Water & Light Commission Agendas & Packets

WATER & LIGHT COMMISSION MEETING AGENDA April 16, 2025 8:00 a.m., City Hall Council Chambers 1. Call meeting to order 2. Approve minutes from previous meeting – April 2, 2025 3. Bills and payroll 4. Comments from the public 5. Reports a. Widseth i. Todd ii. Steve b. City Attorney 6. Old Business 7. Software RFP 8. Department Heads 9. Commissioner’s reports 10. Adjourn to May 7, 2025 at 8:00 a.m. Individuals with disabilities, language barriers or other needs who plan to attend the meeting and will need special accommodations should contact Nancy Ellis, ADA Coordinator at (218)-773-2208. Please contact us at least 48 hours before the meeting to give our staff adequate time to make arrangements. Also, materials can be provided in alternative formats for people with disabilities or with limited English proficiency (LEP) by contacting the ADA Coordinator (218)-773-2208 five (5) days prior to the meeting. Minutes of the regular meeting of the Water, Light, Power and Building Commission of the City of East Grand Forks, Minnesota held on April 2, 2025, at 8:00 am in the City Council Chambers. Present: Grinde, Quirk (Interactive Technology), Rapacz, Riopelle Absent: None Also present: Ron Galstad, Keith Mykleseth, Brian Johnson, Todd Grabanski, Steve Emery, Todd Forster, Brianna Feil, Jordan Midgarden, Corey Thompson, Karla Anderson, Tyler Tretter It was moved by Commissioner Rapacz supported by Commissioner Quirk to approve the minutes of the previous regular meeting held on March 19, 2025. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Rapacz to authorize the Secretary to issue payment of the recommended bills and payroll in the amount of $199,560.94. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Rapacz to approve promoting Jamey David to Assistant Line Foreman starting April 2, 2025. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Rapacz supported by Commissioner Quirk to accept Thomas Schneiderman’s Letter of Resignation in the position of Water Distribution Maintenance Operator, effective April 25, 2025. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Rapacz supported by Commissioner Quirk to request the Civil Service Commission to advertise and fill the vacant Water Distribution Maintenance Operator position. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None It was moved by Commissioner Quirk supported by Commissioner Rapacz to adjourn at 8:17 am to the next regular meeting on April 16, 2025, at 8:00 am to be held in the City Council Chambers. Voting Aye: Grinde, Quirk, Rapacz, Riopelle Voting Nay: None Kristen Shipes Commission Secretary  Rebates 04/16/2025 Rebate Name Amount Refrigerator Barrus $75.00 Refrigerator Delvalle $75.00 Commercial Weatherization Insulation East Grand Inn $4,536.00 EGF School District - Commercial Lighting Replacement Central Middle School $140.00 EGF School District - Senior High Track & Field Commercial Lighting Replacement Building $280.00 Total $5,106.00 Request for Water and Light Commission Action Date: April 9th, 2025 To: Water and Light Commission From: Corey Thompson, Technology Manager RE: Software RFP Background: The current enterprise software in use for Water and Light and the City of East Grand Forks, Springbrook, was implemented in 2007, and last version upgrade was in 2012. For a variety of reasons, upgrade of the present installation is not feasable, future support for the version of Springbrook currently used is questionable, and the present implementation is lacking many desireable features. Over the last year and a half, meetings involving staff in the different functional areas were held to determine software functional requirements for writing a RFP for software replacement. Attached is a draft RFP, final version will be made available at meeting time. Recommendation: Allow staff to advertise RFP and solicit proposals from vendors.  Request for Proposals for Enterprise Software Replacement 1. RFP Introduction and Background 1.1 Introduction This Request for Proposals is intended to solicit proposals from Respondents capable of satisfying the City of East Grand Forks’ and East Grand Forks Water and Light’s (City) needs for software, along with implementation and support services for the proposed solution. Respondent’s submissions will be evaluated by City staff (Staff) and ranked based on how the responses meet the needs of the City. Top candidates will go through a second round of consideration that may include on-site demonstrations scripted by Staff, possibly using anonymized City data; deeper discussions with Staff about the proposed solutions; pricing negotiations; presentations to Boards, Commissions, and/or City Council; and other items Staff may deem necessary to make a decision. During this process, the City is open to a multi-vendor (“best of breed”) solution, provided adequate, realtime integration between the components can be demonstrated to Staff’s satisfaction. Respondents are encouraged to participate in this process even if they are unable to offer all components, but should be able to identify partners they integrate well with and be prepared to demonstrate such. Combined response from vendors integrating with each other is encouraged. 1.2 About East Grand Forks The City of East Grand Forks, MN is located along the Red River of the North on the border with North Dakota, about 70 miles north of Fargo, ND, or 150 miles south of Winnipeg, MB. East Grand Forks has a 2020 Census population of 9,176. The City operates a municipal electric and water utility, East Grand Forks Water and Light. Full time employees by function: General Government: Administration and Finance 4 EDA and Community Development 4 Public Safety: Fire 10 Police 22 Public Works: Administration 2 Refuse 4 Sewage 3 Streets 6 Culture and Recreation: Administration 3 Parks 2 Arenas 3 Library 4 Senior Center 1 Water and Light: Administration 6 Electric 13 Water 8 Total Full Time Employees: 95 1.3 No Obligation and Right of Rejection The inquiry made through this RFP implies no obligation on the part of the City. The City reserves the right to reject any proposal, in whole or in part. The City may reject any proposal that is not responsible to all of the material and substantial terms, conditions, and performance requirements of this RFP. The City reserves the right to reject any proposal determined to be nonresponsive. The City reserves the right to accept proposals with minor missing or incomplete information. The City also reserves the right to refrain from making an award, if it determines it to be in its best interest. 1.4 RFP Schedule Proposed timeline will be as follows April 17th, 2025 - RFP released June 2nd, 2025 - All RFP submissions due by 4:30 PM June 3rd – July 14th, 2025 – Internal review of submissions July 15th, 2025 - Finalists notified July 21st – September 30th, 2025 – On-site demonstrations and interviews with finalists. October 21st, 2025 – Final vendor selection approval The City reserves the right to modify this schedule with “best effort” notification given to respondents 1.5 Prequalification of Vendors The City has not employed a prequalification process. No Vendors are either prequalified or precluded from responding to this RFP. 1.6 Minimum Qualifications In order for Proposals to be evaluated and considered for award, Proposals must be deemed responsive to this RFP as determined in the discretion of the City Evaluation Committee. To be deemed responsive, the submitted Proposal documents shall conform in all material respects to the requirements stated in this RFP, and Proposers shall document and validate the capability to fully perform all requirements defined by the RFP. Factors to be considered in connection with a Proposer’s capability to fully perform all requirements of the RFP include, and may not be limited to: experience, integrity, reliability, capacity, and other factors required to provide the Services defined by the RFP. 1.7 Incurred Expenses There is no express or implied obligation for the City to reimburse Respondents for any costs or expenses incurred in preparing Proposals in response to this RFP, and the City will not reimburse Respondents for these costs or expenses, nor will the City pay any subsequent costs associated with the provision of any additional information or presentations, or to procure a contract for these Services. The City is not responsible for any cost(s) incurred by a Respondent in preparing and/or submitting a Proposal in response to this RFP. The City will also not be responsible for any costs associated with preparing and/or participating in any systems demonstrations requested of the Respondent’s products and Services. 1.8 Questions and Inquiries Questions and inquiries should be made by sending an email to EGFSoftwareSelection@egf.mn . Respondents shall not contact other City staff with questions or inquiries. Unauthorized contact with any personnel of the City may be cause for rejection of the Respondent’s response. The decision to reject a Proposal is solely that of the City. 1.9 Amendments and Addenda All substantial clarifications and RFP revisions will be documented in an addendum, which will be publicly published to the City website. • Only questions and answers in an addendum shall be considered as part of the RFP. • The City reserves the right to revise the RFP prior to the deadline for Proposal submissions. Revisions shall be documented in an addendum and publicly published. • The City reserves the right to respond to minor and immaterial clarifications to vendor questions directly, without publishing the responses to an Addenda. Vendors are encouraged to review the RFP in its entirety prior to submitting questions. The City will attempt to publicly publish periodic Addenda on a timely basis between the RFP publishing date and the close of the Question period. Vendors interested in responding should also send a message to EGFSoftwareSelection@egf.mn indicating their interest, and best attempt will be made to send updates via email also. 1.10 Non-Warranty of RFP Information Due care and diligence has been exercised in the preparation of this RFP and all information herein is believed to be substantially correct. However, the responsibility for determining the full extent of the exposure to risk and verification of all information herein shall rest solely on those parties making Proposals. The City, its representatives, and its agents shall not be responsible for any error or omission in this RFP, nor shall they be responsible for the failure on the part of any Respondents or their representatives to verify the information herein and to determine the full extent of that exposure. 2. Project Scope 2.1 Functional Areas The following table contains the list of functional areas of the desired solutions Module Name Required Optional 1 General Ledger x 2 Accounts Payable x 3 Accounts Receivable x 4 Utility Billing/CIS x 5 Cash Receipting/POS x 6 Inventory x 7 Work Management x 8 Asset/Fleet/Facility Management x 9 Fixed Assets x 10 Permits and Inspections x 11 Purchasing/Receiving x 12 Payroll x 13 Human Resources x 14 Budgeting x 15 Project Management x 16 Meter Data Management x 17 Document Management x  18 Agenda and Meeting Management x 19 Code/Ordinance Management x Detailed list of functional and technical requirements are in the submission workbook accompanying this RFP 2.2 Alternate Proposals, Partnerships and Proposers of Subsets of Functionality As part of this process the City will be allowing Respondents to submit point solutions (best of breed), and encourages Respondents to participate in this process in order to consider and evaluate a range of marketplace offerings. Respondents are encouraged to establish partnership relationships to fully provide all requirements defined by the RFP. • Respondents engaged in a partnership relationship shall submit a single proposal in response to this RFP. • Partnership relationships shall be clearly defined by proposal responses. Such definition shall identify the entity in the partnership relationship deemed to be the Prime Vendor. In the event a proposal that presents a partnership is selected, it is expected that a single contract be executed between the City and the Prime Vendor, and the Prime Vendor be responsible for any contractual relationship with the proposed partner(s) • Each Vendor engaged in the partnership shall respond to any and all applicable portions of this RFP that relate to the work that will be performed, or the capabilities provided. For example, each Vendor shall provide references, and each Vendor shall respond to the Company Background and History questions The City does have a preference toward an end-to-end solution to facilitate the sharing of data and reduce the overall number of applications supported, however, the City places a higher priority on the overall functionality provided by the software and is willing to consider best-of-breed solutions (“point” solutions). • Proposers are also encouraged to propose on a subset of functionality even if the proposed software cannot provide desired functionality for all requested modules. • The City will consider proposers of a subset of functionality on the relative merit of the functionality proposed based on the evaluation criteria laid forth in this RFP, and reserves the right to enter into negotiations for one or more proposers in order to achieve a “best–of-breed” solution. • The City reserves the right to make one or more awards to competing Proposers for subsets of functionality as a result of this RFP. In the event the City should make awards to one or more competing Proposers, it shall be expected that additional discussion will take place between the City and the Proposers to define requirements and an approach to building an integration or interface between the selected systems. In such instance, the City expects that the Proposers will work together as necessary to develop the necessary integration once one has been identified. Respondents may submit multiple proposals for evaluation if they have multiple products that meet the specified criteria. 2.3 City and Project Staffing The City intends to have both functional and technical resources available during Project implementation. Additional resource planning will be done based upon selecting the Respondent(s). Respondents shall clearly indicate in the proposal responses the estimated level of City resource involvement in the implementation process, in order to allow the City to perform adequate planning. 2.4 Current City Environment Authentication, Device Management Hybrid Microsoft Active Directory/Entra Hybrid Office Productivity Suite Microsoft Office 365 Hybrid Automated Metering On- Infrastructure Eaton Yukon 9.6.0 premises General Ledger, Accounts Payable, Accounts Receivable, Building Permits, Cash receipting, Fixed Assets, Human Resources, Inventory, Payroll, Purchase On- Orders, Utility Billing, Work Orders Springbrook 7.14 premises On- Capital Improvement Planning Plan-IT! version 6 premises On- Fleet Maintenance Managers Plus 2018 premises Document Management None Budgeting Ad-hoc spreadsheets Project Management Ad-hoc spreadsheets Timekeeping Time Clock Plus Cloud-SaaS Meeting Management None File Storage On-premises NAS, plus some OneDrive and SharePoint Hybrid 2.5 Project Management Documentation Respondents shall provide a preliminary implementation plan that includes the following: • Objectives • Deliverables and Milestones  • Project Schedule • Resouces Management Processes • Scope Management Processes • Schedule Management Processes • Risk Management Processes • Quality Management Approach • Communication Management Approach • Status Reporting • Data Conversion Plan • Training Plan • Testing and Quality Assurance Plan • Pre- and Post-Implementation Support Plan 2.6 Budget Budget planning for this project is ongoing and specific amount for the software and implementation has not yet been determined. A broad range has been identified; however, the City does not typically disclose the budget available during selection process. 2.7 Warranty A comprehensive warranty satisfactory to the City is sought for all software and services covered by this RFP. 2.8 Source Code Escrow Source Code for an accepted solution shall be placed in a mutually agreeable escrow account. If a vendor is unable to place the source code in escrow, it must be specified in the RFP. 3. Proposal Evaluation and Award 3.1 Evaluation Process The following subsection outlines the intended proposal evaluation process the City has identified. The City reserves the right to deviate from this process at its own discretion, and to (i) negotiate any and all elements of the RFP, (ii) amend, modify, or withdraw the RFP, (iii) revise any requirements under the RFP, (iv) require supplemental statements of information from any Respondent, (v) extend the deadline for submission of Proposals, (vi) cancel, in whole or part, this RFP if the City deems it is in its best interest to do so, (vii) request additional information or clarification of information provided in any Proposal without changing the terms of the RFP, (viii) waive any portion of the selection process in order to accelerate the selection and negotiation with the top-ranked Respondent; and/or (ix) award the contract without written or oral discussions with any Respondents. The City may exercise the foregoing rights at any time without notice and without liability to any Respondent, or any other party, for expenses incurred in the preparation of responses hereto or otherwise. The City reserves the right to reject any or all Proposals or parts of Proposals, to accept part or all of Proposals based on considerations other than lowest cost, and to create a Project of lesser or greater expense than described in this RFP or the respondent's reply, based on the component prices submitted. The City reserves the right to cancel this solicitation or to change its scope if it is in the best interest of the City. a. Vendor Shortlist: The evaluation committee will initially review and evaluate each proposal received to determine the proposer’s ability to meet the desired requirements for the City to determine a vendor shortlist. b. Vendor Demonstrations and Interviews: Vendors on the shortlist will be required to do on-site demonstrations and discussions. Demonstrations must show the points identified by the evaluation committee using the software and version proposed to be delivered and not include versions or features under development or in beta testing. These demonstrations may be attended by staff not in the evaluation committee who may give feedback to selection committee. The City at its sole option may elect to not conduct demonstrations or discussions, or request demonstrations from vendors not on the original shortlist. c. Reference Checks: The City may employ a process of contacting references provided through Respondents’ proposals. This process may include teleconference meetings, web conferences, and in-person meetings with references. The City reserves the right to conduct reference checks at any point in the evaluation process d. Best and Final Offer and Request for Clarification: A Best-and-Final-Offer process may be initiated if it is determined to be in the best interest of the City. Such process may be initiated following the identification of the Vendor Shortlist or at any other evaluation process step Additional processes of scope and cost clarification may be employed as part of the evaluation process if it is deemed to be in the City’s best interest. 3.2 Evaluation Criteria The evaluation committee will use a combination of proposed functionality, proposed implementation processes, vendor reputation, reference checks, price and other items deemed necessary to determine the solution that best serves the City’s interests. 3.3 No Obligation, Right of Rejection, and Multiple Award The inquiry made through this RFP implies no obligation on the part of the City. This RFP does not constitute an offer or a contract with any Respondent or other party. The City reserves the right to reject any or all Proposals, in whole or in part, or to accept or reject all or any part of any Proposal. Proposals deemed to be received from debarred or suspended Vendors will be rejected. The City may reject any Proposal that is not responsive to all of the material and substantial terms, conditions, and performance requirements of this RFP. The City further reserves the right to award all, part, or none of the components/functional areas included in this RFP. In addition, the City reserves the right to make one or more awards to competing Respondents for subsets of functionality as a result of this RFP. The City also reserves the right to refrain from making an award if it determines it to be in its best interest. The City reserves the right abandon the Project and/or to re-advertise and solicit other Proposals. 3.4 Negotiations and Contract Execution The City reserves the right to negotiate the final terms and conditions of any one or more contracts to be executed, including but not limited to the fees. In the event the City and a Respondent are unable to agree upon all contract provisions, the City reserves the right to cease negotiations, and to move on to select another Respondent, or to reject all Proposals. 3.5 Ethics It is a breach of ethical standards for any person to offer, give, or agree to give any City employee or Council person - or by City Policy, for any City employee or Council person to solicit, demand, accept, or agree to accept from another person, entity, or agency - a gratuity or an offer of employment whenever a reasonable prudent person would conclude that such consideration was motivated by an individual, group, or corporate desire to obtain special, preferential, or more favorable treatment than is no rmally accorded the general public. The Respondents shall not assign any interest in any contract entered into with the City, and shall not transfer any interest in any contract with the City, without the prior written consent of the City, which consent may be withheld in the City’s sole discretion. Respondents shall not accept any private client or project that may place it in ethical conflict during its representation of the City. 3.6 Offer Held Firm Proposals must remain open and valid for at least 180 days from the deadline specified for submission of Proposals. In the event award is not made within 180 days, the City will send a written request to all Respondents deemed susceptible for award, asking Respondents to hold their proposals firm for a longer specified period of time. 4. Submittal Response Submissions shall include the following: • Submittal workbook included with this RFP document. • Implementation plan, including timeline, as described in section 2.5 of this document. • Documents, such as “cut sheets”, describing the proposed solutions. • Documents describing company history, organizational structure, key stakeholders, size of workforce, size of customer base, and other information relevant to demonstrate company qualifications and stability. • Contact details for at least two representatives that can used for this RFP process. • Contact information for five references: o Three must be similarly sized municipalities with municipal electric utilities, at least two of those should be in the state of Minnesota o All proposed functional areas must be represented across the references. Submissions should be emailed to EGFSoftwareSelection@egf.mn , and also a printed copy of submissions sent to: East Grand Forks Water and Light Software RFP Response 600 Demers Avenue NW East Grand Forks, MN 56721 Both email and printed material must arrive by 4:30 PM on June 2nd, 2025  SUBMISSION WORKSHEET FOR EAST GRAND FORKS SOFTWARE RFP There are 22 sheets in the workbook with questions about various functional areas of the software solution being proposed. Please answer each question with "Yes, natively" if requirement is met with software proposed, "Yes, via external integration" if integration with 3rd party software is necessary to meet the requirement, "Partially" if requirement is partially met with proposed solution, and "No" if requirement cannot be met Please also describe how the proposed solution implements the requirement specified In addition, please include a document for each module describing fully its functionality and features available in your submittal Solution Name Name of Company Primary Contact and Title Phone Number Email Mailing Address Alternate Contact and Title Phone Number Email Mailing Address GENERAL REQUIREMENTS Requirement Meets Requirement Describe how requirement is implemented in proposed solution On-premises, cloud, or hybrid model can be used. Describe the model used and platform/technologies used in proposed solution, such as server operating system, database engine, etc. No Client side should be browser based, or minimal client application to install with few external dependencies required No Proposed solution should have Integration with Microsoft Entra (previously known as Azure Active Directory) or Active Directory for user authentication and group management, and also a mechanism for multi-factor authentication (Entra/AAD integration may meet the MFA requirement) No Proposed solution shall have group and user based access control to software modules and data, ideally to the field level, minimum levels read/write access, read only access, and no access. No All attempted accesses to proposed solution should be logged, both successful and failed. Logs shall include the IP address, username attempted, and other related data No Proposed solution should have an open, documented API(s) for integration with external software No Full, automated backups shall occur at least nightly. If data is not hosted on-premises, East Grand Forks shall be able to download a complete backup set at least weekly and a differential set at least daily, if a full backup set is not available at a least daily. East Grand Forks shall have any decryption keys necessary to access data within the backup set. No The City of East Grand Forks/East Grand Forks Water and Light retains ownership of all data in proposed solution. No Software maintenance fees or subscriptions paid shall include all updates and upgrades necessary to keep at latest stable version of the software and such upgrades shall be made in a timely manner No Data at rest or in transit shall be encrypted following NIST 140 or similar standards. No data should be stored client side when not in use. No Vendor shall provide phone, email, and chat based support during East Grand Forks business hours, 7:00 AM until 5:00 PM USA Central Time, Monday through Friday, excluding holidays. Interactive human response times should be less than one hour, and support organization should be based in the United States. Vendor also should have 24/7/365 "on-call" support for after hours issues that require immediate attention. No All configuration changes shall be logged, indicating user who made the change, the change that was made, where the change was initiated from (such as IP address or machine name) and other appropriate data. A mechanism for "rolling back" configurations is also desired. No It is desired to have a second system running in parallel for testing and training purposes. The City shall be able to sync the data on this system with the live one on demand. No Vendor shall provide comprehensive documentation on the system provided. This may be in the form of a knowledge base or wiki, and/or traditional manuals. Documentation should be living and updated anytime software is changed or errors in documentation are found. There shall be a revision log of changes. No Full text search across all modules and fields. No HUMAN RESOURCES Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to form groups/departments No Able to attach unlimited documents to an employee record No Able to calculate and track seniority information, such as total time employed by the City, in bargaining unit, in position, etc. No Able to track time in position/job classification even when employee is working out of grade/rank No System tracks probationary period for new/promoted employees No Able to track customized varied pieces of employee information through their record No Able to track effective date for employee transactions, and all personnel actions can be effective dated in the past or future. No Full history of personnel actions is maintained in system No Able to handle workflow based approvals of human resource related processed and documents No Able to use an online hiring process No Application validation for job applicants No Able to do Candidate tracking No Able to do Job post and announcement tracking No Able to track applicant testing No Able to enforce onboarding and offboarding checklists No Able to track training, certifications, licensing, and related items No Able to do OSHA logs, track first report of injury, and other related reports No Able to do EEO tracking No Able to do Workman's comp tracking No Able to track performance reviews No Able to produce employment verification No Full text search capability No Realtime integration with Payroll and other modules as necessary No Able to do staff scheduling No Able to track employment contracts No GENERAL LEDGER Requirement Meets Requirement Describe how requirement is implemented in proposed solution Proposed solution shall have a flexible account structure, including fund-department- area-object, and other combinations. No Proposed solution shall do validation of accounting codes, dates, accounts, etc. at time of data entry No Proposed solution shall support cash. accrual, and modified accrual accounting No Supports multiple entities and locations. No Ability for journal entries to be routed through a workflow for approval No Journal entries may be applied in real-time or via batch process No Support for automated, recurring journal entries No Support for journal entry reversal, and tracking of reversals. No Proposed solution can automatically assign journal entry numbers based on specific rules, or have number manually assigned. No Proposed solution shall do cash reconciliation. No Proposed solution shall have the ability to make accounts inactive, not allowing budget or post entries during inactive period, and exclusions from reports during inactive period. No Ability to reference a project number in account and integration with project management, and the ability to run reports by projects. No Ability to restrict activities that can post to an account. For example, a purchase order can't be used in a salary account No Proposed solution shall prevent accounts from being deleted that have activity posted to them No User and group based permissions to add, modify, view-only. No Ability to search by each segment of them account structure and full text search capabilities. No Journal entries validated against available funds and/or budget. No Proposed solution shall create appropriate due to/due from entries No Ability to attach documentation to journal entries No Budget control, proposed solution shall calculate available budget based on account, project, or contract with or without encumbrances, and warn user if approaching or over budget. No Proposed solution shall include a cash reconciliation process. No Proposed solution shall include a integrated report writer for ad hoc reporting No Adherence to all appropriate GASB standards No Efficient and structured yearend closing process No Ability to import journal entries No Ability to run detail or summary reports, including trial balance by fund or account; cash reconciliation report; payment reports; budget vs actual revenue and expenses; investment earnings; balance sheet; fund balance; asset report No Integration with other modules, such as accounts payable, accounts receivable, utility billing, purchasing, payroll, cash receipting/pos, budgeting. No Ability to verify funds are in balance prior to posting No ACCOUNTS PAYABLE Requirement Meets Requirement Describe how requirement is implemented in proposed solution Common vendor database shared amongst all modules: AP, AR, UB/CIS, purchasing No Allow for different accounts from same vendor for multiple department use. No Able to handle multiple remittance locations for same vendor No Able to pay invoices from multiple bank accounts No Able to create checks on blank check stock, including MICR line and signatures, and track check numbers automatically, but also allow for manual check numbering. No Able to handle batch and on-demand (out of cycle) payments No Able to pay vendors electronically and specify payment methods on a per-vendor basis No Realtime integration with general ledger, inventory control, purchasing, utility billing, project management, fixed assets, and other modules. No Able to do ad hoc, "one-time" or temporary vendors not in vendor database No Proposed solution shall include positive pay functionality No Supports multiple internal entitles and per-department workflows No Support for automated, recurring invoices No Able to attach W9 and other documentation to vendor record. No Able to identify 1099 vendors No Able to flag invoice as taxable or not regardless of if there is a tax line on invoice or not. No Credit memo tracking, and ability to apply credit memo balances to invoices. No Able to check for duplicate invoices. No Ability to attach invoice and other documentation to payment record. No Able to pay one invoice per check, or combine multiple invoices per check as needed No Able to do a payment hold on invoice or vendor No Able to void checks and reissue as necessary No Full text search of AP records. No Able to tag an invoice as a fixed asset. No Able to set permissions based on user and group membership. No Integrate with accounts receivable to support net payments No ACCOUNTS RECEIVABLE Requirement Meets Requirement Describe how requirement is implemented in proposed solution Provide 30/60/90 day style aging that is consistent across all reports and modules No Customer database is shared with utility billing and accounts payable No Support for multiple departments and per-department workflows No Support for one-time and recurring receivables No Able to link all open receivables associated with a single customer record and be able to generate a single statement including those No Able to generate a full billing or partial billing (for example, billing for a project in- progress) No Able to generate a bill for inventory sold at retail or for scrap No Able to manually and automatically add charges for late payments. No Able to manually and automatically generate past due notices No Integrate with accounts payable to support net receipts No Automated and manual reports showing past due accounts and missed payment arrangements No Customizable customer statements No Invoices able to be categorized by type, for example: permits, rent, repairs, refuse, inventory sold, utility billing No Invoices and receipts include balance information as a option No Able to calculate interest for revolving loan payments and track progress No Able to do inter-department receivables No Realtime integration with accounts payable, general ledger, purchasing, inventory, work management, utility billing and other modules as necessary No Able to perform returned item (NSF) tracking, adding fees and generating reports and customer notices as necessary No System has ability to process ACH, payment card, check, cash, and other payment types No Ability to setup automatic/stored payment to ACH, payment card, and other methods at customer description No Ability to attach documents to customer record and billed line items No Able to finalize and deactivate customer account on-demand, while maintaining customer history, with the ability to reactivate the customer No Ability to flag customers with EGF defined codes, like delinquency, property lien, repeat NSF, etc. No UTILITY BILLING/CUSTOMER INFORMATION SYSTEM Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to bill for multiple services, such as water, electricity, sewer, storm water, street lights, refuse, and others No Able to track all interactions with customers No Intergrate with automated meter reading systems, such as Eaton Yukon, using real- time APIs like Multispeak to do meter readings, and automated disconnects for non- payment and reconnects upon appropriate payments. No Able to provide budget billing functionality and track missed budget payments No Able to estimate meter readings based on customer history, and provide a report of meters being estimated No Must allow manual entry of meter readings No Able to track device installations at customer premises such as meters, load control receivers, transformers, etc. No Able to do aggregate metering (combine multiple meters into one) No Realtime integration with work management, service requests should generate work orders, work order status should be reflected in service request, also able to create a service request without a work order No Support of flexible rate structures, including conservation rates, percentage rates, time of use rates, real-time pricing, and net meter rates No Able to create and track payment arrangements and report non-compliance with arrangements No Able to validate meter readings against customer history and flag low or high consumption No Integration with accounts receivable for billing of non-utility services and non- recurring fees No Able to track deposits and apply interest as necessary No Able to attach documents to a customer's account No Provide custom data fields that can be used at the utility's discretion that are available for reporting and sorting No Provide postal validation of all mailing addresses No Able to allocate partial payments based on service priority, due date, percentage, and other methods. No Provide "what if" analysis on proposed rate and billing changes No Able to maintain information on landlords and properties owned. No Able to pro-rate services for partial billing periods No Able to track disconnects and limiters No Able to track returned checks and other items in account history No Able to handle multiple registers per meter and subtraction meters. No Able to provide real-time GIS integration using OGC/WFS or other open standards No Ability to report on units sold by rate or customer class No Provide a report writer to do custom ad hoc reports No Ability to put custom messages on bills No Ability to reprint individual bills regardless of how they were originally delivered No Apply and track penalties on accounts No Apply purchased power adjustments No Provide an automated collections process from late notices to disconnection notices to final collections No Provide 30/60/90 day style aging on accounts that is consistent across all reports, statements, and screens. No Ability to split fixed and consumption rates into different GL accounts No Ability to provide 12 month customer average with single button click No Ability to generate 12 month usage history to provide realtors, etc. No Macros and template functionality for new account setup, etc.. No Energy assistance tracking No On-demand (out of cycle) bill generation No Customer portal showing billing information, usage information, ability to take payments, setup automatic payments, paperless billing, and other common customer service tasks No Able to apply tax by service rate, and tax exemption by customer. No Able to generate a combined utility billing and accounts receivable statement No Full text search capabilities No CASH RECEIPTING/POINT OF SALE Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to be used by many departments and different workflows, may be used for utility billing, accounts receivable, point of sale, and more. No Able to receive payments against new charges at time of receipt. No Integrated payment card processing and PCI compliance. No Able to support mobile/portable terminal devices. No Cash drawer balancing No integration with general ledger, accounts payable, accounts receivable, utility billing, inventory, and other modules as necessary No Able to apply a credit from one account to another account's balance during receipting process No Identify payments by type, such as cash, check, payment card, ACH, etc.. No Able to look up customer by name (including partial name), address, phone number, and other information No Must meet PCI and other compliance standards No Able to receive payments to multiple receivable/utility billing/point of sale accounts in one transaction. No Able to handle partial payments against individual line items. No Able to generate receipt with or without balance information No Full text search capability No Able to receive a credit balance or prepay No Able to do automatic payments using ACH, payment cards, and other methods No Online customer portal to show account balances, accept payments, setup automatic payments, and other self-service functions No Expired payment methods are automatically removed from customer account No Able to have staff refund payments made online No Able to have staff view online payments No Online customer portal able to take "quick" payments without setting up a portal account. No Able to accept payment by PayPal, Zelle, Venmo, CashApp, etc.. No Real-time integration with General Ledger, Inventory, Accounts Receivable, Accounts Payable, Work Management, Utility Billing, and other modules as needed No INVENTORY Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to customize numbering, workflows, warehouses, etc. by department No Able to handle multiple warehouses No Able to cross-reference multiple vendor part numbers for inventory items No Able to handle a kit, multiple items used together No Provides real-time inventory status No Ability to define costing method on an item by item basis No Able to identify used or repaired items ("returned to inventory") vs. new items No Real-time integration with Work Management, Asset/Fleet/Facility Management, Purchasing, General Ledger, Accounts Payable, Accounts Receivable, Project Management, and other modules as necessary. No Full text search, able to search by any part of inventory name, number, size, vendor part number, etc. No inventory items able to be tracked using serial number or other unique identifiers as appropriate. No Able to handle the following actions: issue, receipt, return to vendor, return to stock as new, return to stock as used, sent for repair. Also describe other actions available No Able to automatically create due to and due from entries when inventory items are used in a different department No Able to show real-time counts and value with rollup functionality No Able to attach unlimited items like data sheets, MSDS, photos, shipping documents, etc. to inventory items No Able to accommodate an automated re-order process on an item by item basis. No Able to handle non-stock inventory items No Customizable standard and ad-hoc reporting No Able to handle physical counts on a periodic basis. Describe physical count tools available No Able to relate barcodes, RFID, etc. to inventory items No Able to accommodate the following status types: active, delete, obsolete, new, used, disposed, with ability to add additional status types in the future No WORK ORDERS/WORK MANAGEMENT Requirement Meets Requirement Describe how requirement is implemented in proposed solution System shall have a web interface or mobile application for field crews No Able to do scheduled or recurring work orders No Able to assign GL code/cost center/project number on a line by line basis for material and activity No Real-time integration to Utility Billing/CIS, General Ledger, Accounts Receivable, Accounts Payable, Inventory, Purchasing, Fleet/Asset/Facility Management, Project management, and Payroll No Flexible workflow capability, with communications on work order. Workflow should be customizable by department or work order type No Able to provide a method for work order assignment and prioritization. No Able to track regular and overtime labor hours, vehicle/equipment time, meter readings, material used (inventory and non-inventory), and contracted work on the work order No Able to have real-time GIS integration using OGC/WFS or other open geospatial APIs No Able to associate a work order with an addresses asset (UB/CIS customer), fixed asset (equipment/vehicle/etc.), and/or project. Asset/project information can auto- populate in the work order No Able to generate internal or external bill from work order (Accounts Receivable integration), with ability to do partial billing before work order is complete, integrate with Inventory, Payroll, Purchasing and other modules to determine costing. No Able to produce bills using actual cost, actual cost plus percentage, material cost only, and other cost modifications on a line by line basis No Able to report complete, in-progress, scheduled, and overdue work orders by department, assigned role, function, GL account, or Project No Able to do customized, ad-hoc reporting No Able to attach unlimited documents, photos, plans, etc. to work order No Able to identify and flag potential duplicate work orders. No Templates and/or macros to generate common work orders No Dashboard showing real-time status of open work orders, assignments, alters for overdue work orders, etc. No Work order should include field for information to be reported back to customer. No Realtime inventory integration as material is used on a work order, ability to include serial or other tracking numbers, No Work orders should include the date created, due date, completed date, appointment time, contact info, requestor, original request/complaint, activity log including worker history, material log, asset information, One Call ticket number, permit/certificate information (including permits issued by external entities, such as electrical inspection certificates) No Track safety "tailgate" checklist on work order No Work order activity log should track all work order activity, including administrative actions and adjustments to work order No Full text search across all fields No Able to handle multiple people working on a work order simultaneously No Able to have work order labor automatically feed payroll timesheet No ASSET/FLEET/FACILITY MANAGEMENT Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to track activity on assets such as equipment, vehicles, buildings, land, infrastructure. No Supports parent-child relationships between assets and/or inventory items, for example, an air conditioner is part of a building which sits on land. No Able to groups assets by location, department, asset type, age, etc. No Able to attach unlimited documents, photos, etc. to an asset. No Able to track activity performed by staff and external persons/entities, integration with work management No Able to generate scheduled maintenance requests based on calendar or meter/odomometer/hour readings, with the ability to project meter readings based on history No Realtime integration with Work Management, Inventory, Purchasing, Project Management, Fixed Assets, Budgeting, and other modules. No Realtime integration with GIS using OGC/WFS or other open geospatial APIs No Able to track service agreement or warranty information No Flexible asset numbering system No unlimited comments/notes on assets No Able to track asset condition No Flexible ad-hoc reporting No Custom activity fields/metadata definable per asset type, such as flushing time for fire hydrants No Full text search across all fields No BUILDING PERMITS AND INSPECTION Requirement Meets Requirement Describe how requirement is implemented in proposed solution Realtime GIS integration using OGC/WFS or other open geospatial APIs No Able to track all permit applications, review tasks, inspections, and final decisions for all City issues permits No Able to attach unlimited documents, photos, etc. to permit No Flexible rules for automatic permit numbering based on type of permit No Realtime integration with Customer Information System for property address verification and customer information No Permit fees based on type, such as fixed fee, number of units, based on project cost, etc. No Able to add on or remove charges as needed, such as plan review fees. No Able to track contractors No Customer portal for submitting applications, paying fees, etc.. No PURCHASING/RECEIVING Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to have per department workflows No Able to handle discrete or blanket purchase orders No Able to attach unlimited documents, photos, etc. to purchase orders No Able to track contract pricing No Able to receive partial shipments No Realtime integration with Inventory module for reorders, costing, receiving, etc. No Realtime integration with General Ledger, Budgeting, Project Management, Accounts Payable, Work Management, Fixed Assets, Asset/Fleet/Facility Management, and other modules as necessary No Able to adjust purchase quantities upon receiving. No PAYROLL Requirement Meets Requirement Describe how requirement is implemented in proposed solution Includes employee self-service portal for paystubs, W2s, W4s, leave requests, etc. No Ability to track accrued leave, such as sick time, floating holidays, vacation, comp time, etc. and notify of negative, high, or low balances. No Tracks FMLA, including MN specific rules. Calculates deduction and benefit No Tracks ESST No System allows upload of tax tables or automatically updates state and federal tax tables No Changes to salary information made with effective dating, including retro pay generation if necessary No Able to do severance pay No Pay plan based on job classification No Support for multiple grades and steps No Support for differential pay No Support of out of classification pay No Able to handle salary, hourly, or contract pay No Support for pre-tax and post-tax deductions No Support for Deductions/Benefits as a flat amount or percentage with monthly, quarterly, annual, and lifetime limits No Support for deductions as one time only, every pay period, or specific pay period each month. No Able to track effective dates to start/stop deductions/benefits No Flexible, per-department workflows for leave requests, overtime authorizations, etc.. No Leave accrual schedule can be determined by date of hire, length of service, position, and contracts No Overtime/Compensatory time can be earned at different rates, depending on position, contract, etc. No Leave balance year to year roll over can be set by position, date of hire, length of service, etc. No Able to track limits for HSA, FSA, VEBA, pre- and post-tax retirement contributions, etc. No Leave accruals synchronized in real-time to employee portal, timekeeping systems, etc. No Includes a timekeeping system (time clock), or integrates with timekeeping systems No Able to handle multiple pay periods in one payroll, for example one department may do Sunday to Saturday, whereas another department may be Monday-Sunday. No Able to handle holidays on a per department basis, including alternate holidays per contracts. No Able to do staff scheduling for multiple departments No Full text search capabilities No Realtime integration with Human Resources, General Ledger, Accounts Payable, Accounts Receivable, Work Management, Project Management, and other modules as necessary No Able to estimate future salaries and benefits for planning purposes No Able to so multi jurisdiction Federal, State, and Local tax reporting No Flexible ad-hoc reporting No Reporting for insurance carriers, like 1095s No Able to do unemployment reporting, state and federal No OSHA and workman's comp reporting No EEO reporting No Able to create NACHA files No Able to print physical checks upon request No Electronic or paper deliver of paystubs on an employee by employee basis No Able to do void payroll No Able to have same employee in multiple positions No Able to do travel/expense reimbursement No Able to do Employee contract tracking No Able to do W2/1099 generation and electronic file No Able to produce an overtime distribution report No FIXED ASSETS Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to track capital and non-capital assets No Meets appropriate GASB reporting requirements No Depreciation tracking. Depreciation automatically calculates on a monthly, quarterly, and yearly basis. No Flexible depreciation methods on an asset by asset basis No Allows non-depreciable assets No Able to calculate depreciation on demand, such as for a mid-month sale of an asset No Track non-capital assets with no value No Able to have parent-child relationships between assets No Able to track leases and licenses No Flexible asset numbering/naming No Able to do easement tracking No Able to create new fixed asset automatically upon paid invoice, allow for multiple invoices for an asset No Able to track asset location No Realtime GIS integration using OGC/WFS, or other open geospatial APIs No Able to split or transfer an asset between departments, GL accounts, etc. No Able to associate a fixed asset with a project No Able to attach unlimited documents, photos, etc. to an asset No Able to do customizable reporting based on depreciation, asset life remaining, lease life remaining, disposal, and original/remaining value. Also the ability to do ad-hoc reports No Full text search capabilities No Realtime integration with Asset/Fleet/Facility management, Work Management, Inventory, General Ledger, Purchasing, Accounts Payable, Accounts Receivable, and other modules as necessary No Able to do insurance tracking No BUDGETING Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to use chart of accounts from General Ledger module No Supports multiple year budgeting No Able to revise second year and beyond budgets No Support for operations and maintenance, capital, and fixed assets budgeting No Support for project budgeting spanning multiple years No Able to track requested budget amounts, changes/additions/deletions, and adopted budgets No Able to track notes and comments on a line by line basis No Able to attach documents to budget lines No Integration with General Ledger and other modules for budget tracking No Able to view budgets and actuals for current and previous years No Able to allow individual users create different budget scenarios No Able to flag one-time budget events No Able to flag events that happen less than yearly, for example every other year or every 5 years. No Ability to forecast current year based on actuals, with carryover projections. No Integration with Fixed Assets for depreciation budgeting No Integration with Payroll for salary amounts to include in budget for both filled and vacant positions, with benefits No Flexible reporting including budget by fund, budget by department, and ad hoc reports No Ability to report budgets by funding source No METER DATA MANAGEMENT Requirement Meets Requirement Describe how requirement is implemented in proposed solution Realtime integration with Eaton Yukon and other AMI systems No Able to interface directly to advanced meters, such as Schneider Electric ION meters No Able to identify unusually high or low consumption on a meter by meter basis No Cutomer portal for tracking consumption No Able to handle 15 minute interval data from 10,000 meters No Able to aggregate meters for analyis, such as transformer or feeder loading No Able to manage alerts from meters, such as outage, low battery, high/low temperature, tamper, etc. No Able to identify and report meters with stale data, or failing to report No Realtime integration with GIS using OGC/WFS or other open geospatial API No Able to work with electric and water meters No DOCUMENT MANAGEMENT Requirement Meets Requirement Describe how requirement is implemented in proposed solution Provides document versioning, ability to have concurrent versions of a document No Provides audit trail of document changes and accesses No Workflows, including signature and approval tracking No Integration with existing applications, such as Microsoft Office 365 No Optical Character Recongition capability to make scanned documents searchable. No AGENDA AND MEETING MANAGEMENT Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to magage meeting materials for multiple boards, commissions, and councils No Requests can be submitted to multiple boards/commissions/council and action tracked No Automated agenda generation No Automation to assist with minutes No Attendance/quorum tracking No CODE MANAGEMENT Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to track current and historical municipal ordinances, resolutions, and other actions No Proposed changes can be compared with current version No Definable workflow for code approval and tracking No Generation of "point in time" codebooks No PROJECT MANAGEMENT Requirement Meets Requirement Describe how requirement is implemented in proposed solution Able to support project spanning multiple years No Able to support parent-child project relationships (sub-projects) No Able to track projects by budget, type, funding sources, prioritization and other groupings No Able to track project activity and determine completion percentage No Ability to attach unlimited documents, photos, etc. to project No Able to set project and activity prioritization No Able to track project expenses vs budget No Able to track project phases and milestones No Able to track project billing No Able to track project labor and material, including inventory material, used. No Able to track grants No Realtime integration with General Ledger, Work Management, Fixed Assets, Payroll, Inventory, and other modules as necessary No Pricing Please describe your licensing model: List estimated pricing for implementation and first three years of licensing and maintenance. Final pricing and scope will be negotiated with finalists. Implementation costs should also include data conversion and training and any other implementation expenses. Implementation (one time) Year 1 Licensing/Maintenance Year 2 Licensing/Maintenance Year 3 Licensing/Maintenance Base Human Resources General Ledger Accounts Payable Accounts Receivable Utility Billing/CIS Cash Receipting/POS Inventory Work Management Asset-Facility-Fleet Management Building Permits and Inspection Purchasing - Receiving Payroll Fixed Assets Budgeting Meter Data Management (optional) Document Management (optional) Agenda and Meeting Management (optional) Code Management (optional) Third Party licenses (please specify in separate document) Hosting, bandwidth, etc. (please specify in separate document) Support costs (if not included above)