#2021-0259-FIN Leasing Accounting and Management Software

Agency: Santa Fe County
State: New Mexico
Type of Government: State & Local
NAICS Category:
  • 511210 - Software Publishers
  • 541219 - Other Accounting Services
  • 541511 - Custom Computer Programming Services
  • 541512 - Computer Systems Design Services
  • 541519 - Other Computer Related Services
  • 541611 - Administrative Management and General Management Consulting Services
Posted Date: Aug 9, 2021
Due Date: Sep 10, 2021
Solicitation No: 2021-0259-FIN
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
RFP #2021-0259-FIN Leasing Accounting and Management Software
RFP 2021-0259-FIN Leasing Accounting and Management Software

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RFP No. 2021-0259-FIN/CW
SANTA FE COUNTY
FINANCE DIVISION
REQUEST FOR PROPOSALS
Lease Accounting and Management Software
RFP NO. 2021-0259-FIN/CW
NM Commodity Code: 20810
August 2021
1
RFP No. 2021-0259-FIN/CW
TABLE OF CONTENTS
PAGE NO.
I. ADVERTISEMENT.............................................................................................................4
II. CONTRACT INTRODUCTION & OBJECTIVES ............................................................5
A. PURPOSE OF THIS REQUEST FOR PROPOSAL .....................................................5
B. SCOPE OF WORK ........................................................................................................5
C. QUALIFICATIONS ......................................................................................................6
D. INSURANCE REQUIREMENTS.................................................................................6
E. PROCUREMENT MANAGER .....................................................................................7
F. DEFINITION OF TERMINOLOGY .............................................................................7
III. CONDITIONS GOVERNING THE PROCUREMENT.....................................................9
A. SEQUENCE OF EVENTS ...........................................................................................9
B. EXPLANATION OF EVENTS ..................................................................................10
C. GENERAL REQUIREMENTS ...................................................................................13
1. Acceptance of Conditions Governing the Procurement.......................................13
2. Incurring Cost ......................................................................................................13
3. Prime Contractor Responsibility .........................................................................13
4. Subcontractors .....................................................................................................13
5. Amended Proposals .............................................................................................13
6. Offerors Rights to Withdraw Proposal...............................................................13
7. Proposal Firm Offer.............................................................................................13
8. Disclosure of Proposed Contents ........................................................................14
9. No Obligation ......................................................................................................14
10. Termination .........................................................................................................14
11. Sufficient Appropriation .....................................................................................14
12. Legal Review.......................................................................................................15
13. Governing Law ....................................................................................................15
14. Basis for Proposal ................................................................................................15
15. Contract Terms and Conditions ...........................................................................15
16. Contract Deviations .............................................................................................15
17. Offeror Qualifications .........................................................................................15
18. Right to Waive Minor Irregularities ....................................................................16
19. Change in Contractor Representatives ................................................................16
20. Notice ..................................................................................................................16
21. County Rights......................................................................................................16
22. Right to Publish ...................................................................................................16
23. Ownership of Proposals .....................................................................................16
24. Electronic Mail Address Required ......................................................................16
25. Preferences ..........................................................................................................17
26. Double-Sided Documents ...................................................................................18
27. Living Wage ........................................................................................................18
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RFP No. 2021-0259-FIN/CW
IV. RESPONSE FORMAT AND ORGANIZATION ............................................................19
A. NUMBER OF RESPONSES .......................................................................................19
B. NUMBER OF COPIES ................................................................................................19
C. PROPOSAL FORMAT................................................................................................19
1. Proposal Organization.............................................................................................19
2. Letter of Transmittal ...............................................................................................20
V. EVALUATION CRITERIA and SPECIFICATIONS ......................................................21
A. TIMEFRAME ..............................................................................................................21
B. EVALUATION CRITERIA
1. Introduction .....................................................................................................21
2. Professional Competence and Specialized Experience ...................................21
3. Evidence of Understanding the Scope of Work ..............................................21
4. Past Performance ............................................................................................22
C. COST PROPOSAL .....................................................................................................22
VI. EVALUATION .................................................................................................................23
A. EVALUATION SCORING ........................................................................................23
B. EVALUATION PROCESS..........................................................................................23
APPENDICES
A. Acknowledgement of Receipt Form ............................................................................25
B. Campaign Contribution Disclosure Form ....................................................................26
C. Preference Certificates .................................................................................................29
D. Sample Santa Fe County Agreement ..........................................................................30
E. Offeror’s Attachments ................................................................................................40
F. Offeror’s Pricing Summary .........................................................................................41
3
RFP No. 2021-0259-FIN/CW
ADVERTISEMENT
LEASE ACCOUNTING AND MANAGEMENT SOFTWARE
RFP NO. 2021-0259-FIN/CW
NM Commodity Code: 20810
The Santa Fe County Finance Division (Division) is requesting proposals to procure lease
accounting and management software to help the Division implement GASB 87 and to capture
all County leases including real property, vehicles, and equipment. The software must provide all
necessary disclosures, reports, journal entries, and outputs necessary to comply with legacy
Government Accounting Standards Board (GASB) standards and GASB 87 Leases.
A completed proposal shall be submitted in a sealed container indicating the proposal title and
number along with the Offeror’s name and address clearly marked on the outside of the
container. All proposals must be received by 2:00 pm on Friday, September 10, 2021, at the
Santa Fe County Purchasing Division, 102 Grant Avenue, P.O. Box 276, Santa Fe, NM
87504-0276. To combat the spread of the recent COVID-19 illness, the submission of
Proposals will also be accepted electronically utilizing DropBox. Please utilize the link to
upload your proposal submission.
https://www.dropbox.com/request/9ycZgfgsJG6v3SsHRW0b
By submitting a proposal for the requested services each Offeror is certifying that it is qualified
and its proposal complies with the requirements stated within the Request for Proposals. All
proposals submitted shall be valid for ninety (90) days subject to action by the County. Santa
Fe County reserves the right to reject any and all proposals in part or in whole
A Pre-Proposal Conference will be held on August 16th at 11:00 am. Attendance at the
pre-proposal conference is not mandatory but strongly recommended. Use the WebEx meeting
link: https://sfco.webex.com/sfco/j.php?MTID=mfca4ceeb1778c1f7c8bb9c90d7cb330d ; the access
code is 1465 02 8555 and the telephone number is 1-408-418-9388.
EQUAL OPPORTUNITY EMPLOYMENT: All qualified Offerors will receive consideration
of contract(s) without regard to race, color, religion, sex, national origin, ancestry, age,
physical and mental handicap, serious mental condition, disability, spousal affiliation, sexual
orientation or gender identity.
Request for proposals will be available by contacting Coralie G. Whitmore, Procurement
Specialist, Senior, 102 Grant Avenue, P.O. Box 276, Santa Fe, New Mexico 87504-0276, by
telephone at (505) 986-6337 or by email at cgwhitmore@santafecountynm.gov or on
the website at: http://www.santafecountynm.gov/asd/current_bid_solicitations.
PROPOSALS RECEIVED AFTER THE DATE AND TIME SPECIFIED ABOVE WILL NOT
BE CONSIDERED AND WILL BE REJECTED BY SANTA FE COUNTY.
Santa Fe County Purchasing Division--Advertised: August 8th & 9th, 2021
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RFP No. 2021-0259-FIN/CW
II. CONTRACT INTRODUCTION & OBJECTIVES
A. PURPOSE OF THIS REQUEST FOR PROPOSAL
Santa Fe County wishes to solicit proposals to procure a lease accounting and management
software to help the Division implement GASB 87 and to capture all County leases including real
property, vehicles, and equipment. The software must provide all necessary disclosures, reports,
journal entries, and outputs necessary to comply with legacy Government Accounting Standards
Board (GASB) standards and GASB 87 Leases.
B. SCOPE OF WORK
All qualified providers are invited to submit a proposal. Responders must demonstrate a capacity
to meet the County’s requirements as stated in the RFP No. 2021-0259-FIN/CW. Offerors are to
read and understand the terms, conditions and requirements of the Request for Proposal.
Overview
The selected firm shall provide lease accounting and management software for all of the County’s
leases, including real property, vehicles, and equipment. The software must provide all necessary
disclosures, reports, journal entries, and outputs necessary to comply with legacy Government
Accounting Standards Board (GASB) standards and GASB 87 leases. The software shall allow for
export of data to other applications, for batch uploading of initial County lease data and for access
controls set up by user profiles. The selected firm shall provide implementation support, post
implementation support, and training for system use. The County has approximately 50-100 leases
and will require a minimum of five (5) user licenses. The County’s leases include land and
building leases throughout the County, heavy, light and office equipment leases, and revenue
leases to for County buildings to local businesses who provide services to the County residents.
The selected firm shall provide:
a. Complete lessor accounting under GASB 87, including the recognition and subsequent
accounting for the deferred inflow of resources and the lease receivable.
b. Handle sub-lease accounting under GASB 87.
c. Tie balances from high level disclosures to detailed reports, individual leases and
amortization schedules.
d. Must have the ability to calculate the journal entries needed to transition existing leases to
the new accounting standard.
e. Software shall have the ability to allocate Master Service Agreement-type leases to
multiple funds and to both governmental and business-type funds.
f. Generate automatically the journal entries related to modifications and other re-
assessment events that require re-measurement of the lease liability.
g. Handle lease actions required under GASB 87. (i.e. modify, terminate, renew, impair,
and so forth)
h. Track lease history and provide an audit trail for any lease changes. This includes, but
not limited to, the previous value, the new value, who made the change, who approved it,
and when the change occurred.
i. Account for payments that are fixed in substance versus those that are variable under the
requirements of GASB 87.
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