Expense Reimbursement Solution-Auditor/Treasurer

Agency: Stearns County
State: Minnesota
Type of Government: State & Local
Posted Date: Jan 28, 2020
Due Date: Feb 6, 2020
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Expense Reimbursement Solution-Auditor/Treasurer

Virtual Open House/Q&A Session Date: Tuesday, January 21, 2020 at 1:30pm Central Time
To attend Virtual House:
E-mail Jennifer Butkowski no later then Thursday, January 9, 2020 by 11:00am Central time
Jennifer.butkowski@co.stearns.mn.us

Vendor Questions Due: Friday, January 24, 2020 by 4:00pm Central Time
Questions submitted must be in writing or e-mail to:
Jennifer.butkowski@co.stearns.mn.us
Procurement Office
3301 County Road 138
Waite Park, MN 56387

Proposal Due Date: Thursday February 6, 2020 by 11:00am Central Time
Proposals submitted must be in writing or e-mail to:
jennifer.butkowski@co.stearns.mn.us
Procurement Office
3301 County Road 138
Waite Park, MN 56387

For complete information download Expense Reimbursement Solution (643KB PDF)

Addendum #1 Added: January 22, 2020
Addendum #1 (471KB PDF)

Addendum #2 Added: January 28, 2020
Addendum #2 (440KB PDF)

Attachment Preview

REQUEST FOR PROPOSAL
BY
FOR
EXPENSE REIMBURSEMENT SOLUTION
PROPOSAL DUE DATE: 11:00 AM CST – FEBRUARY 6, 2020
VIRTUAL OPEN HOUSE: 1:30 PM CST – JANUARY 21, 2020
To attend, email Jennifer Butkowski (jennifer.butkowski@co.stearns.mn.us) for WebEx
connection information by 11AM, THURSDAY, JANUARY 9, 2020
Although attendance is not mandatory, it is highly recommended.
JENNIFER BUTKOWSKI, BUYER, PROCUREMENT
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Table of Contents
1.
INTRODUCTION AND OVERVIEW ..................................................................................................................................4
2.
GENERAL PROPOSAL INFORMATION AND REQUIREMENTS .............................................................................4
2.1 Proposal Process Timeline .............................................................................................................................4
2.2 Scoring / Evaluation Criteria..........................................................................................................................4
2.3 Proposal Response Checklist.........................................................................................................................5
2.4 Preparation and Submission of Proposal ....................................................................................................5
2.5 Rejection of Proposals....................................................................................................................................6
2.6 Sole Interest.....................................................................................................................................................6
2.7 Addenda...........................................................................................................................................................6
2.8 Identification of Offer.....................................................................................................................................6
2.9 Specifications...................................................................................................................................................6
2.10 Fax Proposals...................................................................................................................................................6
2.11 Prices of Proposals..........................................................................................................................................7
2.12 Modification or Withdrawal of Proposals ....................................................................................................7
2.13 Protests ............................................................................................................................................................7
2.14 Disposition of Proposals ................................................................................................................................7
2.15 Contract Execution..........................................................................................................................................7
2.16 Demonstration of Ability ...............................................................................................................................7
2.17 Descriptive Literature .....................................................................................................................................8
2.18 Questions.........................................................................................................................................................8
2.19 Virtual Open House ........................................................................................................................................8
2.20 Definitions........................................................................................................................................................8
3.
ABOUT STEARNS COUNTY................................................................................................................................................9
4.
DEPARTMENT BACKGROUND ...................................................................................................................................... 10
5.
TECHNOLOGY INFRASTRUCTURE BACKGROUND ............................................................................................... 10
6.
VENDOR QUALIFICATION .............................................................................................................................................. 11
6.1 Business Overview ........................................................................................................................................11
6.2 References .....................................................................................................................................................12
6.3 Key Personnel................................................................................................................................................12
6.4 Approach to Project .....................................................................................................................................12
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7.
TECHNICAL REQUIREMENTS ......................................................................................................................................... 13
8.
FUNCTIONAL REQUIREMENTS ..................................................................................................................................... 15
9.
USABILITY REQUIREMENTS............................................................................................................................................ 19
10. DATA MIGRATION ............................................................................................................................................................. 21
11. SUBMISSIONS...................................................................................................................................................................... 21
12. PRICING.................................................................................................................................................................................. 21
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1. INTRODUCTION AND OVERVIEW
Thank you for considering our Request for Proposal (RFP). The purpose of this RFP is to solicit a proposal
from a recognized vendor capable of providing the Stearns County Auditor-Treasurer’s Office with an
expense reimbursement solution.
2. GENERAL PROPOSAL INFORMATION AND REQUIREMENTS
This section contains information needed by the Offeror. Included are the proposal process timeline,
proposal response check-off list, and proposal preparation and submission guidelines. This information
is provided to assist you by specifying a list of deliverables and major milestones.
The County will use the Request for Proposal (RFP) methodology for procurement of the goods and
services. Discussions, finalist presentations, and Request for Best and Final offer, may be conducted
with Offerors who submit proposals determined to be reasonably susceptible of being selected for
award, but proposals may be accepted without such discussions. By responding to the RFP, Offeror
agrees with the terms and conditions of the contract.
2.1 Proposal Process Timeline
ACTION
DATE OF ACTION
ISSUE RFP
RFP VIRTUAL OPEN HOUSE / Q&A
SESSION*
VENDOR QUESTIONS DEADLINE
VENDOR QUESTIONS ANSWERED BY
PROPOSALS DUE
PRESENTATIONS / INTERVIEWS
CONTRACT AWARD
SOLUTION FULLY IMPLEMENTED
DECEMBER 27, 2019
1:30 PM CST JANUARY 21, 2020
4:00 PM CST JANUARY 24, 2020
4:00 PM CST JANUARY 28, 2020
11:00 AM CST FEBRUARY 6,
2020
FEBRUARY 2020
MARCH 2020
JULY 2020
*Virtual Open House / Q&A Session – An opportunity to review the RFP sections via WebEx and allow
vendors to ask questions regarding requirements.
2.2 Scoring / Evaluation Criteria
Proposals will be evaluated on a weighted score basis. The following criteria will be used in the evaluation
process to determine the successful respondent:
Vendor Qualification
Points
Section 6.1 - Basic Business Information
Go / No-Go
Section 6.2 - References / Similar Projects
10
Section 6.3-6.4 - Key Personnel / Approach to Project
10
Section 7.0 – Technical Requirements
10
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Section 8.0 – Functional Requirements
40
Section 9.0 - Usability Requirements
20
Section 12.0 - Pricing
10
2.3 Proposal Response Checklist
o Submissions (Sections 6-10)
o Pricing submitted as separate attachment (Section 12)
2.4 Preparation and Submission of Proposal
2.4.1. Offeror Familiarization
It is the responsibility of the Offeror to understand completely all the contractual conditions,
features, capabilities and requirements set forth in this document.
2.4.2. Proposal Preparation
All proposals and their accompanying statements must be made in the fields provided by the
County and included in this RFP, and shall be considered as one document. All or nothing
proposals shall be so noted.
2.4.3. Submission of Proposal
a) Each submitted proposal must:
i. Be submitted electronically OR Mailed.
1. Proposals submitted electronically must be sent via email with “Expense
Reimbursement Solution Proposal” in the subject line. To – Jennifer
Butkowski (jennifer.butkowski@co.stearns.mn.us).
2. For all proposals submitted by mail, the name and address of the Offeror
must appear on the envelope and an electronic copy of the Proposal
must be included on a non-returnable flash drive. Addressed to:
Jennifer Butkowski – Procurement
3301 County Rd. 138
Waite Park, MN 56387
ii. Submit pricing as a separate attachment.
iii. Be received by: 11:00 am Central Time FEBRUARY 6, 2020
iv. The opening is not public.
b) Costs for developing proposals are entirely the responsibility of the Offeror and shall
not be chargeable to the County.
c) The proposal must be made out and signed in the firm name or corporate name of
the Offeror, and must be fully and properly executed and signed by an officer or
other authorized representative.
d) Proof of authority of the person signing the proposal shall be furnished upon
request. If the Offeror is corporate, a secretarial certificate of an excerpt of the
corporate minutes, showing that the signing officer has authority to obligate
contractually the corporation, shall be furnished. Where the corporation has
designated an attorney-in-fact, the ordinary power of attorney should be furnished.
If the Offeror is a partnership, a letter of authorization shall be furnished, signed by
one of the general partners. If the Offeror is a proprietor, and the person signing the
proposal is other than the owner, a letter of authorization signed by the owner shall
be furnished.
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