SAGE ACCOUNTING SYSTEM AND INTERFACES

Agency: State Government of Ohio
State: Ohio
Type of Government: State & Local
NAICS Category:
  • 541219 - Other Accounting Services
  • 541511 - Custom Computer Programming Services
Posted Date: May 18, 2020
Due Date: Jun 15, 2020
Solicitation No: AGO-335706-SAGE
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Procurement Opportunity Search Detail

**Please Note** This opportunity was not issued by a DAS procurement program.
Please refer to the opportunity information in the attached document.

Opportunity Title

SAGE ACCOUNTING SYSTEM AND INTERFACES

Opportunity Description

The Ohio Attorney General’s Office (AGO) is pleased to release this Request for Proposals (“RFP”) to replace legacy software, Access databases and Excel worksheets by migrating to a new software accounting system using the SAGE Accounting (SAGE) product for the Collections Enforcement Section.

General Information
Commodity Category 1:
Administrative, Financial, Managerial, Courier, Insurance & Temp Svcs
Commodity Category 2:
Computers, Software, Supplies & Services
Commodity Category 3:
Miscellaneous Commodities & Services
Opportunity Type:
Request For Proposal
Opportunity Status:
Active
Document/Bid #:
AGO-335706-SAGE
Requesting Agency:
Attorney General
Issued By:
Attorney General
Associated PDF Files
Special Form(s)
Special Form(s)
Special Form(s)
Special Form(s)
Special Form(s)
Special Form(s)
Special Form(s)
Special Form(s)
Dates
Posted Date:
5/18/2020
Inquiry Period:
5/18/2020 thru 5/29/2020 8:00:00 AM
Opening Date:
6/15/2020
Estimated Award Date:
7/31/2020
Procurement Programs
MBE Set Aside:
No
Open Market:
Yes
Other
Submit Inquiry:
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Attachment Preview

OHIO ATTORNEY GENERAL’S OFFICE
REQUEST FOR PROPOSALS
SAGE ACCOUNTING SYSTEM AND INTERFACES
RFP NUMBER: AGO-335706-SAGE
May 18, 2020
Responses must be received and stamped at:
Ohio Attorney General's Office
Information Technology Services Section
ATTN: RFP REVIEW COMMITTEE (AGO-335706-SAGE)
150 East Gay Street, 20th Floor
Columbus, Ohio 43215
On or before:
June 15, 2020 at 3:00 PM Time Eastern Time
Page 1 of 27
www.OhioAttorneyGeneral.gov
RFP# AGO-335706-SAGE
SAGE ACCOUNTING SYSTEM AND INTERFACES
Table of Contents
SECTION 1.0 INTRODUCTION ............................................................................................................................. 5
1.1. Background and Current Request ........................................................................................................... 5
1.2. A New Accounting System for the AGO Collections Enforcement Section ............................................ 5
1.3. Contact ...................................................................................................................................................... 5
1.4. Schedule of Events and Deadlines.......................................................................................................... 6
1.5. Reference Material Website .................................................................................................................... 6
1.6. RFP Response Deadline and Ship-To Address ....................................................................................... 7
SECTION 2.0 SCOPE............................................................................................................................................ 8
2.1. Analyzation (or Discovery) Phase for a CE SAGE Accounting System with the NCS ............................. 8
2.2. Scope General Deliverables ................................................................................................................. 8
2.3. An Implementation Statement of Work (SOW) ..................................................................................... 10
SECTION 3.0 TERMS AND CONDITIONS .......................................................................................................... 10
3.1. Budget and Payment .............................................................................................................................. 10
3.2. Requirements Specific to the State of Ohio..........................................................................................10
3.3. Fiscal Biennium ...................................................................................................................................... 11
3.4. Reimbursable Expenses.........................................................................................................................11
3.5. Certification of Funds ............................................................................................................................. 11
3.6. Public Record Information ..................................................................................................................... 12
3.7. Trade Secret Information ....................................................................................................................... 12
3.8. Governing Law ........................................................................................................................................ 13
3.9. Background Check ................................................................................................................................. 13
3.10. Liability ................................................................................................................................................ 13
3.11. Warranties and Certifications with Respect to this RFP .................................................................. 13
3.12. Selected Contractor’s Representations and Warranties in the Resulting Contract .......................14
Page 2 of 27
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RFP# AGO-335706-SAGE
SAGE ACCOUNTING SYSTEM AND INTERFACES
3.13. Protection of Federal Tax Information, Personal Information, Education Information, and Health
Information ......................................................................................................................................................... 15
3.14. Contractor Employee Acknowledgement of ITS Policies .................................................................. 16
3.15. Protective Provisions .......................................................................................................................... 16
3.15.1. Holdback ..................................................................................................................................... 16
3.15.2. Key Personnel ............................................................................................................................. 16
3.16. Other Protective Provisions ................................................................................................................ 17
3.17. Specifications, Standards and Guides .............................................................................................. 17
SECTION 4.0 RESPONSE PREPARATION INSTRUCTIONS ............................................................................... 17
4.1. Paper Copy - Requirements ................................................................................................................... 17
4.2. Electronic Copy Requirements...............................................................................................................18
4.3. Master Copy ............................................................................................................................................ 18
4.4. Response Delivery Instructions ............................................................................................................. 18
4.5. General Response Requirements ......................................................................................................... 18
4.5.1. Alternate Responses ...................................................................................................................... 18
4.5.2. Discrepancies ................................................................................................................................. 19
4.5.3. Disposition of Unsuccessful Responses ....................................................................................... 19
4.5.4. Restrictions on Communications...................................................................................................19
4.5.5. News Releases ............................................................................................................................... 19
4.5.6. Discussions ..................................................................................................................................... 19
4.5.7. RFP Response Validity Period ........................................................................................................ 19
SECTION 5.0 REQUIRED RFP RESPONSE CONTENT ....................................................................................... 19
5.1. Response Checklist ................................................................................................................................ 19
5.2. Naming Conventions .............................................................................................................................. 20
5.3. Transmittal Letter ................................................................................................................................... 20
Page 3 of 27
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RFP# AGO-335706-SAGE
SAGE ACCOUNTING SYSTEM AND INTERFACES
5.4. RFP Response.........................................................................................................................................20
Table of Contents ........................................................................................................................................... 21
Section A Executive Summary .................................................................................................................... 21
Section B Project Organization, Reporting Structure, and Staffing..........................................................21
Section C Key Personnel Resumes ............................................................................................................ 22
Section D High-Level Schedule Summary ................................................................................................. 22
Section E Contractor Qualifications Offeror Strength and Stability ...................................................... 22
Section F Statement of Work (SOW) .......................................................................................................... 22
Section G Offeror References.....................................................................................................................23
Section H Cost Proposal ............................................................................................................................. 23
Section I Exceptions, Assumptions, and Deviations ................................................................................. 23
Section J Trade Secrets .............................................................................................................................. 24
SECTION 6.0 EVALUATION PROCESS ............................................................................................................... 24
6.1. Evaluation Steps.....................................................................................................................................24
Step 1 Response Preparation Compliance Review...................................................................................24
Step 2 Response Scoring ........................................................................................................................... 25
Step 3 Best and Final Offer (BAFO) ............................................................................................................ 25
Step 4 Identification of the Apparent Successful Offeror ......................................................................... 25
Step 5 Contract ........................................................................................................................................... 25
6.2. Response Scoring Criteria......................................................................................................................26
SECTION 7.0 ATTACHMENTS AND EXHIBITS TO RFP ...................................................................................... 27
Page 4 of 27
www.OhioAttorneyGeneral.gov
RFP# AGO-335706-SAGE
SAGE ACCOUNTING SYSTEM AND INTERFACES
SECTION 1.0 INTRODUCTION
1.1. Background and Current Request
The Ohio Attorney General’s Office (AGO) is pleased to release this Request for Proposals (“RFP”) to replace
legacy software, Access databases and Excel worksheets by migrating to a new software accounting system
using the SAGE Accounting (SAGE) product for the Collections Enforcement Section.
The AGO’s Collections Enforcement Section (“CE”) recovers debt within an established timeframe and
utilizes technology to support the collection’s timely completion. In parallel to this RFP, the primary legacy
collection system is being replaced by a New Collection System (NCS). Note also that the NCS is envisioned
to be deployed in phases, in which a dual system environment will exist, until the legacy collection system is
completely phased out. The distinct parts in this RFP’s scope are as follows:
1.2. A New Accounting System for the AGO Collections Enforcement Section
AGO will be replacing the legacy CUBS system with a New Collections System (NCS) and will require an
accounting system using the SAGE product that interfaces with the NCS. This new system and interface will
require analysis and high-level design before the eventual implementation and deployment of the accounting
system and NCS can occur.
The AGO will look for guidance from the selected offeror to complete an Analyzation Phase of a SAGE
Accounting System where the deliverables of this project lay the foundation for the Implementation Phase.
When the Analyzation Phase is successfully completed, the AGO will determine whether to continue with the
selected offeror for the Implementation Phase or whether the AGO decides to issue a new RFP for the
Implementation Phase, if it is determined to be in the best interest of the AGO to move forward with a
different offeror. Continuing with the selected offeror for the Implementation Phase will require contract
amendment and Ohio Controlling Board approval, as required.
This RFP seeks an offeror to provide a firm fixed price to successfully analyze and produce a ‘blueprint’ for
an accounting system, using SAGE, that interfaces with NCS and other related systems, as well as
information for transitioning directly into the Implementation Phase upon the conclusion of the Analyzation
Phase. Currently, the AGO does have an initial draft of the requirements (Attachment D Accounting
Business Requirements) in this RFP. It will, however, be the responsibility of the selected contractor to
review, discuss, update, and receive AGO approval to baseline the requirements necessary for an accounting
system with SAGE and NCS. The deliverable blueprint, if the AGO decides to proceed, will be used for the
Implementation Phase.
1.3. Contact
Unless the AGO advises differently, all contact is to be in writing using the State of Ohio Procurement site. All
inquiries and responses will be posted to the same web site. The due date for any inquiry within the intent
and scope of this RFP must be received by the RFP Inquiry Deadline Date/Time found in the Procurement
Schedule table below.
Page 5 of 27
www.OhioAttorneyGeneral.gov
RFP# AGO-335706-SAGE
SAGE ACCOUNTING SYSTEM AND INTERFACES

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