RFPforERPSoftwareandImplem PDF

REQUEST FOR PROPOSAL FOR

ERP Software and Implementation Services
Financials, Human Resources, Payroll,
Community Services, Tax Management

February 14, 2017

Date Due: March 9, 2017
Time Due: 2:00 PM EST

Requested by:
County of Bedford
122 E. Main St., Suite 203
Bedford, VA 24523
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SECTION I ‐ GENERAL INFORMATION AND PROJECT BACKGROUND

I‐1. INTRODUCTION
The County of Bedford, Virginia (County) is accepting proposals from software firms (Offeror) who
provide a fully integrated Enterprise Resource Planning (ERP) system or best‐of‐breed solutions to
meet the County’s requirement for Financials, Human Resources and Payroll (HRIS), Community
Development and Tax Billing. Offerors who provide best of breed solutions for HRIS, Community
Services or Tax Billing are also invited to bid on this RFP.

All firms submitting proposals shall abide by all applicable State and Federal laws and be licensed
to provide software and services in the Commonwealth of Virginia.

The County will not discriminate against any Offeror because of race, religion, color, sex, national
origin, age, disability, or any other basis prohibited by the laws of the Commonwealth of Virginia
relating to discrimination in employment. Further, the County will not discriminate against small
and minority businesses or faith‐based organizations.

I‐2. BACKGROUND
Bedford County is located in the Piedmont Region of the Commonwealth of Virginia, seated at the
foothills of the Blue Ridge Mountains. The County is home to an abundance of natural beauty and
historical sites, structures, and scenic tourist attractions, including Virginia's largest lake, Smith
Mountain Lake. The County is part of the Lynchburg, Virginia Metropolitan Statistical Area, and is
comprised of 780 square miles. As of the 2010 census, Bedford’s population was nearly 70,000. The
County Administration building is located in the center of the Town of Bedford, across from the
Bedford Courthouse; it is the main hub for many governmental functions, including Economic
Development, the Commissioner of Revenue, and the Treasurer. Additional functions within the
County include, Judicial Administration, Public Safety, Public Works, Health and Welfare,
Recreation/Cultural, Community Development, Nursing Home, Solid Waste, Public Library, and the
School System.

The Commissioner of Revenue assesses general property taxes and the Treasurer bills taxpayers
within its jurisdiction. General property taxes include real estate, personal property, and machinery
and tools. The County also serves as a collection center for State Income Tax and Quarterly Income
Tax estimated payments. The County relies on various service providers and State agencies to
support the calculation of taxable values, such as the Department of Motor Vehicles for registered
vehicle owners, the Department of Game and Inland Fisheries for boat registration, and NADA for
vehicle valuation. For more information on the tax types being managed by the County, you may
visit our web page at: http://www.bedfordcountyva.gov/departments/taxes/treasurer/tax‐rate.
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Current Environment
The County’s current financial software is Blackbaud Fundware. Fundware was acquired in 1996 and
is used by the County and the School System for the following functions:
 General Ledger
 Fixed Assets
 Accounts Payable
 Payroll/Personnel (County only; School System uses E‐Finance and TimeClock Plus)

Separate systems are utilized for tax billing (EGTS), real estate assessment (Proval), building
permits (Accela Permits Plus), fleet management, work order processing, and law enforcement
records management. The County also utilizes a separate geographic information system, or GIS,
(ESRI) for land management.

The County has multiple departments that are the primary users of the financial solution
including Fiscal Management, the Public Library, and the School System. The Fiscal Management
department prepares budgetary and financial information for all entities across the County, some
of which have sub‐systems for managing revenues and activities, such as Waste Management,
Sheriff’s Office, Social Services, and Fire and Rescue.

Purchasing is decentralized and most departments do not use Purchase Orders. The School
System requires the use of Purchase Orders more frequently.

Payroll is processed by the County using the Fundware solution; Human Resources is mostly
manual or Excel‐based. The School System processes payroll and manages its human resources
activities using Sungard eFinance and TimeClock Plus; payroll expenditures are then uploaded to
Fundware via journal entry. The County does not have unionized employees; however, teachers
are hired on an annual contract basis.

Some departments use their own standalone systems to manage collections and process cash
receipts, which are submitted centrally to the Treasurer’s Office for deposit into the County’s
bank. The County, Library, and Schools each have discrete reporting and budgetary methods, but
utilize the same Chart of Accounts structure with some disparate segments for reporting
purposes.

The County is primarily replacing its current ERP, Community Development and Tax Billing
software due to concerns about the reliable lifecycle of the software and software deficiencies.
Consequently, the current software is either underutilized or fails to provide desired services. It is
the County’s hope that acquisition of a new system would offer opportunities to improve internal
processes, allow for interdepartmental collaboration, maximize software utility, improve
integration between systems, reduce operating costs, and provide online interaction with
citizens.
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The following table lists the current software modules considered in scope for this project:

Name Version Business Function Retain Replace Integrate/
Interface
Blackbaud Fundware Vs. 07.70.0053 County Billing and Finance X

Accela Permits Plus Vs.4.6.34 Planning, Permitting, X
Inspections

EGTS Vs.23.013.04 Tax Revenue X

Thomas Brothers Public Assistance Check Warrant X X
Register – Social Services
ProVal Vs. 7.11.3.3827 Value of Land and House, X X
Property Cards; from EGTS to
ProVal to GIS
Esri Arc Info Vs. 10.3.1 GIS X X

TimeClock Plus Timekeeping for Schools X X

Kronos Timekeeping for X X
Nursing Home
Official Payments Online payment gateway X Consider X

Sungard eFinance Payroll and Human Resources X X
for Schools

Additionally, Excel spreadsheets or other sidebar systems are being used to manage information
outside the ERP system. The vision of the County is to eliminate or minimize the need for the
sidebar systems where feasible and rely on technology to improve efficiencies and lower operating
costs. Process improvement is expected to coincide with software implementation activities and the
adoption of best practices wherever possible.

Current Technology
Platform. The County currently utilizes Microsoft platforms for on‐premises solutions. Database
preference is Microsoft SQL Server 2012 or higher; MySQL or Oracle may be considered. The County
utilizes VMware vSphere for server virtualization.
Network. Multiple sites are connected using a high speed private cloud. Wi‐Fi connectivity is offered
across all sites. Remote VPN is supported through Cisco Anyconnect.
Security. It is expected that the new ERP system will have tight security controls that meet
regulatory compliance and audit standards. Security preference is role‐level by group down to the
field level for select individuals. Microsoft Active Directory or LDAP is preferred for single sign‐on
and global security administration. Two‐factor Authentication would be a nice feature.

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Integration. Application integration is minimal or via flat file. The County’s preference is for open or
published API’s or Web Services and XBRL. Prior experience with integrations to the County’s
existing applications is desired.
Desktops. Desktops use Windows 7 or higher, with upgrades planned to Office 2016 applications
and Windows 10. Replacement systems should be compatible with these applications.
Mobile Devices/Other Hardware. Mobile technology is currently used by the Sheriff’s office and
within Public Safety vehicles. The County is working on a county‐wide mobile strategy that would
extend functionality to more Departments (e.g. Permitting and Building and Schools). There is a
preference for store and forward and automatic synchronization when within network range. The
County desires 100% web‐based technology with compatible hardware that is device optimized and
agnostic.
Cashiering. The County Treasurer uses EGTS Tax Billing solution for on‐premises cashiering functions
for Real Estate Tax and Personal Income Tax payments. The Treasurer manages all deposits centrally
for all County departments. Cashiering is also performed at the department level (e.g. Waste
Management, Nursing Home, Schools, Community Development, etc.). The main focus for this RFP
is to replace EGTS and implement a new integrated cashiering system that integrates with the Tax
Revenue system. The County is open to exploring enterprise‐level cashiering options offered within
an ERP suite. The County currently uses Official Payments as its online payment gateway provider.
GIS. Esri GIS is being used by various Departments. The Assessor’s office feeds updated parcel and
landowner information from ProVal and EGTS into Esri. The Building department uses a public
viewer and pulls in real estate data from ProVal and EGTS as Accela Permits Plus is not interfaced
with the GIS system. A new Building and Permitting solution should provide integration to Esri GIS
in real time. A County‐wide solution that provides improved interoperability with GIS that supports
continued online GIS look‐ups for Constituents is required.
Portal Strategy. The County would like support for portal technologies from Offerors for online
interface with constituents, including taxpayer payment look up, tax payment submittal (PCI
Compliant), permit application submittal, and constituent review of GIS data or property records.
Reporting. Reporting from the current systems is facilitated by internal reporting from Fundware, of
Cognos Impromptu Report Writer for the School System, and Crystal Reports for the Commissioner
of Revenue and Treasurer. The County requires a library of standard reports and user‐friendly ad
hoc query and reporting tools that are more intuitive to the user community and provide filterable
queries tailored to user preferences. An intuitive data dictionary would be useful to support report
and query development. Microsoft SQL Reporting Services support is a preferred reporting tool.
Document Management/Data Storage. Content Management is a future strategy at the County to
move towards electronic document management and eliminate paper‐based records where
feasible. A solution such as Laserfiche or comparable would be useful to electronically store
documents from various departments. The County would be interested in understanding Offeror’s
strategy for Document Management. Does the ERP suite include a document management solution
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or does the Offeror have business partners that offer best of breed document management
solutions?
Key Elements of Replacement Systems. The County will be assessing key elements of a new ERP
system in alignment with organizational objectives and will focus on the following:
a. The selected software must be compatible with the County’s Technology strategic plans.
b. The selected software should be a commercial off‐the‐shelf (COTS) solution that has been
successfully implemented recently in public agencies of comparable size.
c. The selected solution must align with the functional requirements as defined in this RFP.
d. The County prefers solutions that require no modification to base code, but are highly
configurable to meet their needs now and into the future.
e. The selected software should have an intuitive interface and an easy learning curve to
facilitate rapid adoption and minimize the need for external, on‐going training services.
f. The system must be stable, secure and accessible and support business processes, service
delivery, and transparency.
g. Offeror must have an ongoing and sustainable product and corporate strategy to avoid
obsolescence.
h. The selected software should offer comprehensive standard reports and tools for ad hoc
reporting and queries by end users.
i. The selected software should foster collaboration and process efficiencies between
departments.

I‐3. OFFICIAL CONTACT
The method of procurement is competitive negotiation for Software and Implementation Services in
accordance with the Virginia Public Procurement Act.

All questions shall be emailed. Questions regarding the method of procurement and/or
requirements of the firm shall be directed to:

Ms. Ashley Anderson
Assistant Director of Fiscal Management
122 E. Main Street, Suite 203
Bedford, Virginia 24523
E‐mail: aanderson@bedfordcountyva.gov
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I‐4. SCHEDULE
The following defines the estimated timeline for the procurement process for replacement
software. The County reserves the right to modify the dates as necessary and will notify
respondents of these changes.
Milestone Date
RFP Issue Date February 14, 2017
Submit Pre‐Proposal Questions February 22, 2017
Post Answers to Pre‐Proposal Questions February 28, 2017
Proposals Due from Offerors March 9, 2017, 2:00 PM EST
Short List Notification April 17, 2017
Pre‐Demo Meetings April 27, 2017
Software Demos May 9‐11 2017
May 15‐17 2017
June 20‐22 2017
Due Diligence Review June‐July 2017
Contract Review and Negotiations August‐September 2017
Contract Award September 2017
Implementation Kick‐off October 2017

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SECTION II ‐ OFFEROR INSTRUCTIONS
II‐1. SUBMISSION OF PROPOSAL
All Proposals shall be in a sealed envelope and clearly marked in the lower left corner: “ERP
SOFTWARE AND IMPLEMENTATION SERVICES.” Proposals sent by U.S. Mail or other carrier that
requires the use of a proprietary mailing envelope shall be in a sealed envelope INSIDE the
proprietary mailing envelope. The return address area of the sealed proposal envelope shall
contain the legal company name, name of company contact, complete mailing address, and email
address of the Offeror.
1. Offeror’s RFP Response; submit the following:

a. One original and three additional hard copies, double‐sided, and bound and with section
separators on 8 ½ x 11 inch paper.
b. Two USB drives each containing the full RFP response plus the Requirements Section 3 in
MS Word format.
2. The proposals shall be delivered to the County at the following address:

County of Bedford, Fiscal Management
Attn: Ms. Susan Crawford
Director of Fiscal Management

3. Proposals will be accepted until the date and time indicated in Section 1‐4 of this RFP at which
time they will be opened and recorded as received. Any proposal received after this date and
time will not be considered. The Offeror has the sole responsibility to have the proposal
received by the Bedford County Fiscal Management Department at the above address and by
the above stated time and date. The County of Bedford is not responsible for delays in the
delivery of the mail by the U.S. Postal Service, private couriers, or the inter‐office mail system.
“Proposals with proprietary information must submit (1) additional redacted copy.”

4. The Offeror shall submit a proposal which demonstrates and provides evidence that the
Offeror has the capabilities, professional expertise, and experience to perform the services
described herein.
5. Offerors are responsible for familiarizing themselves with the conditions and objectives of the
proposed scope of services. A pre‐proposal conference will not be held.
6. The selection process will be governed by and completed in accordance with the Virginia Public
Procurement Act competitive negotiation for nonprofessional services.
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7. Offerors shall be registered with eVA, the Internet electronic procurement solution, website
portal www.eVA.virginia.gov, per General Terms and Conditions Section 5 of this RFP.
8. Late proposals will be kept but not considered for award. Proposals must be sealed and clearly
addressed and marked with the RFP number and title. Proposals may be mailed to the County,
but must be received by the Fiscal Management Department no later than the above stated date
and time.
II‐2. WRITTEN CLARIFICATIONS
The County will accept written questions by the date indicated in the Procurement schedule in
Section II.4 of this RFP. Please e‐mail pre‐proposal questions via email to Ashley Anderson:
aanderson@bedfordcountyva.gov . Responses to questions will be available by the date indicated in
the schedule in Section I.4.

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SECTION III ‐ EVALUATION OF PROPOSALS
EVALUATION OF PROPOSALS
III‐1. The County will establish a Proposal Evaluation and Selection Team whose members must
have no conflict of interest with any Offeror. This Team, along with the County consultant,
SoftResources, will judge each response based upon their understanding of the responses against
mandatory criteria provided within this RFP. The County will conduct a fair, impartial, and
comprehensive evaluation of all responses.
The County will consider software Offerors that can provide all modules in scope or financials only
as well as best of breed solutions for HRIS, Permitting, and Tax Billing. The County reserves the right
to seek written clarifications of each proposal submitted. The County also reserves the right to
require other evidence of minimum qualifications, technical, managerial, financial and additional
abilities prior to selection.
Evaluation Factors. The Proposal Evaluation and Selection Team will review proposals according to
the criteria below.
Item Description Weight

Software  Breadth of modules ‐ offers all modules required 30%
 Depth of functionality ‐ meets software requirements

Technology  Adherence to IT Strategy – platforms, database, accessibility 20%
 Integration to other systems – experience and tools offered
 Offeror adoption of technology at reasonable pace

Offeror  Offeror viability, strength, vision, expertise, knowledge, 15%
resources
 Experience with other government entities of similar size and
complexity
 References provided of entities similar in size and complexity

Implementation  Defined and proven implementation methodology 20%
Services  Proposed project timeline
 Organizational strength ‐ staffing resources and qualifications
 Experience with other government entities of similar size and
complexity
 References similar in size and complexity

Total Cost  Total cost of ownership over 10 year time period 15%
 Software license, subscription, etc.
 Implementation services
 Maintenance

Total 100%

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The County reserves the right to make a contract award without any further discussion with the
Offerors regarding the responses received. Therefore, responses should be submitted initially on
the most favorable terms available to the County from a price, contractual terms and conditions,
and functional and technical standpoint. However, the County reserves the right to conduct
discussions with Offerors who submit proposals that pass the initial screening process of this
document or ask for clarification regarding the information submitted. An Offeror must submit
written and signed clarifications and such clarifications shall become part of the Offeror's proposal.
Notification of Competitive Range. The County may, at its sole discretion, decide based on the
evaluation of the proposals, to establish a Short List of Offerors and invite them to participate in
Pre‐Demo Meetings and Software Demos. The County will provide written notice to all Offerors
identifying the Offerors Short Listed by e‐mail by the date indicated in Section I‐4.
Pre‐Demo Meetings. Offerors on the Short List will be invited to participate in a Pre‐Demo Meeting
with the County’s Project Team. The purpose of this meeting will be to allow the Offeror time to
acquire additional information about the scope of the project, and to review any questions about
the Demo Script presented to the Offeror.
Scripted Software Demo. The functional and technical product demonstrations (Demo) will be
presented to the County by Short Listed Offerors according to a pre‐defined script issued by the
County. All Offerors must follow this script during their Demo process. The evaluation criteria for
the Demo process will include adherence to the script as well as the ability to successfully
demonstrate the County’s functional and technical requirements.
Post‐Demo Technical Evaluation. In addition to scripted functional demonstrations, the County may
request a more extensive technical Demo. This Demo will be scheduled on an as‐needed basis for
the Short Listed Offerors.
Decision. The County will select the finalist by compiling the proposal and cost evaluation, scripted
demonstration results, site visits and references. The top ranked Offeror that the County feels
would make the best solution provider will be selected.
Notice of Intent to Award. Upon completion of the evaluation process, the selection committee will
advise all Offerors of its selection.
Contract Review and Negotiations. The Contract will define the extent of services, personal
services, goods to be rendered, and method and amount of compensation. The County reserves the
right to negotiate a final contract that is in the best interest of the County.
Contract terms that may be negotiated consist of the scope of work, including the details of
contract performance, timing, assignment of risk in specified areas, the contract price as it is
affected by negotiating the statement of work, and other matters that affect cost or quality or are
reasonably related to those expressly authorized for negotiation.
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At any time during negotiations, the County may terminate discussions or negotiations with the
highest‐ranked Offeror, or the Offeror with whom it is currently discussing or negotiating, if the
County reasonably believes that:

 The Offeror is not discussing or negotiating in good faith; or
 Further discussions or negotiations with the Offeror will not result in the parties agreeing to the
terms and conditions of a final contract in a timely manner.
If the County terminates discussions or negotiations with an Offeror, the County may then
commence negotiations with the next highest scoring Offeror in the competitive range, and
continue the process until the County has either determined to award the contract to the Offeror
with whom it is currently negotiating or to terminate all discussions.
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SECTION IV VENDOR INSTRUCTIONS
IV‐1. RESPONSE REQUIREMENTS
Proposals shall be as simple and economical, providing a straightforward, concise description of the
Offeror’s capabilities to satisfy the requirements of this RFP. Emphasis should be on completeness
and clarity, rather than volume, of content, as well as adherence to the presentation structure
required by this RFP. All proposals and accompanying documentation will become the property of
the County and will not be returned. Proposals shall be easily recyclable; plastic and wire bindings
are discouraged.

IV‐2. RFP REQUIRED RESPONSE FORMAT
Your RFP response should be according to the format defined in the table below. Your response
should include each section in the order presented, separated with tab dividers. Failure to address
all items will impact the evaluation and may classify the response as non‐responsive and preclude it
from further consideration. Do not provide references to other sections, documents or websites for
the information required; it should be specifically included in the RFP response.
Section Title Contents

Section 1 Cover Page Use the Cover Page template provided as Exhibit A of this RFP.

Section 2 Offerors Provide an overview of the qualifications and experience of your firm
Qualifications including the following:
and Experience a. Provide an overview description of the Offeror’s qualifications
related to the requirements defined in this RFP.
b. Provide the number of years the firm has provided the products and
services outlined in the RFP.
c. Provide the name of the Principal or Project Manager who will have
direct and continued responsibility for the project. This person will
be the County’s contact on all matters dealing with the project and
will handle the day‐to‐day activities through completion.
d. Provide a resume for all staff/employees assigned to the proposed
implementation team including a list of the tasks for which they will
be responsible.
e. Identify services that will be outsourced to a sub‐contractor. The
Offeror will be responsible for verifying the experience and
qualifications for any outsourced work to sub‐contractors.

Section 3 Key System Complete the Key Functional and Technical Requirements document
Requirements provided in Exhibit D. Each item should have a ranking and a specific
qualitative comment about how the software supports the requirement as
defined in the instructions. Offerors should not modify the document
format or layout in their response.

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Section 4 Pricing Complete the pricing summary form provided as Exhibit B in this RFP. This
document should tie to the Total Cost section on page 10. Pricing must be
complete and list any available discounts. Pricing information supplied with
the response must be valid for at least 150 days. All one‐time and recurring
costs must be fully provided. Provide estimates of total hours and hourly
rates associated to each line item.
Estimates for implementation services should include, but not be limited
to, the following:
a. Implementation of the software
b. System configuration
c. Training
d. Data conversion
e. Interfaces or integration
f. Travel
g. Post Go‐Live Support

Section 5 Implementation An overview of Offeror’s implementation methodology including, but not
limited to, examples of or recommendations for the following:
a. MS Project Plan: including phases, tasks and timeline.
b. Implement using phases or all modules at one time.
c. County Resources: role, responsibilities, average estimated time per
month.
d. Offeror Resources: role, responsibilities, average estimated time per
month.
e. Process Improvement: approach to process improvement through
implementation. The County’s preference is to modify processes
where necessary to leverage best practices offered by the software.
f. Change Management: tools and methodology.
g. Data Conversion: tools, methodology, experience with conversions
systems identified in this document.
h. Environments available (production, test, training, etc.)
i. Testing: configuration, technical, user acceptance, etc.
j. Training: approach, resources available, documentation provided.
k. Integration: approach, tools, experience.
l. Post Go‐Live Implementation Support.

Section 6 Support Overview of the support services offered and recommended for the
products proposed in this RFP, including:
a. System Administration: performance monitoring, tuning, loading of
patches and version releases.
b. Disaster Planning and Recovery: for on‐premises and/or hosted
options proposed.
c. User Groups and conferences, community forums, knowledge base,
etc.
d. End User Support: number of staff offering user support, hours of
service, average and guaranteed response time, ticketing system
used, escalation process, user forums, etc.
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e. Software Upgrades: timing, support provided, documentation.
f. Documentation: description and examples of user, administrator,
and technical system reference documents and help materials, e.g.
procedures, definitions, configuration, API's, etc.

Section 7 Information Provide the following information regarding the technology of the
Technology proposed solution:
a. On‐Premises versus SaaS or Hosted options and definition of each.
b. Hardware specifications for the proposed solution.
c. Mobile hardware and operating system specifications.
d. Support for Service‐Oriented Architecture, Specific Web Services
Standards supported (e.g. WSDL, REST, JSON), Server Virtualization,
etc.
e. Support for remote access technologies and encryption (VPN,
synchronization, etc.).
f. Escrow Agreements, etc. Address how the County’s ERP data would
be delivered or provided to the County if the relationship between
the County and the Offeror is terminated.
g. Development languages, structures or frameworks used e.g. .NET
architecture, SQL, etc.

Section 8 Training ‐ Post Training resources provided for technical and user training post go‐live;
Go‐Live approach to delivery, training materials provided, available online tutorials,
etc.

Section 9 References Using the forms provided in Exhibit C, provide five references that are
similar in size and project scope to the County. Three references shall be
current customers, and two references shall be past customers.

Section 10 Contract Indicate if Offeror has had a contract terminated for convenience, non‐
Performance performance, or any other reason, or has entered into legal action with a
customer in the past five years. Describe the situation.

Section 11 RFP Exceptions Indicate exceptions to this RFP from any section. Identify a preferred
workaround or alternative to each exception.

Section 12 Offeror Provide contract templates including, but not limited to, Software License,
Contracts SaaS License, 3rd Party Agreements, Maintenance, Services, Service Level
Agreements, Remote Access, etc.

Section 13 Proof of Complete and submit a Proof of Authority form provided as Exhibit E in this
Authority RFP.

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IV‐3. CONTRACTUAL PHILOSOPHY

Contractual Philosophy. There are inherent risks in assuming responsibility for existing systems,
developing new interfaces, and providing enhancements that go along with implementing ERP
software. These risks are compounded by today’s rapidly changing and highly competitive
environment. Because of the uncertainty of the marketplace, the increasing complexity of the
solutions, and the increased investment required to develop, deliver and implement these
solutions, the County will expect the Offeror to be the expert in application of their products and
services.

The County’s intent is to form a long‐term alliance with the selected Offeror(s). This alliance must be
mutually beneficial and share the risks the alliance encompasses. Such a relationship shall embrace
the following principles:

 The alliance will contribute to the County, and both the Offeror and County will mutually
benefit.
 The risk of implementing and using technology solutions must be shared over the long
term of the alliance.
 The relationship will promote continuous and measurable improvement in the people,
products, and services of both organizations.
 The Offeror must share the County’s dedication to delivering quality services both
internally, and to its constituents.
 Both parties will always strive to eliminate ambiguities and omissions from the spoken and
written terms of the relationship by communicating with clarity of purpose and
expectations.
 The terms of the relationship must recognize the mutual commitment, and provide for
meaningful information exchange to allow each party input to the other’s plans.
 The terms of the relationship must minimize the likelihood of disputes by having
documented standards of performance and quality, clear and specific warranties, and
exercisable remedies in the event that one or both parties fail to meet their obligations.

Negotiations Philosophy. Both the Offeror and the County will negotiate in good faith to reach a
mutually satisfactory contract with terms and conditions that fairly allocate both total costs of
ownership and risk. As a result of the negotiations, the County and the successful Offeror will
develop and enter into an agreement to provide the software and services necessary to meet the
project goals. The County believes that the agreement should be mutually beneficial whereby both
parties receive value. The County has a strong interest in the success of the selected Offeror. It is
not in the County’s best interest to have a Offeror suffer financially through its association with the
County, nor is it the County’s responsibility to subsidize poor performance or project management.

The contractual relationship will be premised on the Offeror as the expert. The County will rely
upon the Offeror’s expertise to develop, deliver, implement and maintain solutions that fulfill the
defined business requirements. The County expects all Offerors to exercise the highest degree of
integrity in all dealings with their Offerors, employees, and the County.

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Contract Definition. The contract between the County and the selected Offeror to provide the
required software and related services will consist of:

 This Request for Proposal and selected Offeror’s response.
 Offeror’s product demonstration, related handouts and electronic presentation.
 Contract pricing for software, implementation services and maintenance.
 A mutually agreed upon Statement of Work that outlines the project scope, project
timeline, project team, assigned responsibilities for both parties, deliverables,
milestones, services to be performed by Offeror, etc..
 Contract documents; software license or subscription, maintenance and support, and
implementation services.
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SECTION V ‐ GENERAL TERMS AND CONDITIONS
A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of
Virginia Offerors Manual and any changes or revisions thereto, which are hereby incorporated
into this contract in their entirety. The procedure for filing contractual claims is in section 7.19 of
the Offerors Manual. A copy of the manual is accessible on the Internet at
www.dgs.state.va.us/dps under “Manuals.”

B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be
governed in all respects by the laws of the Commonwealth of Virginia (exclusive of its conflicts of
laws rules) and any litigation with respect thereto shall be brought before a court of competent
jurisdiction in the County of Bedford, Virginia. The County and the Offeror are encouraged to
resolve any issues in controversy arising from the award of the contract or any contractual
dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, § 2.2‐ 4366).
ADR procedures are described in Chapter 9 of the Offerors Manual. The Offeror shall comply with
all applicable federal, state and local laws, rules and regulations.

C. ANTI‐DISCRIMINATION: By submitting their proposals, Offerors certify to the County that
they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as
the Virginia Fair Employment Contracting Act of 1975, as amended, where applicable, the
Virginians With Disabilities Act, the Americans With Disabilities Act and § 2.2‐4311 of the Virginia
Public Procurement Act (VPPA). If the award is made to a faith‐based organization, the
organization shall not discriminate against any recipient of goods, services, or disbursements
made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to
participate in a religious practice, or on the basis of race, age, color, gender or national origin and
shall be subject to the same rules as other organizations that contract with public bodies to
account for the use of the funds provided; however, if the faith‐based organization segregates
public funds into separate accounts, only the accounts and programs funded with public funds
shall be subject to audit by the public body.

In every contract over $10,000 the provisions in 1 and 2 below apply:

1. During the performance of this contract, the Offeror agrees as follows:

a. The Offeror will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or any other basis
prohibited by state law relating to discrimination in employment, except where there is a
bona fide occupational qualification reasonably necessary to the normal operation of the
Offeror. The Offeror agrees to post in conspicuous places, available to employees and
applicants for employment, notices setting forth the provisions of this nondiscrimination
clause.

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b. The Offeror, in all solicitations or advertisements for employees placed by or on behalf of
the Offeror, will state that such Offeror is an equal opportunity employer.

c. Notices, advertisements and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting these requirements.

2. The Offeror will include the provisions of 1 above in every subcontract or purchase order
over $10,000, so that the provisions will be binding upon each subcontractor or Offeror.

D. ETHICS IN PUBLIC CONTRACTING: By submitting their proposals, Offerors certify that their
proposals are made without collusion or fraud and that they have not offered or received any
kickbacks or inducements from any other Offeror, supplier, manufacturer or subcontractor in
connection with their proposal, and that they have not conferred on any public employee having
official responsibility for this procurement transaction any payment, loan, subscription, advance,
deposit of money, services or anything of more than nominal value, present or promised, unless
consideration of substantially equal or greater value was exchanged.

E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By submitting their proposals, Offerors
certify that they do not and will not during the performance of this contract employ illegal alien
workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of
1986.

F. DEBARMENT STATUS: By submitting their proposals, Offerors certify that they are not
currently debarred by the County of Bedford, any agency, locality, or political subdivision of the
Commonwealth of Virginia from submitting proposals on contracts for the type of services
covered by this solicitation, nor are they an agent of any person or entity that is currently so
debarred.

G. ANTITRUST: By entering into a contract, the Offeror conveys, sells, assigns, and transfers to
the County of Bedford all rights, title and interest in and to all causes of action it may now have or
hereafter acquire under the antitrust laws of the United States and the Commonwealth of
Virginia, relating to the particular goods or services purchased or acquired by the County of
Bedford under said contract.

H. MANDATORY USE OF FORMS AND TERMS AND CONDITIONS FOR RFPs: Failure to submit a
proposal on the official form provided for that purpose may be a cause for rejection of the
proposal. Modification of or additions to the General Terms and Conditions of the solicitation may
be cause for rejection of the proposal; however, the County reserves the right to decide, on a
case by case basis, in its sole discretion, whether to reject such a proposal.

I. CLARIFICATION OF TERMS: If any prospective Offeror has questions about the specifications
or other solicitation documents, the prospective Offeror should contact the buyer whose name
appears on the face of the solicitation no later than five working days before the due date. Any
revisions to the solicitation will be made only by addendum issued by the buyer.

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J. PAYMENT:

1. To Prime Offeror:

a. Invoices for items ordered, delivered and accepted shall be submitted by the Offeror
directly to the payment address shown on the purchase order/contract. All invoices shall
show social security number (for individual Offerors) or the federal employer
identification number (for proprietorships, partnerships, and corporations).

b. Any payment terms requiring payment in less than 30 days will be regarded as requiring
payment 30 days after invoice or delivery, whichever occurs last. This shall not affect
offers of discounts for payment in less than 30 days, however.

c. All goods or services provided under this contract or purchase order, that are to be paid
for with public funds, shall be billed by the Offeror at the contract price.

d. The following shall be deemed to be the date of payment: the date of postmark in all
cases where payment is made by mail, or the date of offset when offset proceedings have
been instituted as authorized under the Virginia Debt Collection Act.

e. Unreasonable Charges. Under certain emergency procurements and for most time and
material purchases, final job costs cannot be accurately determined at the time orders are
placed. In such cases, Offerors should be put on notice that final payment in full is
contingent on a determination of reasonableness with respect to all invoiced charges.
Charges which appear to be unreasonable will be researched and challenged, and that
portion of the invoice held in abeyance until a settlement can be reached. Upon
determining that invoiced charges are not reasonable, the County shall promptly notify
the Offeror, in writing, as to those charges which it considers unreasonable and the basis
for the determination. An Offeror may not institute legal action unless a settlement
cannot be reached within thirty (30) days of notification. The provisions of this section do
not relieve an agency of its prompt payment obligations with respect to those charges
which are not in dispute (Code of Virginia, § 2.2‐4363).

2. To Subcontractors:

a. A Offeror awarded a contract under this solicitation is hereby obligated:

(1) To pay the subcontractor(s) within seven (7) days of the Offeror’s receipt of
payment from the County for the proportionate share of the payment received for work
performed by the subcontractor(s) under the contract; or
(2) To notify the County and the subcontractor(s), in writing, of the Offeror’s intention
to withhold payment and the reason.
(3) The Offeror is obligated to pay the subcontractor(s) interest at the rate of one
percent per month (unless otherwise provided under the terms of the contract) on all
amounts owed by the Offeror that remain unpaid seven (7) days following receipt of
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payment from the County, except for amounts withheld as stated in (2) above. The date
of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These
provisions apply to each sub‐tier Offeror performing under the primary contract. An
Offeror’s obligation to pay an interest charge to a subcontractor may not be construed to
be an obligation of the County.
(4) Each prime Offeror who wins an award in which provision of a SWAM procurement
plan is a condition to the award, shall deliver to the County, on or before request for final
payment, evidence and certification of compliance (subject only to insubstantial shortfalls
and to shortfalls arising from subcontractor default) with the SWAM procurement plan.
Final payment under the contract in question may be withheld until such certification is
delivered and, if necessary, confirmed by the agency or institution, or other appropriate
penalties may be assessed in lieu of withholding such payment.

K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL,
APPLICABLE LAWS AND COURTS, ANTI‐DISCRIMINATION, ETHICS IN PUBLIC CONTRACTING,
IMMIGRATION REFORM AND CONTROL ACT OF 1986, DEBARMENT STATUS, ANTITRUST,
MANDATORY USE OF FORM AND TERMS AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT
shall apply in all instances. In the event there is a conflict between any of the other General Terms
and Conditions and any Special Terms and Conditions in this solicitation, the Special Terms and
Conditions shall apply.

L. QUALIFICATIONS OF OFFERORS: The County may make such reasonable investigations as
deemed proper and necessary to determine the ability of the Offeror to perform the services. The
Offeror shall furnish to the County all such information and data for this purpose as may be
requested. The County reserves the right to inspect Offeror’s physical facilities prior to award to
satisfy questions regarding the Offeror’s capabilities. The County further reserves the right to
reject any proposal if the evidence submitted by, or investigations of, such Offeror fails to satisfy
the County that such Offeror is properly qualified to carry out the obligations of the contract and
to provide the services and/or furnish the goods contemplated therein.

M. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the Offeror in whole or in
part without the written consent of the County.

N. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following
ways:

1. The parties may agree in writing to modify the scope of the contract. An increase or decrease
in the price of the contract resulting from such modification shall be agreed to by the parties as a
part of their written agreement to modify the scope of the contract.

2. The County may order changes within the general scope of the contract at any time by
written notice to the Offeror. Changes within the scope of the contract include, but are not
limited to, things such as services to be performed, the method of packing or shipment, and the
place of delivery or installation. The Offeror shall comply with the notice upon receipt. The
Offeror shall be compensated for any additional costs incurred as the result of such order and
Page 21
shall give the County a credit for any savings. Said compensation shall be determined by one of
the following methods:

a. By mutual agreement between the parties in writing; or

b. by agreeing upon a unit price or using a unit price set forth in the contract, if the work to be
done can be expressed in units, and the Offeror accounts for the number of units of work
performed, subject to the County’s right to audit the Offeror’s records and/or to determine the
correct number of units independently; or

c. By ordering the Offeror to proceed with the work and keep a record of all costs incurred and
savings realized. A markup for overhead and profit may be allowed if provided by the contract.
The same markup shall be used for determining a decrease in price as the result of savings
realized. The Offeror shall present the County with all vouchers and records of expenses incurred
and savings realized. The County shall have the right to audit the records of the Offeror as it
deems necessary to determine costs or savings. Any claim for an adjustment in price under this
provision must be asserted by written notice to the County within thirty (30) days from the date
of receipt of the written order from the County. If the parties fail to agree on an amount of
adjustment, the question of an increase or decrease in the contract price or time for performance
shall be resolved in accordance with the procedures for resolving disputes provided by the
Disputes Clause of this contract or, if there is none, in accordance with the disputes provisions of
the Commonwealth of Virginia Offerors Manual. Neither the existence of a claim nor a dispute
resolution process, litigation or any other provision of this contract shall excuse the Offeror from
promptly complying with the changes ordered by the County or with the performance of the
contract generally.

O. DEFAULT: In case of failure to deliver goods or services in accordance with the contract terms
and conditions, the County, after due oral or written notice, may procure them from other
sources and hold the Offeror responsible for any resulting additional purchasing and
administrative costs. This remedy shall be in addition to any other remedies which the County
may have.

P. INSURANCE: By signing and submitting a bid or proposal under this solicitation, the bidder or
Offeror certifies that if awarded the contract, it will have the following insurance coverage at the
time the contract is awarded. For construction contracts, if any subcontractors are involved, the
subcontractor will have workers’ compensation insurance in accordance with §§ 2.2‐4332 and
65.2‐800 et seq. of the Code of Virginia. The bidder or Offeror further certifies that the Offeror
and any subcontractors will maintain this insurance coverage during the entire term of the
contract and that all insurance coverage will be provided by insurance companies authorized to
sell insurance in Virginia by the Virginia State Corporation Commission.

Page 22
MINIMUM INSURANCE COVERAGES AND LIMITS REQUIRED FOR MOST CONTRACTS:

1. Workers’ Compensation ‐ Statutory requirements and benefits. Coverage is compulsory for
employers of three or more employees, to include the employer. Offerors who fail to notify the
County of increases in the number of employees that change their workers’ compensation
requirements under the Code of Virginia during the course of the contract shall be in
noncompliance with the contract.

2. Employer’s Liability ‐ $100,000.

3. Commercial General Liability ‐ $1,000,000 per occurrence. Commercial General Liability is to
include bodily injury and property damage, personal injury and advertising injury, products and
completed operations coverage. The County of Bedford must be named as an additional insured
and so endorsed on the policy.

4. Automobile Liability ‐ $1,000,000 per occurrence.

Q. ANNOUNCEMENT OF AWARD: Upon the award or the announcement of the decision to
award a contract as a result of this solicitation, the County will publicly post such notice on the
DGS/DPS eVA web site www.eva.virginia.gov for a minimum of 10 days.

R. DRUG‐FREE WORKPLACE: During the performance of this contract, the Offeror agrees to (i)
provide a drug‐free workplace for the Offeror's employees; (ii) post in conspicuous places,
available to employees and applicants for employment, a statement notifying employees that the
unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled
substance or marijuana is prohibited in the Offeror's workplace and specifying the actions that
will be taken against employees for violations of such prohibition; (iii) state in all solicitations or
advertisements for employees placed by or on behalf of the Offeror that the Offeror maintains a
drug‐free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract
or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor
or Offeror.

S. NONDISCRIMINATION OF OFFERORS: A Offeror shall not be discriminated against in the
solicitation or award of this contract because of race, religion, color, sex, national origin, age,
disability, faith‐based organizational status, any other basis prohibited by state law relating to
discrimination in employment or because the Offeror employs ex‐offenders unless the state
agency, department or institution has made a written determination that employing ex‐offenders
on the specific contract is not in its best interest. If the award of this contract is made to a faith‐
based organization and an individual, who applies for or receives goods, services, or
disbursements provided pursuant to this contract objects to the religious character of the faith‐
based organization from which the individual receives or would receive the goods, services, or
disbursements, the public body shall offer the individual, within a reasonable period of time after
the date of his objection, access to equivalent goods, services, or disbursements from an
alternative provider.

Page 23
T. eVA BUSINESS‐TO‐GOVERNMENT VENDOR REGISTRATION, CONTRACTS, AND ORDERS: The
eVA Internet electronic procurement solution, website portal www.eVA.virginia.gov,
streamlines and automates government purchasing activities in the Commonwealth. The eVA
portal is the gateway for Offerors to conduct business with state agencies and public bodies.
All Offerors desiring to provide goods and/or services to the Commonwealth shall participate
in the eVA Internet eprocurement solution by completing the free eVA Offeror Registration.
All Offerors must register in eVA and pay the Offeror Transaction Fees specified below;
failure to register will result in the bid/proposal being rejected.

For orders issued January 1, 2014 and after, the Offeror Transaction Fee is:
(i) DMBE‐certified Small Businesses: 1%, capped at $500 per order.
(ii) Businesses that are not DMBE‐certified Small Businesses: 1%, capped at $1,500 per
order.

The specified Offeror transaction fee will be invoiced, by the Commonwealth of Virginia
Department of General Services, approximately 30 days after the corresponding purchase
order is issued and payable 30 days after the invoice date. Any adjustments
(increases/decreases) will be handled through purchase order changes.

U. AVAILABILITY OF FUNDS: It is understood and agreed between the parties herein that the
County shall be bound hereunder only to the extent of the funds available or which may
hereafter become available for the purpose of this agreement. Offeror acknowledges that
the County of Bedford is a governmental entity, and that contract validity is based upon the
availability of public funding under the authority of the County’s Board of Supervisors. In the
event that public funds are unavailable and/or not appropriated for the performance of the
County’s obligations under any contract, then the contract shall automatically expire without
penalty to the County upon receipt of written 30‐day notice by the County to the Offeror of
the unavailability and/or non‐appropriation of public funds.

V. BID PRICE CURRENCY: Unless stated otherwise in the solicitation, Offerors shall state prices
in US dollars.

SPECIAL TERMS AND CONDITIONS

1. AWARD‐COMPETITIVE NEGOTIATION FOR NONPROFESSIONAL SERVICES: Selection shall be
made of two or more Offerors deemed to be fully qualified and best suited among those
submitting proposals on the basis of the evaluation factors included in the Request for Proposals,
including price, if so stated in the Request for Proposals. Negotiations shall be conducted with the
Offerors so selected. Price shall be considered, but need not be the sole determining factor. After
negotiations have been conducted with each Offeror so selected, the agency shall select the
Offeror which, in its sole opinion, has made the best proposal, and shall award the contract to
that Offeror. The County may cancel this Request for Proposals or reject proposals at any time
prior to an award, and is not required to furnish a statement of the reasons why a particular
proposal was not deemed to be the most advantageous (Code of Virginia, § 2.2‐4359D). Should
Page 24
the County determine in writing and in its sole discretion that only one Offeror is fully qualified,
or that one Offeror is clearly more highly qualified than the others under consideration, a
contract may be negotiated and awarded to that Offeror. An award document will be a contract
incorporating by reference all the requirements, terms and conditions of the solicitation and the
Offeror’s proposal as negotiated.

2. PRE‐PROPOSAL CONFERENCE: The County will not hold a pre‐proposal conference for this
solicitation. However, by virtue of response to this solicitation, Offerors have satisfied themselves
that they have a clear understanding of the specifications/scope of work and requirements of this
solicitation. Offerors are encouraged to present any questions they may have concerning the
solicitation by the date indicated in this RFP. Any clarifications deemed by the County to have a
material impact on the specifications/scope of work and requirements of this solicitation will be
communicated to all potential Offerors in the form of a written addendum submitted through
eVA.

3. PROPOSAL ACCEPTANCE PERIOD: Any proposal in response to this solicitation shall be valid
for Ninety (90) days. At the end of the 90 days the proposal may be withdrawn at the written
request of the Offeror. If the proposal is not withdrawn at that time it remains in effect until an
award is made or the solicitation is canceled.
4. CONTRACT: The County expects to award a Software License, Maintenance and
Implementation Services Contract(s) from this solicitation. The County reserves the right to
cancel and terminate any resulting contract, in part or in whole, without penalty, upon 60 days
written notice to the firm.

5. ADDITIONAL SERVICES: In the event that the County requires additional services of a similar
nature as those included in the scope of services in this solicitation, the Firm shall provide the
County with a written estimate of the total costs to complete the work required. If the County
determines that the estimated price is not fair and reasonable, it has the right to ask the Firm to
reevaluate the estimate. If the revised estimate is determined to be not fair and reasonable, the
County reserves the right to obtain additional quotes from other Firms.

6. AVAILABILITY OF FUNDS: It is understood and agreed by the Offeror that any resultant
contract or extension of the contract period shall be governed by the availability and
appropriation of funds.

7. STATE CORPORATION COMMISSION IDENTIFICATION NUMBER: Pursuant to Code of Virginia,
§2.2‐4311.2 subsection B, a Offeror organized or authorized to transact business in the
Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the
identification number issued to it by the State Corporation Commission (SCC). Any Offeror that is
not required to be authorized to transact business in the Commonwealth as a foreign business
entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid
or proposal a statement describing why the Offeror is not required to be so authorized. Indicate
the above information on the SCC Form provided. Offeror agrees that the process by which
compliance with Titles 13.1 and 50 is checked during the solicitation stage (including without
Page 25
limitation the SCC Form provided) is streamlined and not definitive, and the Commonwealth’s use
and acceptance of such form, or its acceptance of Offeror’s statement describing why the Offeror
was not legally required to be authorized to transact business in the Commonwealth, shall not be
conclusive of the issue and shall not be relied upon by the Offeror as demonstrating compliance.

8. PROPOSAL WITHDRAWAL: Any proposal may be withdrawn at any time before the proposal
due date and time, by providing a written request for the withdrawal of the proposal to the issuing
office. A duly authorized representative of the firm shall execute the request. Withdrawal of a
proposal will not prejudice the right of the Offeror to file a new proposal.
9. ADDENDA: The County may modify the RFP at any time at least five (5) days prior to the RFP
due date, by issuance of a written addendum to all Offerors who are participating in the process at
the time the addendum is issued. Addenda will be numbered consecutively. Verbal modifications
to the RFP specifications shall not be binding upon the County.
10. CANCELLATION, DELAY OR SUSPENSION OF SOLICITATION; REJECTION OF PROPOSALS: The
County may cancel, delay, or suspend this solicitation if in the best interest of the County as
determined by the County. The County may reject any or all proposals, in whole or in part, if in the
best interest of the County as determined by the County.
11. IRREGULARITIES: The County reserves the right to waive any non‐material irregularities or
information in the RFP or in any proposal.
12. INCURRED COSTS: The County is not liable for any costs incurred by an Offeror in the
preparation and/or presentation of a proposal.
13. OWNERSHIP OF DOCUMENTS: Any material submitted by an Offeror shall become the
property of the County. Materials submitted after a contract is signed will be subject to the
ownership provision of the executed contract.
14. CONFIDENTIALITY OF INFORMATION: All information and data furnished to the Offeror by
the County and all other documents to which the Offeror’s employees have access during the
preparation and submittal of the proposal shall be treated as confidential. Any oral or written
disclosure to unauthorized individuals is prohibited.
15. PUBLIC RECORD: All proposals and information submitted by Offerors shall be public records
and subject to disclosure, except such portions of the proposals for which Offeror requests
exception from disclosure consistent with Virginia Law. Proposals must clearly identify such
material, keep it separate, and provide separate notice in writing of the status of this material to
the official contact.
All proposals and information submitted by Offerors are not open for public inspection until after
the notice of intent to award a contract is issued. Except for exempt materials, all proposals and
information submitted by Offerors will be available for viewing after the evaluation process is
complete and the notice of intent to award is sent to all participating parties.
Page 26
Clearly marked sample work or documents illustrating previous work experience will be returned
to Offerors after the evaluation and award process upon request.
16. AWARD:
a. The County reserves the right to reject any and all proposals, to waive any informality or
irregularities in the proposals, and to accept the proposal that appears to be in the best
interest of the County.
b. The County reserves the right to negotiate modified proposals in the event the top‐
ranked proposal exceeds budget.
c. The County reserves the right to conduct a Best and Final Offer with one or more of the
top‐ranked Offerors.
d. The final contract will include a copy of the Offeror’s proposal, including responses to the
requirements matrices, and require that the successful Offeror’s products (software,
hardware and services) are compliant with those responses. Proposal should include a
statement indicating the Offeror’s willingness/ability to accept this contractual
requirement. If Offeror is not willing to do so, proposal should explain why Offeror takes
exception. This shall be included in the proposal as described in Section IV of this RFP.
17. SOLICITATION PROTEST: A person may protest or request a change of a solicitation
provision, evaluation criteria, scope of work, or specification no later than seven (7) calendar days
prior to the proposal due date. No protest of the selection of a consultant or award of a contract
because of a solicitation provision, evaluation criteria, scope of work or specification will be
considered after such time. The protest or request for change shall include the reason for the
protest or change, any proposed language, and why the proposed language would benefit the
County. The County shall consider the protest or request for change and may reject the protest or
request for change, issue an addendum or cancel the RFP. The protest must be submitted to the
County to:
Ms. Ashley Anderson
Assistant Director of Fiscal Management
E‐mail: aanderson@bedfordcountyva.gov

Page 27
EXHIBITS

Exhibit A – Proposal Cover Page

Exhibit B – Pricing Proposal

Exhibit C – References

Exhibit D – Key Functional and Technical Requirements

Exhibit E – Proof of Authority

Page 28
EXHIBIT A – PROPOSAL COVER PAGE
PROPOSAL COVER PAGE
NAME OF FIRM
NAME OF AUTHORIZED FIRM REP
CONTACT INFORMATION:
(Including mailing address, e-mail address, voice phone number, fax number, and any other
appropriate contact information)
I hereby certify that I am a representative of the above named company, duly authorized to
sign and commit said company to this RFP. I further certify that this proposal is made without
collusion or fraud and that this company has not offered or received any kickbacks or
inducements from any other contractor, supplier, manufacturer or subcontractor in connection
with this proposal, and further, that this company has not conferred on any public employee
having official responsibility for this procurement transaction any payment, loan, subscription,
advance, deposit of money, services or anything of more than nominal value, present or
promised unless consideration of substantially equal or greater value was exchanged.
Signature of Firm Representative
Printed Name & Title of Firm Representative
Virginia SCC Identification Number
Date
Receipt of (fill in quantity in box) written addendums of the solicitation is hereby acknowledged.
Page 29
EXHIBIT B – PRICING PROPOSAL

Use this form for Section 4 of your RFP response to provide summary pricing information for the proposed
solution. Offerors providing Best of Breed software should complete the pricing applicable for their solutions.
Supporting pricing documentation may also be provided.

County of Bedford ‐ Pricing
Software ‐ Required Modules $ Comments
Core Financials:
 County = 40 named users
 Schools = 5 named users
General Ledger
Purchase Order
Accounts Payable
Project and Grant Accounting
Fixed Assets
Budgeting
Human Resources:
 County = 521 FT, 201 PT, 776 W2s
 Library = 18 FT, 52 PT, 64 W2s
Payroll:
 County & Library= 521 FT, 201 PT, 776 W2s
 Library = 18 FT, 52 PT, 64 W2s
 Schools = 1,500 Contracted Employees,
300 PT, 2,400 W2s
Timekeeping – 2,625 named users:
 Schools = 1,800 named users
Permitting:
 26 named users, 11 mobile users
Tax Management:
Cashiering – Tax Collection:
 County = 6 stations, 9 named users
Sub‐Total – Required Software
Software – Optional Modules: Comments
Human Resources:
 Schools = 1,500 Contracted Employees,
300 PT, 2,400 W‐2’s
Sub‐Total ‐ Optional Software
Implementation ‐ Required Modules Comments
Implementation
Data Conversion
Training
Report Development
Integration
Travel
Other
Sub‐Total Implementation
Maintenance Comments
Year 1
Years 2 ‐ 10
Sub‐Total Maintenance
Total
Page 30
EXHIBIT C – CUSTOMER REFERENCES

Using the template below provide references for each software solution proposed. Include 3 current
customers and 2 prior customers.

CUSTOMER REFERENCES ‐ EXISTING CUSTOMERS

Item Offeror Response
Client Reference No. 1 ‐ Existing
Name
Number of Employees
Population
Contact Name
Contact Title
Contact Telephone Number
Contact E‐mail Address
Products, Modules, Services Provided by Offeror
First Date of Business Relationship with Offeror
Go Live Date
Rationale for including the specific reference
Name
Number of Employees
Population
Contact Name
Contact Title
Go Live Date
Name
Number of Employees
Population
Contact Name
Contact Title
Go Live Date
Page 31
CUSTOMER REFERENCES – PRIOR CUSTOMERS

Item Offeror Response
Client Reference No. 1 ‐ Prior
Name
Number of Employees
Population
Contact Name
Contact Title
Go Live Date
Reason Why No Longer Using Software
Client Reference No. 2 ‐ Prior
Name
Number of Employees
Population
Contact Name
Contact Title
Products / Services Provided by Offeror
Go Live Date
Reason Why No Longer Using Software

USE ELECTRONIC TEMPLATE PROVIDED WITH RFP PACKAGE

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EXHIBIT D – KEY SYSTEM REQUIREMENTS

This section includes the Requirements to be evaluated in this RFP. This document will become Section 3
of your RFP response. Use the electronic format provided in this RFP package. Each item has been
provided a ranking of R, I, N or E. A ranking of “R” indicates a feature is preferably Required, “I” indicates
the feature is Important to the final decision, a ranking of “N” indicates the feature would be Nice to
Have in a solution, and a ranking of “E” represents areas to Explore in the overall solution. Software
applications that are missing a significant number of required features and technology preferences may
be eliminated from consideration.

Offerors must provide a rating for every item for Core Modules. If the requirement does not pertain to
the proposal being submitted, enter “N/A”. In addition, each line item should include a brief
explanation of how the required item is supported. Do not add sections or headers or modify the
format, font, numbering, etc. of this document. If a submitted RFP includes blank responses the
document may be considered in violation and rejected.

Use the following rating system to evaluate each requirement:

Rating Definition
3 Standard and available in the current release. Software supports this requirement and can be
implemented with minimal configuration at no additional cost. No source code modification is
required.
2 Meet requirement with minor modification. Modification maintains application on upgrade
path. Testing and production of modifications will be completed by implementation date.
Include an estimate for the cost of the modification.
1 Available with 3rd party software application. Indicate name of the application recommended
and number of installs jointly completed.
0 Not available. Software will not meet requirement.
F Future Release. Requirement will be available in future release. Indicate anticipated release
date: month and year.

Sample Response Format: Please use the format below when completing your response. The rating
should be on one line and the comment should follow on the second line. Comments such as “Standard
Functionality” or “In the ERP system” are not acceptable comments.

General Rating and Comment
R 1. Audit Trail with user, date, time stamp 3
throughout all modules. Before/after values is System logs all transactions and stamps them with user, date,
Important. time and before/after values. A report can be generated to
review audit history.

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R = Required
Bedford County I = Important
ERP Software Requirements N = Nice to have
E = Explore
Vendor Background Comments
1. Company
 Company Name
 Contact Person Name and Title
 Contact Address, Phone, Email
2. Company Information
 Public vs. Private
 Year Founded
 Revenue and Income: Current and Prior Year
 Office Locations: Headquarters,
Implementation, Support, Development
 Nearest Regional Office to Bedford, VA
 Website
 Employee Count
3. Number of Customers
 Total Customers
 Total Customers on Proposed Application
 Total Counties
 Total Virginia Counties
 Total Customers Similar Size
4. Target Customer Profile
 Target Industries
 Sizing ‐ Users and Population
5. Version Schedule
 Current Version and Release Date
 Proposed Version and Release Date
 On Premises Release Date
 Software as a Service (SaaS) Release Date
 What Modules Have Not Been Released;
Indicate Proposed Release Date

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Pricing Summary ‐ Details in RFP Pricing Section 4 Comments
All Costs – Required Modules
6. Software License – Required Modules:
R  Core Financials – Total xx Named Users
o County: 40 named users
o Schools: 5 named users
R  Human Resources
o County: 521 full‐time, 201 part‐time, 776
W2s
o Library: 18 full‐time, 52 part‐time, 64 W2s
R  Payroll
o County: 521 full‐time, 201 part‐time, 776
W2s
o Library: 18 full‐time, 52 part‐time, 64 W2s
o Schools: 1,500 contracted employees, 300
part‐time, 2,400 W2s
R  Timekeeping – Total 2,625 named users
o Schools: 1,800 named users
R  Permitting
o County: 26 named, 11 mobile users
R  Tax Management – Treasury and Assessor
R  Cashiering – Tax Collection
o County: 6 stations, 9 named users
R 7. Implementation: Total cost for implementation,
data conversion, training, report development,
integration, travel, etc. for Required modules.
R 8. Maintenance: Total cost years 1‐10
R 9. Other Costs
R 10. Total First Year Cost – Required Modules
R 11. Total Ten Year Cost – Required Modules
E 12. Optional: Human Resources for Schools
o 1,500 contracted employees, 300 part‐time,
2,400 W2s Software license, maintenance,
implementation
Rating Modules Rating/Comments
R 13. General Ledger
I 14. Purchase Order
R 15. Accounts Payable
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R 16. Project and Grant Accounting
R 17. Fixed Assets
R 18. Budgeting
R 19. Human Resources
R 20. Timekeeping and Payroll
R 21. Tax Billing – Personal, Real Property and Business
R 22. Permitting and Land Management
R 23. Reporting

Rating Technology Rating/Comments
R 24. Integration across all modules, e.g. core Financials,
Human Resources, Payroll, Permitting, Tax
Management (Important).
R 25. Database: MS SQL Server 2012 R2 or higher
preferred; will consider Oracle.
R 26. Compatible with Windows 7 or higher desktop
client. Currently Windows 10.
R 27. Web‐enabled or Web‐based architecture with
published open API’s. List browsers supported.
I 28. Option that allows for multiple environments, e.g.
production, test, training, development, etc.
R 29. Role‐level security by group or individual to menu
and screen level with ability to mask sensitive data
fields.
N 30. Online configurable role‐level training programs by
module. Describe training configuration and
options available.
I 31. Online user knowledge base. Describe available
options.
I 32. Single sign‐on: MS Active Directory; LDAP
compatible.
N 33. Support two‐factor authentication for on premise
and/or hosted systems.
R 34. Server virtualization on Microsoft VMWare V‐
Sphere and Hyper‐V.
R 35. Microsoft Outlook and Exchange Server
integration for Email and workflow approval.
R 36. Office 2016/Office 365 compatible.
R 37. Import/Export to Microsoft Word, Access and
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Excel; ability to filter data for export.
R 38. List integration technologies, e.g. Web Services,
SOA, XML, XBRL, open API’s, etc. Flat file method
not preferred.
I 39. Indicate experience integrating and proposed
method to other County applications and services
(Web Service, etc.).
a.Kronos – Time data for payroll (nursing home).
b. AESOP – Absence management/substitute
teacher scheduling; import hours to timekeeping
for payroll.
c. TimeClock Plus – Schools’ electronic time clock
system.
d. ProVal – Real estate property valuation;
pull in values for property tax assessment to tax
management module. .
e.Official Payments – Online payment gateway.
f. Thomas Brothers – Public assistance check
warrant register.
g.Esri Arc Info 10.3.1 GIS – Community
Development
R 40. Scan and attach documents, scanned images and
MS Office files to records throughout all modules.
I 41. Describe functions supported by mobile
technology, e.g. workflow approvals, data look‐
up’s, inspections, etc.
I 42. List supported mobile devices and operating
systems, e.g. iPads, Surfaces, iOS, Android,
Windows, etc.
I 43. Describe Web/Portal functionality for external
user access to tax information, property
information, pay online, etc.
N 44. Describe support for Microsoft SharePoint
Enterprise Portal.
Rating General Requirements Rating/Comments
I 45. Configurable role‐based dashboards to present
reports, tasks, notifications, approvals, etc. with
drill down to source transactions.
R 46. Audit Trail with user, date and time stamp
throughout all modules. Before/after history is
Important.
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I 47. User configurable menus, screens, and fields, e.g.
hide unused fields, set tab order, define
mandatory fields, etc.
I 48. Flexible description field widths throughout the
system. Describe where supported.
R 49. User‐defined fields that can be used in queries and
reports; indicate where available and limitations.
I 50. Configurable electronic forms that can be filled in,
routed online for approval and update the
database, e.g. Personnel Action Form, Permit
Application, etc.
I 51. Configurable online user help. Context sensitive is
Nice to Have.
R 52. Rules‐based workflow routing that can be
concurrent or consecutive with electronic
signatures.
R 53. Visibility to workflow status and approval queue.
I 54. Activity or date triggered alerts, flags, and
messages.
R 55. Effective dating of transactions throughout all
modules.
I 56. Describe enterprise Content Management and
Document Management capabilities and 3rd Party
partnerships, e.g. Laserfiche.
R 57. Describe data archiving and purge capabilities.
Meet variable record retention rules e.g. HR
records kept indefinitely, Accounts Payable purge
every 3 years, etc.
Rating General Ledger Rating/Comments
R 58. Multi‐divisional accounting (e.g. County, Schools,
Library) with same account code structure, but
different data elements and reporting needs.
R 59. Flexible Chart of Account format.
a. The current Chart of Account format is: Fund
(2), Department/Division (4), Asset/liability (1),
Object (4), Sub‐Object (3).
R 60. Support a minimum of 14 accounting periods or
alternate process to differentiate closing or audit
adjustments.
R 61. Multiple fiscal years or periods open at one time
with role‐based posting permissions.
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R 62. Books maintained in Cash basis of accounting.
Year‐end adjusting entries to modified accrual and
accrual basis for reporting purposes.
I 63. Validate account and segment combinations at
data entry.
R 64. Generate error message if Funds are out of
balance at creation of General Ledger entry;
automatic inter‐fund balancing entries Nice to
Have.
R 65. Multiple Journal Entry types including:
a. Regular
b. Reversing
c. Recurring
d. Allocating
e. Budget adjustments
f. System import or Excel upload
R 66. Journal Entry with short and long descriptions (256
characters) and attachments.
R 67. Workflow routing of Journal Entries for approval.
N 68. System generated alerts when nearing Budget
tolerances, e.g. 10% remaining.
R 69. Budget vs. Actual queries or reports with drill
down to source data.
R 70. Export query or report to Excel; save and refresh
data is Nice to Have.
E 71. CAFR reporting tool with ability to produce
separate CAFR’s by Department (County, Schools,
etc.).
Rating Purchase Order Rating/Comments
R 72. Single vendor master for all integrated modules.
I 73. Decentralized vendor master file maintenance
with review and approval step before posting.
N 74. Online vendor registration portal with review and
approval before posting to vendor master file.
R 75. Vendor master file data:
a. Vendor number
b. Legal name, doing business as name
c. Business category
d. Parent/child
e. Tax ID, EIN, SSN
f. Addresses ‐ Physical, Remit To, Ship To, Mail,
etc.
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g. Status ‐ Active, Inactive, On Hold, etc.
h. Payment and discount terms
i. 1099 Status
j. Insurance and bond data
k. Business or Contractor License Number
l. W 9 status
m. ACH information for vendor payments
(secured)
n. User‐defined fields
N 76. Link to State of Virginia Licensing Board to verify
certified vendors and licensed contractors.
R 77. Prevent or correct duplicate vendor records.
R 78. Deactivate and archive vendor; retain history.
I 79. Support pre‐encumbrance and encumbrance
accounting.
I 80. Capture multiple addresses on Requisition or
Purchase Order; general, email, order, ship to, etc.
R 81. Multiple Purchase Order types; Standard, Blanket,
etc.
R 82. Create a Purchase Order without a Requisition.
R 83. Budget verification at creation of Requisition and
Purchase Order; option to warn or block if over
Budget.
R 84. Contract Purchase Order with ability to attach
documents, track start and end dates, manage
Change Orders, etc. Automated alert when
nearing expiration is Nice to Have.
R 85. Allow multiple General Ledger account
distributions per line item on Requisition or
Purchase Orders.
I 86. Reference Project, Grant or Contract number on a
Requisition and Purchase Order.
N 87. Punch out to vendor catalog; import items from
shopping cart to generate Purchase Order.
N 88. Import items from Virginia State purchasing
contracts by vendor; items and pricing. No
Inventory module is used.
R 89. Rules‐based workflow routing for approval of
Requisitions and Purchase Orders based on dollar
amount, General Ledger account, Department,
Object Code, etc.
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I 90. Flag Purchase Order or line item as a Fixed Asset
with electronic method to set up a Fixed Asset
record.
I 91. Email Purchase Order to vendors directly from the
system.
N 92. Describe functionality to support Bid and Quote
management.
Rating Accounts Payable Rating/Comments
R 93. Decentralized invoice scanning and processing,
route for review, approval and account coding
with submittal to Accounts Payable for check
generation and distribution.
R 94. Decentralized check generation, e.g. Social
Services, Library, and Fiscal Management with
unique check numbering sequence and positive
pay file for each.
R 95. Import warrant register file from Thomas Brothers
to upload expenditures to the general ledger.
R 96. Import and process P‐Card transactions; post
transactions to payee vendor. Transactions are
downloaded from SunTrust into an Excel file;
ability to import from Excel.
R 97. Process multiple invoices to a Purchase Order.
R 98. Duplicate invoice management.
N 99. Auto assign vendor invoice number based on user
defined rules. For example, the first 4 letters of the
vendor name and the invoice date (ABCD‐
01012017).
R 100. Generate recurring payables templates with ability
to modify amount.
R 101. Distribute invoice to multiple General Ledger
accounts by percentage, etc.
I 102. Two or three way matching; Purchase Order to
Invoice or Purchase Order to Receiving to Invoice.
R 103. Flag invoice for separate check.
I 104. Flag invoice or invoice line item as a Fixed Asset
with a means to set up electronic Fixed Asset
record.
R 105. Multiple forms of payment; check, ACH, EFT, etc.
R 106. Define check sort and print order to user
preferences.
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R 107. Positive Pay management.
I 108. Split a single vendor invoice into multiple
checks/payees based on Department (share same
vendor account number).
R 109. Import account credits from Tax Billing system to
generate refund checks for overpayments.
R 110. Issue single refund check to mortgage companies
with list of Taxpayers/RPC’s for refund processing.
N 111. Import electronic bank files and perform electronic
bank reconciliation, including checks, deposits,
wires, etc. Generate resulting Journal Entries.
R 112. 1099 tracking to Vendor, and Invoice, and line‐
item level.
R 113. Produce 1099 forms and print directly from
software.
R 114. Electronic reporting of 1099s to IRS and State.
N 115. Employee expense management tools.
Rating Project and Grant Accounting Rating/Comments
I 116. Indicate if Project and Grant Accounting is
managed in the General Ledger or in a separate
ledger.
R 117. Project Master File Data to include:
a. Number, Name, Description
b. Type
c. Funding Sources; one or multiple
d. Project Budget
e. Grant Number
f. Related Contract Number
g. Location
h. Sub–Project, Phases, Tasks
i. Start and End Dates
j. Status; Active, Inactive, etc.
k. Project Manager
l. User Defined Fields
R 118. Track expenditures against a Project or Grant;
Purchase Order, Invoice, Journal Entry, wages, etc.
R 119. Online query to display current status of a Grant;
percent complete, percent remaining, dollars
spent, dollars remaining, etc.
N 120. Convert Project to Asset by phase or when
complete.
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I 121. Close Project; maintain history and reporting.
R 122. Grant Management accounting (restricted or
unrestricted for CIP, Development Projects, etc.).
R 123. Track Grant master file attributes including:
a. Grantor
b. Grant Status
c. Award Date
d. Award Period
e. Beginning Date
f. Expiration Date
g. Award Budget
h. Related Projects
R 124. Define charges that are allowed to be charged
against a Grant including labor, benefits,
overhead, etc.
N 125. Generate invoices for reimbursable Grant costs;
primarily for those who do not have their own
form. Extract Grant data for upload to those that
have their own forms/systems.
Rating Fixed Assets Rating/Comments
R 126. Asset master record that supports following
attributes:
a. ID Number
b. Type (Land, Vehicles, etc.)
c. Category and Sub‐Category
d. Manufacturer, Model, Serial Number, VIN
e. License Number
f. Dates: Purchase and Disposal
g. Life and Depreciation Method
h. Parent/Child
i. Location, Department, Responsible Person
j. Affiliate (for transferred assets to external
group)
k. Status
l. Funding Sources; Cooperative Agreements,
Grants, etc.
m. Purchase Order, Project Number, Grant
Number, Invoice Number
n. Description
o. Purchase Price
p. Attach Documents
q. User defined fields
I 127. Track non‐capitalized assets less than $2,500
including department and location.
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R 128. Track equipment; depreciable or non‐depreciable
to a location, Grant, fund, etc.
R 129. Flag assets that are non‐transferrable (e.g. Title 1
funded assets specific to a location, e.g. school).
R 130. Generate asset records from multiple sources:
Purchase, Capital Project, donated assets, etc.
R 131. Track Asset activities and history e.g. repairs,
replacement, refurbishment, maintenance,
upgrades, transfers, retirement, disposal etc.
R 132. Transfer asset with effective date.
R 133. Track assets transferred to affiliates but owned by
County.
R 134. Straight line depreciation based on date placed in
service and asset type. Generate report that
includes deprecation at department or user‐
defined level prior to posting.
N 135. Manage Asset reserve or replacement schedules
for Budgeting purposes, e.g. report or query.
R 136. Support generation of GASB 34 reporting.
Rating Budgeting Rating/Comments
R 137. Identify if Budget module proposed is within ERP
suite or an integrated 3rd party solution.
R 138. Pull in data from Payroll module to generate
personnel Budget.
R 139. Position Control Budgeting: salaries, COLA increase
percent, grades and step increases, benefits, etc.
R 140. Excel‐based Budget Management, e.g. export and
import Budget worksheets, Budget adjustments,
route for approval, etc.
I 141. Online Budget worksheet distributed to
Departments for entry.
I 142. Capture Budget line‐item assumptions, attach
supporting documentation.
I 143. Online Budget approval status queue.
I 144. What‐if Budget modelling , e.g. changes in
positions, pay, benefits, increasing a tax rate, etc.
R 145. Multiple Budget iterations per year with version
control.
N 146. Spread Budget by 12 monthly periods, by seasonal
average, etc.
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N 147. Annual Budget projections of revenues and
expenses by percentage, dollar amount, etc. based
on 3 year average.
Rating Human Resources Rating/Comments
R 148. Position Control Management; define positions,
number of FTEs within a position and expiration
dates.
R 149. Assign multiple Positions to an employee with
effective dates and varying rates of pay.
R 150. Assign one or more funding sources to a position.
N 151. Generate Position Requisition Form and route
electronically for approval.
I 152. Ability to setup job recruitment with position
description, salary range, minimum qualifications,
preferred qualifications and recruitment closing
date.
I 153. Online Applicant management functionality with
ability to tailor application form by department;
upload resume, or other attachments, review
applicants online, and download selected
applicants. Preference is access via a link from the
County’s Web site. Indicate what is available in
suite or via 3rd party.
E 154. Generate Intent Form and issue to Teachers with
current employment contract via online self‐
service or email with ability to monitor responses
returned to anticipate vacancies for hiring plan.
Describe method proposed.
N 155. Mass e‐mail all applicants for a job recruitment
N 156. Interface with Outlook to schedule interviews
with job candidates.
R 157. System‐generated offer letter.
R 158. Employee Master File data to include:
a. Identification Number, Badge number
b. Name
c. Gender, DOB, SSN
d. Position(s) and Salary
e. Department and Division
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f. Contacts
g. Dependent Information
h. Employee Type (Regular, Temp, On Call, etc.)
i. Supervisor/Manager Name
j. Benefit Elections
k. Status: Active, On Leave, Terminating,
Terminated, Retiree, Cobra, Disability,
Deceased etc.
l. Dates: Hire, Promotion, Anniversary, Re‐Hire,
Seniority, Benefited, Termination, Increase,
Review, Probation, etc.
m. User Defined Fields
n. Document attachments
N 159. Describe approach to Social Security Number
verification via link to Social Security system.
I 160. Interface with TalentED teacher onboarding
solution to create new employee record.
(Schools.)
R 161. System checklist or workflow to manage
Onboarding process, e.g. notification to
departments, issue new hire packet, collection of
forms I‐9, W‐4, initiate criminal background
check, drug screen, orientation, training, issued
assets, attach signed agreements, etc.
I 162. Track forms issued to new hires with submitted
and due date (e.g. within 30 days).
N 163. Solution for employee badge generation and
access management (3rd Party OK).
E 164. Functionality to support the online generation,
issuance, approval, tracking and renewal of
annual teaching contracts. Describe your
approach. (Schools.)
R 165. Rules‐based eligibility for benefit elections based
on hire date (e.g. 1st of month effective current
month; after the 1st effective the following
month), status, years of service, etc. with ability
to override with permissions.
R 166. Date‐effective changes pay changes; dollar or
percent.
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R 167. Track Probation periods; start and end dates,
issue reminders when nearing review date, etc.
R 168. Maintain position history by position and
employee, e.g. hire dates, position changes, class
changes, pay grade, title, etc.
R 169. Define salary schedules with positions, steps,
grades, (min/mid/max).
R 170. Reporting and tracking to support the
management of FMLA to maximum allowed of
480 hours. Describe tools that help with
management and required notifications.
R 171. Track employees with Short Term Disability and
Long Term Disability eligibility, e.g. minimum 1
year employment and full time to meet eligibility.
R 172. Monitor employees on Workman’s Comp
disability leave.
I 173. Support donated leave based on available
vacation hours up to a maximum threshold per
employee.
R 174. Accrue vacation leave using variable rates based
on years of service.
R 175. Accumulate vacation leave and carry over up to
various maximums based on department (e.g.
Social Services, Sheriff’s Office, etc.).
R 176. Performance review management; track dates,
resulting grade, pay change, classroom
observations, scan and attach review forms, etc.
R 177. Skill set tracking such as certifications, education,
completed training, CDL’s, expiration dates, etc.
R 178. Track mandatory training and certifications
required with renewal dates; generate reminders
when nearing due dates.
R 179. Track and report on disciplinary actions; control
access with roles. Provide a view of disciplinary
status, e.g. level 1, level 2, etc. is Nice to Have.
I 180. Online Checklist or Personnel Action Form to
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manage separation process, e.g. notification to
Departments, Cobra letters, retirement benefit
enrollment, pay‐outs (e.g. leave), exit interview,
collect and deactivate badge, collect issued
equipment, etc.
R 181. FLSA, ADA, EEOC and other required tracking
requirements for employees (e.g. EEO4 Report).
R 182. Functionality to support requirements of the
Affordable Care Act; track required hours and
monthly data for Forms 1094‐B and C, 1095‐B and
C, and track hours worked for look back purposes.
R 183. ACA Reporting including:
a. Look back reports for actual hours worked
b. Generation of 1094 and 1095‐C reports
c. Mailing of 1095‐C reports to employees
d. Electronic transmittal of 1094 and 1095‐C to
IRS
R 184. Manager Self‐Service for staff: leave balances,
leave request approvals, performance reviews,
notifications, etc.
R 185. Employee Self‐Service to include view and update
after workflow approval of:
a. Leave balances
b. Request leave
c. Pay advice
d. W2
e. 1095
f. Direct deposit
g. Contact information
h. Benefit elections
i. W 4 ‐ modeling and changes
j. Skill set tracking: training, certifications, CDL
I 186. Online open enrollment with update to employee
record and carriers for benefit elections. Describe
ability to upload and attach documents, e.g.
dependent verification.
R 187. Retain history of changes made to employee
record; pay, benefit elections, transfers, etc.
R 188. Indicate experience and integration with State of
Virginia retirement system.
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R 189. Manage Hybrid Retirement Plan deductions: Part
Defined Benefit, Part Defined Contribution.
Describe your experience with this approach.
E 190. Describe functionality to support the following
current process: download employee snapshot of
information from Virginia Retirement system into
Excel; compare and reconcile to payroll
information and identify exceptions.
Rating Timekeeping and Payroll Rating/Comments
Timekeeping
R 191. Decentralized time entry: default, exception,
direct, and import from Excel.
R 192. Electronic time card with ability to enter daily
time, exception time, etc.
R 193. Set up multiple calendars by pay group and
department; define paid leave days, paid
holidays, unpaid holidays, premium shifts, etc. ‐
Schools, County, Social Services, etc.
I 194. Default time sheet hours based on employee
calendar, e.g. 28 day cycle, exempt, etc.
R 195. Rules‐based comp time accrual based on schedule
and eligibility, e.g. time and a half, hourly, etc.
R 196. Import time from Kronos.
R 197. Import time from TimeClock Plus.
I 198. Input time using a mobile device, e.g. smartphone
for Public Safety, Solid Waste, and Schools.
R 199. Allow multiple timekeepers to enter time in a
batch (e.g. pass from one user to another).
I 200. Enter group time for employees with same
eligibility and time entry rules with the ability to
save the batch and reopen to add timesheets.
R 201. Rules‐based workflow approval routing of time
entry to one or multiple supervisors; with ability
to override and correct, route back to employee.
Authorize using electronic signature.
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I 202. Reclass time entry to a different department after
the fact. Example: Director has made a change in
allocation but Payroll did not know; 75% to one
Department and 25% to another.
I 203. Leave bank verification at time entry; visibility to
leave balances.
R 204. Support flex time schedules based on employee
group, e.g. 4 10’s, 37.5 hour work week, Public
Safety schedules and calendars, etc.
R 205. Alert or report on missing time entry for
employees in the system before processing
payroll.
R 206. Generate a report for part‐time or temporary
employee hours worked to manage hour
threshold for Affordable Care Act compliance.
Rating Payroll Rating/Comments
R 207. Support bi‐weekly and monthly payroll cycles.
R 208. Create unlimited pay codes that are rules‐based
including formulas, fixed amounts and number of
pay periods per month. For example:
a. Overtime by employee type; pay or comp time
bank.
b. Shift Differential: Ex. an hourly premium at
$.25 per hour.
c. Vacation Pay Out: daily rate or # hours x hourly
rate.
d. Sick Leave Pay Out: $25/day or # hours x hourly
rate
e. Sick Leave Pay Out for Retirees: up to $5,000 or
25% of sick leave to $5,000 cap.
f. Comp Time Pay Out: Unused balance at a
specific date or rules‐based payout for
balances that exceed various maximums.
Department of Labor requires payout > 480
hours for law enforcement employees and >
240 hours for all others.
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I 209. Support option to convert unused vacation over
288 hours per year maximum into sick leave at
3:1 ratio; 3 days of vacation to 1 day of sick leave.
R 210. Create unlimited deduction codes that are rules‐
based with formulas, fixed amounts, number of
pay periods per month, etc. Examples: medical,
dental, taxes, ICMA 457 contributions, Long Term
disability, garnishments, child support, etc.
R 211. Transmit or upload ICMA Defined Contribution
report data for employer and employee portion.
R 212. Manage pay cycles based on employee calendar
and pay type, e.g. teachers paid over 12 months
based on a 10‐month pay cycle, retirees paid over
10 months instead of 12, etc. (Schools.)
R 213. Rules‐based payroll deductions hierarchy e.g. tax
liens 1st, then child support, health benefits,
retirement and taxes, etc.
R 214. Define rule to ensure employee receives
guaranteed net pay amount, e.g. after taxes,
garnishments and other deductions. Carry
forward deductions until obligation is fully
deducted.
I 215. Release a garnishment automatically issued to a
debtor as a result of a homestead deed.
R 216. Assign multiple pay and deduction codes per
employee per pay period, e.g. on‐call, shift pay
based on salary divided by 37.5 hours X multiplier,
e.g. 1.5.
R 217. Produce pay based on stipend or flat amount (not
based on hours), e.g. coaches, board members,
etc.
I 218. Flag employees on Plan of Improvement; do not
allow step increases while under this status (step
increases apply to Schools only).
R 219. Generate electronic Personnel Action Form for all
pay related modifications, route for approval and
apply to employee record in system.
R 220. Apply change to pay by percent or dollar amount
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for a group of employees by class, group, etc. and
ability to exempt new hires or specific staff. e.g.
COLA increase, Review before updating employee
records.
R 221. Process retroactive pay adjustments and
associated impacts on contributions, deductions
and reporting to benefit providers. Ability to
model pay check before posting is Nice to Have.
R 222. Exception reporting to review all records for
changes since last payroll, e.g. no pay, or other
anomalies.
R 223. Calculate and process mid‐period pay changes for
active employees, terminations, new hires, etc.
R 224. Calculate and process off cycle pay runs as
required.
R 225. Customized form to designate deposit accounts
that can be submitted electronically.
R 226. Generate pay advices and bank file for direct‐
deposit employees; post pay advice to self‐service
dashboard.
R 227. Support multiple direct deposit accounts;
currently 4.
R 228. Generate Positive Pay file.
I 229. Generate vendor payment file from pay cycle in
payroll solution without need to use Accounts
Payable.
R 230. Electronically remit payment to vendors from pay
cycle in payroll solution without need to use
Accounts Payable.
I 231. Electronically send data to benefit providers.
R 232. Produce data for monthly, quarterly, and yearly
tax forms and filings.
R 233. Produce W‐2 and ACA forms and print directly
from software; make available via self‐service
dashboard.
R 234. Electronic reporting to Social Security, IRS, State
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and Workers Comp.
R 235. Describe strategy to stay current with Federal and
State payroll related reporting requirements, e.g.
quarterly wages report, monthly new hire report,
multiple worksite reporting, monthly current
employee statistic survey, etc.
R 236. Electronically transmit or upload Virginia State
Quarterly report.
Rating Tax Billing Rating/Comments
General
I 237. Taxpayer portal with online submittal of tax
forms, fee calculation and payment. Online fee
modeling is Nice to Have.
R 238. Define multiple Tax categories, e.g. Business,
Residential, Cars, Trucks, Motorcycles,
Motorhomes, Trailers, Airplanes, Boats, Heavy
Equipment, Mobile Homes, etc. with different Tax
rates for each.
R 239. Multiple tax types – Personal Property, Vehicles;
Personal Property, Machinery and Tools; Real
Estate, Land Use Tax, Meals and Beverage Tax;
Transient Occupancy Tax, Income Tax, etc.
R 240. Maintain multiple fee tables for each tax type: flat
dollar, percentage of assessed value, percentage
of gross sales receipts, weight‐based calculation,
or other.
R 241. Calculate percentage‐based fees; fee percent can
be 3 decimal places.
R 242. Generate invoice templates based on Tax type.
R 243. Real Estate Master File which includes:
a. Legal Owner
b. Account Number
c. Tax ID Number
d. Contact Information
e. Birthdate (for age‐based tax relief, with ability
to control access with permissions)
f. Acquisition Date
g. Real Property Code (RPC)
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h. Parent RPC
i. Parcel Status – Active, Inactive
j. Subdivision
k. Effective Dates
l. Map Coordinates
m. Parcel ID
n. Geo Code
o. Acreage
p. Frontage
q. Legal Description
r. Mortgage Company Name
s. Exemption (if eligible and type)
t. Situs Address
u. District (multiple)
v. Purchase Price
w. Tax Year Land Value and History
x. Land Value
y. Improvement Value
z. Total Value
aa. Credit Value
bb. Valuation Effective Date
cc. Attached Documents
R 244. Personal Property Vehicle Master File which
includes:
a. Account Number
b. Registered Owner Name (Personal or
Business)
c. Address
d. Lessee Name
e. Lessee Address
f. Title Number
g. VIN
h. Year, Make, Model
i. Body Type
j. Cost
k. Cylinders, Axles, Doors
l. Diesel (Y/N)
m. Gross Weight
n. Lease Number and Type
o. Reimbursement Type
p. Exemption Type
q. Garaging Address – District
r. Bill Type
s. Date Acquired
t. Date Record Created
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u. Bill Start Date
v. DMV Tag – State, Tag Number
w. Date of Last DMV Update
x. Tax Year
y. Effective Date
z. Value
aa. Cost
bb. Mileage
cc. Filing Date
dd. Bill Type
ee. Attached Documents
R 245. Maintain notes on customer accounts with date,
time and user stamp.
R 246. Flag Taxpayer accounts eligible for Tax Relief
credits or exemptions, e.g. Non‐Profits, Disabled,
Elderly for Real Estate, Disabled Veterans, etc.
I 247. Interface with Esri GIS to populate property data,
e.g. RPC numbers, owner information, etc. on a
map layer.
R 248. Export Real Estate information to ProVal software
for Assessors, e.g. RPC, Tax ID number,
Homeowner, Purchase Cost, legal description,
Situs Address, etc.
I 249. Attach documentation to Taxpayer Record.
Valuation Rating/Comments
R 250. Import property value file from ProVal; use to
generate Property Tax billing.
R 251. Import Registered Boat data from Game and
Fisheries Department to identify the Taxpayer
and generate valuation file for Personal Property
Tax billing.
R 252. Import vehicle registration file from the
Department of Motor Vehicles with review step
before posting. Current system dropdown allows
users to select various actions for each line item,
e.g. create a new tax file, add a vehicle to an
existing Taxpayer account, or take no action.
R 253. Auto‐create a new tax record for vehicle owners
not currently in the system.
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R 254. Produce electronic file for export to NADA for
vehicle valuation. Key fields include Owner, Year,
Make, Model, Mileage, VIN number, etc.
R 255. Import vehicle valuation file from NADA, and
produce an exception report for Vehicles not
valuated (current year or 10 years old).
R 256. Rules‐based exemption of Tax for Vehicles valued
at $1,000 or less, unless used for business.
R 257. Apply adjustment to Vehicle valuation for
Taxpayers eligible for High Mileage Exemption.
Billing and Adjustments
R 258. Calculate and generate annual Tax bills for the
following:
a. Personal Property Tax (Cars, Boats, Trailers,
Aircraft or Business Equipment) at $2.35 per
$100 value.
b. Business Furniture/Fixtures at $1.70 per $100
value.
c. Real Estate at $ .52 per $100 assessed value.
d. Machinery and Tools at $1.20 per $100 value.
e. Transient Occupancy Tax at 7% of Base Charge
for Hotels, Motels, Boarding Houses,
Campgrounds, etc. for stays less than 30
consecutive days.
f. Meals Tax at 4% of all foods and beverages
prepared for consumption.
R 259. Calculate Vehicle Tax Relief Credit on vehicles less
than 7,500 pounds up to $20,000 cap. Ability to
adjust rate annually if required. For example, if
valued at $22,000 and eligible for 50% relief,
calculate 50% of capped amount ($20,000), plus
additional $2,000 at standard rate.
I 260. Calculate and bill Transient Occupancy or Meals
Tax using State Sales Tax reported for businesses
who did not submit revenue information.
Generate bill which includes penalties and
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interest.
R 261. Calculate Land Use Rollback taxes over a defined
period (e.g. 5 years) for conversion of
undeveloped or agricultural land to developed
land. Equals the difference between taxes
incurred at a lower rate vs. what would have been
paid if not in Land Use plus accumulated interest
over the rollback period.
R 262. Rules based calculation and bill for penalties and
interest by tax type: e.g. Real Estate Property Tax
– 10% penalty after due date; interest at .0083
per month thereafter after the 1st of the following
month; assess Use Tax penalty if not paid within
30 days of due date, etc.
R 263. Apply Real Estate Tax Credit to proper Tax period,
e.g. 1st half or 2nd half based on user selection.
R 264. Set proration qualification rules in the system,
e.g. allow car Tax Proration, but disallow for boats
or other vehicle types.
R 265. Rules‐based proration of Real Property Taxes and
qualifying miscellaneous fees (Stock fees,
Administration fees, Late fees, etc.) within a
single transaction.
R 266. Generate credit batch for Property Tax
overpayments; send to Accounts Payable to
generate refund checks.
R 267. Calculate Senior (65 or older, income <$37,500) or
Disabled Veteran’s Real Estate Tax Relief as a
percentage of the valuation of home dwelling plus
one acre; calculate tax at regular rate for
remaining buildings, improvements or acreage.
R 268. Generate mileage‐based Commercial Tax bills for
Common or Intrastate carriers; based on miles
driven in State of Virginia from DMV report.
R 269. Schedule generation of bill file at defined intervals
by Type, e.g. Real Estate Tax (½ June 5th, ½
December 5th), Personal Property Tax annually, or
as needed for interim changes, e.g. transfer of
ownership.
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R 270. Send bill file and barcode information to 3rd Party
bill printing and mailing service; BMS Direct.
Separate file and layout needed for each
statement type, e.g. Personal Property, Real
Estate, etc.
R 271. Print bills in house for select accounts as needed,
e.g. bankruptcy or bad address.
R 272. Apply a global tax credit to Vehicle Tax Bills for
State Tax Relief – percentage varies each tax year
based on number of vehicles registered and
vehicle value.
N 273. Interface with United States Postal Service
addressing system to verify if a potential Taxpayer
is within the County’s jurisdiction.
State Income Tax Collection Rating/Comments
R 274. Collect State Income Tax payments including
quarterly estimated taxes; add late penalties and
interest if owed before submitting payment file to
the State.
I 275. Add State Income Tax delinquency fees and
penalties for late payments to amount collected
(manually calculated in State system, IRMS).
Interface with State system (IRMS) would be Nice
to Have.
R 276. Export Taxpayer information into State Income
Tax Quarterly spreadsheet; produce and submit
quarterly vouchers for estimated tax payments.
Data includes Name, Address, SSN, Date
Received, Date Postmarked, etc.

Cash Receipting/Cashiering Rating/Comments
I 277. Ability to view all Tax receivables County‐wide to
a customer/citizen.
R 278. Collect online payments though Official Payments
gateway; import payment file to match to
Account Number, RPC and open bill number.
R 279. Support multiple cashiers; 6 point of sale registers
and back office cashiers.
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E = Explore
R 280. Use barcode reader to pull up customer record at
cash station.
R 281. Check 21 compatible hardware integration for
check processing.
R 282. Accept multiple forms of payment; cash, check,
credit card, debit card, lock box, online payment,
etc.
I 283. Disallow duplicate payment of an invoice.
R 284. PCI compliant credit card processing at Point of
Sale terminal. Current merchant is FIS.
R 285. Apply a convenience fee for all Credit and Debit
card transactions, e.g. $ .25.
R 286. Accept partial payment for an account.
R 287. Options for full page or tape receipts.
R 288. Import electronic payments from escrow
companies for the remittance of Property Taxes;
match by RPC. Flag customer accounts with
mortgage file payment so taxpayer is not issued a
bill.
R 289. Generate Exception report for electronic payment
file import that does not match Customer record,
e.g. Mortgage Escrow payment import. Disallow
posting of payment file until errors are resolved.
R 290. NSF Check and returned ACH processing with
ability to charge fines or interest.
R 291. Post Tax payments with NSF fees into two
separate funds, e.g. tax and penalty to a tax fund,
returned check fee into a separate fund.
I 292. Flag unpaid Vehicle Tax accounts for notification
to DMV to stop tag renewal. Once paid, release
flag and note in system to notify DMV to release
the hold. Add a $20 stop fee to account for
collection with past due payment.
R 293. Produce Vehicle Stop report data for electronic
submission to DMV on an annual basis.
N 294. Ability to turn late fee or penalty calculations on
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R = Required
E = Explore
or off or override based on user security
permissions.
R 295. Generate, review and issue past‐due notices using
pre‐defined templates.
R 296. Generate and print delinquency notices for
mailing to homeowner if mortgage Escrow
Company has not paid their bill.
R 297. Export an electronic file of past‐due customers
(3+ years) to be sent to collection agency. Flag
accounts as “Collections” status and resubmit
subsequent amounts in arrears after 3 months is
still in Collections status.
N 298. Alert to notify collection agency if payment is
received for an account in Collections status.
R 299. Change account status from Collection to Active if
paid in full.
R 300. Flag customers account with bankruptcy,
returned checks, etc.
R 301. Set up and manage customer payment plans (36
months) with ability to charge interest.
Rating Permitting Rating/Comments
Land Management and Permit Activities
R 302. Tie Parcel to a Real Property Code (RPC or parcel
number).
R 303. Import or consume parcel information, e.g. legal
description, coordinates, ownership, etc. from
Esri GIS system.
R 304. Real time Interface with Tax Billing system to
import updated RPC number, e.g. for property
splits, to allow for immediate Permit application.
R 305. Capture Parcel Address, Lot (e.g. 1 or 2), Legal
Description (Plat), Property ID and Geo‐parcel ID,
Tax Parcel Number, etc.
R 306. Parent/Child relationship; assign parcel or lot to a
parent parcel or subdivision plat.
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R = Required
E = Explore
R 307. Flag a parcel not eligible for subdivision.
N 308. Accept a GPS coordinate for “address” in an
undeveloped area.
R 309. Maintain parcel genealogy including parcel
changes, street name changes, subdivision plats,
zoning, etc.
R 310. Unlimited Permit categories, types and sub‐types
with fees defined for each.
I 311. Update fee tables based on user‐defined formulas
and effective dates.
R 312. Assign multiple fees to a Permit based on type.
Examples: Zoning Permit $50 flat fee; Residential
construction $.20 per square foot of gross area,
Non‐residential: $.20 per square foot up to
10,000 square feet; $.15 per square foot over
10,000, tiered rates, e.g. 0‐50,000 square feet =
$50.00, 50,001 – 150,000 = 100.00, etc. To view
online, follow link:
N 313. Manage pre‐application process, including review
committee notifications, recommendations for
application submittal, public hearings, meeting
appointments (e.g. Outlook), etc.
I 314. Define activities or checklists including application
intake to ensure all data is gathered and all steps
followed for completion.
R 315. Online Permit application submittal and payment
portal with ability to attach documentation, e.g.
Plans in PDF, AutoCAD drawing, etc. System alerts
if all required documents are noted as being
attached.
E 316. Wizard‐driven online permitting applicant FAQ
with ability to display appropriate response based
on Permit type and question submitted.
R 317. Track multiple contacts and addresses for a
Permit (e.g. Applicant, Owner, Contractor,
Architect, Electrician, etc.).
R 318. Support Zoning review of Permit application.
Permit documents should include setback
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R = Required
E = Explore
requirements with availability to add comments
regarding setbacks for unique properties.
I 319. Generate a list of required inspections based on
Permit type and zoning data for applicants.
I 320. Initiate an activity in the system via Parcel map
e.g. click on the parcel to initiate a Permit
application. Describe functions supported.
I 321. Mailing address verification through USPS
database.
I 322. Integrated cashiering with ability to push cash
receipts summary information to Treasurer for
review and reconciliation.
I 323. Manage money received and placed in a Trust
Account; describe functionality to support.
R 324. Rules‐based workflow routing of Permit for
review by internal and external reviewers in
concurrent or sequential order. Prefer external
notification via email.
I 325. Link related Permits, sub‐Permits, etc.
R 326. Dashboard view of reviews required by
Department. Ability to assign to specific reviewers
is Important.
R 327. Dashboard view of Permits in review queue with
task workload for a user.
R 328. Electronic Plan Review and markup by multiple
reviewers. Describe tool proposed.
I 329. Define library of comments and conditions that
can be selected and added to Permits, letters,
notifications, etc.
R 330. Track elapsed days for Permit review activities,
e.g. review and sign‐off Plans within 30 days of
submittal.
R 331. Disallow printing of Permit if payment not
submitted or mandatory fields, holds, or
inspections are missing.
R 332. Generate comment letters summarizing all plan
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E = Explore
review comments to notify applicant of status,
conditions, required information, etc.
R 333. Generate placards on card stock for Permit
application site posting, e.g. Land Disturbing
Permits, Building Permits, etc. Fields include
Permit Number, Development or Project Name,
Lot No., Section, Land Owner, Contractor, Tax ID
#, date of issue, date of expiration, etc.
R 334. Produce system‐generated notification letter (e.g.
Land Use Action, Rezoning, etc.) and select
adjacent property owners for mailing or email
distribution. Selection using GIS polygon or radius
is Nice to Have.
N 335. Permit corrections triggers re‐approval workflow.
R 336. Retain history when Permit conditions change.
R 337. Date driven expiration of permits.
R 338. Date‐driven alert or applicant notification when
nearing permit expiration (e.g. within 30 days).
Produce monthly expiration report covering
zoning and building due dates for follow‐up
inspections.
Inspections Rating/Comments
R 339. Multiple inspection types defined with sub‐
categories, hierarchies and checklists.
N 340. Online applicant request for inspections.
N 341. Support scheduling of inspections, calendaring,
assignment by zone, morning or afternoon
appointments, etc.
I 342. Inspection scheduling and routing by zone using
Esri Routing Technology or other tool. Interface
with Google Maps is Nice to Have.
I 343. Create a packet of documents required for
inspection, e.g. images, maps, grade plans,
improvement plans, etc.
R 344. Mobile update of inspection results; pass/fail,
correction notices, re‐schedule, status, etc.
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I 345. Dropdown list to choose comments from library
and populate correction notices; code
descriptions, link to building code, etc.
R 346. Issue Stop Work order in the field, put hold on
additional inspections until release.
R 347. Generate new Permits or sub‐Permit from
inspection.
R 348. Mobile access to historical Permits and
inspections by parcel.
N 349. Generate electronic or manual notification to
applicant of Permit ready to issue status. Online
notification to applicant preferred.
I 350. Store and forward mobile data if loss of
connectivity; update once in network range.
Close Out
N 351. Auto‐generate Certificate of Occupancy once all
steps are completed; inspections, reviews,
collection of fees, etc.
Rating Reporting Rating/Comments
R 352. Non‐proprietary open reporting tools. List tools
offered that are integrated with the system.
R 353. Power user reporting tools for advanced reports,
e.g. Microsoft SQL Reporting Services, Cognos,
etc.
R 354. User‐level query and reporting tools that allow for
formatting of data, headers, graphs, charts, etc.
R 355. Filterable date‐range or point‐in‐time reporting
and queries. Drop down lists or drag and drop
criteria selection preferred.
I 356. Online queries with save with refresh capabilities.
I 357. Modify standard report and save with
permissions.
R 358. User‐level security flows through to queries and
reports.
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E = Explore
R 359. Drill down to source transactions within queries
or reports following user‐security rules.
R 360. Schedule generation of reports and distribute via
e‐mail, to a shared folder or dashboard.
R 361. Generate reports in multiple formats, e.g. HTML,
PDF, Excel, Word, etc.

Page 65
EXHIBIT E – PROOF OF AUTHORITY

Proof Of Authority To Transact Business In Virginia
THIS FORM MUST BE SUBMITTED WITH YOUR PROPOSAL. FAILURE TO INCLUDE
THIS FORM MAY RESULT IN REJECTION OF YOUR PROPOSAL
Pursuant to Virginia Code §2.2-4311.2, an Offeror organized or authorized to transact business in the Commonwealth pursuant to
Title 13.1 or Title 50 of the Code of Virginia shall include in its proposal the identification number issued to it by the State
Corporation Commission (“SCC”). Any Offeror that is not required to be authorized to transact business in the Commonwealth as a
foreign business entity under Title 13.1 or Title 50 of the Code of Virginia or as otherwise required by law shall attach to this form
a statement describing why the Offeror is not required to be so authorized. Any Offeror described herein that fails to provide the
required information shall not receive an award unless a waiver of this requirement is granted by the SCC.
If this quote for goods or services is accepted by the County of Bedford, Virginia, the undersigned agrees that the requirements of
the Code of Virginia Section 2.2-4311.2 have been met.
Please complete the following by checking the appropriate line that applies and providing the requested information.
A. Offeror is a Virginia business entity organized and authorized to transact business in Virginia by the SCC and such
Offeror’s Identification Number issued to it by the SCC is:
B. Offeror is an out-of-state (foreign) business entity that is authorized to transact business in Virginia by the SCC and such
Offeror’s Identification Number issued to it by the SCC is
C. Offeror has applied for, but has not yet received, an Identification Number from the SCC and requests that it be
granted an extension of five calendar days to provide its Identification Number to the County.
D. Offeror does not have an Identification Number issued to it by the SCC and is not required to be authorized to transact
business in Virginia in accordance with Section(s) of the Code of Virginia and the reasons stated on the attached document(s).
Please attach additional sheets if you need to explain why such Offeror is not required to be authorized to transact
business in Virginia.
Legal Name of Company (as registered to do business and in agreement

with IRS FEIN/TIN designation letter)
Legal Name of Authorized Representative for Offeror
Title of Authorized Representative for Offeror
Signature of Authorized Representative for Offeror Date

Page 66

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Item Description Weight

Section Title Contents

PROPOSAL COVER PAGE

NAME OF AUTHORIZED FIRM REP

Signature of Firm Representative

Printed Name & Title of Firm Representative

Virginia SCC Identification Number

Rating Timekeeping and Payroll Rating/Comments

Rating Payroll Rating/Comments

Rating Tax Billing Rating/Comments

Rating Permitting Rating/Comments

Rating Reporting Rating/Comments

Legal Name of Company (as registered to do business and in agreement

Legal Name of Authorized Representative for Offeror

Title of Authorized Representative for Offeror

Signature of Authorized Representative for Offeror Date

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