal year by CalPERS requirements

Optional HR FunctionalityPay Administration


Response/Comments

Allows employees to enter prior period leave



Separation/Offboarding


Response/Comments

Provides functionality to manage processes and procedures foremployee separation due to termination, retirement, resignation,or transferSupports initiation of the process and a checklist of tasks thatneed to be performed to successfully exit an employee based ontype of separationUpdates employee records in HR and payroll systems/modulesand applicable external systems (e.g. CalPERS, 3rd Party BenefitProviders, etc.)Provides electronic employee separation workflow

Optional RequirementsBusiness License


Response/Comments

Provides the capability for City-defined business classificationsand typesProvides full integration with the Accounts Receivable/Miscellaneous Receivables for creation of receivable and postingof revenueProvides full integration with Code Enforcement module,including generation of an automatic notification when abusiness license has expiredProvides the ability for the business address to come fromvarious sources (e.g. an integrated land management system,interface, direct entry, etc.)Provides ability to apply for a license and submit a renewalrequest online, including payment of fees and printing ofcertificate from a secure portal




Response/Comments

Provides electronic workflow approval routing and/ornotification distribution to multiple departments based onlicense type and related City-defined rulesProvides automated, electronic (via email) notification forannual license renewals, including automated linking ofnotification to associated business license recordProvides ability to flag licenses requiring background checks,fingerprinting, drug and alcohol tests, inspections, contractor’slicense, etc. before issuanceProvides ability to calculate multiple license fees and/or proratelicense fees utilizing a user-defined fee structure based onfactors including gross receipts, or flat dollar amount, etc.Supports additional user defined fees (i.e. fees based on licensetype)Supports additional user defined fieldsProvides barcode functionality to capture customer billinginformation (including amount due), with bar code appearing onbills, and ability to scan and retrieve customer billing informationProvides ability to calculate late penalties after prescribed timeperiod, for example:· After June 30, all outstanding licenses subject to a 50%

penaltyo Every 30 days after that, increment 25% up to cap of

125%o Then issue correction notice with 14-day responseo Then administrative citations $100 - $1000 (increment

$100 every 30 days)Provides the ability to generate late and final notices includinglabels for mailing (mail merge)Provides the ability to print licenses and/or send electronicallyfrom the module



Utility BillingGeneral


Response/Comments

Provides user defined fields with parameters defined by theuserProvides wizards to expedite processes such as setting up newaccounts, meter change, etc.Supports system integration to cash register, general ledger,meter reading, check scanning, mapping, etc.

Customer Account and Location Management

# Requirement ResponseCode Response/Comments

Support an unlimited number of accountsProvide the ability to define, add, change, and delete anunlimited number of account typesProvide the ability query an account based on various searchcriteria (i.e. customer name, customer number, accountnumber, phone number, parcel number, service address,meter number, etc.)

Provides summary and detail level inquiry of customer recordsProvides user defined fields to be maintained for eachcustomer recordProvides unlimited notes on accounts with the ability to assignalert flags

Provides an audit trail for changes to an accountSupports unlimited transaction, service, and consumptionhistorySupports new customers at an existing service change ofaddress through an automated transfer functionProvides the ability to transfer customer balance, deposits,and other occupant related information to a new accountwhen a customer transfers to a new service address

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




Provides the ability to track information through the systemby customer and view all accounts that customer has had andstatus of accountsProvides the ability to track an unlimited number of user-defined events on an account (e.g. late notices, shut offs, etc.)Provides the ability to track information through the systemby property and see all accounts at a given property (currentand prior)

Rates and Fee Management


Provides the ability to define, add, change, and delete anunlimited number of rate code types and amounts for waterand sewer utilitiesProvides the ability to define an effective date for rate tablesand prorate charges based on the effective datesProvides the ability to define service rates that are fixed, flat,percentages, and/or tieredProvides the ability to create charges for non-meteredservicesProvides the ability to define distribution of fees to multiplegeneral ledger accounts based on user-defined account type,fee category, service type, tier or reason codeProvides the ability to define, add, change, and delete anunlimited number of service typesProvides the ability to enter stop and start dates for individualfees on an accountProvides the ability to mass update/modify fees based on apercentage




Please confirm that the proposed system will provide thefunctionality, and billing needs included on the City’s website:https://XXXAny exceptions are to be communicated. Answering “Y” tothis requirement indicates that the proposer has reviewed thefees, and rates, and that the proposed system can provide thenecessary functionality and billing needs.

Meter Reading and Inventory


Provides the ability to define, add, change, and delete anunlimited number of meter typesProvides the ability to maintain an unlimited number ofmetersProvides the ability to identify a meter by type, size,serial/meter number, register, manufacturer, location, installdate, and user defined fieldsProvides the ability to enter meter reading data through dataentry screens and from imports from hand-held devices orwireless automated meter reading systemSupports service consumption automated calculation uponentry of meter reading with ability to edit readingsSupports concurrent meter reading data entry of one routewhile processing billing for anotherProvides the ability to maintain meter readings and datesindependent of customer or account changesProvides the ability to enter a meter change withoutinterruption of the billing cycle and final billingSupports generating service/work orders based on meterreading exception messages and actions entered along withmeter readingProvides the ability to describe the physical location of ameter at a service location




Provides the ability to view a history of all meters that havebeen installed at the service location

Provides the ability to record unlimited notes for a meter Provides the ability to define meter read types

Provides the ability to estimate meter reads based on user-defined historyProvides the ability to identify reads that were estimated oractual readsProvides the ability for the system to automatically identifyroll-over readings based on meter setupProvides high/low functionality that allows the user to setranges of parameters that produces a consumption editregister for screening variable such as high/low consumption,no current read, zero consumption, etc.Provides the ability to change out meters at any time, andwhen meters have been changed, supports the ability to showseparate meter readings and consumption and to show totalconsumption and billing amount on the billProvides the ability to change the meter reading sequenceswithout changing the customer account number

Provides the ability to graphically display consumption history Provide the ability to display average consumption by month

Provides the ability to view consumption history in numericand graphical formatProvides the ability to maintain reading instructions, printsinstructions on read sheets, and provides information inmeter reading interface

Provides the ability to store meter accuracy test information

Billing Management


Supports a multi-cycle billing system




Provides a complete or exception only billing pre-list forreview prior to bill printing

Supports printing of multiple cycles in one billing runProvides the ability to generate one utility bill covering allservices and charges and itemizes charges separately or insummaryMaintain a file of comments for including on utility bills,reminders notices, or shut off notices

Provides user-defined free form messages on billsProvides the ability for user to include a notice on bills for agroup, type, or class of customerProvides 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.Generates a return stub so that cash receipts can be readwith an optical character reader, scanning the account andamountProvides the ability to re-start bill print in the event of apaper jam

Provides the ability to view and reprint past bills at any time Provides the ability to produce final notices Provides the ability to include mailing bar code on bills

Provides the ability to prorate bills for new and closedaccountsProvides the ability to calculate final bills during any cyclebased on internal issuance of a turn off service order orclosing a customer accountSupports billing adjustments such as read errors andautomatically adjust billing amounts and historyProvides the option to print a paper bill, email the bill or bothto the customerProvides the ability for customers to pay bills through anautomated phone system



Financial Management


Allows positive or negative transaction adjustments with acomplete audit trailProvides the ability to automatically generate theappropriate journal entriesAccepts over payment or credit adjustment with amountmaintained as unapplied credit balance or be applied to thenext service billProvides a complete audit trail of payments processed forreconciliation prior to general ledger cash postingProvides the ability to generate a counter invoice detailingcharges and balance dueProvides the ability to accept full, over, partial, and pre-paymentsProvides the ability to scan payment information directly intothe system using a bar code or OCR scannerProvides the ability to support payment plans for customersto schedule payments for outstanding balancesProvides the ability to recognize pending payments toprevent customers from receiving penalties or delinquentnoticesProvides the ability to display transaction history includingbills, receipts, receipt adjustments, credit, and refunds for anaccountProvides the ability to display details of transactions and drillto a final bill

Provides the ability to accept customer depositsProvides the ability to automatically apply deposits to a finalbillProvide the ability to define when a deposit is refunded (e.g.after 2 years of on time payments)Provides the ability to automatically apply deposits to thecorrect revenue accounts




Provides the ability to display account transaction history viaweb applicationProvides an autopay option to pay balances from acustomer’s bank account or credit card; and set up automaticpayment from a customer’s bank account or credit card viaweb applicationProvides the ability to accept multiple payment types for abill (i.e. a bill payment is split between cash and check)

Delinquency Management


Provides the ability to age accounts as defined by the CityProvides the ability to automatically add late penalties todelinquent accounts according to a flexible rate structuredetermined by the CityProvides the ability to produce delinquent notices forcustomers that have reached City defined days delinquent,but continue to maintain an unpaid balance along with alisting of noticesProvides the ability to automate special paymentsarrangements allowing customer to pay amount due overtimeProvides the ability to automatically assess a charge to anaccount if a shut off is processedProvides the ability to select accounts to be flagged asexempt from receiving past due noticesProvides the ability to process account write offs andcollectionsMaintains a dynamic shut off list that can be automatically ormanually updatedProduces shut off service orders for accounts that are beingshut offProvides the ability to deliver shut off notices to accountholders via email



Service Order Management


Provides the ability to define, add, change, and delete anunlimited number of service order typesService order system provides automated updates to theutility system upon completion of service orderProvides a history of all service orders related to a serviceaddress and should remain with the services address record.Service orders should provide drill down functionality fordetails of actual service orderProvides the ability to define a workflow for each serviceorder type with automatic email notifications to City staffProvides the ability to automatically update customer,location, meter, and account information upon completion ofservice order actionsProvides the ability to print or email service orders based onuser defined selection criteriaProvides the ability to dispatch and receive completedservice orders via emailProvides the ability to schedule open/close services orderswithin a defined workday and to integrate with field servicescalendars

Customer Self Service


Provides a public portal for customer self-service to viewaccount balance, make payments (via various paymentmethods), update billing address, etc.Provides the ability for customer to invoke or deactivatepaperless billingProvides the ability for customer to set up online bill pay(debit, credit, or ACH)Provides the ability to allow customer to manage/changecredit cards online




Provides the ability to allow customer to manage/changeemail address for paperless billingProvides the ability to allow customer to access accounthistory including:· Monthly consumption· Current month versus previous month· Historical consumption comparison (i.e. compare

October 2015 versus October 2017)Provides the ability to allow customer to access billingreports 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)

Land ManagementGeneral


Vendor Response/Comments

Provides a configurable, database-driven tracking andmanagement system for development agency records andprocesses, including applications, reviews, permits, approvals,forms, cases, and activitiesProvides a system interface with the City’s GIS platformProvides table-driven application lookups (drop-down box), textlibraries, data fields, screen layouts, application dependenciesand business rules that are available for update by the CityProvides the ability to create an unlimited number of City-defineddata fields (i.e. Maintenance District)Provides the ability to define default values for data fields





Provides the ability to place warnings, flags, holds and restrictionson a record, case, parcel, or person with a comment/notes field,and the ability for authorized user(s) to override, if neededProvides the ability to track and display the history of a parcelnumberProvides the ability to prevent the update to records againstwhich a prior hold has been establishedProvides a library for standard comments/condition tracking andreporting, including ordinances and regulations, grouped/filteredby category (e.g. plan review, zoning, inspections)Provides the ability to store and access standard/typical usercomments with codes/text in a table for use by staffProvides the ability to select and modify standard comments andother stored text values according to the needs of the specificproject or record to which they are addedProvides the ability to track actual staff time spent on activities(e.g. inspections, plan reviews, etc.)Provides the ability to compile and maintain master files forarchitects, contractors, owners, tenants, engineers, anddevelopers including contact information (including multipletelephone numbers and email addresses) and license numbersProvides an interface with the State licensing database todetermine if contractor licenses are activeProvides the ability to interface with the City’s business licensesystem to validate licenseProvides project application and related forms that can becompleted and submitted electronicallyProvides the ability to establish and maintain multiple feeschedules with effective datesProvides the ability to track total time in days for process andworkflow stepsProvides the ability to automatically generate a unique identifierfor any activity, application, permit, etc. initiated in the system





Provides the ability to issue refunds or adjustments to feesProvides the ability to utilize the City’s accounting codesassociated with feesProvides the ability to assign unique, alpha-numeric identifiers forprojectsProvides the ability to select multiple items. (e.g. complaints,violations, inspections, and comments) to add to a case or activityat one timeProvides the ability to track and modify status of individual itemsassociated to a case or activity. (e.g. complaints, violations,inspections, and comments)Provides the ability to update fields in multiple cases or updatemultiple activities at one time (e.g. assignment, approve multipleinspections, add fees, set permit type)Provides the ability to associate an address on a permit/case withan occupant/tenant in a structureProvides the ability to attach or otherwise track correspondence,including outside of workflow stepsProvides the ability to enter and track multiple names, addresses,& phone numbers associated with a case and specify the role(s)of all contacts (e.g. owner, contractor, sub-contractor)Provides the ability to clone an existing record (case, permit orproject) and all associated information to a new record, edit asnecessary and identify record from which it was clonedProvides the ability to notify customers via email if status of theirlicense is changing (i.e. expire, suspended, etc.)Provides the ability to track and alert users to special feesattached to a parcelProvides the ability to specify and manually enter anticipatedPlanning Commission, City Council Meeting and other Board orCommission Meeting dates





Provides the ability to capture and track project appeals,extensions, revocations, and/or modifications that may occurafter the initial approvalProvides a configurable, flexible workflow management system tosupport the automation of business processesProvides the ability to complete workflow tasks in sequentialorder, or in parallel where no dependencies remain incompleteProvides a dashboard viewer to notify assigned task owners ofassignments, including ability to drill into the dashboard to viewtasks, view/update related records, and access linked documentsProvides for automated escalation/notification of overdue tasksaccording to a City-defined reporting hierarchyProvides the ability to reschedule or re-order workflow stepsbased on City-defined rules and proper authorizationProvides the ability to alert internal and external task ownersabout assigned task(s)Provides the ability to track (i.e. generate a log record) and reporton actions based upon action type, user, time, and date in orderto provide for accountability and review tracking, includingresponse timesProvides automated notices and triggers for required conditions(e.g. notifications when site plans have been revised, includingsquare footage, driveway changes)Provides the ability to automatically verify all required fields andconditions (e.g. fees, approvals, requirements, no holds) are metprior to proceeding to next step or allowing certain activities tohappenProvides the ability to automatically calculate permit/planexpiration date based on user parameters, and extend expirationdate automatically based on inspection or other activity andmanually based on written requestProvides the ability to manually assign project applications tospecific staff for review





Provides a real-time, user-configurable dashboard to displaydynamic charts and graphs. (e.g. pie, bar, Gantt charts)Provides a real-time, configurable task (to-do) list for each userwith the ability to drill down, filter and sortProvides customizable screens based on user role and case typesProvides the ability to define data field requirementdependencies (e.g. based on a field selection or a case type oractivity that was added, fields become mandatory and/or displayas needed)Provides the ability to auto-populate fields based on previousinformation captured, stage of workflow, and related cases,including information entered by the customerProvides easy method to view information on associated or linkedrecords from within a specific case, permit, plan, or projectProvides the ability to search on fields including City-defined(custom) fields, notes, and commentsProvides an intuitive, simple to use, and flexible search interface(e.g. not case sensitive, smart search, accommodates wildcards orkeywords)Provides the ability for each user to edit and save their ownsearch parametersProvides the ability to export search results into commonMicrosoft formats (i.e. Excel spreadsheet)Provides the ability to attach and/or link to electronic documentsand media to permits, inspections, plans, activities, cases, parcels,violations etc.Provides the ability to select and attach multiple documents atonceProvides the ability for applications, permits and property-baseddocuments to be linked or associated to a parcel, specificaddress, people, or case number





Provides the ability for assigned staff to access documents andprovide ability for customers to have restricted access for theirprojectsProvides the ability to track revisions on attached editeddocuments

Planning



Provides a customer portal to allow online submission ofapplications across multiple application types (e.g. streetclosures, site plan reviews, minor use permits, simple waterheater replacement, etc.)Provides the ability to include required attachments to an onlineapplicationProvides the ability to calculate and pay application-related feesonlineProvides the ability to prevent issuance of a permit if a relatedconstruction professional is not licensed by the state and/or if theconstruction professional lacks a Business LicenseProvides the ability to automatically validate a property owner onan applicationProvides the ability to automatically populate setbacks onpermits from GISProvides the ability for building permits to inherit conditions ofapproval from a development application that covers the relatedarea/parcel for the building permitProvides the ability for the applicant to view online the currentstatus of an applicationProvides the ability to generate an email from the system to theapplicant, as well as to other project stakeholders





Provides the ability to collect, bill to, and track applicant deposits,including automated notification of deposit amount available, theneed to provide additional deposit amounts, and the ability torefund remaining deposit once project is completeProvides the ability to generate reports listing plan checkspending, plan checks returned, revisions, deferred submittalsProvides the ability to create and tie revisions and deferredsubmittals to a plan checkProvides automated notification and reporting for pending permitexpiration, along with automatic generation of notification toapplicant via the applicant’s preferred notification methodProvides the ability to automatically generate a report to identifyapplicants with issued permits that have not requested aninspection after a specified number of daysProvides the ability for parcel- or address-related CodeEnforcement actions to alert user when entering a new permitProvides the ability to flag a parcel or address with an alert,including notes and related information, to be displayed to theuser when entering a new permitProvides the ability to assess permit fees, impact fees andengineering feesProvides the ability to generate an invoice including all fees(permit, impact, and engineering), either for a single permit or inpermit multiplesProvides the ability to create a customized application based onthe customer's project requirementsProvides the ability for the applicant to submit electronic copiesof plans associated with the application as well as Planningapplication fees for each application submittedProvides the ability to automatically populate system withinformation from fillable formsProvides the ability for automatic time and date stamp ofsubmittal





Provides the ability for project file numbers to be systemgenerated according to the City’s preferred numbering sequenceor for City staff to enter project numbers manuallyProvides the ability to track grant projects and budgets forPlanning projects, including “match” hours or tasksProvides the ability to track consultant contracts (i.e., budgets,invoices, task completion, etc.) for Planning services, such as forenvironmental reviews, specific plans, etc.Provides the ability to link multiple permits, cases, plans, licenses,and other processes to a single master projectProvides the ability to create multiple levels of parent/childrelationships between permits, cases, and other recordsProvides the ability to generate application/project status reportswhich identify key project details, planned milestone dates, taskcompletion dates, and planned vs. actual task durationsProvides the ability to track the location of plansProvides the ability to track status of corrections by a reviewer,which may activate approval or redistribution e-routing toapplicable departmentsProvides the ability to automatically generate a report to identifyapplicants that have not responded to correction notices after aspecified number of daysProvides the ability to define configurable system-generated“form letter” Public Hearing notices utilizing Microsoft Worddocument templates; public hearing notices should include case/project number, applicant, locationsProvides the ability to track a variety of user-defined dates fornoticing of meetings for specific Boards, Committees, andCommissionsProvides the ability to associate applications with the scheduledPlanning Commission and/or City Council meeting schedules andview the items associated with specific meeting dates





Provides the ability to record the actions taken by the PlanningCommission, the City Council, and/or other Boards orCommissionsProvides the ability to store internal communication threadsstored within the project to promote staff collaborationProvides the ability for simultaneous access by multiple users toinput plan review conditions and comments on a single projectrecordProvides for easy access/retrieval of historical data (e.g. parcel,bond, submission, occupancy, and transaction history)Provides the ability to inherit or refer to data captured on linkedpermits, cases, and processes, eliminating duplicate data entrySystem maintains historical data, (e.g. address), even wheninformation in GIS is changed or updated

Engineering



Provides a customer portal to allow online submission ofapplications (including for encroachments, grading,transportation, etc.)Provides the ability to include required attachments to an onlineapplicationProvides the ability to calculate and pay application-related feesonlineProvides the ability to automatically validate a property owner onan applicationProvides the ability for engineering permits to inherit conditionsof approval from a development application that covers therelated area/parcel for the permitProvides the ability for the applicant to view the current status ofan application online





Provides the ability to generate an email from the system to theapplicant, as well as to other project stakeholdersProvides the ability to collect, bill to, and track applicant deposits,including automated notification of deposit amount available, theneed to provide additional deposit amounts, and the ability torefund remaining deposit once project is completeProvides the ability to generate reports listing plan checkspending, plan checks returned, revisions, deferred submittalsProvides the ability to create and tie revisions and deferredsubmittals to a plan checkProvides the ability to assess permit fees, impact fees andengineering feesProvides the ability to generate an invoice including all fees(permit, impact, and engineering), either for a single permit or inpermit multiplesProvides the ability to automatically populate system withinformation from fillable formsProvides the ability for automatic time and date stamp ofsubmittalProvides the ability for file numbers to be system generatedaccording to the City’s preferred numbering sequence or for Citystaff to manually assign a project numberProvides the ability to track status of corrections by a reviewer,which may activate approval or redistribution/re-routing toapplicable departmentsProvides the ability to track a variety of user-defined dates fornoticing of meetings for specific Boards, Committees, andCommissionsProvides the ability to track applications that will require theapproval of the Planning Commission, the City Council, and/orother Boards or Commissions





Provides the ability to associate applications with the scheduledPlanning Commission and/or City Council meeting schedules andview the items associated with specific meeting datesProvides the ability to record the actions taken by the PlanningCommission, the City Council, and/or other Boards orCommissionsProvides the ability to store internal communication threadsstored within the project to promote staff collaborationProvides the ability for simultaneous access by multiple users toinput plan review conditions and comments on a single projectrecordProvides for easy access/retrieval of historical data (e.g. parcel,bond, submission, occupancy, and transaction history)Provides the ability to inherit or refer to data captured on linkedpermits, cases, and processes, eliminating duplicate data entrySystem maintains historical data, (e.g. address), even wheninformation in GIS is changed or updated

Plan Check



Provides the ability to upload revised and subsequent plansubmissions to original plan submissionProvides the ability to support single and multi-phased planreviewProvides the ability to assign plan reviews on a geographic basis(i.e. to assigned reviewers) but allow for supervisors to overrideassignmentsProvides the ability for plan review by multiple departments ordivisions, including “routing” features that allow users todetermine which reviewers are required





Provides the ability to collect and assemble multiple reviewercomments, either by selectable pulldown or check off menu, intoone or more consolidated reports or lettersProvides the ability to track specific review deficiencies from eachreview cycle, bringing forward unresolved deficiencies tosubsequent review cyclesProvides the ability to automatically identify special conditions orcalculate fees based on a property's location (e.g. water andsewer district, fire protection district) based on City-created GISboundary dataProvides the ability to capture and display conditions of approval/mitigations (including those from Planning applications) that willinherit/apply to all building permits issued within a developmentareaProvides the ability to alert/display when there are multiplezoning/conditions on an individual parcel (i.e. single parcel withresidential and commercial zones)Provides the ability for assignment and assignment override ofspecific documents for reviewProvides the ability to capture and measure performance metricsof staff (i.e. number of projects assigned, number of hoursreported)Provides the ability to notify the reviewer of upcoming due datesand items pendingProvides the ability to present processing/review status andupdates via the Customer PortalProvides the ability for supervisor to see the "big picture" ofassignments and due datesProvides the ability to add bar codes and labels to hard copies ofplansElectronic plan review, including electronic approvalsProvides the ability to receive electronic plans from customers





Provides the ability to cite specific code language when reviewingand commenting on proposed plansProvides the ability to capture standard comments that may beutilized in the plan review processProvides the ability to associate annotations with writtencommentsAbility for multiple reviewers to review the same plansimultaneously and separately track each reviewer's commentsIdentify if the submittal is an original or a modification through adrop-down menuProvides notification of City staff upon receipt of documentsProvides confirmation to customer upon successful uploading ofindividual documentsProvides the ability to accept electronic signatures and stamps onplans/drawings

Permits



Provides the ability to do batch permitting (i.e. a project withmultiple units)Provides the ability to issue standalone permits (i.e. building,mechanical, electrical, plumbing, roof replacement, etc.), not justpermits in combination with multiple disciplinesProvides the ability to identify when a permit type requires alicensed contractor or ownerProvides the ability for building permits to inherit conditions ofapproval from a development application that covers the relatedarea/parcel for the building permitProvides the ability to generate an email from the system to theapplicant, as well as to other project stakeholders





Provides the ability to collect, bill to, and track applicant deposits,including automated notification of deposit amount available, theneed to provide additional deposit amounts, and the ability torefund remaining deposit once project is completeProvides automated notification and reporting for pending permitexpiration, along with automatic generation of notification toapplicant via the applicant’s preferred notification methodProvides the ability for parcel- or address-related FireDepartment actions (such as report of a structural fire oroperational permit violation) to alert user when entering a newpermitProvides the ability for parcel- or address-related CodeEnforcement actions to alert user when entering a new permitProvides the ability to flag a parcel or address with an alert,including notes and related information, to be displayed to theuser when entering a new permitProvides the ability to assess permit fees, impact fees andengineering feesProvides the ability to generate an invoice including all fees(permit, impact, and engineering), either for a single permit or inpermit multiples

Inspections



Provides the ability to select from a common list of commentswhen completing an inspectionProvides the ability to automatically assign inspections and othertasks by geographical area (i.e. zone, GIS layers, map page & grid)Provides the ability to override automated assignments ifauthorized (e.g. supervisors)Provides the ability to limit/control the number of inspectionsassigned to an inspector





Provides the ability to set daily inspection request limits based ontype of inspection, or groups of types, and day of the week,excluding holidaysProvides the ability to record the customer’s preferred inspectiontime (AM or PM)Provides the ability to set cutoff times of day for scheduling,rescheduling, and canceling inspections for the following businessdayProvides the ability to set a limit on the number of business daysout that an inspection may be scheduledProvides the ability to generate an inspection checklist based oninspection typeProvides the ability for inspectors to enter extensive, detailedresults of inspections (should have unlimited field case & fieldnotes)Provides the ability to view the permit via the applicationProvides the ability to view past / prior inspections in fieldProvides the ability to print or email correction noticesProvides the ability to track digital signoffs of inspectionsProvides the ability for supervisors and field inspectors to viewthe real-time status of the day’s inspections in order to reassigninspectors as neededProvides the ability to display ‘hold’ data on the customer portalincluding the details of the holdProvides the ability to display all inspections on a permitProvides the ability to easily send code violation information toCode Enforcement

Customer/Citizen Access



Provides the ability to enter and submit online project and/orpermit applications





Provides the ability to accept electronic documents by customersand contractors to their respective projects/applications viasecure web portalProvides the ability for citizens and development customers toaccess development services online via the internet via multiple,common internet browsers and versions, and mobile devicesProvides the ability for customers to request the scheduling,rescheduling, or cancelation of inspections and to view status ofcompleted inspectionsProvides the ability for customers to search for and view definedelectronic documents attached to cases or activitiesProvides a City-definable decision tree that enables customers toenter information based on question and answer paths whichresult in lists of requirements (e.g. permits, plans, documents,applications) based customer's project or potential projectProvides the ability to generate project fee estimates during theapplication processProvides the ability for integrated, electronic submission ofapplications and related forms/documents (application datapopulates application automatically and does not need to bemanually entered later)Provides the ability to attach and submit plans, images, or otherelectronic documents with online applicationsProvides the ability for submittal of code enforcement and othercomplaints online, with option for submitter to remainconfidential/anonymousProvides the ability for payment of fees online, includinggeneration of a receipt for payment as well as the allocation offees paid according to City-defined accounting distributionProvides the ability to control information visibility, and limitpublic access to internal information





Provides the ability to provide shopping cart option so customerscan apply for and receive multiple permits during one usersession (i.e. different permits for different addresses)Provides integration with underlying application database,including real-time data read/write access with encryptionProvides the ability to support "internationalization", such asSpanish languageProvides the ability for customers to create secureaccounts/logins to access their projects and applicationsProvides the ability for an individual to have multiple profiles (e.g.owner, architect, engineer, planner, developer, builder,expediter, inspector, tenant) and to associate multiple profiles toa project applicationProvides the ability for online password resets for user accounts(allow staff to reset password for customer in case customerlocked out)Provides the ability to associate additional contractor licensesand disassociate existing licenses as applicable

TechnicalGeneral


Response/Comments

Provides a production, training, test, and developmentenvironmentProvides the ability to configure workflows, codes, reportparameters, and other elements to meet specific business needsusing configuration and operating parameters provided by Cityand without the assistance of the software vendorProvides for upgrades to accommodate changes in laws,regulations, best practices, and new technology




Response/Comments

Integrates with Active Directory

Regulatory Compliance# Requirement Response


Provides solution that is PCI compliantProvides solution that is HIPPA compliant

System Security# Requirement Response


Allows the system administrator to:· Define a minimum length password· Define a password expiration timeframe· Prohibit reusing of passwordsAllows 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 orfunctional role

Integration/Interface# Requirement Response


Provides interface to River City Bank (payments)Provides interface to US Bank (CAL-Card)




Response/Comments

Provides interface to ExecuTime (scheduling and time reportingapplication – Fire, Dispatch, and temp employees)Provides interface to CA State Employment DevelopmentDepartment (disability insurance)Provides interface to NeoGov (recruiting application)Provides interface to CalPERS (retirement system)Provides interface to Internal Revenue Service (IRS) (1099’s)Provides interface to Social Security Administration (SSA) (W2’s)

Hosted or SaaS System Requirements


Response/Comments

Provides system availability 24 hours a day, 365 days a year (notincluding scheduled downtime)Ensures scheduled downtime is pre-approved by the City oneweek in advanceProvides system uptime of 99.99%Provides hosting facility that is SSAE 16 certifiedStores data in the Continental U.S.Provides for continuous backup of data and transactions suchthat the City will not suffer data loss in the event of a disaster orcatastrophic failureProvides for scheduled, periodic backup of live data to the test/training environmentIn 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



Data Access Security and Breaches# Requirement Response


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 dataUpon discovery or reasonable belief of any data breach, notifiesthe City by the fastest means available, and in writing within 24hours. 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

breachesProvides daily updates regarding findings and actions performeduntil the breach has been effectively resolved to the City’ssatisfactionProvides a report containing the results of the investigation of thebreach

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