Gardena City Council
June 23, 2026

THE CITY OF DOWNEY, CALIFORNIA

REQUEST FOR PROPOSALS

ERP PROCUREMENT, INCLUDING IMPLEMENTATION SERVICES

1. INTRODUCTION
The City of Downey was founded in 1893 and incorporated in 1956. Located midway between Disneyland and Downtown Los Angeles, and equidistant from the ocean and the local mountains, Downey is freeway convenient, vibrant middle -class community with a strong economy, burgeoning arts scene and thriving retail districts. Roughly 12.5 square miles large, the City is mostly built -out and home to approximately 113,000 residents, with a daytime population of more than 150,000. Local businesses include the largest Coca -Cola bottling facility in the West, headquarters for multiple County offices, multiple manufacturing facilities, three hospitals, a space museum, B lue-Ribbon school district and three regional shopping districts.

Downey is a charter city with a council -manager form of government and a mayorship which rotates on an annual basis. The five council members are elected by district for a maximum of two four-year terms. The City of Downey (hereinafter “City”) is a full-service city located in the Southeast (Gateway Cities) Region of Los Angeles County. The City is organized into 11 departments and has 467 full-time employees and approximately 320 active part-time employees. The City’s Adopted Fiscal Year 2024 -2025 General Fund Operating Budget is $124.2 million and the City’s Overall Operating Budget is $284 million.

2. PROJECT DESCRIPTION
With this RFP, the City seeks to replace its existing Tyler Eden system with a proven, state -of- the-art, on-premise or cloud -based ERP solution. The proposed ERP system should provide the following integrated functionality (meaning that the individual components of the system utilize a shared repository of information and processes to ensure that all users have access to the same information, that redundant data entry is not required and that each of the components has a similar “look and feel”):
 Financial Management including but not limited to: General Ledger / Accounting, Budget, Accounts Purchasing / Procurement, Vendor Management, Contracts Management, Accounts Payable including Vendor Self Service, Accounts Receivable / General Billing, Cashiering / Cash Management, Capital Accounting, Project and Grant Accounting, Fixed Assets Management, Bank Management / Reconciliation o Including standard workflow, inquiries and reporting across the platform  Payroll Processing including Pay Administration / Salary Management, Payroll Execution, Year-End Processing (W2s, 1099s) , Salary Projections, and comprehensive analysis capabilities
o Including standard workflow, inquiries and reporting across the platform Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

 Human Resources (HR) Management including but not limited to: Core HR, Position Control, Recruitment, Employee On -boarding, Employee Master File, Benefits Administration, Leave Administration, Learning Management and Certification, Performance Reviews, Personnel Actions, Employee Self Service, Time and Attendance, Employee Separation / Off-boarding
o Including standard workflow, inquiries and reporting across the platform  Utility Billing (UB) including but not limited to Customer Account and Location details, AMI and manual Meter Readings, Financial Management, B illing and Collection / Delinquency Management, Service Order Management, Cashiering o Including standard workflow, inquiries and reporting across the platform The City also desires to obtain the services of outside firms or individuals to help the City; the selected organization will provide the full range of services including the following:
 Project Management
 Software Installation and Configuration
 Business Process Review and Redesign
 Implementation Consulting
 Data Conversion Services
 Acceptance Testing Support
 End User Training
 Documentation
 Report Writing
 Software Maintenance and Post-Implementation Support
Proposers should identify any additional services to be provided either during or following the proposed solution implementation.

The City’s goals include gaining efficiencies and updating existing processes, improving the timeliness, accuracy, and consistency of information; and improving internal operations. The new ERP system should meet the following objectives, at minimum:
 Provide a single, comprehensive and integrated solution to manage the City’s financial and human resource functions;
 Reduce or eliminate the need for redundant data entry;  Reduce or eliminate the need for manual input when preparing the annual budget and financial statements;
 Provide an up-to-date, user friendly and intuitive user interface to promote system use and productivity;
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

 Streamline business processes to take advantage of best practices through automation, integration, and workflows;
 Provide interface capabilities with third-party systems used for permitting, recreation, dog licenses, and others;
 Improve and provide necessary reports and access to data through inquiry or drill down capabilities; and
 Provide a vendor self-service portal and an employee self-service portal.

The City prefers Software-as-a-Service (SaaS) implementation models; however, vendors must clearly identify and discuss proposed mitigations for any challenges raised by a SaaS implementation with respect to the City’s existing technology infrastructure and the required integrations which were identified and included with this RFP.

3. IMPLEMENTATION SERVICES
The City also desires to obtain the services of the solution provider or qualified partner -firm integrator to assist the City with the configuration and implementation of the proposed solution. The selected organization will provide the full range of related services including the following:
• Project Management, including but not limited to:
• A comprehensive project management plan, with ongoing updates throughout the project duration
• Meeting agendas and summary notes, including identification of configuration decisions
• Risk and Issue identification and management
• Project Status Reporting
• Software installation and configuration
• Business process review and redesign based on best practices identified through implementation engagements of the proposed solution with similar clients • Implementation consulting and configuration leadership and support • Integration leadership and support, including recommended approach identification, support during integration setup activities, testing, and implementation • Data Conversion leadership and support, including recommended approach identification, support during data conversion activities, testing, and implementation • Testing Support during all phases of testing , including provision of testing documentation and outcome tracking support
• End-User training, including standard training documentation which may be updated according to the City’s specific solution configuration Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

• Configuration and validation of required reports (previously noted) • General solution documentation
• Software Maintenance
• Post-Implementation Support
Proposers should identify any additional services to be provided either during or following the proposed solution implementation.

The City’s goals include gaining efficiencies and updating existing processes, improving the timeliness, accuracy, and consistency of information; and improving internal operations. The new ERP system should meet the following objectives, at minimum:
 Provide a single, comprehensive and integrated solution to manage the City’s financial, payroll, and human resource functions;
 Reduce or eliminate the need for redundant data entry;  Reduce or eliminate the need for manual input when preparing the annual budget and financial statements;
 Provide an up-to-date, user friendly and intuitive user interface to promote system use and productivity;
 Streamline business processes to take advantage of best practices through automation, integration, and workflows;
 Provide interface capabilities with third-party systems used for permitting, recreation, etc.;
 Improve and provide necessary reports and access to data through inquiry or drill down capabilities; and
 Provide self-service portals to support both internal and external stakeholders.

The City prefers a hosted / Software-as-a-Service (SaaS) implementation models ; however, proposers must clearly identify any challenges raised by a SaaS implementation and discuss proposed mitigations with respect to the City’s existing technology infrastructure and the stated required integrations.

4. SCOPE OF WORK
With the implementation of new ERP and UB solutions, the City is willing to modify existing business processes to accommodate best practices and will be looking to select a system that drives the implementation of those best practices. More specifically, the proposed solution should provide the following capabilities in terms of its user interface and other general system characteristics:

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

 Enhanced operational effectiveness by making more timely, accurate and complete information available to citizens, vendors, City executives, and other City personnel (i.e., dashboard, portal)
 Increased access to information and services through online portals / modules  Improved management and public policy decision making by increasing the ability to analyze data
 Allow for ongoing upgrades of technology to support current and future core functional needs
 Utilize and manage technology in a cost-effective manner  Continual innovation to encourage implementation of best business practices (i.e. encourage streamlining and automation of standard business transactions, enhanced and on-line capabilities, etc.)
 Enhanced features and functionality to support increased automation and operational efficiencies (i.e. automated workflow, integrated document management, use of electronic approvals / signatures, etc.)
 Improved reporting and simplified staff access to financial, payroll, human resources, and utility billing data and information for self-serve access and activities  Robust audit and transaction logging capabilities
 Regulatory compliance to protect personal identifying information and cardholder data, and to adhere to State and Federal mandated regulations  An intuitive, consistent (within and across modules), well-designed and browser-based user interface
 Fully integrated system where data is only entered one -time (single points of data entry) to eliminate re -keying of information but available for viewing or update as appropriate across the functions of the proposed solution  Ability to drill into a record view to the supporting source data and documents that have been added, and to drill across from a record into related data in other, integrated modules
 Processing of transactions in real -time, making data immediately available for inquiry and reporting
 Ability to easily export information directly to Excel, including the ability to retain data formats upon export
 A well-documented and accessible API (Application Programming Interface) or web API that can be used for integrations and data extraction
 City-defined fields, reports, hot keys, and business rules/workflows  Ability to modify setup/configuration (i.e., setup codes, report parameters, etc.) without the assistance of the software provider
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

 Robust security capabilities with the ability to integrate to MS Active Directory and with the ability to apply security access by role, individual or member of group and apply rules for exception based on functions, departmental data, etc.  Ability to define workflow by record -type (i.e., journal entries, time submission/review/approval, personnel action forms, etc.) and department, applicable across all appropriate modules
 Ability to view and manage workloads, assignments, and related thresholds Additionally, the solution selection will take into consideration the following criteria (vendor should respond to each as part of the proposal):
 Are the Implementation Risks clear?
 Can the needs of the City be met with proposed Commercial-off-the-Shelf solution?  Does system provide Information Sharing, Transparency and Robust Reporting?  Does the vendor have a clear, stated approach to achieve User Buy-In? Proposers are also encouraged to offer alternatives to the traditional license purchase approach. If alternatives are offered, the Proposer should clearly identify what is being offered and the pricing to allow the City to fully evaluate the offering as c ompared to the traditional licensing approach.

In addition, the proposed ERP system must have the ability to effectively integrate with existing 3rd party software systems currently in use at the City; a list of these systems is provided in Table 5, Required Interfaces, in Section 6.3.2 of this RFP document.

The City’s current ERP software is Tyler Technologies Eden software platform, which serves approximately 103 users in 13 Departments. This ERP system was originally purchased and implemented by the City in 1999. The product is entering the sunset phase (December 2027), and the City is now looking to explore new solution options. Eden modules currently in use are: general ledger, accounts payable, accounts receivable, budget preparation, fixed assets, human resources, inventory control, payroll, purchasing, and utility billing.

With the exception of Public Safety personnel, the City currently uses Kronos for time and attendance. Public safety employees use Telestaff. Kronos was scheduled to move to a cloud- based system starting in January 2025. It is not anticipated that the City will retain Kronos after implementation of the new system ; however, the retention of Telestaff, especially for Fire Safety, is a reasonable assumption.

The City also utilizes Accela for construction permitting and Active Net for parks and recreation and space center class registration and payment, NeoGov for human resource recruitment, and Laserfiche document imaging system, which are not integrated with Eden.

The City has implemented Simpler Systems Reporting and ClearGov Budget Preparation programs. Both of these programs are anticipated to be retained for use with the new system.

The use of these two programs should simplify change management challenges for non - Finance and Human Resource City employees.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

It is hoped that the new ERP system will improve the service to all stakeholders, increase employee productivity, and increase transparency and accessibility of data. It must be secure, reliable, and take advantage of the most current technology and network services. It must also support interfacing with current or future systems through well documented APIs and other standardized data exchange methods. Further, it must comply with all statutory requirements of local government agencies in California related to records management, records retention, and security (internal controls).

The following is a list of high-level, required functional and technical components / applications of the new ERP system (this list is not an exhaustive representation of required functionality):
• Overall / General System features and administration capabilities • Hosted solution
• Modern, user-friendly interface
• Single sign-on
• Role and user-level security / configuration
• Comprehensive interface capabilities with other City software platforms • Configurable, automated workflow
• Robust, easy to use inquiry and reporting
• Extensive transaction auditability and access controls • Financial system components
• General Ledger
▪ Chart of Accounts setup
▪ Journal entries to include multi-entry upload functionality and approval queues
▪ Daily cash tracking and interest allocation functionality ▪ Long-term debt tracking to include amortization schedules ▪ Document scanning, attachment and management
▪ Report data export to Excel for easy formatting, analysis, and linking to source documents
• Budget
▪ Distributed submission of budget requests (at department level) ▪ Ability to import budget figures from Excel spreadsheets ▪ Ability for c reating budget scenarios / budget worksheets / decision packages
▪ Ability for e ntering budget adjustments and time stamping (comment entry)
▪ Long-term forecasts
▪ Committing budget to GL
▪ Creating personnel budget/entering assumptions and adjustments by bargaining unit to create position budget
• Contract Management
▪ Contract entry and tracking , including multi -year contracts and contracts originated at any point during a fiscal year
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

▪ Contract Amendment entry and tracking
▪ Automated workflow / routing for review and approval
▪ Certificate of Insurance tracking , including approaching e xpiration notifications
▪ Contract limits / amount enforcement, including approaching limit notifications
▪ Document attachment and management
• Vendor Management
▪ Vendor Self-Service, including review of vendor registrations ▪ Vendor setup and tracking
▪ Multi-address, multi-contact entry and tracking capabilities • Procurement / Purchasing
▪ Automated workflow from initiator to purchase order creation ▪ Vendor punch-out capabilities
▪ Entering / approving requisitions
▪ Generating and sending purchase orders to vendors
▪ Copying purchase orders
▪ Blanket purchase orders
▪ Rolling purchase orders over at year-end
▪ Change orders
▪ Updating purchase orders
▪ Document attachment and management
• Accounts Payable
▪ Entering /approving invoices
▪ Invoice Import
▪ Generating AP Checks / EFT Positive Pay Files
▪ EFT / Check run reporting
▪ Vendor creation/maintenance
▪ 1099 (MISC and NEC) preparation/issuance
▪ Document attachment and management (invoices, contracts, insurance certs)
• General Billing / Accounts Receivable
▪ Generating invoices
▪ Credit memos
▪ Aging report
▪ Payment History by Customer
▪ Processing daily cash receipts from Accela
▪ Document attachment and management
• Cashiering
▪ Cash Receipt entry / processing with ability to import activity from Accela and ActiveNet
▪ Reporting
▪ Document attachment and management
• Inventory Control
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

▪ Inventory item entry / tracking, including ability to upload inventory from a spreadsheet
▪ Item requests / ordering
▪ Billing for inventory usage
▪ Physical counts and adjustments
▪ Inventory valuation history
▪ Reporting
▪ Document attachment and management
• Capital Assets
▪ Asset entry / tracking, including the ability to add and track asset components to a parent asset (e.g., a new roof for a City -owned building)
▪ Depreciation
▪ Rental Replacement
▪ Transfer / disposal entry and tracking
▪ Valuation adjustments
▪ Reporting
▪ Subscription Based Technology Arrangements tracking to include amortization schedules
▪ Lease Payable and Right to use lease Asset tracking to include amortization schedules
▪ Document scanning, attachment and management
• Bank Reconciliation
• Pay Administration / Payroll
• Time and attendance functionality with workflow, including integration of time data from multiple platforms (i.e., Telestaff and other time entry platforms) • Ability to manage complex time tracking rules and pay codes • Creating new deduction/benefit/pay codes
• Overtime calculations (safety and non-safety)
• Overtime reporting / reconciliation with timekeeping
• Fair Labor Standards Act (FLSA) compliant
• W-2 processing/reporting/generation
• CalPERS reporting
• State/Federal Quarterly Reporting
• Generation of benefits payables
• Compensated Absence Calculation and history
• MOU scenario calculations / Compensation Planning
• Document attachment and management
• Human Resources
• Recruitment
• Onboarding functionality to include candidate self-service • Employee Master File
• Position Control
• Benefits Enrollment / Management
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

• Leave Management
• Performance Management
• Learning Management
• Medical Screening Management
• License and certification tracking, including advance notice of upcoming expirations
• Off-boarding
• Full integration with budget and payroll modules
• Employee Self -Service portal, including mobile access, to timesheets, W2s, leave balances, leave requests, and pay statements
▪ Including Manager Self-Service for time entry and leave request review and approval
• Required State/Federal Quarterly Reporting , including ACA, EEOC, EDD, W/C, OSIPO
• Document attachment and management
• Utility Billing
• Customer Account and Location Management
• Meter Reading and Inventory Management
• Billing (including Paramedic billing) and Collection Management • Financial management and Delinquencies
• Service Order Management
• Cashiering
• Customer Self-Service Portal, including integrated online bill pay functionality • Standard Reports
▪ Customer Bills
▪ Account Aging / History

5. RFP TIMELINE
The following table identifies the current RFP schedule of events; note that dates are estimated and are subject to change.

Table 1 – RFP Schedule of Events
RFP Event Date/Time
City Issues RFP Monday, April 7, 2025
Deadline for Proposer Questions Wednesday, April 16, 2025 City Provides Responses to Questions (Addendum) Monday, April 21, 2025 Deadline for Proposal Submissions Friday, May 16, 2025 12:00 PM PDT
City Completes Proposal Evaluations Monday, June 24, 2025 Finalist(s) Notified & Proof-of-Capabilities (POC) Packets Issued Friday, June 28, 2025 Proof of Capabilities Demonstration(s) Weeks of July 28 through August 11, 2025
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

RFP Event Date/Time
(three weeks)
Vendor Selection and Notification and Negotiation Period August / September 2025 Anticipated Project Start Date January 2026

Proposers should be aware that finalist(s) will be required to participate in a Proof-of- Capabilities (POC) demonstration to allow staff to fully understand the proposed solution .

It is highly recommended that identified POC dates be tentatively reserved by vendors to accommodate this plan so as to avoid any unnecessary scheduling issues/potential resulting complications.

The POC demonstrations are a multi -day process for each selected vendor and will include an onsite, scripted demonstration using scenarios developed and provided by the City.

Demonstrations are intended to evaluate critical product functionality. In addition, proposed key staff may be required to attend any or all demonstrations and interviews, if Proposer is invited. Proposers must be prepared to invest the time and resources in the POC demonstration to be successful in this procurement.

The City reserves the right, at its sole discretion, to adjust the RFP schedule as it deems necessary. Notification of any adjustment to the RFP Schedule of Events will be posted to the City’s procurement area on the following website:
https://www.downeyca.org/i-want-to/get/bids
It shall be the responsibility of any prospective Proposer to monitor the website for any amendments or addendums to this RFP; the City assumes no responsibility for notification of RFP updates beyond the related posting on the City’s procurement website identified above.

6. CURRENT ENVIRONMENT

6.1 Business Functions
The City purchased and implemented Tyler’s Eden financial management solution in 1999. The solutions currently used by the City are presented in Table 2, Existing ERP Solution Components.

Table 2 – Existing ERP Solution Components
Vendor (System/Component) Component Function(s)
Tyler Technologies (Eden) Financial Management (General Ledger, Accounts Receivable, Accounts Payable,
Purchasing/Procurement, Cash Management,
Fixed / Capital Assets, Payroll, etc.)
Human Resources (Employee records, Job / Pay
Classifications, Benefits Administration, etc.)
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

Vendor (System/Component) Component Function(s)
Utility Billing (Customer Accounts, Meter
Reading and Inventory, Billing and Collections,
Financial Management, Service Orders, etc.)
Kronos
Kronos Scheduling
- Parks & Recreation scheduling
Telestaff / Workforce Ready
- Public Safety scheduling
Workday
- Space Center, Library scheduling
Timekeeping, scheduling
NeoGov (Insight, Onboard) Online job advertisements and applications, onboarding for new City employees
Paymentus (Paymentus) Online utility bill payment portal PM Billing Paramedic subscription database
Microsoft (Outlook) Email, calendar and contacts
Laserfiche Electronic Document Management System
Accela Planning and permit management, inspections
- Invoices and payments
Active Network (ActiveNet) Recreation program registration payments, POS sales
Eckersall (Downey GIS) City spatial data provided to internal and external users
Table 3, Key Statistics, provides information regarding available user metrics and record counts to aid the Proposers in preparation of their proposed solution and pricing.

Table 3 – Key Statistics
Metric Measure
Finance
Number of Users (a site license is currently
in place for Eden access)
The City currently has approximately 85
authorized users for the current Eden
Financial platform, the majority of whom are
read-only.

Journal Entries (monthly) 71
Purchase Orders (monthly) 58
Accounts Payable Invoices (monthly) 1,954
Accounts Receivable and Miscellaneous
Billing Invoices (monthly)
59 Vendors (currently active) 38,010
Vendors (new, quarterly) 332
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

Metric Measure
Payroll
Payroll Cycle(s) City employees are paid on a biweekly cycle; Council Members are paid monthly, on the first
day of each month.

In addition, there is a Joint Powers Authority
agreement that states that the City of Downey will
provide payroll and budgeting support for Animal
Control employees. This entails processing payroll
for approximately 30 employees in Animal
Control. Animal Control employees submit
timesheets manually to the city on spreadsheets,
and City staff enter the time directly into Eden.

The time is not entered into Kronos. These
employees are paid in the same pay cycle as city
employees.

Human Resources
Number of Employees There are approximately 800 employees. They have over 467 full-time and 300 part-time. Part-
time employee numbers fluctuate and are higher
during the summer season.

Number of HR Users 7
Number of Bargaining Units There are seven unions plus one unrepresented employee group.

Position Classifications 164
Number of Retirees (annually) Average 6.3
Utility Billing
Number of Customer Accounts The City has in place approximately 25,000 meters Billing Cycle(s) Bimonthly
AMI vs Manual Reads Approximately 20% AMI, 80% manual
Electronic Bill Payment Percentage Approximately 75%
Call Center Calls (daily) 200-300
Counter Payments Received (daily) 25-40 UB payments only IVR Calls (monthly) 820+

6.2 Technical Environment
Table 4, Technology Standards, identifies technology standards for the City. Proposers will be required to conform to these requirements or clearly articulate proposed alternatives.

Table 4 – Technology Standards
Technology Current Standard
Database(s) Windows SQL version 2022
Server OS Windows Server 2022
Desktop OS Windows 11
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

Technology Current Standard
Server Hardware Dell Power Edge servers R650xs
Desktop Hardware Dell Optiplex-SFF (i5 & i7, min 8GB RAM, 512GB SSD) Laptop/Mobile Hardware Dell Latitude 5550 BTX base i5 ,16GB, RAM 512GB SSD Office Productivity Office 2019 suite (on prem)
Browser MS Edge and Google Chrome
Email Server/Client M365 Exchange (GCC cloud) / Outlook 2019 client on prem Virtual Environment Windows HyperV (Cluster )
Storage Area Network (SAN) StoneFly SAN via iSCSI
Active Directory OnPrem Win 2019 & Microsoft Entra ID (Cloud) hybrid.

VPN Checkpoint Mobile Access / Harmony SASE
Geographic Information System ESRI ( on Prem)
Single Sign-on User Security Microsoft Entra ID/ MFA: Microsoft Auth Cellular Carrier Verizon Wireless
Electronic Signatures DocuSign / Adobe Acrobat Prof
Application & Hardware Security Endpoint Security -ESET Elite Endpoint

6.3 ERP and UB System Requirements

6.3.1 General
The City is interested in adopting modern, automated tools that support financial , payroll, human resources , and utility billing best practices. Key functionality in these areas would include, but not be limited to efficient usability, standard look and feel (within the ERP and UB platforms), dashboards, mobility, stakeholder portals (employee, customer, and vendor), automated workflows, robust inquiry and reporting capabilities, etc.

Proposers must respond to the City’s requirements which have been identified and included in APPENDIX A – ERP and UB Requirements; responses should be entered into the document.

Proposers are to respond to each of these requirements with one of the following response codes:
• Y – Meets Requirement
• N – Does Not Meet Requirement
• W/C – Workaround Proposed or Customization Needed to Meet Requirement • T – Third-Party Solution to Meet Requirement
Response Codes “Y” and “N” do not require written responses/comments unless the Proposers wish to present additional benefits or opportunities related to their solution and the requirement. However, response codes “W/C” and “T” do require written responses. For these response codes, Proposers must describe how the requirement will be met.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

If the proposed solution does not offer the specified functionality directly, and if a 3rd party solution has been proposed with the vendor’s proposed solution, the 3rd party solution must be a solution for which a comparable project with another public sector client has been previously, successfully implemented by the proposing vendor. Any such client shall also be included in the list of the proposer’s prior customers, preferably as a reference.

6.3 .2 Required Interfaces
Table 5, Required Interfaces, identifies several additional systems in use across the City for which interfaces with the replacement financial, human resources management, and/or utility billing systems will be required. Vendor proposals should identify each of these required interfaces and include the necessary work effort related to and cost of accommodating these interface requirements with the proposed solution ; the list of system integration requirements is repeated in APPENDIX A – ERP and UB Requirements.

Table 5 – Required Interfaces
Solution
Provider
Product Dept / Div Interface Requirement
Details
Accela Accela Community
Development,
Fire, Public Works

(PD module
implementation
planned for 2026)
• To Financials (real time)
o Invoices
o Check or Credit Card payments
received
o Deposit information for account
setup
o Deposit amounts received
o Refund Authorizations
o Time Entry for permit and
planning application review
time spent (by permit/project),
to be accumulated and included
on monthly statement of
deposit account
o Employee Pay Rates
o Engineering projects accounting
information
• From Financials (real time)
o Confirmation of payment
amounts received
o Deposit account numbers for
tracking in Infor solution
o Confirmation of deposit
amounts received
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

Solution
Provider
Product Dept / Div Interface Requirement
Details
o Confirmation of amounts
charged against deposit
account, including additional
project-related fees that may
be processed by Finance
o Confirmation of refunds issued
• To Payroll (batch)
o Time Entry data by
permit/project, to be interfaced
to Payroll
Data Ticket,
Inc.

Data Ticket Community
Development /
Code
Enforcement
• To Financials (monthly/quarterly)
o Fees and fines assessed for
code violations
o Check or Credit Card payments
received
• From Financials
o N/A
NeoGov NeoGov Insight
NeoGov OnBoard
Human Resources • To Human Resources (real-time or
batch)
o Applicant details (upon hire)
• From Human Resources (real-time
or batch)
o Employee details (upon hire)
Position Data
Paymentus Paymentus Finance,
Community
Development
• To Financials (batch)
o Payment amounts received
o Payment transactions related to
plan checks, permits,
administrative approvals, and
entitlements issued/approved,
customer data
• From Financials
o N/A
UKG Telestaff / Workforce
Ready
Finance, Human
Resources
• To Financials (real-time or batch)
o Timecard Data
• From Financials (real-time or
batch)
o Leave Code Data

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

Solution
Provider
Product Dept / Div Interface Requirement
Details
Microsoft Outlook Enterprise • To Outlook (real-time)
o Calendar appointments
• From Outlook
o N/A
HdL HdL business license
platform
Finance,
Community
Development,
Fire
• To Finance (real-time or batch)
o Business license payment fees
• From Finance
o N/A
Active
Network
ActiveNet Parks &
Recreation
• To Financials (batch)
o Fees paid for program
registrations
o Amounts resulting from sale
through ActiveNet POS system
• From Financials
o N/A
Club Prophet POS Express Parks &
Recreation, Rio
Hondo Golf Club
• To Financials (batch)
o Fees paid
o Amounts resulting from sale
through Golf Shop POS system
• From Financials
o N/A
Eckersall Inc Downey GIS Public Works /
GIS

Laserfiche Laserfiche Enterprise

6.3.3 Data Conversion
The City desires to retain, convert and load its current and historical data (including records, libraries, supporting documents, and related file attachment meta-data) to the Future System.

Table 6, Data Conversion Requirements, provides a list of data by functional areas and a description; note that the City will require historic transactional data going back three to five years.

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Table 6 – Data Conversion Requirements
Solution
Provider
Product Dept / Div Data Conversion Requirement
Details
Tyler Eden Finance General ledger financial data, vendor Information, customer information,
budget data, purchase orders,
payment voucher data, receivables,
customer invoices, payment
data/history, contracts, inventory,
project details, grant details, capital
asset and CIP details, including data
necessary to support expected
auditing of various financial reports
including but not limited to Trial
Balance, Revenue and Expenditure
Ledgers, all current/open City
contracts, etc.

Tyler Eden Human Resources Employee data, payroll history, job history, benefit elections, position
data/history, performance data,
training history, accrual balances,
etc..

UKG Telestaff / Workforce
Ready
Finance, Human
Resources
Employee identification, employee
time entry data (history), employee
schedules.

NeoGov OnBoard Human Resources Onboarding information related to new hires.

Tyler Eden Public Works /
Utilities
Utility customer data, account
numbers, account names, service
addresses, prior billing, billing status
(e.g., if past due), account balances,
payment plan details (i.e., budget
billing program, etc.), payment
history, usage history, etc.

6.3.4 Implementation Timeline
The City is seeking guidance from the Proposers based on their experience for the recommended module phasing and timing. Proposers should clearly communicate all key Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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assumptions along with their proposed schedule. The City is open to suggestions for how best to implement the Proposer’s solution. The Proposer’s recommended implementation timeline should be clearly articulated in their proposal response as described in Section 6 – Implementation Approach and Work Plan under the Proposal Submission Requirements discussed in the next section of this document.

7. PROPOSAL REQUIREMENTS

7.1 General Instructions
Proposals should be prepared simply and economically and provide a straightforward, concise description of the Proposer’s company, qualifications, proposed solution, and capabilities to satisfy the requirements of this RFP. Emphasis should be on completen ess and clarity of content. Glossy sales and marketing brochures are not necessary.

Proposals should be organized consistent with the outline provided in this section of the RFP.

Proposers should follow all formats and address all portions of the RFP set forth herein providing all information requested. Proposers may retype or duplicate any portion of this RFP for use in responding to the RFP, provided that the proposal clearly addresses all of the City's information requirements.

If proposer can provide both on-premises and SaaS versions of the solution, please provide a proposal for each option. The City is open to both options, but prefers an on-premises solution.

7.2 Proposal Format and Content
Proposals must be structured, presented, and labeled in the following manner:
• Cover Letter
• Table of Contents
• Section 1 – Executive Summary
• Section 2 – Company Background
• Section 3 – Company Qualifications
• Section 4 – References
• Section 5 – Proposed Solution, including a completed copy of Appendix A • Section 6 – Implementation Approach and Work Plan
• Section 7 – Ongoing Maintenance and Support
• Section 8 – Pricing
• Section 9 – Non-Collusion Affidavit

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Failure to follow the specified format, to label the responses correctly, or to address all the subsections may, at the City’s sole discretion, result in the rejection of the Proposal.

7.3 Cover Letter
The proposal must include a cover letter that provides the following:
• Proposer’s legal name and corporate structure
• Proposer’s primary contact to include name, address, phone, and email • Identification of use of subcontractors and scope of work to be performed by subcontractors
• Identification of any pending litigation against the Proposer • Disclosure of any bankruptcy or insolvency proceedings in last ten (10) years • Statement indicating the proposal remains valid for at least 120 days • Statement that the Proposer or any individual who will perform work for the Proposer is free of any conflict of interest (e.g., employment by the City) • Statement of acknowledgement that the City’s legal documents have been reviewed and accepted with or without exception. If exceptions are involved, those items requiring adjustment or modification must be identified and listed along with suggested modific ations to the contract. If no exceptions are noted, the City will assume that the Proposer is capable of performing all tasks and services without reservation or qualification to the contract
• Signature of a company officer empowered to bind the Proposer to the provisions of this RFP and any contract awarded pursuant to it
• Cover letter must be addressed to:

Vaniah De Rojas, Assistant City Manager
City of Downey
11111 Brookshire Avenue
Downey, CA 90241

7.4 Table of Contents
All sections must be identified, and pages are to be consecutively numbered.

7.5 Section 1 – Executive Summary
This section of the proposal should provide a brief and concise synopsis of Proposer’s proposal and a description of the Proposer’s credentials to deliver the services sought under the RFP.

7.6 Section 2 – Company Background
This section of the proposal should identify the following:

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a) A brief description of the Proposer’s background
b) Identify the location of headquarters, technical support, and field offices and the location of office which would service the City
c) Identify Proposer’s annual company revenues and profit for the last three company fiscal years

7.7 Section 3 – Company Qualifications
In this section of the proposal, the Proposer must identify company qualifications and experience in implementing solutions similar to what the City is seeking:
a) Describe the Proposer’s familiarity with public sector ERP systems and associated business processes, and specific experience with similar implementations b) Identify your existing client base including the number of existing clients using the version/release of the software being proposed. Specifically identify experience with similar-sized California agencies

7.8 Section 4 – References
The Proposer must provide five (5) references each for the ERP and for the UB portions of this procurement, with at least three (3) of the references each (ERP and UB) for systems that have been successfully implemented for California public sector entities during the last five (5) years (NOTE: currently in-progress / i ncomplete implementations will not be considered to satisfy this reference requirement). The City prefers references from California Cities of similar size and complexity to the City of Downey, with simi lar project scope ( that is, ERP and UB implemented for a single client) . For each reference, proposer must provide the following (note that all request information must be provided to constitute a valid reference):
a) Reference name and contact information (including Customer Name, Contact Name, Title, Address, Telephone Number, and Email Address)
b) Brief project description, including identifying the software version and modules implemented, services provided, and interfaces implemented c) Implementation timeline and Go-Live date

The respondent grants permission for the City to contact any individuals listed as references.

The City may disqualify a Proposer if:
a) Overall list of references fails to meet the City’s requirements as to prior California experience, or
b) References fail to substantiate Proposer’s description of services and deliverables provided, or
c) References fail to support that Proposer has a continuing pattern of providing capable, productive, and skilled personnel, or
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d) The City is unable to reach the point of contact with reasonable effort. It is the Proposer’s responsibility to inform the point of contact(s) of normal City working hours.

Note that the City reserves the right to contact any of the vendor’s other current or previous customers, whether such customers are specifically identified as references or not.

7.9 Section 5 – Proposed Solution
In this section of the proposal, the Proposer must identify the proposed solution up to and including the following:
a) Solution Overview
i. Name and origin of solution
ii. Release history and current release being proposed
iii. Proposed modules
iv. Mobile capabilities of the proposed modules
b) Application Integration / Interface
i. Describe how Proposer would support and manage the integration/interface with the City’s existing applications (as identified in RFP Section 5.3.2) with the new ERP
ii. Describe APIs and web-services available to pull and push data:
• Are the APIs secured and encrypted?
• Is there an option to access the data directly from the database? c) Data Storage and Backup
i. Describe approach to data storage
ii. Describe data backup process
iii. Describe the network bandwidth required between the City and hosting facilities (for SAAS solutions)
iv. Describe what options are available for dedicated bandwidth (if available) v. Describe scalability options for computing power (CPU, RAM, and storage) d) Data Access and Security
i. Describe how data access is managed
ii. Describe the environment (single or multi-tenant)
iii. If a multi-tenant environment, how is the data segregated? iv. If a multi-tenant environment, how is security managed? e) Business Continuity and Disaster Recovery
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i. Describe approach to business continuity & disaster recovery f) Service Level Agreements (SLA’s)
i. Describe supported SLA options (i.e., reliability, availability, performance, issues, requests, system response time, etc.)
g) Transition
i. Describe proposed exit strategy at contract transition h) Response to APPENDIX A – ERP and UB Requirements:
i. The City has included herein a copy of APPENDIX A – ERP and UB Requirements in Microsoft Word format; to address this section, Proposers should use that file to respond to each requirement in Appendix A. Please see Appendix A for additional instructions.

7.10 Section 6 – Implementation Approach and Work Plan Proposers must identify the proposed implementation approach to include the following:
a) Provide a project organization chart highlighting the key staff who will be assigned to the project. Provide resumes for the project manager and other key assigned resources, including the number of similar engagements and details about their work with government agencies specifically related to similar projects, the number of years of their experience in the field, and the number of years with your firm b) Describe your project management methodology/approach, including your approach to Change Management, Risk Management, Issues Management and Communication Management
c) Based on Proposer’s experience with similar-size agencies, provide a sample Project Plan, including recommended project phasing and an implementation schedule with key / major milestones
d) List and describe all implementation deliverables and documentation that will be provided
e) Describe the roles and responsibilities of City staff during implementation and provide an estimated level of effort
f) Describe your firm’s approach to facilitating / supporting the review and redesign of a client’s chart of accounts structure; provide an example from a prior, similar public sector client’s completion of this effort
g) Describe your data conversion and migration approach including roles and responsibilities of the vendor and City staff for key activities. Note t hat the City’s expected data conversion scope has been highlighted in Table 6 of this document. h) Describe Proposer’s services and support to perform the data extraction from the existing system, data cleansing, and mapping. If the Proposer does not offer these services, please identify alternative companies that can support this activity Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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i) Describe your training plan to ensure the City is prepared to operate the system prior to go live
j) Describe your testing approach to include the criteria and methods to ensure successful completion of user acceptance testing prior to go live

7.11 Section 7 – Ongoing Maintenance and Support
In this section of the proposal, the Proposer should address the following:
a) Describe ongoing support services including help desk processes and procedures, support hours (in Pacific Time), escalation procedures, and response time commitments for various priority items
b) Describe how upgrades, patches, and other maintenance is performed including:
ii. The City’s expected role in this process
iii. The frequency that application releases and patches have been made available within the past two (2) years
c) Describe change management process (post implementation) d) Identify if there are any solution user groups and/or user conferences

7.12 Section 8 – Cost Proposal (Price Sheet made available as a separate document)
Proposers must prepare a clear and comprehensive understanding of all costs associated with the software, implementation services, and ongoing maintenance of the proposed system.

The City will evaluate proposals based on the “Total Cost to Implement (TCI) ” and the “Total Cost to Operate (TCO).” TCI will include all costs required for a successful implementation.

The TCO will be calculated based on TCI plus ten (10) years of annual maintenance fees or SaaS service fees.

Although the City prefers a cloud-based ERP system, it is open to consideration of a n on- premises solution platform. If a Proposer wishes to propose both cloud-based and on- premises platform solutions, they must not combine pricing on one copy of Appendix B (doing so will skew the Cost Proposal); Proposer should only complete pricing in tabs that apply to their proposed solution platform. If a Proposer is proposing a cloud-based software, they should also include a completed Appendix D – Cloud Services Security Questionnaire.

The Proposer’s implementation pricing must identify all costs required including:
a) Software Licensing Costs during implementation period (must be minimal if any) b) Implementation Services – Provide lump sums for each of the below:
(1) Project management
(2) Implementation, installation, and configuration, including related travel costs Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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• Note: No “mark-up” will be allowed for direct costs. If applicable, per diem shall be billed at a maximum of the GSA rate and mileage shall be billed at the IRS mileage rate in place at the time of billing.
• Sub-consultant services, if any, are to be billed at cost plus ten percent (10%) maximum. No “mark-up” will be allowed for per diem or mileage. (3) Data conversion and migration
(4) Interface development
(5) Integrated testing and user acceptance testing support (6) Training and documentation
(7) Go-Live support
c) Software Licensing Costs after “Go-Live” date and / or Ongoing Maintenance and Support – Proposer’s ongoing maintenance and support pricing should clearly identify the annual costs for 5 years including:
(1) Software License / Maintenance
(2) Post-Implementation Support
(3) Continuing Additional Training
As discussed in Appendix B – Vendor Cost Proposal , the City has provided Proposers an electronic (Microsoft Excel) spreadsheet with a pricing template that must be completely filled out and included in Proposer’s response. The City will evaluate Proposer pricing information based solely on the information provided in the Pricing Templates. The template provides space for Proposers to identify any assumptions or comments that will ensur e the City understands what is being proposed.

If providing hourly rate sheets, Proposer shall not include rate ranges or averages.

7.13 Section 9 – Non-Collusion Affidavit Form
The Proposer must provide an executed copy of the City’s Non-Collusion Affidavit; failure to do so may result in the vendor’s proposal being deemed to be non-responsive.

8. PROPOSAL SUBMISSION AND EVALUATION PROCEDURES

8.1 Submission of Proposals
Sealed proposals will be received through the City’s website, https://www.downeyca.org/i- want-to/get/bids, until 12:00 PM Friday, May 16, 2025 (“Submission Date”). Proposals will not be accepted after this time.

In order to download project documents, you must register as a vendor, at no cost, through the City’s e -Procurement Portal. Potential proposers, subcontractors and suppliers are responsible for reviewing the complete bidding documents, including all adden da, prior to Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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submitting their proposal. They are also advised to check the City’s e -Procurement Portal periodically and prior to submitting their proposal.

Prior to the Submission Date, proposals may be withdrawn through the City’s e -Procurement portal. After withdrawing a previously submitted proposal, the responding firm may submit another proposal at any time up to the deadline for submitting proposals.

8.2 Review and Evaluation of Proposals
Proposals submitted will be evaluated by key City personnel. The City reserves the right to retain all proposals submitted and use any idea in a proposal regardless of whether that proposal is selected.

The City reserves the right, at its sole discretion, to request clarifications of proposals or to conduct discussions for the purpose of clarification with any or all Proposers. The purpose of any such discussions shall be to ensure full understanding of the proposal. Discussions shall be limited to specific sections of the proposal identified by the City and, if held, shall be after initial evaluation of proposal is complete. If clarifications are made as a result of such discussion, the Proposer shall provide such clarifications in writing to the City.

An evaluation committee of City staff personnel will review and evaluate all proposals received by the due date based on the following criteria:

1. Ability to Design an Approach and Work Plan to Meet the Project Requirements.

An assessment of the overall quality of the proposal. Qualities and indicators that will receive consideration include the proposer’s performance in converting the Scope of Work into a work plan; the detail and clarity of the discussion as to the proposer’s approach to undertaking the project; the proposer’s performance in identifying any special problems or concerns which may be associated with the project and preliminary ideas about how these obstacles should be addressed; the inclusion of any unique approaches which are designed to save time and money or increase the benefits or effectiveness of the proposed work; the demonstrated ability to work with governmental bodies; and a full understanding of applicable laws or regulations that relate to the pro ject as well as to the City in the performance of the related functions as a public sector, California entity .

2. Appropriateness of Proposed Solution. An assessment of whether the proposed solution meets the City’s functional and technical requirements. Qualities and indicators that will receive consideration include whether all functional and technical requirements are addressed, that a rational plan has been outlined for completion of data conversion, development and testing of system interfaces, and end user testing and training; that the proposed solution meets the City’s existing technology standards.

3. Ability of the Proposer to Carry Out and Manage the Proposed Project. An assessment of the past experience of the organization in general. Qualities and Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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indicators that will receive consideration include the number and types of similar public sector projects the organization or its employees have completed; the variety of projects completed and a demonstration of the organization’s ability to undertake this project; the general level of experience in the areas of supervision, observing and monitoring projects; the organization’s ability to realize timetables and quality control objectives; and the demonstrated general ability to bring about a successful completion of the projects under the proposer’s direction.

4. Staff: An assessment of the perceived ability of each organization to devote the necessary human resources and management attention to the project. Has the vendor identified the key staff members who will be assigned to the implementation effort? Do the qualifications of key personnel to be assigned to the project coincide with project’s requirements? Do assigned personnel and subconsultant personnel have requisite education, experience, and professional qualifications and licenses?

5. Familiarity with Locality : Does the firm have familiarity with the City required to successfully complete the project? How close are the firm’s permanent offices to Downey?

6. Willingness to Comply with the Proposed Agreement Terms. A sample agreement is attached as Appendix D. Proposals will be rated based on any exceptions taken to the proposed agreement. Vendors should redline any exceptions to the proposed agreement in their proposal submission.

7. Reputation: Do the firm’s references meet and align with the City’s requirement for similar, public sector solution implementations? Do due the City’s “diligence efforts” (e.g., site visits and/or reference checks) related to the vendor’s prior clients and associates confirm favorable project outcomes; and does the firm show financial and operational stability?

8. Cost of Proposal: Cost, while not determinative, may be considered in the selection process.

8.3 Selection and Negotiation Procedures

1. At the completion of the review process, proposers will be ranked based on the Evaluation Criteria described in section VIII.A above. The City will select the two (2) most highly qualified firms to form a “shortlist”, whose proposals will be advanced for further review.

2. Proposers should be aware that two (2) finalists will be required to participate in a proof-of-capabilities (POC) demonstration to allow staff to fully understand the proposed solution. The POC demonstrations are a multi-day process for each selected vendor and will include an onsite, scripted demonstration using scenarios Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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developed and provided by the City. (NOTE: Given the scope of this procurement, it is expected that the POC schedule will extend beyond a single week for each finalist; Propo sers should be aware of this like lihood and plan accor dingly.) Demonstrations are intended to evaluate critical product functionality. In addition, proposed key staff may be required to attend any or all demonstrations and interviews, if Proposer is invited. Proposers must be prepared to invest the time and resources in the POC demonstration to be successful in this procurement.

3. Upon completion of the demonstrations, and based on scoring completed by City participants, key stakeholders will complete “due diligence” by reaching out to the vendors’ references – as well as to any other identified client of the vendor – for feedback on their respective expe rience and satisfaction with the vendor and the proposed solution. Due diligence efforts will be completed independently from and will not include the solution vendor.

4. Following the completion of due diligence efforts, the City review team will make a recommendation for moving forward with a selected vendor, and contract negotiations will be initiated accordingly. If the negotiations are successful – that is, agreeable to the City – then an agreement will be placed on a City Council agenda for approval consideration. If fee negotiations are unsuccessful with the selected firm, the City reserves the right to negotiate with any other firm that participated in the procurement effort.

8.4 General Conditions
The City of Downey reserves the right to enter into agreements with multiple firms as a result of this solicitation. Further, the City makes no representations that any agreement will be awarded to any organization submitting a proposal. The City reserves the right to reject any and all proposals submitted in response to this request or any addenda thereto and may, in its discretion, reissue its Request for Proposals.

The City also reserves the right to reject any vendor consultant or sub-contractor assigned to the project upon the City team’s determination of demonstrated inadequate subject matter expertise and to require the replacement of the vendor consultant or sub-contractor with a mutually acceptable replacement on a timely basis.

Any changes to the proposal requirements will be made by written addendum.

8.5 Liability of Costs and Responsibility
The City shall not be liable for any costs incurred in response to this Request for Proposals. All costs shall be borne by the person or organization responding to the request. The person or organization responding to the request shall hold the City harmless from any and all liability, claim or expense whatsoever incurred by or on behalf of that person or organization. All submitted material becomes the property of the City of Downey.

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The selected lead consultant will be required to assume responsibility for all services offered in the proposal whether or not they possess them within their organization. The selected lead consultant will be the sole point of contact with regard to contr actual matters, including payment of any and all charges resulting from the contract.

8.6 Public Nature of Proposal Material
Responses to this Request for Proposal s become the exclusive property of the City. At such times as a formal recommendation to awa rd an agreement to one proposer is made to the awarding authority, all submittals received in response to this Request for Proposal become a matter of public record and shall be regarded as public records, with the exception of those elements in each submittal which are business or trad e secrets and plainly marked as “Confidential,” “Trade Secret,” or “Proprietary” or if disclos ure is not required under the California Public Records Act. Any submittal which contains language purporting to render all or significant portions of the proposal “Confidential,” “Trade Secret,” or “Proprietary,” shall be regarded as non-responsive.

Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a proposer submits is a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” the City will provide the proposer who submitted the information with reasonable notice to allow the proposer to seek protection from disclosure by a court of competent jurisdiction.

8.7 Validity
The proposer agrees to be bound by its proposal for a period of ninety (90) days commencing from the date proposals are due, during which time the City may request clarification or correction of the proposal for the purpose of evaluation. Amendments or cl arifications shall not affect the remainder of the proposal, but only the portion so amended or clarified.

8.8 Standard Agreement
A sample agreement has been provided as Appendix D for the proposer’s review and comment. If a proposer wishes to take exception to any of the terms and conditions contained in the consultant agreement, these should be identified specifically; otherwise, it will be assumed that the proposer is willing to enter into the agreement as it is written. Vendors should redline any exceptions to the proposed agreement in their proposal submission.

Failure to identify contractual issues of dispute can later be the basis for the City disqualifying a proposer. Any exceptions to terms, conditions, or other requirements must be clearly stated. Otherwise, the City will consider that all items offered ar e in strict compliance with the RFP, and the successful proposer will be responsible for compliance. The City will consider such exceptions as part of the evaluation process, which may constitute grounds for rejection of the proposal. The agreement will not be executed by the City without first being signed by the proposer.

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8.9 Permits and Licenses
Proposer, and all of proposer’s sub consultants, at its and/or their sole expense, shall obtain and maintain during the term of any agreement, all appropriate permits, certificates and licenses including, but not limited to, a City Business License, which will be required in connection with the performance of services hereunder.

8.10 Oral and Written Explanations
All questions or requests for interpretations must be submitted via the City’s e -procurement portal at least ninety -six (96) hours before the proposal submission deadline. If found necessary, interpretation or correction will be made by written addendum, which will be posted on the e -procurement portal, OpenGov Procurement, and available to all proposers and potential proposers. Such addenda are to be considered as part of this Request for Proposal and shall be binding on all proposers.

The City will not be bound by oral explanations or instructions given at any time during the review process or after the award. Oral explanations given during the review process and after award become binding only when confirmed in writing by an authorized City official.

8.11 Proposer’s Representative
The person signing the proposal must be a legal representative of the firm authorized to bind the firm to an agreement in the event of the award.

8.12 Insurance
General liability, automobile, professional liability, and worker’s compensation insurance are required in the amount set forth in the City’s standard agreement, attached here as Appendix B. Proposers should consider the costs of carrying the insurance required.

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APPENDIX A – ERP and UB Requirements

The City is asking for an individual response or confirmation on each requirement included in the file “City of Downey – ERP and UB Requirements” which has been created as a supplemental document to this RFP. Respondents must use the response codes identified within the file when updating the document. The City will incorporate the completed ERP Requirements document into the final agreement.

The vendor’s proposal must be completely responsive to the RFP. Incomplete proposals will be deemed as nonresponsive and will be rejected. The City reserves the right to reject any or all proposals submitted, and no representation is made hereby that any commitment will be awarded pursuant to this RFP or otherwise.

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APPENDIX B – VENDOR COST PROPOSAL
Respondents are required to complete and submit electronic copies of each of the worksheets included in the file “City of Downey – ERP and UB Vendor Cost Proposal.xls,” which has been created as a supplemental document to this RFP. Respondents must complete and return all worksheets provided in the file.

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APPENDIX C – NON-COLLUSION AFFIDAVIT

I,____________________________________________ hereby declare as follows:

I am _______________________of ______________________________the party making the foregoing proposal that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

Proposer Signature ______________________________________________________

By Name ______________________________________________________________

Title __________________________________________________________________

Organization ___________________________________________________________

Address _______________________________________________________________

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APPENDIX D – CITY STANDARD AGREEMENT
Section D

FORM OF AGREEMENT

CITY OF DOWNEY

PROFESSIONAL SERVICES AGREEMENT
WITH ____________________________________________
FOR _____________________________ SERVICES

1. PARTIES AND DATE.

This Agreement is made and entered into this ______ day of ______, 20____ by and between the City of Downey, a California municipal corporation and charter city with its principal place of business at 11111 Brookshire Avenue, Downey California 90241 ("City") and ____________________________________________, ____, a California [corporation LLC], with its principal place of business at ______________________________________, _______________, ________________ __________ ("Consultant"). City and Consultant are sometimes individually referred to as “Party” and collectively as “Parties.”

2. RECITALS.

2.1 Consultant.

Consultant desires to perform and assume responsibility for the provision of certain professional [___INSERT TYPE OF SERVICES___] services required by City on the terms and conditions set forth in this Agreement. Consultant represents that it has demonstrated competence and experience in providing [___INSERT TYPE OF SERVICES___] services to public clients, is licensed in the State of California, and is familiar with the plans of City.

2.2 Project.

City desires to engage Consultant to render such services for the [___INSERT TYPE OF PROJECT___] project (“Project”) as set forth in this Agreement.

3. TERMS.

3.1 Scope of Services and Term.

3.1.1 General Scope of Services. Consultant promises and agrees to furnish to City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional [___INSERT TYPE OF SERVICES___] services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference.

All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.

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3.1.2 Term. The term of this Agreement shall be from [___INSERT START DATE___] to [___INSERT ENDING DATE___], unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. The term of this Agreement may be extended by written amendment to this Agreement signed by the City Manager and the Consultant.

3.2 Responsibilities of Consultant.

3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee. Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to:
social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance.

In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (CalPERS) to be eligible for enrollment in CalPERS as an employee of City, Consultant shall indemnify, defend, and hold harmless CITY for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.

3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.

Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant's conformance with the Schedule, City shall respond to Consultant's submittals in a timely manner. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services. The parties acknowledge that the Schedule of Services may be amended by mutual agreement due to changes in circumstances, Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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including changes in the performance schedules of other third parties performing work for the City on the Project, which affect the timing of Consultant's performance of the Services.

3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City.

3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the City.

3.2.5 City’s Representative. The City hereby designates [___INSERT NAME OF CITY’S REPRESENTATIVE___], or his or her designee, to act as its representative for the performance of this Agreement (“City’s Representative”). City’s Representative shall have the power to act on behalf of the City for all purposes under this Contract. Consultant shall not accept direction or orders from any person other than the City’s Representative or his or her designee.

3.2.6 Consultant’s Representative. Consultant hereby designates [___INSERT NAME OF CONSULTANT’S REPRESENTATIVE___], or his or her designee, to act as its representative for the performance of this Agreement (“Consultant’s Representative”). Consultant’s Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant’s Representative shall supervise and direct the Services, using his best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.

3.2.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times.

3.2.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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licenses and approvals shall be maintained throughout the term of this Agreement. As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner consistent with the standard of care set forth herein, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.

3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all applicable local, state and federal laws, rules and regulations in force at the time the Services are performed by Consultant and in any manner affecting the performance of the Project or the Services, including all applicable Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If the Consultant performs any work knowing it to be contrary to such laws, rules and regulations and without giving written notice to the City, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the applicable indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations. Consultant’s violation of such laws, rules and regulations shall also constitute a material breach of this Agreement.

3.2.10 Insurance.

3.2.10.1 Time for Compliance. Consultant shall not commence the Services or the Project under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Consultant shall not allow any subcontractor to commence work on any subcontract until it has provided evidence satisfactory to the City that the subcontractor has secured all insurance required under this section. The City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience with insurer, coverage or other special circumstances.

3.2.10.2 Minimum Requirements. Consultant shall, at its expense, procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Agreement, the Services or the Project by the Consultant, its agents, representatives, employees or subcontractors. Consultant shall also require all of its subcontractors to procure and maintain the same insurance for the duration of the Agreement.

Such insurance shall meet at least the following minimum levels of coverage:

(A) Minimum Scope of Insurance. (1) Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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basis including products and completed operations, property damage, bodily injury and personal and advertising injury; (2) Automobile Liability: Insurance Services Office Form Number CA 0001 covering Code 1 (any auto) or if Consultant owns no autos, Code 8 (hired) and 9 (non-owned); and (3) Workers’ Compensation : Workers’ Compensation insurance as required by the State of California with Statutory Limits; and (4) Employer’s Liability Insurance.
(B) Minimum Limits of Insurance. Consultant shall
maintain limits no less than: (1) Commercial General Liability (CGL): No less than $2,000,000 per occurrence for products and completed operations, bodily injury, property damage and personal and advertising injury. If Commercial General Liability Insurance or other form with general aggregate limit applies, either the general aggregate limit shall apply separately to this Agreement/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability: No less than $2,000,000 per accident for bodily injury and property damage; and (3) Workers’ Compensation:

Workers’ Compensation limits as required by the Labor Code of the State of California with Statutory Limits; (4) Employer’s Liability: Employer’s Liability limits of no less than $2,000,000 per accident for bodily injury or disease. Employer’s Liability coverage may be waived by the City if City receives written verification that Consultant has no employees.

If the Consultant maintains broader coverage and/or higher limits than the minimum shown in this subdivision 3.2.10.2, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

3.2.10.3 Professional Liability (Errors & Omissions).

Consultant shall procure and maintain, and require its sub-consultants to procure and maintain, for a period of five (5) years following completion of the Services or the Project, errors and omissions liability insurance appropriate to its profession. Such insurance shall be in an amount not less than $2,000,000 per occurrence or claim and $2,000,000 in the aggregate, and shall be endorsed to include contractual liability. If the Consultant maintains broader coverage and/or higher limits than the minimum shown in this subdivision 3.2.10.3, the City requires and shall be entitled to the broader coverage and/or higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

3.2.10.4 Insurance Endorsements. The insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms approved by the City to add the following provisions to the insurance policies:

(A) Additional Insured Status. The Commercial General
Liability policy shall be endorsed to state that: (1) the City, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to liability arising from the work, Services, Project or operations performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work, Services, Project or operations; and (2) the insurance coverage shall be primary insurance as respects the City, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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Consultant’s scheduled underlying coverage. Commercial General Liability insurance coverage may be provided in the form of an endorsement to the Consultant’s insurance (at lease as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33 or CG 20 38; and CG 20 37 forms if later revisions are used).

(B) Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under said insurance policies set forth herein.

Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

(C) All Coverages. Each insurance policy required by this Agreement shall be endorsed to state that: (A) coverage shall not be suspended, voided, reduced or canceled except with written notice by certified mail, return receipt requested to the City; and (B) any failure to comply with reporting or other provisions of the policies, including breaches of warranties, shall not affect coverage provided to the City, its directors, officials, officers, employees, agents and volunteers.

3.2.10.5 Primary Coverage. For any claims related to this Agreement, the Consultant’s insurance coverage shall be primary insurance and primary coverage at least as broad as ISO CG 20 01 04 13 with respect to the City, its directors, officials, officers, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its directors, officials, officers, employees, agents and volunteers shall be excess of the Consultant’s insurance and shall not be called upon to contribute with it in any way.

3.2.10.6 Separation of Insureds; No Special Limitations. All insurance required by this Section shall contain standard separation of insureds provisions. In addition, such insurance shall not contain any special limitations on the scope of protection afforded to the City, its directors officials, officers, employees, agents and volunteers.

3.2.10.7 Deductibles and Self-Insurance Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. City may require Consultant to provide proof of ability to pay losses and related investigations, claim administration and defense expenses and costs within the retention. The policy language shall provide or be endorsed to provide that the self-insured retention may be satisfied by either the named insured or City.

3.2.10.8 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating no less than A:VII, authorized to do business in California, and satisfactory to the City.

3.2.10.9 Verification of Coverage. Consultant shall furnish City with original certificates of insurance, including all required amendatory endorsements (or copies of the applicable policy language effective coverage required by this provision) and a Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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copy of the Declarations and Endorsement Page of the Commercial General Liability policy listing all policy endorsements to the City before the commencement of work under this Agreement. However, failure to obtain the required documents prior to the commencement of work under this Agreement shall not waive the Consultant’s obligation to provide them to the City. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements, at any time.

3.2.10.10 Claims-Made Policies. If any of the policies provide coverage on a claims-made basis:
(A) The retroactive date must be shown and must be before the date of this Agreement or the date work commences under this Agreement, whichever is earliest; (B) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the Services provided under this Agreement;
(C) If coverage is canceled, non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the effective date of this Agreement or the date work commences under this Agreement, whichever is earliest, the Consultant must purchase extended reporting coverage for a minimum of five (5) years after completion of the Services under this Agreement.

3.2.11 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and life-saving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.

3.3 Fees and Payments.

3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed [___INSERT WRITTEN AMOUNT___] ($[___INSERT NUMERICAL DOLLAR AMOUNT___]) without written approval of the City. Extra Work may be authorized, as described below, and if authorized, said Extra Work will be compensated at the rates and manner set forth in this Agreement.

3.3.2 Payment of Compensation. Consultant shall submit to City a monthly itemized statement which indicates work completed and hours of Services rendered by Consultant. The statement shall describe the amount of Services and supplies provided since Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within thirty (30) days of receiving such statement, review the statement and pay all approved charges thereon.

3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by City.

3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work without written authorization from the City Manager.

[INSERT THE FOLLOWING PARAGRAPH ONLY IF PREVAILING

WAGES WILL APPLY TO THE PROJECT PURSUANT TO DOWNEY
MUNICIPAL CODE SECTION 2935 – OTHERWISE, STRIKE THIS PARAGRAPH AND INSERT THE TERM [3.3.5 Reserved]]

3.3.5 Prevailing Wages. Pursuant to Downey Municipal Code Section 2935, the requirements of California Labor Code Sections 1720 et seq. and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000 et seq. (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects, shall apply to the Project.

Consultant agrees to fully comply with such Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Consultant shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Consultant’s principal place of business and at the Project site. Consultant shall defend, indemnify and hold the City, its elected officials, officers, employees and agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. If applicable, Consultant shall be registered at all times with the Department of Industrial Relations under the Public Works Contractor Registration Program for Labor Compliance.

3.4 Accounting Records.

3.4.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.

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3.5 General Provisions.

3.5.1 Termination of Agreement.

3.5.1.1 Grounds for Termination. City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time either for cause or for the City's convenience and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Consultant may only terminate this Agreement for cause upon giving the City not less than seven (7) calendar days' written notice.

Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation.

The City shall within fifteen (15) calendar days following termination pay the Consultant for all services adequately rendered and all reimbursable costs incurred by Consultant up to the date of termination, in accordance with the payment provisions of this Agreement.

The following reasons shall constitute "cause" for which either party may terminate this Agreement as provided herein:

• Substantial failure by the other party to perform in accordance with the terms of this Agreement and through no fault of the terminating party;

• Assignment of this Agreement or transfer of the Project by either party to any other entity without the prior written consent of the other party;

• Suspension of the Project or the Consultant's Services by the City for more than ninety (90) calendar days, consecutive or in the aggregate, without good cause;

• Material changes in the conditions under which this Agreement was entered into, the Scope of Services or the nature of the Project, and the failure of the parties to reach agreement on the compensation and schedule adjustments necessitated by such changes.

3.5.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such Documents and Data and other information within fifteen (15) days of the City's request.

3.5.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.

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3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:

Consultant:
________________________________
________________________________
_________________,________ ______
Phone: (____) ____-_____
Fax: (____) ____-_____
Attn: ________________, __________

City:

City of Downey
11111 Brookshire Avenue
Downey, California 90241
Phone: (562) 904-7286
Fax: (562) ____-______
Attn: City Manager

With a courtesy copy to:

City of Downey
City Attorney’s Office
11111 Brookshire Avenue
Downey, California 90241

Such notice shall be deemed made when personally delivered or when mailed, forty- eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.

3.5.3 Ownership of Materials and Confidentiality.

3.5.3.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

3.5.3.2 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents and Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant.

Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential.

Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City.

3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.

3.5.5 Attorney's Fees. In the event of any litigation, whether in a court of law, administrative hearing, arbitration, or otherwise, arising from or related to this Agreement of the services provided under this Agreement, the prevailing party shall be entitled to recover from the non-prevailing party all reasonable costs incurred, including staff time, court costs, attorneys' fees and all other related expenses in such litigation.

3.5.6 Indemnification.

3.5.6.1 General Indemnification. Except as provided in subdivision

3.5.6.2 below which is applicable to “design professionals” only, Consultant shall defend (with counsel acceptable to City), indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged negligent acts, errors, omissions or willful misconduct of Consultant, its officials, officers, employees, agents, consultants and contractors arising out of or in connection with the performance of the Services, the Project or this Agreement, including without limitation the payment of all consequential damages and attorneys’ fees and other related costs and expenses. Consultant shall defend, at Consultant's own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers.

Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents or volunteers, in any such suit, action or other legal proceeding. Consultant shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

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incurred by each of them in connection therewith or in enforcing the indemnity herein provided. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, and agents or volunteers.

Consultant shall not be obligated to defend, indemnify or hold the City harmless in any manner whatsoever for any claims or liability arising solely out of the City's own negligent acts, errors or omissions or willful misconduct.

3.5.6.2 Design Professionals. The provisions of this subdivision 3.5.6.2 shall apply only in the event that Consultant is a "design professional" within the meaning of California Civil Code section 2782.8(c). If Consultant is a "design professional" within the meaning of Section 2782.8(c), then, notwithstanding subdivision 3.5.6.1 above, to the fullest extent permitted by law (including, without limitation, Civil Code sections 2782 and 2782.6), Consultant shall defend (with legal counsel reasonably acceptable to City), indemnify and hold harmless City and City’s officers, officials, employees, volunteers and agents from and against any Claim that arises out of, pertains to, or relates to, directly or indirectly, in whole or in part, the negligence, recklessness, or willful misconduct of Consultant, any subconsultant, subcontractor or any other person directly or indirectly employed by them, or any person that any of them control, arising out of Consultant's performance of any task or service for or on behalf of City under this Agreement. Such obligations to defend, hold harmless and indemnify City or any City officers, officials, employees or volunteers shall not apply to the extent that such Claims are caused in part by the sole active negligence or willful misconduct of City or such City officers, officials, employees, volunteers and agents. Consultant's cost to defend City and/or City’s officers, officials, employees or volunteers against any such Claim shall not exceed Consultant's proportionate percentage of fault with respect to that Claim; however, pursuant to Civil Code section 2782.8(a), in the event that one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with City (and, if applicable, other parties) regarding any unpaid defense costs. To the extent Consultant has a duty to indemnify City or any City officers, officials, employees, volunteers and/or agents under this subdivision 3.5.6.2, Consultant shall be responsible for all incidental and consequential damages resulting directly or indirectly, in whole or in part, from Consultant's negligence, recklessness or willful misconduct.

3.5.7 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements.

3.5.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be the courts in Los Angeles County.

3.5.9 Time of Essence. Time is of the essence for each and every provision of this Agreement.

3.5.10 City's Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

3.5.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.

3.5.12 Assignment or Transfer. Neither party shall assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the other party. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer.

3.5.13 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel, employees, agents, and subcontractors of Consultant, except as otherwise specified in this Agreement.

All references to City include its elected officials, officers, employees, agents and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.

3.5.14 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.

3.5.15 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit,

privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.

3.5.16 No Third Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties.

3.5.17 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.

3.5.18 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

3.5.19 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of any City Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.

3.5.20 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self- insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services.

3.5.21 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.

3.5.22 Counterparts. This Agreement may be executed in counterparts, each of which shall constitute one and the same instrument.

3.5.23 Effect of Conflict.

In the event of any conflict, inconsistency, or incongruity between any provision of this Agreement, any of its exhibits, attachments, purchase order, or notice to proceed, the provisions of this Agreement will govern and control.

3.6 Subcontracting.

3.6.1 Prior Approval Required. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Consultant shall require and verify that all subcontractors maintain insurance meeting all of the requirements set forth in this Agreement. Consultant shall ensure that City is an additional insured as required in Section 3.2.10.4. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.

CITY OF DOWNEY,
__________________________________,
a California municipal corporation a __________________________________ and charter city

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A City of Downey, CA ERP and UB SYSTEM PROCUREMENT

REQUEST FOR PROPOSALS

By: By: ______________________________ Mayor [INSERT NAME]
Its: ____________________________
[INSERT TITLE]

Attest: Attest:

_____________________________
City Clerk Secretary

Approved as to Form: Approved as to Form:

__________________________ _____________________________ City Attorney Legal Counsel

0119.1238

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA
1 TABLE OF CONTENTS

1. GENERAL REQUIREMENTS .................................................................................................................................................................................................. 5

1.1. User Interface .................................................................................................................................................................................................................... 5

1.2. Workflow ........................................................................................................................................................................................................................... 6

1.3. Document Management .................................................................................................................................................................................................... 7

1.4. Inquiries, Reporting and Analysis ....................................................................................................................................................................................... 8

2. FINANCIAL SYSTEM REQUIREMENTS ................................................................................................................................................................................ 10

2.1. General Ledger (G/L) and Accounting .............................................................................................................................................................................. 10

2.2. Budgeting ........................................................................................................................................................................................................................ 17

2.3. Contract Management ..................................................................................................................................................................................................... 23

2.4. Procurement/Purchasing ................................................................................................................................................................................................. 26

2.5. Vendor Management ....................................................................................................................................................................................................... 33

2.6. Accounts Payable ............................................................................................................................................................................................................. 34

2.7. General Billing (Accounts Receivable) .............................................................................................................................................................................. 38

2.8. Cash Receipts (Cashiering) ............................................................................................................................................................................................... 43

2.9. Developer Deposits .......................................................................................................................................................................................................... 45

2.10. Inventory Management ................................................................................................................................................................................................... 45

2.11. Fixed Asset Management ................................................................................................................................................................................................. 48

2.12. Project and Grant Accounting .......................................................................................................................................................................................... 53

2.13. Debt Management ........................................................................................................................................................................................................... 59

2.14. Bank Management and Reconciliation ............................................................................................................................................................................. 60

3. PAY ADMINISTRATION AND PAYROLL REQUIREMENTS ................................................................................................................................................... 62

3.1. Pay Administration (Salary Management) ....................................................................................................................................................................... 62

3.2. Payroll.............................................................................................................................................................................................................................. 65 Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 2

4. HUMAN RESOURCES (HR) REQUIREMENTS ...................................................................................................................................................................... 67

4.1. Core HR ............................................................................................................................................................................................................................ 67

4.2. Position Control ............................................................................................................................................................................................................... 68

4.3. Recruitment ..................................................................................................................................................................................................................... 70

4.4. Onboarding ...................................................................................................................................................................................................................... 72

4.5. Employee Master File ...................................................................................................................................................................................................... 73

4.6. Benefits Administration ................................................................................................................................................................................................... 75

4.7. Leave Administration ....................................................................................................................................................................................................... 77

4.8. Learning Management and Certification Tracking ............................................................................................................................................................ 78

4.9. Performance Reviews ...................................................................................................................................................................................................... 79

4.10. Personnel Actions ............................................................................................................................................................................................................ 80

4.11. Employee Self-Service ...................................................................................................................................................................................................... 81

4.12. Time and Attendance ....................................................................................................................................................................................................... 83

4.13. Separation/Off Boarding .................................................................................................................................................................................................. 85

5. UTILITY BILLING (UB) REQUIREMENTS ............................................................................................................................................................................. 86

5.1. General ............................................................................................................................................................................................................................ 86

5.2. Customer Account and Location Management ................................................................................................................................................................ 87

5.3. Meter Reading and Inventory .......................................................................................................................................................................................... 89

5.4. Billing and Collection Management ................................................................................................................................................................................. 89

5.5. Financial Management and Delinquencies ....................................................................................................................................................................... 92

5.6. Service Order Management ............................................................................................................................................................................................. 94

5.7. Reporting ......................................................................................................................................................................................................................... 95

5.8. Cashiering ........................................................................................................................................................................................................................ 96

5.9. Customer Self-Service Portal ............................................................................................................................................................................................ 97

6. TECHNICAL REQUIREMENTS ............................................................................................................................................................................................. 98 Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 3

6.1. Overall Solution, Maintenance and Support .................................................................................................................................................................... 98

6.2. Configuration ................................................................................................................................................................................................................. 102

6.3. Audit and Security ......................................................................................................................................................................................................... 103

6.4. Interoperability/System Interfaces ................................................................................................................................................................................ 105

6.5. Artificial Intelligence Enabled Features .......................................................................................................................................................................... 106

6.6. Required Integrations .................................................................................................................................................................................................... 108

6.7. Conversion Requirements ............................................................................................................................................................................................. 110

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 4

City of Downey ERP and UB Procurement
System Requirements

As referenced in RFP Section 6.3, ERP and UB System Requirements, the Proposer must use this document to respond to the City’s detailed requirements included herein. Proposers are to respond to each requirement with one of the following response codes:

Y – Meets Requirement
N – Does Not Meet Requirement
W/C – Workaround Proposed or Modification/Customization to Meet Requirement T – Third-Party Solution to Meet Requirement

Response Codes “Y” and “N” do not require additional comments unless the proposers wish to present additional benefits or opp ortunities related to their solution and the requirement. However, response codes “W/C” and “T” REQUIRE written responses/comments to assist City staff in evaluating the responses. For these response codes, Proposers must describe how the requirement will be met.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 5

1. GENERAL REQUIREMENTS

1.1. User Interface
The City will be evaluating the intuitiveness/ease of use of each solution’s user interface design including information acce ss, look, feel, and efficiency for all modules.

Specific requirements are listed below.

# Requirement Response
Code Response/Comments

1.1.1 Provides a browser-based user interface Y Click or tap here to enter text.

1.1.2 Provides a secure mobile application / functionality for certain functions (e.g., field work)
Y Click or tap here to enter text.

1.1.3 Processes transactions in real time such that upon completion of the process the information can be queried, and is updated in the appropriate databases across all modules
N

1.1.4 Provides the ability to create templated dashboards for user groups with the ability for the end user to change if desired Choose an
item.

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1.1.5 Provides the ability to drill-down and drill-across from a transaction view to the supporting source data and documents Choose an
item.

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1.1.6 Provides fully integrated functionality such that data is entered only one-time and available in real time throughout the system(s) (single points of data entry) to eliminate re-keying of information Choose an
item.

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1.1.7 Provides standard menu layouts that are customizable by the user to fit their needs
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item.

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1.1.8 Provides consistent use of icons, colors, and menus across all modules
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item.

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1.1.9 Provides user defined shortcuts for frequently accessed records, processes, screens, reports, etc.

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item.

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1.1.10 Provides online help that is context sensitive and content appropriate with manuals also available for download
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item.

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1.1.11 Supports mobile technologies (e.g., smartphones, tablets) for processes and approvals across all core modules
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item.

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1.1.12 Provides robust search and navigation functionality that reaches across all applications/modules and attachments, including the ability to search by text, amounts, etc.

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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 6
# Requirement Response
Code Response/Comments

1.1.13 Forms / workflow steps include the ability to require fields be completed/required prior to the transaction moving forward - Including ability to accept a “0” or “N/A” for certain fields in order to allow related workflow to move
forward
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item.

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1.1.14 Provides the ability to offer role-based access security to limit data access by department, individual or role
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item.

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1.1.15 Provides clear error messages that identify the source of the error and/or necessary response
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item.

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1.1.16 Customizable user interface, including ability to save a specific view (my favorite columns, rounding of numbers, column width, etc.)
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item.

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1.1.17 The proposed solution must meet Web Content Accessibility Guidelines 2.1 Levels A and AA
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item.

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1.2. Workflow
The solution should provide integrated workflow management capability, including generation, routing, notification, and approval of internal forms, reports, and other documents and processes (e.g., payables processing, purchase orders, G/L transaction appr oval, payroll processing, budgeting, etc.) for all core modules. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

1.2.1 Provides the ability to route transactions / record reviews and approvals based on user roles and chart of account segments (center, department, etc.).

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item.

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1.2.2 Provides ability to establish multiple approval levels based on user-defined criteria (e.g., dollar amounts, types of items purchased, document types, account number, etc.)
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item.

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1.2.3 Provides the ability to allow data entry to be accessible to multiple employees and anyone who visits the website link and workflow to support checking and validation of a requested transaction
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 7
# Requirement Response
Code Response/Comments

1.2.4 Provides the ability to designate “out-of-office” review/approval delegation
- Includes the ability for users to direct review/approval requests to specific users covering for OOO employee
- Provides administrator with ability to reroute requests.

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item.

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1.2.5 Provides the ability to have dynamic forwarding, including the ability to bring back the item
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item.

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1.2.6 Provides multiple attributes to define which users participate in which steps of the workflow processes (e.g., G/L number
segments, unique groupings, project/task codes, object/spend category codes, consideration of roles, etc.)
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item.

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1.2.7 Provides the ability to record and track compliance requirements as part of a workflow
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item.

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Approvals

1.2.8 Provides integration with the City’s Microsoft 365 email system to assist in the notification for approvals, and subsequent approval through the email system and supports electronic signature and recording of transactional approvals
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item.

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1.2.9 Supports security that allows data entry to be accessible to multiple employees and approval workflow to support checking and validation of a requested transaction
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item.

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1.2.10 Provides the ability to apply signature authority to automated workflow approval
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item.

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1.2.11 Provides for eSignature support Choose an
item.

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1.2.12 Provides the ability to capture a secure signature image Choose an item.

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1.3. Document Management
The solution should provide a way to store and retrieve electronic images (i.e., purchase orders, accounts payable invoices, payroll advice, W2s, 1099s, etc.) that are attached to the appropriate transaction or employee record (i.e., an individual's paycheck and not the entire check run for the pay period) for all core modules.

Specific requirements are listed below.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 8
# Requirement Response
Code Response/Comments

1.3.1 Provides the ability to attach documents throughout the system (e.g., with JVs, POs, invoices)
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item.

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1.3.2 Supports the attachment of multiple file formats (i.e., documents, spreadsheets, images, etc.)
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item.

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1.3.3 Provides the ability to store ERP system generated documents in ERP solution database(s) and associate to / access from the related transaction or data record
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item.

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1.3.4 Provides the ability to accommodate document retention policies with respect to images managed by the system based on various retention requirements (i.e., fixed assets, bonds, etc.) Choose an
item.

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1.3.5 Provides the ability to offer drill-down/drill across features for users to view documents associated with financial, payroll, and personnel transactions
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item.

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1.3.6 Provides the ability to integrate with the existing document management solution for current and historical documents Choose an
item.

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1.4. Inquiries, Reporting and Analysis
The solution should provide a comprehensive, user-friendly, and robust reporting solution. The solution should include relevant standard reporting, ad hoc reports, queries, and exports. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

1.4.1 Provides a comprehensive inquiry and reporting capability that can access data from multiple modules
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item.

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1.4.2 Provides the ability for reports to access data across all modules in accordance with a user’s security profile
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item.

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1.4.3 Provides real-time access to data and data is immediately available for inquiry, reporting, and export for analysis (e.g., to Microsoft Excel)
- Data export functionality must include retention of
existing data formats
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 9
# Requirement Response
Code Response/Comments

1.4.4 Provides online/in-application forms and the ability to revise the forms
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item.

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1.4.5 Supports options for viewing and accessing information across multiple applications (i.e., reports and applications that include hyperlinked data that allows the user to drill down, and drill across applications)
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item.

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1.4.6 Provides the ability to allow the use of custom and complex expressions, formulas, crosswalks, etc.

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item.

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1.4.7 Provides the ability to utilize standard wild-card and fuzzy search capabilities throughout search fields
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item.

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1.4.8 Provides State-specific reports for California State Requirements Choose an item.

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1.4.9 Provides accurate A/R aging reports that reconcile with the trial balance
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item.

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1.4.10 Provides robust reporting capabilities with multiple ways to sort date (by month, fiscal year, pay period, etc.)
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item.

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1.4.11 Provides robust budget inquiry and reporting capabilities, including the ability to generate budget to actual comparisons for any “as of” date, for any vendor by department and/or
Agreement Number, or for any cost center
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item.

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Report Design

1.4.12 Provides the ability for end users to define and execute inquiries and reports without vendor or IT support, including the ability to save and share inquiries and reports among users
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item.

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1.4.13 Provides the ability to flag accounts for specific state and ACFR reporting requirements
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item.

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1.4.14 Provides the ability to copy the attributes of an existing, standard report format and to modify/customize the resulting report format to meet the City’s related business needs
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item.

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1.4.15 Provides the ability to create report comparisons for multiple years for various parameters
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item.

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1.4.16 Provides the ability for a dashboard/scorecard to include, at a minimum, user defined metrics, key performance indicators (KPIs), reports, charts, etc.

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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 10
# Requirement Response
Code Response/Comments
Report Execution

1.4.17 Provides the ability to save and “publish” ad hoc reports for shared use by other authorized users
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item.

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1.4.18 Provides the ability to execute all reports for a date range, including ability for reports to cross fiscal years
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item.

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1.4.19 Provides the ability for users to drill down in online reports and inquiry result sets to view source transactions and attachments Choose an
item.

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1.4.20 Provides the ability to view an entire report on screen prior to choosing an output option
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item.

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1.4.21 Provides the ability to define report execution parameters (i.e., fund, department, project, object, expense category, revenue category, etc.)
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item.

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1.4.22 Provides the ability to define report execution period by user- specified parameters (i.e., by a specific period/month, by a range of dates, etc.)
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item.

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1.4.23 Provides modeling tools to support “what if” analysis and forecasting (e.g., analysis of revenue/expenditure trends and the ability to develop forecast projections)
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item.

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1.4.24 Provides the ability to display inquiry results sets graphically (i.e., via pie charts, trend lines, tree map chart, columns, etc.) Choose an
item.

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1.4.25 Provides the ability to create report notification groups and inform/alert a group when report updates are available
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item.

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1.4.26 Provides the ability to choose a format when exporting a report (i.e., Excel, pdf, flat file, delimited, display, email, csv, etc.) Choose an
item.

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1.4.27 Provides the ability for reports to be sent to users and track that they were received/reviewed by staff
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item.

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2. FINANCIAL SYSTEM REQUIREMENTS

2.1. General Ledger (G/L) and Accounting
The solution should maintain accounts for transactions via elements such as fund, appropriation, program, organization, proje ct activity, cost center, object class, or any other elements needed to meet the reporting needs of the City; ensure all financial transactions post individually and/or in summary to the general ledger Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 11
regardless of the transaction source, ensuring each entry is balanced and auditable; and support accrual and cash accounting methods, creating appropriate entries needed at the end of a period (month or year) and for purposes of opening a new period (i.e. , rolling forward account balances or reversing certain year end entries).

Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

2.1.1 Provides the ability to add notes/comments/documents to transactions that post to the G/L
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item.

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2.1.2 Provides for real-time updates to the G/L after an entry receives approval
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item.

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2.1.3 Provides the ability to enforce rules for entry validation based on roles at departmental/user level to prevent incorrect account coding Choose an
item.

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2.1.4 Provides the ability to enter and track multiple dates (i.e., transactional, posting, data entry, etc.)
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item.

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2.1.5 Allows for accounts to be made active/inactive based on effective dates
- No new transactions should be allowed to post to inactive accounts
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item.

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2.1.6 Provides the ability to calculate retention amounts Choose an item.

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2.1.7 Allows for petty cash expense tracking where transactions do not hit G/L until petty cash reimbursement is processed through AP Choose an
item.

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2.1.8 Provides pooled cash accounting from multiple funds to a pooled cash account including managing due to/due from transactions and sweeps
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item.

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2.1.9 Provides the ability for short and long -term dividends/interest reported from third party managers to be posted at the fund and sub- fund levels
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item.

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2.1.10 Provides the ability to automatically allocate interest, including negative interest, based on averages calculated from fields to/from dates and accounts:
- Including the ability to establish a fund as non- interest bearing and ability to establish roll-ups to other funds.

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item.

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2.1.11 Allows for the definition of shortcut keys mapped to specific G/L strings minimizing data entry requirements.

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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 12
# Requirement Response
Code Response/Comments

2.1.12 Provides the ability to define and manage sub-ledgers Choose an item.

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2.1.13 Allows multiple periods to be open at the same time Choose an item.

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Chart of Accounts (COA)

2.1.14 Supports a flexible COA structure that allows for variable field length within each field and expanded use of segments (not less than 10) in the future
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item.

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2.1.15 Provides the ability to reclassify the COA as necessary in support of organizational changes without having to create an entirely new COA - Including ability to track, query and report account history when changes occur
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item.

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2.1.16 Allows for mixed case alpha-numeric values across all segments Choose an item.

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2.1.17 Provides the ability to import COA updates versus manual input Choose an item.

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2.1.18 Allows for object code categorization by user defined groupings Choose an item.

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2.1.19 Provides the ability to change the status at fund, accounting unit and account level
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item.

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2.1.20 Provides the ability to define segment types and limit the use of segment by module based on segment type

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item.

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2.1.21 Provides the ability to add or remove segment types based on City requirements
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item.

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2.1.22 Provides permission-based controls for access to and use of segments (e.g., by department)
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item.

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2.1.23 Provides the ability to accommodate potential City department reorganization by mapping historical transactional data from previous/original to new account structures
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item.

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2.1.24 Provides the ability to incorporate project accounts into the account string
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item.

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2.1.25 Provides the ability to add a required a project activity number at the accounting unit level
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 13
# Requirement Response
Code Response/Comments
Journal Processing

2.1.26 Provides support for the following journal processing capabilities:
one-time, automated recurring, allocations & distributions, automatic reversals (accruals), imports, and corrections, all with supporting workflow
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item.

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2.1.27 Provides a template format for ease of journal entry Choose an item.

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2.1.28 Provides the ability to incorporate a user-selected field for journal type, then have system auto assign # (example: interest allocation = “INT-304302” where INT is user assigned and 304302 is system assigned)
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item.

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2.1.29 Identifies the source of journals (e.g., budget, sub-system, import, etc.)
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item.

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2.1.30 Allows for the system to show both short and long descriptions Choose an item.

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2.1.31 Provides the ability to review journal entries from the GL detail Choose an item.

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2.1.32 Provides the ability to reject journal entries and send back to preparer with comments for rejection
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item.

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2.1.33 Provides the ability to add activity number to a journal entry Choose an item.

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2.1.34 Provides the ability to attach and view supporting documents for journal entries at the header and line detail level
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item.

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2.1.35 Provides a tool for defining custom journal imports from files generated by third-party solutions, including land management, recreation management, etc.
- Includes the ability to apply data validation rules to journals Choose an
item.

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2.1.36 Prevents the reuse / duplication of journal entry numbers Choose an item.

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2.1.37 Provides the ability to use allocation codes in support of auto- allocating expenses throughout the system (i.e., journal entry, purchase requisitions, payroll, etc.)
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 14
# Requirement Response
Code Response/Comments

2.1.38 Allows for flexible posting options (i.e., batch, approval required, automated) based on pre-defined rules, permissions, impacted ledgers/accounts, sources, etc.)
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item.

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2.1.39 Includes searchable user defined fields at the journal header and detail levels
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item.

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2.1.40 Provides ability to issue a warning when funds do not balance, insufficient budget available, and to prevent one-sided entries from being made
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item.

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2.1.41 Provides the ability, when releasing journal entries, to identify and display the list of accounting units that have insufficient funds (display the set, rather than one at a time)
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item.

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2.1.42 Supports intra-entity balancing Choose an
item.

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2.1.43 Provides option to attach supporting documentation to journal entries
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item.

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2.1.44 Provides the ability for departments to enter journal entries and automatically route for departmental and accounting review and approval
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item.

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2.1.45 Provides the ability to import journal entries from excel and drill- down to see journal entries as well as the backup
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item.

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2.1.46 Provides the ability to initiate GL corrections at the corresponding department, providing authorized users to enter the correction, then workflow through approval process and then to Finance for review and posting
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item.

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Closing

2.1.47 Provides the ability to modify period status (i.e., open and/or closed), including ability to limit access to closed periods only with approved security
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item.

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2.1.48 Provides support for period-end soft close processes (i.e., secures new entries to a closed accounting period for specific modules) Choose an
item.

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2.1.49 Provides the ability to include a checklist for required month end journals
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 15
# Requirement Response
Code Response/Comments

2.1.50 Provides automated year-end closing of revenue and expenditure accounts and the automated roll forward of balance sheet accounts (as appropriate) to establish subsequent year beginning balances Choose an
item.

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2.1.51 Allows multiple year-end closing periods (i.e., period 13, period 14, etc.)
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item.

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2.1.52 Provides the ability for authorized users to post year-end entries until the fiscal year is closed
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item.

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Cost Allocation

2.1.53 Provides the ability to allocate total costs related to an internal service fund or activity across multiple departments/divisions based on user defined factors/cost factors (i.e., employee count; square feet of office space; number of desktop computers, hours worked) Choose an
item.

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2.1.54 Provides the ability to bill from a department/division/project to another department/division/project or within a department Choose an
item.

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2.1.55 Provides the ability to select specific revenue and expenditure accounts to be compiled for future allocation/billing
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item.

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2.1.56 Provides the ability to generate a scheduled (monthly, quarterly, annually) journal voucher for the allocations/billings
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item.

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Inquiries, Reporting, and Analysis

2.1.57 Provides comprehensive end-user reporting capabilities (i.e., rich sets of data delivered to screen during regular business activities, standard/out-of-the box reports, ad hoc reporting, etc.) for all financial transactions data (i.e., various fund balance reports, general ledger, cash, transfers, due to/due from reports, etc.) Choose an
item.

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2.1.58 Provides the ability to generate “pre-posting” Trial Balance reports to ensure that essential data was not omitted in error
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item.

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2.1.59 Provides the ability to categorize and summarize transactional data in support of the Annual Comprehensive Financial Report - Includes the ability to generate Fund Financial Statements and update set-up as needed to meet reporting
requirements
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item.

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2.1.60 Provides the ability to meet federal and state reporting requirements, including the State Controller’s report, GASB 96 (accounting standards for subscription-based information technology Choose an
item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 16
# Requirement Response
Code Response/Comments
arrangements (SBITAs)), and GASB 87 ((accounting standards for leases)
- Including commitment to meet all future GASB and state reporting requirements

2.1.61 Provides the capability to generate pre-posting reports to support validation of data prior to actual posting to the GL
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item.

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2.1.62 Provides the ability for parameter-based reporting (e.g., date ranges) Choose an item.

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2.1.63 Provides the ability to build and publish annual and periodic financial statements online and in an interactive format
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item.

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2.1.64 Provides the ability to run real-time trial balances, revenue and expenditure ledgers, encumbrances, and project activity reports Choose an
item.

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2.1.65 Provides and maintains reports required by Federal and State mandates, including the Schedule of Expenditures of Federal Awards, Schedule of Expenditures of State Awards
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item.

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2.1.66 Provides automated, flexible, and efficient month-end and year- end reporting, including on key metrics (i.e., monthly expenditures by department, number of purchase orders, paychecks, AP payments, etc.)
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item.

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2.1.67 Provides the ability to download transaction data to and upload data from Microsoft Excel
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item.

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2.1.68 Supports standard financial reporting methods/reports including:
- Modified Accrual
- Full Accrual (Enterprise and Internal Service)
- Government Wide (Full Accrual) (ability to process “no- post” GASB 34 conversion entries)
- Budget Basis (Modified Accrual with custom exclusions of accounts)
- Enterprise and Internal Service Statement of Cashflows - Ability to process “no-post” entries as part of fund financial statement preparation
- Budget to Actual Fund Financials
- Ability to update and maintain statistical data
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item.
y
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 17
# Requirement Response
Code Response/Comments
- Ability to assemble the ACFR for publication in a format that allows eligibility for the GFOA award
Note disclosure and Management Discussion & Analysis
requirements (ACFR): System automatically updates numbers in the reports when journal entries are posted

2.2. Budgeting
The solution should provide an automated electronic Operating and Capital Improvement Program (CIP) budget process with decen tralized entry, workflow, and related notifications/alerts. It must track budget revisions and support mid -year amendments, support multiple year budgets and multiple year revenue and budget projections. Specific requirements are listed below.

# Requirement Response Code Response/Comments
General

2.2.1 Provides full integration with Microsoft Excel for budget development (i.e., worksheet export to Excel, data imported from Excel, Excel-based forecasting, etc.)
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an item.

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2.2.2 Provides a dashboard view for the City’s budget function - Includes ability to limit view access to certain
budget-related tasks
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an item.

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2.2.3 Provides capability for multi-year budgeting, including object, justification, and description fields for each budgeting year Choose
an item.

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2.2.4 Provides the ability to support onscreen entry, version management, and export/import functionality
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an item.

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2.2.5 Allows document attachment at the budget line-item level; attachments must stay with the line item through various budget versions and remain available as budgets are closed

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an item.

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Budget Setup / Entry

2.2.6 Provides the ability to complete the budget process within a single solution, including operating budgets, position budgets, grants, debt, and capital budgets
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an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 18
# Requirement Response Code Response/Comments

2.2.7 Supports creation of budget levels (i.e., Department level, Budget Team level, Finance Level, City Manager level, City Council level)
- Including budget entry at the department level
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an item.

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2.2.8 Provides the ability to track multiple budget versions / budget scenarios (i.e., Department Head “requested” version, Budget Division Review, City Manager “proposed accepted” version, “Council approved” version, etc.)
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an item.

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2.2.9 Provides capability for multiple budget development methods, including zero-based, prior year actuals, etc. - Includes the ability to apply increase or decrease
factors down to the object level
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an item.

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2.2.10 Provides the ability for negative amounts to be entered Choose an item.

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2.2.11 Supports workflow for budget entry, review and approval within each Division or Department
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an item.

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2.2.12 Secures access to accounts (i.e., funds, departments, objects, object categories, etc.) for budget entry based on roles/logins and specific dates
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an item.

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2.2.13 Allows for “base budget package” budgeting with the ability to group items together, capture attributes (e.g., optional or type) and add/remove items (single or in groups) at any established budget level
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an item.

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2.2.14 Allows departmental entry of budget requests, including justifications, comments, attachments, and background data related to requests; this information must stay with line-item entries through budget level-up cycles
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an item.

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2.2.15 Provides options for entering multiple items to a single account
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an item.

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2.2.16 Provides the ability to gather internal service funds proposed budgets and calculate ISF charges by end user Department / Division based on established formulas (user defined
formulas)
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an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 19
# Requirement Response Code Response/Comments

2.2.17 Supports budget entry at the Division, department, object and fund levels, including the use of sub-fields (e.g., object code Professional Services – ability to enter each prof service contract in a “sub” field / table and have it sum the total into the line item for Professional Services)
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an item.

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2.2.18 Supports the creation of automated budget allocations by fund, department and/or account according to user-specified requirements
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an item.

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2.2.19 Provides the ability to capture internal notes on budget records
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an item.

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Budget Process Management

2.2.20 Provides the ability to define a maximum or target budget amount per fund, department, division, object, and report against the defined maximum
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an item.

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2.2.21 Provides the ability to capture budget-related notes for internal (Budget division) access only
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an item.

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2.2.22 Provides the ability to distribute budgets across different funds as needed
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an item.

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2.2.23 Provides the ability to control budget rollups at multiple levels Choose an item.

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2.2.24 Provides status tracking relative to departmental budget approvals
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2.2.25 Calculates projected fund balances automatically for the current fiscal year and five out-years, rolling the ending fund balance from the previous year to the beginning fund balance of the next year. (i.e., reflecting reserves based on an established (subject to change) calculation, revenues,
expenses, and inter-fund transfers that would result in an ending fund balance, initial beginning fund balance is based on actual fund balance from the previous year.)
- Includes the ability to modify beginning fund
balances manually
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an item.

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Budget Adjustments
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 20
# Requirement Response Code Response/Comments

2.2.26 Provides support for budget adjustments and provides option to change budget-formatting from building on last year’s actuals to seed-based budgeting
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an item.

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2.2.27 Provides the ability to process mass changes to various accounts during and outside of the budget process, such as departmental or citywide reorganizations
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an item.

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2.2.28 Provides the ability to supports mid-year budget amendments and continuous mid-year adjustments
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an item.

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2.2.29 Supports tracking budget changes across budget levels and between funds
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an item.

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2.2.30 Provides the ability to request end-year budget carryovers prior to June 30 each year
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an item.

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Budget Analysis

2.2.31 Provides support for budget scenario development, including the ability to apply “what if”/factor scenarios across funds, departments, programs, and/or objects for all
budgeting/forecasting years (e.g., five year budget forecasts) Choose
an item.

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2.2.32 Provides the ability to define and use statistics (e.g., invoices paid, recruitments completed, etc.) as performance
measurements
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an item.

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2.2.33 Provides the ability to view budget-to-actuals in real-time with drill-down capabilities
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an item.

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2.2.34 Provides the ability to report on justification comments by budget line item
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an item.

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2.2.35 Provides the ability to enforce budget control for expenditures according to City-defined requirements (i.e., from a requisition, purchase order, AP or GL entry)
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an item.

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2.2.36 Provides the ability to allows users to change key underlying assumptions to impact forecasts
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an item.

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Position/Personnel Budgeting

2.2.37 Provides the ability to budget based on “locked down” position control settings
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an item.

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2.2.38 Provides the ability for labor cost budgeting Choose an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 21
# Requirement Response Code Response/Comments
- Including the ability to vary the underlying
assumptions for different labor groups

2.2.39 Provides the capability for labor cost projections and supports comparisons against actual labor costs
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an item.

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2.2.40 Provides the ability to add/delete/reallocate/move positions between operating divisions, and updates proposed budget with those changes
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an item.

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2.2.41 Provides support for longevity calculations Choose an item.

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2.2.42 Provides the ability to allocate employee costs by percentage to multiple account strings
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an item.

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2.2.43 Provides the ability for budgeting of vacant positions Choose an item.

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2.2.44 Supports position-based budgeting (Option for hours/FTE instead of dollars) to allow for analysis of changes to various factors e.g., FTE counts, COLAs, CPI)
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an item.

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2.2.45 Provides the ability to apply across-the-board budget adjustments by MOU/bargaining unit
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an item.

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2.2.46 Provides filled and vacant position budgeting processes for updating the budget to reflect changes for such things as:
- Position title and employee assigned to position
- Maximum, mid and minimum salary range
- Current salary
- Evaluation date
- COLAs and merit increases
- Special pay (e.g., bilingual pay, phone, or car
allowance)
- Adjustments to benefit cost
- Other misc. personnel related rate adjustments
Ad hoc personnel costs (e.g., other post-employment
benefits (OPEB), pension-pay off, and one-time costs).

Updates should be available for all or group of positions Choose
an item.

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2.2.47 Provides personnel budgeting processes for updating the budget to reflect changes for such things as COLAs,
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an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 22
# Requirement Response Code Response/Comments
adjustments to variable benefits, updates to fixed benefits, and other misc. personnel related rate adjustments

2.2.48 Provides the ability to add, delete, and/or revise positions being budgeted and mark/identify changes or at least that the position was changed
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an item.

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2.2.49 Provides options for FTE allocations to be based on hours, percentages, etc.; FTE allocations should also be able to be split across multiple funds while at the same time being split by hours and/or percentages between divisions
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an item.

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Capital Budgeting

2.2.50 Provides the ability to budget Capital Improvement Program projects as single year or over multiple years
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an item.

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2.2.51 Provides the ability to automates roll-forward for selected operational and multi-year Capital Improvement Program
(CIP) project budgets
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an item.

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2.2.52 Provides ability to link capital / project budgets to contract limits
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an item.

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Inquiries and Reports

2.2.53 Provides the ability to generate automated month-end budget reports following period closes
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an item.

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2.2.54 Provides the capability to generate multi-year budget to actual reports
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an item.

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2.2.55 Provides the capability to review current and prior budget amounts by year
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an item.

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2.2.56 Provides the ability through a real time interface between the budget application and the application that prepares the budget document to update tables, charts, etc. in the budget document as numbers are revised in the budget application Choose
an item.

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2.2.57 Provides the ability to create, edit, and print a budget document through Microsoft Office applications, Adobe, or another application based on data in the budget module
including the following:
- Ability to create, edit, and/or revise charts (e.g., bar, line, pie, etc.,)
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an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 23
# Requirement Response Code Response/Comments
- Supports dynamic sizing of text, tables, and charts on a page
- Ability to add images/pictures
- Provides free form space for narrative text
- Provides fields to identify and link goals to budget
data

2.2.58 Supports publication of the budget document online in an interactive format
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an item.

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2.2.59 Provides the ability through the application that prepares budget document to draft written/text information (e.g., introduction, analysis, etc.)
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an item.

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2.2.60 Integrates or interfaces with budget application for budget data used in tables, charts, and text format that allows eligibility for GFOA award
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an item.

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2.2.61 Provides the ability to track G/L trial balance details in relation to budgets
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an item.

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2.3. Contract Management
The solution should provide functionality to manage contracts. It should track and manage contract status information over th e life of the contract. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

2.3.1 Provides the ability to track aggregate contract awards to multiple vendors, including the ability to track amounts spent with each vendor to ensure that overall contract limits are adhered to
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item.

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2.3.2 Provides the ability to establish contracts with any term (i.e., start and end dates) within or across fiscal years
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item.

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2.3.3 Provides the ability to manage citywide contracts without specific encumbered amounts for multiple departments' use Choose an
item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 24
# Requirement Response
Code Response/Comments
Ideally, Purchasing would identify specific departments allowed to use contract, including allocating amounts to each, but not encumbering funds to allow for use of various funding sources; releases/orders against contract should still be reflected in real- time

2.3.4 Provides the ability to alert/notify City employees of in advance of expiring contracts/agreements, insurance documents, etc.

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item.

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2.3.5 Provides the ability for purchase orders to validate against contracts for appropriate user, G/L account, amount,
department, date, etc.

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item.

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2.3.6 Provides the ability to post contract documents with tracking of access to public web
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item.

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2.3.7 For capital projects, provides the ability to require that a contract has been entered before a purchase order may be issued
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item.

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2.3.8 Provides the ability to record and track contract limits at user specified levels over the life of the contract
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item.

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2.3.9 Provides the ability to generate a list of contracts available to departments that would allow the users to click on a vendor to see the associated contract and pricing
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item.

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2.3.10 Provides the ability to alert staff when contract limits are approaching
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item.

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Contract Setup

2.3.11 Provides the ability to track and view payments against a contract or purchase order
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item.

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2.3.12 Provides the ability to reflect credits applied by accounts payable and make appropriate amount updates automatically to contract balances (and to related purchase orders)
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item.

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2.3.13 Provides the ability to record service performance against a contract
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item.

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2.3.14 Provides the ability to purge contracts on a given schedule Choose an item.

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Workflow
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 25

# Requirement Response
Code Response/Comments

2.3.15 Provides the ability to notify vendor and send renewal notice letter for their approval, to initiate renewal process for City - Including the ability to include a copy of current pricing for their reference and updates
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item.

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2.3.16 Provides the ability for changes in contract dollar amount to trigger workflow, including that the approval process can be routed by department, contract type or amount
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item.

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Retention

2.3.17 Provides the ability for auto calculation of retention amounts by task, by percentage complete, and by dollar amount
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item.

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2.3.18 Provides the ability for multiple rates of retention based on project progress
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item.

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Inquiries and Reports

2.3.19 Provides the ability to track and view contract balances remaining
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item.

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2.3.20 Provides the ability to track progress payments Choose an item.

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2.3.21 Provides the ability to view all REQs/POs, payments, credits, and vendor history associated with the contract
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item.

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2.3.22 Provides the ability to track and view contract pricing tables Choose an item.

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2.3.23 Provides the ability to report on contracts against which no purchase orders have been entered
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 26

2.4. Procurement/Purchasing
The solution should provide fully integrated functionality supporting a range of purchasing methods from requisition through issuance of the PO. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

2.4.1 Provides the ability to allow electronic forms requests with workflow enabled review and approvals
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item.

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2.4.2 Provides the ability to support vendor groups and commodity codes for efficient analysis and procurement searches
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item.

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Requisitions

2.4.3 Provides the ability to link requisitions to contracts Choose an item.

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2.4.4 Provides the ability to perform budget checking during requisition, PO creation, and invoice processing, including related sales/use tax amount
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item.

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2.4.5 Provides the ability to add custom requisition entry fields Choose an item.

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2.4.6 Provides the ability to expedite data entry of recurring/annual requisitions (i.e., duplicate a requisition from one year to another year)
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item.

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2.4.7 Provides the ability to attach documents to requisitions Choose an item.

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2.4.8 Provides options to encumber at the requisition and PO levels Choose an item.

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2.4.9 Provides the ability during requisition entry to alert/inform the user if the vendor has open blanket purchase orders
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item.

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2.4.10 Provides the ability to add a new vendor when creating a requisition Choose an item.

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2.4.11 Provides the ability to create a requisition without selecting an existing vendor
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2.4.12 Provides real-time indication if invalid data is entered during requisition entry
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 27
# Requirement Response
Code Response/Comments

2.4.13 Provides the ability to copy an existing requisition Choose an item.

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2.4.14 Provides the ability to enforce a “hard stop” if the requisition fails budget check, invalid account, and/or invalid vendor
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item.

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2.4.15 Provides the ability to automatically route a requisition to an approver based on the originator of the requisition (e.g., departmental, object code)
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item.

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2.4.16 Provides the ability to route the requisition to different levels in the workflow
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item.

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2.4.17 Provides the ability to reject the requisition and send back to originator with comments at any level during approval workflow Choose an
item.

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Encumbrances

2.4.18 Provides the ability to show pre-encumbrances/commitments (no ledger transaction) and encumber amounts related to requisitions and purchase orders
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item.

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2.4.19 Provides the ability to automatically reverse pre- encumbrance/commitment and encumbrance amounts as
appropriate, modifications (PO is reduced/decreased) when a PO or requisition is cancelled or closed
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item.

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2.4.20 Provides real-time access to PO information related to encumbrances
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item.

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2.4.21 Provides the ability to encumber at various account/org structural levels (i.e., departments, account groups, accounts, funds, funding sources, etc.)
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item.

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2.4.22 Provides the ability to submit encumbrance master listing by account number
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item.

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2.4.23 When rolling over encumbrances at year-end, provides capability to track rollover amount separately from other budgeted amounts (e.g., rollover into a designated / separate amount field) Choose an
item.

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Purchase Orders (POs)

2.4.24 Provides the ability to update the solution’s default PO template, including Terms and Conditions
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 28
# Requirement Response
Code Response/Comments

2.4.25 Provides the ability to copy POs, including across fiscal years Choose an item.

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2.4.26 Provides the ability to attach supporting documents to POs Choose an item.

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2.4.27 Provides the ability to modify a recurring PO Choose an item.

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2.4.28 Provides the ability to attach different terms and conditions depending on type of PO (e.g., standard or open/blanket) Choose an
item.

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2.4.29 Provides the ability to require / add City Manager and City Attorney signatures and workflows for POs over a specified dollar threshold and under other special circumstances
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item.

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2.4.30 Provides the ability to link POs to contracts/agreements Choose an item.

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2.4.31 Provides the ability to add zero-dollar line items and apply discounts (negative amounts/percentage discounts, etc.) to POs
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item.

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2.4.32 Provides the ability to have a single PO associated with multiple departments, projects, and / or funding sources
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item.

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2.4.33 Provides the ability to issue POs using a variety of units of measure Choose an item.

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2.4.34 Provides an option for PO numbering to be user defined or system generated
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item.

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2.4.35 Provides the ability to support annual, blanket, multi-year, and multi-department PO types
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item.

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2.4.36 Supports multiple line items per PO with the option of associating different G/L strings within each line by amount and percentage Choose an
item.

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2.4.37 Provides the ability to identify asset tag numbers for each capital asset-related line item on a PO
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item.

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2.4.38 Provides the ability to capture internal or external justifications, notes, or comments on PO, including reason(s) for rejection - Internal comments must only be visible to City staff
members
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item.

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2.4.39 Provides the ability to define which users are authorized to override established PO limits
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 29
# Requirement Response
Code Response/Comments

2.4.40 Provides real-time expense tracking on all POs, including blanket POs
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item.

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2.4.41 Provides the ability to prevent a PO from being issued to an inactive vendor
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item.

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2.4.42 Provides the ability to email the POs to more than one email address, with copy sent to Buyer
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item.

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2.4.43 Provides real-time access to PO status including approval status and location in the queue (i.e., on screen, via dashboard, report, etc.) Choose an
item.

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2.4.44 Provides real-time access to PO information related to balances, adjustments, and postings
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item.

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2.4.45 Provides the ability to automate PO initiation after contract is awarded
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item.

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2.4.46 Provides the ability to track and display open POs and supports the maintenance of open POs over multiple years
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item.

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2.4.47 Provides the ability to issue Change Orders to a previously issued PO - Includes workflow for review and approval
- Includes the ability to update/change the associated
Vendor ID and/or the Vendor’s Tax ID if the vendor makes a change
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item.

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2.4.48 Provides the ability to receive PO line items fully and partially as needed
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item.

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2.4.49 Provides the ability to track a PO through the return process Choose an item.

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2.4.50 Provides the ability to track PO spending against a contract Choose an item.

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2.4.51 Provides the ability for staff to request releases against blanket/open POs for departmental approval and Purchasing approval over certain dollar thresholds to track real-time spend against POs (not only payments made against POs)
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item.

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2.4.52 Provides the ability to automatically close a PO when the order has been satisfied
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item.

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2.4.53 Provides the ability to “short close” (for open amounts less than the original PO amount)
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 30
# Requirement Response
Code Response/Comments

2.4.54 Provides the ability to mass close POs based on user defined parameters (e.g., at the end of the fiscal year)
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item.

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2.4.55 Provides the ability to modify current an open PO, including to increase the PO amount
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item.

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2.4.56 Provides the ability to track contingency spending if available for an awarded PO, and to reflect as a PO revision
- Note that this type of PO revision should be available for viewing only to City staff – vendors should not see such PO revisions
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item.

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2.4.57 Provides the ability to request change orders and track change order numbers, amount for each as well as cumulatively
- Including workflow for department and Purchasing review and approval
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item.

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2.4.58 Provides the ability to cap/reject change order requests at certain PO/contract percentage or amounts according to City guidelines - Note that guidelines may be updated periodically
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item.

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2.4.59 Provides the ability to automatically generate POs from established 3rd party online store (e.g., Staples) via “punch-out” ordering process
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item.

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2.4.60 Provides the ability to combine multiple requisitions on one PO Choose an item.

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2.4.61 Provides the ability to adjust taxable amounts at individual lines Choose an item.

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2.4.62 Provides the ability to categorize requisitions and POs as user defined types. (i.e., regular requisition vs. blanket PO, sole source, emergency, cooperative, etc.) and allow Buyers to override purchase type
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item.

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2.4.63 Provides the ability for authorized users to bypass the requisition process and get a PO number in emergency situations with appropriate audit controls, including an audit trail
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item.

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2.4.64 Provides the ability to release encumbrances when a requisition or PO is closed or cancelled
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item.

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2.4.65 Provides the ability for a Purchasing Manager to assign requisitions to Buyers
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 31
# Requirement Response
Code Response/Comments
Purchasing Cards (P-Cards)

2.4.66 Provides effective p-card management functionality and controls, including ability for integration with US Bank
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item.

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2.4.67 Supports managing p-card usage, processing of related payments in coordination with bank and ability to load detailed transactions Choose an
item.

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2.4.68 Provides accommodation for an expanded p-card purchase description
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item.

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2.4.69 Provides the ability to notify p-card holders via automated email of the available batch of p-card transactions awaiting updates Choose an
item.

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2.4.70 Provides the ability to split p-card transactions by fund, department and/or account specific transaction types
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item.

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2.4.71 Provides the ability to generate p-card transaction reports by department and/or cardholder name
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item.

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Year End

2.4.72 Provides the ability to define period close and roll-over dates at system and module level
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item.

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2.4.73 Supports year-end activities such as PO closure and the ability to roll POs to the new fiscal year, including providing a facility for departmental managers to identify which POs should be carried forward into a new year and appropriate treatment of carryover budget amounts
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item.

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2.4.74 Provides the ability for users to enter effective-dated purchase requisitions for the new fiscal year prior to the start of that fiscal year
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item.

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2.4.75 Provides real-time access to PO-related information, including encumbrances, balances, adjustments, and postings
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item.

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2.4.76 Provides a report or dashboard alert of POs with no activity for a user defined period
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item.

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Document Management and Workflow

2.4.77 Supports document scanning and attachment, and makes documents accessible throughout the procurement process (i.e., requisition, PO, packing slips, etc.)
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 32
# Requirement Response
Code Response/Comments

2.4.78 Provides the ability to configure alerts (percentage/dollar-based) when an invoice (or combination of invoices) is on the verge of exceeding the approved PO amount
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item.

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2.4.79 Provides options for sending PO documents to vendors - Including printed/mailed, emailed, and via vendor self- service portal
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item.

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Inquiries and Reporting

2.4.80 Provides the ability to inquire and export reports in Excel and PDF formats for the above by search fields that include but are not limited to the following:
- Date of Document (Req/PO/Contract)
- Department/Division
- Requester Name
- Requisition/PO/Contract number
- Vendor
- Amount
- Description
- Related Account Numbers
- Payments/invoices applied
- Receipt status/date
- Received by information (Name)
- City Council approval date and Staff Report Item
- Related Bid/RFP number
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item.

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2.4.81 Provides the ability to generate quarterly reports with the following fields for specified date ranges:
- Type of procurement document/transaction (P-card, PO, Contract, Blanket/Open PO)
- PO/Contract number
- Date of transaction/document
- Total amount
- Department
- Project Title/general description of items
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item.

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2.4.82 Provides detailed report with approvals, requisition and GL information
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 33

2.5. Vendor Management
The solution should provide the ability to maintain vendor information to process payments and track information related to d oing business with the City. Specific requirements are listed below.

# Requirement Response
Code
Response/Comments
General

2.5.1 Provides the ability to make use of one-time vendors Choose an item.

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2.5.2 Provides the ability to track insurance requirements and related documents needed for doing business, including business licenses.

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item.

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2.5.3 Provides the ability to automate upcoming Certificate of Insurance expiration notifications
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item.

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2.5.4 Provides the ability to send vendors emails, either individual or to all for mass communications
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item.

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2.5.5 Provides ability to complete vendor name changes Choose an item.

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2.5.6 Supports the use of employee bank information for employee reimbursements (e.g., travel expenses)
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item.

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2.5.7 Provides the ability to search vendors by commodity codes Choose an item.

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Vendor Self Service

2.5.8 Provides a vendor self-service portal with functions that include the ability to:
- Submit requests to become “registered” vendors
- Identify vendor contacts
- Upload and submit documents (i.e., invoices, w-9, licenses, insurance certificates, banking information, etc.)
- Select / designate related commodity codes
- Designate remit-to address(es)
- Designate preferred communication methods, including
provision of related email address or phone number
- Make changes to address, phone, primary contact, etc. - Check invoice/payment status
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 34

2.6. Accounts Payable
The solution should support payments to various entities including, but not limited to, vendors for services or goods, employ ees’ expenses, retirees, and other agencies. The solution should apply appropriate controls over all payments. Specific requiremen ts are listed below.

# Requirement Response
Code Response/Comments
General

2.6.1 Provides the ability for a decentralized invoice intake, including ability to view information such as department name, agreement number, PO number, material release
- Includes automated workflow for review and approval
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item.

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2.6.2 Provides intuitive/shortcut end user access to check the status of all open invoices
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item.

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2.6.3 Provides the ability for departments to review and approve open invoices, provide agreement number, PO number, provide validated GL coding
- Includes automated workflow to obtain necessary approvals, and submit payment request to Accounts Payable
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item.

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# Requirement Response
Code
Response/Comments
- View transactional history associated with purchase orders (POs)
- Submit change requests

2.5.9 Provides the ability for multiple DBAs for one legal name Choose an item.

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2.5.10 Provides the ability to add multiple contacts for a vendor, including the ability to designate a primary contact
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item.

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2.5.11 Provides the ability for multiple vendor’s addresses to be stored Choose an item.

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2.5.12 Provides the ability to establish payment terms for vendors within 30 days
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item.

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2.5.13 Prevents duplicate entry of vendor records (i.e., duplicate use of taxpayer id/SSN, company name, etc.)
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 35
# Requirement Response
Code Response/Comments

2.6.4 Provides the ability to notify departments of received invoice if received centrally
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item.

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2.6.5 Provides the ability to implement three-way matching of the PO, invoice, and receipt
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item.

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2.6.6 Provides the ability to manage vendor invoice credits and voided checks with associated adjustments to encumbrances, G/L and PO balances Choose an
item.

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2.6.7 Provides the ability to view the status of open invoices at different stages of the invoice approval process and payment issue Choose an
item.

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2.6.8 Provides the ability to identify duplicate invoice numbers from a single vendor
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item.

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2.6.9 Provides the ability to include/attach supporting vendor records to digital invoice including bill of lading, packing slip, etc.

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item.

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2.6.10 Provides the ability to alert staff if a related PO exists for the vendor at invoice input
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item.

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2.6.11 Workflow approval includes routing to multiple levels of management and notifications
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item.

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2.6.12 Provides the ability to designate an alternate approver in the event the assigned approver will be out of the office/on leave
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item.

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2.6.13 Provides the ability to issue employee reimbursements through the Accounts Payable module
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item.

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Payment Calculation

2.6.14 Provides the ability to make partial payments against an invoice Choose an item.

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2.6.15 Provides the ability to automatically alert staff of available payment discounts
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item.

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2.6.16 Provides the ability for the automatic calculation of shipping fees and taxes owed
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item.

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2.6.17 Provides the ability to automatically calculate retainage using the percentage indicated on a purchase order
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item.

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2.6.18 Provides the ability to remit retention amounts previously withheld Choose an item.

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2.6.19 Allows payments that can be scheduled over a period and with associated tracking of payment terms
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 36
# Requirement Response
Code Response/Comments

2.6.20 Allows for the tracking, deduction, and reporting of vendor garnishments, and withholdings
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item.

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2.6.21 Allows for management, security (i.e., user restrictions or redaction) and payment of various claims
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item.

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2.6.22 Provides the ability to allocate pre-payment amounts across accounting periods (i.e., for software maintenance agreements)
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item.

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2.6.23 Provides the ability to include sales and use tax owed if the vendor did not include the amount on the invoice
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item.

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2.6.24 Supports digital submission of miscellaneous payment requests (check req/direct request for payments, including associated workflow) Choose an
item.

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Payment Process

2.6.25 For multi-line-item POs, allows selection of one or more of those line items during invoice processing
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item.

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2.6.26 Provides the ability to generate Positive Pay files Choose an item.

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2.6.27 Provides the ability to support processing of 1099s and 1099 reporting requirements
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item.

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2.6.28 Allows for split vendor reporting and provide 1042-S international vendor reporting, current process is manual
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item.

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2.6.29 Provides the ability for EFT/ACH and credit card payments utilizing bank services to vendors with notification that payment was sent - Including the ability to issue ACH payments from various bank accounts
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item.

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2.6.30 Provides the ability to alert staff for previously entered invoices that are aging and where penalties may apply for late payments
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item.

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2.6.31 Provides the ability to submit travel and employee reimbursement requests via automated workflow
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item.

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2.6.32 Provides the ability to attach documents supporting travel request and employee reimbursement
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item.

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2.6.33 Provides the ability to drill down from a payment to view a related purchase order, invoice, or other related documents
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item.

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2.6.34 Supports the creation of automated splits by fund, department and/or account according to user-specified requirements
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 37
# Requirement Response
Code Response/Comments

2.6.35 Supports virtual cards (ePayables) that act as electronic payment alternatives to paper checks
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item.

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2.6.36 Provides the ability to process transactions for one-time vendors

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item.

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2.6.37 Provides the ability to process holdback or progress payments Choose an item.

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2.6.38 Provides the ability to reconcile wire transfers for miscellaneous receipts to verify posting of funds to the correct accounts
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item.

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2.6.39 Provides the ability to post transactions via AP with valid GL information Choose an item.

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Check Generation

2.6.40 Provides document storage and will create a PDF rendering of checks as part of processing with user security integration.

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item.

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2.6.41 Check rendering should provide the ability to see invoice number and PO number.

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item.

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2.6.42 Checks are stored with references ID to financial transactions at all levels, including purchase orders
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item.

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2.6.43 Provides the ability to generate more than one check for a vendor during a check process
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2.6.44 Provides the ability for multiple page checks if necessary Choose an item.

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2.6.45 Provides the ability to generate individual checks outside of the normal check processing schedule
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item.

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2.6.46 Provides the ability to reinstate the purchase order and reinstate the encumbrance after voiding a check
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item.

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2.6.47 Provides “stale check” processing support, including the ability to identify candidate checks, to designate these as “unclaimed property”, and to generate the appropriate cash and liability account entries, etc.

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item.

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2.6.48 Provides the ability to record wire transfer transactions without processing them as manual checks
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item.

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2.6.49 Provides the ability to track the payment status of checks (issued, cashed, written off to unclaimed property)
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item.

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2.6.50 Provides the ability to backdate canceled checked/reissues at fiscal year- end
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 38
# Requirement Response
Code Response/Comments

2.6.51 Provides the ability to generate check copies with necessary watermark (e.g., “COPY”)
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item.

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2.6.52 Provides the ability to prevent issuance of duplicate checks Choose an item.

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2.6.53 Provides the ability to store electronic copy of checks, including the ability to access the document image and backup documentation (purchase order) from within the ERP
- Images should state “VOID” across check
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item.

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Reporting

2.6.54 Supports flexible vendor search and reporting (invoices by vendor, vendor name, vendor checks, check data history)
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item.

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2.6.55 Provides the ability to support read only access (security setting) to Vendor Maintenance for AP Staff
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item.

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2.6.56 Provide the ability to generate active system notifications for invoice status
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item.

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2.6.57 Provides the ability to generate a real-time AP Aging Report Choose an item.

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2.6.58 Provides the ability to generate a Payment History Report, including but not limited to related GL information, PO Number, Agreement Number Choose an
item.

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2.7. General Billing (Accounts Receivable)
The solution should support invoicing of various entities including, but not limited to, citizens, former employees, business es, and other governmental entities. It should support invoicing for a variety of items such as false alarms, grants, property damage, COBRA, miscellaneous items, and services. It should record receivables and payments against customer accounts. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

2.7.1 Provides a public-facing Customer Self-Service Portal through which customers may establish authenticated accounts (with City review and approval), and view and pay invoices
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item.

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2.7.2 Provides the ability to define an invoice entry template for staff to initiate invoice process in a centralized or decentralized manner Choose an
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 39
# Requirement Response
Code Response/Comments

2.7.3 Provides the ability to issue an invoice that is tied to GL transactions Choose an item.

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2.7.4 Provides the ability to link multiple customers numbers to a single customer
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item.

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2.7.5 Provides the ability to search receivable amounts by customer, customer account number, invoice number, citation number, cite address, mailing address, accounting units and project numbers
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item.

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2.7.6 Provides a public portal for customer self-service to view account balances, view download and print billing invoices/statements, update billing addresses, make payments of multiple types, etc.

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item.

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2.7.7 Provides bar code functionality to capture customer billing information (including amount due), with bar code appearing on bills, and ability to scan and retrieve customer billing information (barcoding on invoices)

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item.

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2.7.8 Offers document storage and will create a PDF rendering of invoices as part of processing with link to transaction (The PDFs are then stored within the ERP with references to the transaction)
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item.

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2.7.9 Provides the ability to edit invoice details, including invoice amounts, following invoice creation
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item.

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2.7.10 Invoices and miscellaneous receipts have full G/L integration and prepares G/L journal transactions for proofing and posting Choose an
item.

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2.7.11 Provides the ability for effective dating invoices with the ability to bill in future periods or in arrears
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item.

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2.7.12 Provides the ability to bill for benefit reimbursement (payroll), cost recovery (projects), work orders and inter-departmental billing Choose an
item.

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2.7.13 Provides the ability to generate a variety of miscellaneous bill types Choose an item.

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2.7.14 Provides the ability for the City to define multiple invoice formats, including invoices with quantity and rate (including additional fields to annotate individual charges).

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2.7.15 Provides the ability to manage business licenses for the City, including standard workflow, customizable calculations, online payments, and reporting across the platform.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 40
# Requirement Response
Code Response/Comments
Invoice Generation

2.7.16 Provides the ability to import invoice details via an Excel/CSV file or comma-delimited file
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item.

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2.7.17 Provides the ability to generate multiple invoice types (e.g., Miscellaneous Receipts, Grant Reimbursements)
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item.

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2.7.18 Provides the ability to generate bills with installments and to provide reports to identify installment plans
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item.

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2.7.19 Provides the ability to add user-defined messages to invoices and statements
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item.

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2.7.20 Provides the ability for off-cycle, regular batch bill and mass batch bill runs
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item.

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2.7.21 Provides the ability for recurring invoices (e.g., lease statements) on an interval basis with set dates or a duration of time (i.e., weekly, monthly) Choose an
item.

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2.7.22 Provides the ability to maintain multiple (e.g., more than one) effective - dated fee schedules
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item.

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2.7.23 Provides the ability to add fees, penalties, or interest to invoices Choose an item.

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2.7.24 Provides the ability to update and change recurring invoices on as needed basis
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item.

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2.7.25 Provides the ability to include staff costs when generating invoices related to projects, including ability to attach project activity Choose an
item.

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2.7.26 Provides the ability to automatically send invoices to customers via email Choose an item.

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Payments / Payment Status

2.7.27 Provides an option for payments to immediately affect customer account balances while batches are still open
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item.

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2.7.28 Provides the ability to accommodate electronic payment processing Choose an item.

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2.7.29 Provides the ability to handle ACH payments Choose an item.

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2.7.30 Provides the ability to select from available invoices when applying payments
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item.

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2.7.31 Provides the ability to reconcile wire transfers for miscellaneous receipts to verify posting of funds to the correct accounts
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 41
# Requirement Response
Code Response/Comments

2.7.32 Provides cashiering options to update customer account balances in real time
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item.

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2.7.33 Provides the ability to track payments received by invoice at a dashboard level
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item.

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2.7.34 Provides comprehensive NSF check processing including appropriate reversing of accounting transactions and application of fees as part of “level-one” collections prior to communication to sub/external systems.

Then, communicating to sub/external systems to reverse payments, affect re-billing with additional charge(s), and associate these events with the customer’s account
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item.

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2.7.35 Provides the ability to view the payment status for an invoice based on invoice number
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item.

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Refunds

2.7.36 Provides the ability to generate refunds, including integration for payment through AP
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item.

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Accounts Receivable Workflow

2.7.37 Provides the ability to define workflow processes including automatic forwarding, including deadlines for completion, when a designated recipient is indicated as being out of the office
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item.

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2.7.38 Provides electronic workflow to route initial invoice entry (individual or batch) document to user-defined reviewers and approvers before invoice is generated and receivable is established (i.e., ability to forward outside of workflow for approval)
- Includes ability to route by department or G/L
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item.

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2.7.39 Provides the ability to generate invoices across costs centers (e.g., when multiple departments are involved in a special event, all department charges are included on the invoice)
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item.

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2.7.40 Provides the ability to write off balances with a workflow approval process
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 42
# Requirement Response
Code Response/Comments
Reporting and Inquiries

2.7.41 Provides flexible real-time reporting capabilities including but not limited to the following
- A/R Aging
- Open Receivable Reminder Letter
- Excel Cubes
- Dashboards for collection/receivable information
- Database Queries/Inquiry Screens
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item.

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2.7.42 Provides statements of cumulative activity with fields for multiple customers, dates, payments, current balances due, etc. (vs. invoices only) Choose an
item.

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2.7.43 Provides the ability to automate notification for 30/60/90 past due notices
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item.

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2.7.44 Provides the ability to send amounts 90 days past due to an external collection agency as well as generate a report for the invoices that have been sent to the collection agency
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item.

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2.7.45 Provides the ability to search and display miscellaneous invoices Choose an item.

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2.7.46 Provides accounts aging data sufficient to support collection activities Choose an item.

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2.7.47 Provides the ability to filter on one or more invoices based on search criteria and print them
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item.

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2.7.48 Provides the ability to accept electronic submission of invoices, and to track outstanding invoices
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item.

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2.7.49 Provides the ability to track progress payments, invoices, and approvals Choose an item.

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2.7.50 Provides on demand and interval-based (i.e., weekly) past due payments and aging reports with notifications
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 43

2.8. Cash Receipts (Cashiering)
The solution should support a centralized cashiering module to collect and manage payment transactions (e.g., cash, checks, c redit cards, electronic payments) from multiple locations on a daily basis. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

2.8.1 Supports immediate recognition of payments received by credit card, online or at the counter
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item.

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2.8.2 Provides the ability to automatically calculate the “convenience fee” associated with the use of a credit card for payments
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2.8.3 Supports multiple tender types (cash, check, credit card, etc.) in a single transaction
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item.

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2.8.4 Provides the ability to associate a customer with a transaction / payment Choose an item.

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2.8.5 Provides the ability to associate payments with different collection points / locations (i.e., over the counter, via the internet, etc.) Choose an
item.

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2.8.6 Provides for credit card chip reader, check endorser, document scanner, receipt printer, cash drawer and Pi/PCI compliance capabilities Choose an
item.

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2.8.7 Provides the ability to interface with third party systems via a flat file or API
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item.

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2.8.8 Audit tracking for users/groups/transactions Choose an item.

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Payments

2.8.9 Provides the ability to integrate with bar code scanners to capture invoice details
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item.

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2.8.10 Provides the ability to integrate with signature capture devices Choose an item.

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2.8.11 Provides the ability to display default values for certain payments (i.e., amount, quantity, etc.), including ability for cashier to override Choose an
item.

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2.8.12 Provides the ability to print receipts and forms for customer payments/transactions
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item.

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2.8.13 Provides the ability for customization of receipt forms, including the use of custom fields
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 44
# Requirement Response
Code Response/Comments

2.8.14 Provides the ability to void payments, including an appropriate workflow process for review
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item.

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2.8.15 Provides bar code functionality to capture customer billing information (including amount due), with bar code appearing on bills, and ability to scan and retrieve customer billing information
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item.

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2.8.16 Provides for the ability to accept online payments for business licenses, Transient Occupancy Tax, permits, and other items
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item.

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End of Day

2.8.17 Supports the daily tracking and posting of transactions and deposit amounts by user, including payment type (i.e., cash, credit cards, checks, etc.) for end of day balancing and reconciliation
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item.

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2.8.18 Provides the ability to track deposits in transit/cash in vault Choose an item.

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2.8.19 Provides the ability to have multiple batches, but only one (1) cash drawer per workstation
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item.

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Inquiries and Reports

2.8.20 Provides daily reports to prepare deposit slips, track daily receipts (i.e. cash denominations, check totals, etc.)
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item.

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2.8.21 Provides the ability to track and report all monthly cash (and cash equivalents) receipted in and disbursed out
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item.

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2.8.22 Provides the ability to track and report the number of specific types of transactions by certain time frame (i.e., the number of EFTs in a specific month or number of ACHs executed during year, the number of deposits on a specific date, etc.)
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2.8.23 Provide the ability to create custom reports using data fields within the module
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item.

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2.8.24 Provides the ability to access underlying data for reporting/analysis Choose an item.

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2.8.25 System provides a reporting dashboard for collection activity Choose an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 45

2.9. Developer Deposits
The solution should provide the capability to receive, track, and manage developer deposits via integration with the City’s I nfor system. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

2.9.1 Provides the ability establish of trust / deposit accounts tied to specific projects, and issue a receipt for the deposit amount
- Including ability to integrate deposit activity details (i.e., fees, project charges, and refunds) between the proposed financial solution and the City’s Accela planning and permitting
platform
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item.

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2.9.2 Provides the ability to charge project expenses against the project (i.e., staff time, public noticing, postage, etc.)
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item.

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2.9.3 Provides the ability to track remaining balances in deposit or trust accounts and notify assigned staff and applicant when the balance approaches and/or falls below minimum balance limits (based on amounts or percentages)
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2.9.4 Provides the ability to complete a refund of remaining deposit amounts once a related project has been completed
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2.10. Inventory Management
The solution should include an inventory/warehouse management function to track and manage inventory including location, cost , and counts. It must support multiple methods of valuation, and surplus disposal. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

2.10.1 System accommodates a centralized inventory management system that accommodates multiple departments using inventory from one or more locations
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 46
# Requirement Response
Code Response/Comments

2.10.2 Provides for multiple units of measure on orders, as well as different units of measure for issuance (e.g., cable orders by the spool, and issuing in units of linear feet)
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item.

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2.10.3 Provides the ability to track multiple item types and/or allows sub- categories under a parent item, including location tracking Choose an
item.

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2.10.4 Provides the ability to enter inventory items either manually or through import
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item.

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2.10.5 Provides the flexibility to accommodate lengthy inventory item descriptions
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item.

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2.10.6 Provides the ability for inventory valuation with options for FIFO, LIFO, historical cost and weighted average cost
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item.

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2.10.7 Provides the ability to manage inventory at multiple locations Choose an item.

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2.10.8 Allows inventory items to be associated with service orders/jobs for purposes of determining inventory expenses connected with specific activities
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item.

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2.10.9 Provides the ability to upload/attach images of any inventory item Choose an item.

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2.10.10 Provides the ability to track non-inventory items (i.e., consumables, etc.) Choose an item.

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2.10.11 Provides the ability to track non -inventory assets (e.g., vehicles), including related details, useful life, and disposal methods Choose an
item.

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2.10.12 Provides the ability to identify and track inventory locations to multiple levels of detail (i.e., Warehouse, Aisle, Shelf, Area, etc.) Choose an
item.

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2.10.13 Provides the ability to capture and track rolling stock items and quantities
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item.

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2.10.14 Provides the ability to support barcoding, QR code and/or RFID integration
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item.

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2.10.15 Provides the ability to generate an inventory catalog, including images, descriptions, and pricing
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item.

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Inventory Receiving

2.10.16 Provides a receiving process for all items received at decentralized receiving areas
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 47
# Requirement Response
Code Response/Comments

2.10.17 Provides the ability to categorize and analyze inventory costs and item usage based on user-defined classifications, including GL account numbers
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item.

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2.10.18 Provides the ability for barcoding/scanning of inventory for receiving and disbursement
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item.

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Requests and Issuance

2.10.19 Provides the ability to submit inventory requests online, including workflow for review and approval, and with “shopping” capability similar to the Amazon experience
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item.

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2.10.20 Provides the ability for smart search functionality related to inventory items
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item.

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2.10.21 Provides the ability to display real-time inventory amounts at the time of order request
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item.

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2.10.22 Provides the ability for managing inventory cycle counts by various methods (annual, partial, etc.)
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item.

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2.10.23 Provides the ability for issuances of pick tickets and delivery tickets along with associated forms
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item.

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2.10.24 Provides the ability to reconcile inventory at year-end, at other specified intervals, and on-demand
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item.

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2.10.25 Provides the ability to automatically update inventory when a final invoice versus requisition and provides ability to charge departments/cost centers for usage of inventory including adding markup; creates journal entry to reduce inventory and charge department is generated
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Inventory Replenishment

2.10.26 Provides the ability to automate inventory replenishment at pre- defined reorder points (e.g., minimum / maximum levels) with associated notification/ workflow / approvals
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2.10.27 Provides the ability to auto -request and restock inventory at City - specified levels
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item.

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2.10.28 P r o v i d e s t h e a b i l i t y t o t r a c k t h e m o s t r e c e n t v e n d o r s o u r c e f o r a n y inventory item
- Includes the ability to view all potential vendors for any inventory item(s) to review available pricing
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 48

2.11. Fixed Asset Management
The solution should provide asset management functionality fully integrated with the general ledger to create, capture, and m aintain information (asset ID, cost, dates, etc.) associated with leased and capitalized assets. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
Asset Acquisition

2.11.1 Provides the ability to track and manage capitalized and non-capitalized assets
- Including technology assets
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item.

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# Requirement Response
Code Response/Comments

2.10.29 Provides the ability to manage quality control for inventory received (i.e., to identify any rejected items and reasons for rejection, etc.) Choose an
item.

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2.10.30 Provides the ability to auto create inventory items via purchasing or p - card transactions
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item.

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2.10.31 Provides reporting/dashboards on common inventory datapoints such as reorder thresholds, item status, transactions history, etc.

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item.

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2.10.32 Provides the ability to manage and track consignment inventory (inventory items available to but not directly owned by the City) Choose an
item.

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2.10.33 Provides the ability to enter, track and manage serialized inventory items (e.g., water meters)
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item.

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2.10.34 Provides the ability to support inventory auditing procedures that checks and balances physical inventory counts to inventory records, including generating journal entries for adjustments
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item.

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Inventory Costs

2.10.35 Provides the ability to assess charges to departments for receiving, tracking, and delivering incoming shipments
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item.

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2.10.36 Provides the ability to auto create journal entries and charge departments/cost centers for usage of inventory
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item.

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2.10.37 Provides the ability to track palletized inventory by occupied square footage and to charge back a related fee to the source department for storage
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 49
# Requirement Response
Code Response/Comments

2.11.2 Provides the ability to identify and track all “continuing property” which are fixed assets under $5,000 that are not capitalized (e.g., computers) Choose an
item.

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2.11.3 Supports workflow options for purchase requisitions that indicate that the requisition includes a potential asset purchase
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item.

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2.11.4 Allows multiple funding sources per asset, including bond, grant funding and other funding sources
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item.

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2.11.5 Provides the ability to split an existing asset across funding sources Choose an item.

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2.11.6 Provides the ability to define/record asset custodians Choose an item.

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2.11.7 Provides the ability to record and track data related to specific grant requirements
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item.

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2.11.8 Supports barcoding/scanning of assets with serial numbers or asset IDs, or tag IDs
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item.

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2.11.9 Provides, or interfaces with asset tag solution Choose an item.

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2.11.10 Provides the ability to copy assets to expedite the creation of new asset records
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item.

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2.11.11 Provides the ability to identify a group of ‘like’ assets (e.g., police cars) and create the necessary set of asset records based on the quantity acquired
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2.11.12 Provides the ability to link a new asset to a retired asset, and to add a new asset to a current active asset
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item.

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2.11.13 Allows for creation and/or identification of an asset as part of a PO or Invoice by dollar amount, G/L string, etc.

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item.

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2.11.14 Provides the ability to establish many-to-many relationships between assets and POs
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2.11.15 Provides the ability to track capitalized and non-capitalized assets along with new assets
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item.

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2.11.16 Provides the ability to create asset schedules with asset type detail.

Ability to generate asset schedules by fund type to meet ACFR footnote requirements
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item.

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Asset Capitalization
Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 50
# Requirement Response
Code Response/Comments

2.11.17 Provides the ability to track improvements on an asset that has been capitalized
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2.11.18 Provides the ability to track and record work in progress (CIP), including the ability to generate CIP Schedules at any given time by asset type (e.g., general fixed assets, infrastructure)
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2.11.19 Provides the ability to add adjustments to prior year balances Choose an item.

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2.11.20 Provides the ability to tie asset(s) to a CIP project and capitalize amounts and capitalize different types of assets within a project Choose an
item.

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2.11.21 Provides the ability to identify and record all capitalizable costs associated with construction or purchase of an asset
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item.

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2.11.22 Provides the ability to override capitalization thresholds Choose an item.

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2.11.23 Provides the ability to establish and update multiple capitalization thresholds depending on asset type
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item.

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2.11.24 Provides the ability to track submission of a Notice of Completion when a CIP project has been finished, to trigger capitalization of the asset Choose an
item.

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Asset Management and Maintenance

2.11.25 Provides the ability to roll assets forward between fiscal years Choose an item.

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2.11.26 Provides the ability to reclassify an asset or group of assets between funding sources (i.e., between proprietary and governmental funds) Choose an
item.

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2.11.27 Provides the ability to track estimated useful life of an asset Choose an item.

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2.11.28 Provides the ability to forecast replacement values based on values in fixed asset inventory
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2.11.29 Provides the ability to perform an asset inventory Choose an item.

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2.11.30 Provides the ability to define parent/child associations for assets - Including the ability to define different account distributions and asset classes between parent and child assets
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2.11.31 Provides the ability for users to classify costs as capitalized/non - capitalized
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 51
# Requirement Response
Code Response/Comments

2.11.32 Provides the ability to include changes of asset useful life, value basis or salvage value results in auto depreciation recalculation and recording Choose an
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Asset Depreciation

2.11.33 Provides the ability for depreciation to be calculated at various intervals (end of year, prior fiscal year, mid-year, End of -month, etc.) and allows for pro-rated depreciation
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2.11.34 Supports various asset depreciation schedules, the ability to change depreciation methodologies and (from a point in time) recalculates depreciation based on the remaining life
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2.11.35 Provides the ability to support straight line depreciation model as well as alternative depreciation models
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2.11.36 Provides the ability to pause depreciation of a single asset Choose an item.

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2.11.37 Provides the ability to track accumulated depreciation Choose an item.

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2.11.38 Provides the ability to allow assets to be designated as non-depreciable Choose an item.

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Asset Disposition

2.11.39 Provides the ability to specify and review activity related to the asset depreciation calculation method applied to any asset
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2.11.40 Provides the ability to fully/partially retire an asset, including the ability to track approval process flow
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2.11.41 Provides the ability to flag assets with disposal restrictions and display message before retiring an asset
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Miscellaneous

2.11.42 Provides the ability to track donated assets Choose an item.

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2.11.43 Provides the ability to attach supporting documents to an asset Choose an item.

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2.11.44 Provides the ability to make adjustment to assets easily, such location, division, quantity unit
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2.11.45 Ability to transfer assets between funds and/or divisions as well as make adjusting accounting entries along with maintaining history Choose an
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 52
# Requirement Response
Code Response/Comments
- Note that adjustments require associated workflow review and approval

2.11.46 Provides the ability for effective dating of an asset Choose an item.

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2.11.47 Allows for an upload/import of multiple assets at one time (new adds, deletes, updates, retirements, and transfers)
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2.11.48 Provides the ability to identify multiple funding sources for any asset acquisition
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2.11.49 Provides the ability to track the physical location and status of any asset (i.e., active, disposal dates, etc.)
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Reporting

2.11.50 Provides the ability to accurately track and report asset details and asset corrections
- Including assets with multiple funding sources
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2.11.51 Provides the ability to generate a full fixed asset schedule showing beginning balances, additions, deletions, and ending balances for any or all fixed assets
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2.11.52 Tracks assets disposal and salvage value, detailed depreciation reports, asset acquisition reports, CIP reports and asset transfer reports Choose an
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2.11.53 Provides the ability to generate asset listing reports by department at a specific point in time. (i.e., month end, Fiscal Year end, etc.) Choose an
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2.11.54 Allows options to extract and analyze data (i.e., canned reports, custom reports, Excel exports, etc.)
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2.11.55 Provides the ability to generate a custom report that details the asset basis, depreciation, Life to date, book value, quantity, and attributes such funding sources, whether Grant funded, etc.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 53

2.12. Project and Grant Accounting
The solution should provide functionality to manage projects, including Capital Improvement Program projects (CIPs) and non -CIP projects (i.e., Special Events).

Functionality should include tracking funding sources and budget to actual expenditures, and the ability to associate projects into multiple categories and subcategories. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

2.13.1 Provides automated workflows for project activity setup and budget change orders
- Including notifications, task assignment to authorized project managers and accountants, documentation of approver name and date/time approved
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2.13.2 Supports integration with the proposed solution’s billing functionality for reimbursements at a project or grant level
- Billing will be based on actual expenses
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2.13.3 Provides the ability to integrate with the proposed solution’s budget functionality in support of budget transfers
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2.13.4 Provides the ability to establish multiple funding sources for a single project or grant
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2.13.5 Provides the ability to manage grant funded projects with matching funds Choose an item.

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2.13.6 Provides the ability to attach a project activity to an expense account, a revenue account, and a liability account (such as retention payable and grant advance
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2.13.7 Provides the ability to automatically apply reimbursement revenues to the billed project activities
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2.13.8 Provides the ability for projects and grants to have alpha-numeric naming conventions
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2.13.9 Provides the ability to assign a range of accounting units and accounts to a project activity
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2.13.10 Provides the ability to link grant and project tracking for ease of tracking costs (tracking expenses for grants from project costs) Choose an
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2.13.11 Provides the ability for system to have multiple grants support a project or vice versa
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 54
# Requirement Response
Code Response/Comments

2.13.12 Provides the ability to enter and track time against specific grants and projects, including related accounting information
- Including integration with the proposed solution’s time entry function to eliminate the need for double entry of time and attendance data
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2.13.13 Provides the ability to generate journals to track matching funds via amount or percent
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2.13.14 Provides the ability to post journal entries to project activities only (not to G/L), including detailed audit trail
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2.13.15 Provides the ability to split costs across funding sources by percentage or dollar amount
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2.13.16 Provides the ability to add, update and / or remove funding sources Choose an item.

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2.13.17 Provides the ability to create and track user defined attributes for grants and projects (e.g., project status, capitalization, accountant) Choose an
item.

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2.13.18 Provides the ability to attach documentation to projects and grants (e.g. , grant awards, staff report, grant summary form)
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2.13.19 Provides the ability to track developer deposits (pre-payments), apply to open invoices, transfer credits from one account to another, and process refunds. Ability to view supporting documents for deposits collected Choose an
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2.13.20 Provides the ability to set alerts that notify of overrun by period, year to date, total budget, or to generate warnings about open POs, encumbered but unreceived invoices, etc.

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2.13.21 Provides the ability to set project budget edits for payments and journal entries
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2.13.22 Provides the ability to generate automated reminders for invoice generation Choose an item.

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Grants

2.13.23 Provides the ability to track and apply workflow to grants from application, to award, to closure
- Including ability to identify a grant source as federally based, state- based, or other
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2.13.24 Provides the ability to document (via a customizable checklist) and track requirements for a grant
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 55
# Requirement Response
Code Response/Comments

2.13.25 Availability of user-defined fields to track council actions and grant agreements
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2.13.26 Provides the ability to capture the name of the authorized signatory for a grant on the grant record
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2.13.27 Provides the ability for department-level access to manage grant-related agreements, contracts, data and transactions, with concurrent, centralized notifications and oversight by the City’s Finance Department Choose an
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2.13.28 Provides the ability to send reminders to fulfill requirements Choose an item.

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2.13.29 Provides the ability to charge overhead on subcontracted portion of grant Choose an item.

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2.13.30 Provides the ability to track grant reimbursement requests Choose an item.

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2.13.31 Provides the ability to set reminders, by date or threshold, to submit for grant reimbursement
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item.

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2.13.32 Provides the ability to allocate grant amounts and invoices utilizing a cost pool (multiple funding sources)
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2.13.33 Provides the ability to specify whether a grant invoice will be generated using direct, billable (user defined) or actual, incurred costs for reimbursements Choose an
item.

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2.13.34 Supports complex grant management where some grants incorporate outside agencies who are subrecipients within the grant Choose an
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2.13.35 Provides the ability for comprehensive grant reporting with the ability to track funding, expenses, and revenue allocation
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2.13.36 Provides the ability for the tracking of specific funding requirements for local return funds from Metro and federal grants to avoid penalties Choose an
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2.13.37 Supports distinct tracking of Capital and Non-Capital grants Choose an item.

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2.13.38 Provides the tools required to ensure expenditures are correctly charged to the appropriate grant agreement, reducing manual errors Choose an
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2.13.39 Provides the ability to ensure that grant service dates enforced to not allow expenditure or revenue transactions outside of date range Choose an
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2.13.40 Provides the ability to generate notifications when actual revenues exceed grant terms
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 56
# Requirement Response
Code Response/Comments

2.13.41 Provides the ability to tie into G/L, customize grant reporting for compliance with grant submission requirements, link to related Purchase Orders, Contract, Invoice, Fixed Assets, etc.

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2.13.42 Provides robust search capabilities to support searched using multiple criteria such as grant name, category, and award year, with wildcard and smart search functionality
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Projects

2.13.43 Provides the ability to establish projects with flexible start dates (e.g., not fiscal-year start), and which cross multiple fiscal years - Including the ability to establish one or more sub-projects Choose an
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2.13.44 Provides the ability to track project details based on project activity by period and over the life of the project
- Including real-time status
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2.13.45 Provides support for project accounting that crosses multiple fiscal years Choose an item.

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2.13.46 Provides the ability to capture in-house labor costs for CIP projects Choose an item.

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2.13.47 Provides the ability to utilize budget edit control at posting level Choose an item.

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2.13.48 Provides the ability to perform a “soft close” for final cost adjustments Choose an item.

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2.13.49 Provides the ability to capture effective dates for project closures Choose an item.

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2.13.50 Supports multi-year project budgets and expenditures (at the object level) - Including the ability to monitor budgets and progress for ongoing projects
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2.13.51 Provides for streamlining of the year-end carryover process, allowing project estimates and adjustments to be entered for both single- and multi-year projects
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2.13.52 Provides the ability to convert one project into multiple assets Choose an item.

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2.13.53 Provides real-time project budget balances with the option to include pending staff time or pending invoices in process
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 57
# Requirement Response
Code Response/Comments

2.13.54 Provides the ability to project-related PO balances Choose an item.

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2.13.55 Distributes costs and units (including labor hours/costs and related benefits/burden expenses) to as many projects (job phases) and sub- divisions (job-sub-phases) as the user wishes to establish including funding splits/use of allocation codes
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2.13.56 Provides the ability to supports project validation of reimbursable budget Choose an item.

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2.13.57 Provides flexibility to determine whether project costs should be capitalized Choose an item.

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2.13.58 Provides the ability to track asset maintenance projects (including enhancement and transfers) and projected associated costs Choose an
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2.13.59 Provides automated tools to reconcile revenues and expenditures, including billed but not received amounts
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2.13.60 Provides the ability to capture an audit trail of changed records and fields Choose an item.

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Inquiries and Reporting

2.13.61 Provides the ability to export query results and other data filters to multiple file formats (i.e., Microsoft Excel, PDF, etc.), including retention of the data formats
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2.13.62 Provides the ability to filter grant and project detail inquiries and reports by multiple selections, including department/division
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2.13.63 Provides ability to capture, manage and report budget, encumbrances, expenses, and retention amounts for each project including the ability to establish project parent-child relationships
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2.13.64 Provides the ability for secure, role-based access to cleared checks and reimbursement data to reduce the dependency on finance staff and improve grant tracking
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2.13.65 Provides the ability to create reports of projects at 90% utilization Choose an item.

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2.13.66 Provides ability to track actual, committed, and estimated (or budgeted) costs including fund releases, and supports intermittent and documented project reviews
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 58
# Requirement Response
Code Response/Comments

2.13.67 Provides the ability to generate a Grants Master report by department and grant, including details to be specified by the City
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2.13.68 Required reporting includes but is not limited to the following:
- CIP/Capital Projects Budget/Actuals, including the number of open projects per fund and the remaining funding
- Comprehensive Grant Reporting of total grant and project expenditures and revenues, including those that span multiple fiscal years
- SEFA (Schedule of Expenditures of Federal Awards) for Single Audit Report
- State Capital Improvement Annual Budget Book and seven-year plan
- Ability to query data/flexible reporting options (e.g., users to drill down from purchase orders to grant and project details and vice versa, and view details and attachments)
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2.13.69 Provides the ability to run a customized project and activity analysis report as of a specified date, with user defined filters - including (but not limited to) budget, prior year expenses, current year expenses, encumbrances, balance available, billed, revenues, unbilled, billed not received, and selected attributes
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2.13.70 Provides ability to inquire and run report of transaction details for specified project activities and date range, with user-defined filters – including G/L and A/P information (such as check #, check date, invoice #, invoice date) Choose an
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2.13.71 Ability to run an Encumbrance Report as of a specific date Choose an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 59

2.13. Debt Management
# Requirement Response
Code Response/Comments
Debt Management

2.14.1 Allows for tracking and management of diverse debt issuances and lease agreements covering such things as vehicles, real property, general obligation bonds, multi-function office machines, etc.

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2.14.2 Manages amortization schedules (including the ability to amortize gains and losses) and related payment processes
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2.14.3 Includes sub-ledger functionality, including the ability to:
- Track pledged revenue
- Track principal and interest
- Track debt margins
- Link to assets and map via link to GIS data
- Link to invoices
- Track payments
- Integrate journals with the general ledger
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2.14.4 Separates debt by type/fund/purpose supporting scenarios where a single facility has many debt vehicles issued for its benefit
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2.14.5 Provides the ability to set user defined fields related to debt instruments Choose an item.

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2.14.6 Provides the ability to track and report on:
- Average age of debt
- Unamortized premiums and discounts
- Unamortized deferred amounts on refunding
- Debt services by funding source
- Custom categories
- Schedules to be used in the ACFR
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2.14.7 Provides debt service forecasting capabilities and scenario building Choose an item.

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2.14.8 Maintains extensive transactional history in support of City’s retention requirements and to associate refinanced bonds with original issuance data Choose an
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2.14.9 System should support interfacing with third-party debt management tools Choose an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 60
# Requirement Response
Code Response/Comments

2.14.10 Provides the ability to track outstanding debt and set reminders for upcoming payments and to support financial reporting
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2.14.11 Provides the ability to generate related journal entries for payment transactions
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2.14.12 Provides the ability to link the payment to the debt payment voucher (DPV) Choose an item.

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2.14.13 Provides the ability to manage debt payments through workflow Choose an item.

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2.14. Bank Management and Reconciliation
The solution should provide the ability to manage and reconcile multiple bank accounts and transfer funds between the account s. Specific requirements are listed below.

# Requirement Response
Code Response/Comments

2.15.1 Tracks cash balances on all funds by sub-fund and project (Pooled equity) Choose an item.

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2.15.2 Provides bank interfacing, using transaction codes defined by the Bank and the City
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2.15.3 Provides automated daily check clearing process with bank Choose an item.

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2.15.4 Supports check reconciliation based on non-standard bank files Choose an item.

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2.15.5 Supports bank reconciliation via current BAI file structures Choose an item.

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2.15.6 Provides various status levels for all transaction types (checks, payments, eft, wires, etc.)
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2.15.7 Integrates and codes (reference IDs) third-party receipts (cash, checks, credit/virtual cards, lockbox files), NSFs, refunds, etc. data with bank reconciliation management functions in support of auto-clearing/matching transactions
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 61
# Requirement Response
Code Response/Comments

2.15.8 Accomplishes bank reconciliation through an integrated feature rich tool that provides related reporting and supports creation of correcting journals based on reconciling items while accounting for items in transit - Data must be automatically drawn from AP, AR, GL, and Cash Receipts modules to facilitate transactions matching and reconciliation
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2.15.9 Provides the ability to manage and reconcile multiple bank accounts and to transfer funds between the accounts
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2.15.10 Allows user-defined interest allocation methodology based on nature of investments generating income
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 62

3. PAY ADMINISTRATION AND PAYROLL REQUIREMENTS

3.1. Pay Administration (Salary Management)
The solution should provide functionality to manage employee pay including wages, special pay, employee loans, State, Federal and local taxes, accruals and Federal and State legislation including Fair Labor Standards Act and Family Medical Leave Act. Spec ific requirements are listed below.

# Requirement Response
Code Response/Comments
General

3.1.1 Provides an efficient method for the input / import of salary schedules by union and fiscal year/calendar changes
- Including the ability to accommodate future effective
dates for changes
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3.1.2 Provides the ability for wages to be based on user defined rules (i.e., status, overtime rules and eligibility, out of class, longevity pay code, premium pays, multiple work schedules, Fair Labor Standards Act (FLSA) overtime, accommodating FLSA split days, etc.)
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3.1.3 Supports setup of earning codes, wage scale, deductions codes and others based on bargaining unit level
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3.1.4 Provides the ability to establish future-dated pay rate assignments for new hires and existing employees having changes such as promotions or cost-of-living adjustments Choose an
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3.1.5 Supports multiple earning/pay codes including, but not limited to, acting pay, working out of class pay, and special pays that may change between pay periods
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3.1.6 Provides the ability to support multiple employee groups with different benefits (i.e., e.g., differing premiums, etc.)
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3.1.7 Provides the ability to support biweekly or semi-monthly pay periods
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3.1.8 Provides the ability to define premium pays in either percentage or flat-rate terms
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3.1.9 Provides the ability to automate FLSA overtime calculations for complex schedules, eliminating the need for manual calculations - Including for retro pays
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 63
# Requirement Response
Code Response/Comments

3.1.10 Provides the ability to accommodate special assignment pay, health program participation bonuses, and similar items Choose an
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3.1.11 Provides the ability to prorate special pays for mid-period starts Choose an item.

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3.1.12 Provides the ability to maintain consistent step variances between steps, including when inflating step amounts (e.g., if two steps are separated by 5.5% and an inflation adjustment is applied to the values, the resulting values must be separated by the same 5.5%)
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3.1.13 Provides the ability to do paycheck modeling for employees ‘what-if’ analysis and modeling for salary increases, benefit changes, CPI/COLA increases, etc.

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3.1.14 Provides the ability to calculate step, increment, and percentage pay adjustments (CPI/COLA) for all or a group of employees (e.g., bargaining units, classes, etc.) and then mass updates the changes
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3.1.15 Provides ability to accurately allocate payroll expenses across fiscal years when a pay period crosses from one fiscal year to another
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3.1.16 Provides an automated process to calculate retroactive pays, including all special pays associated with the employee Choose an
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3.1.17 Provides ability for payroll staff to view an employee’s pay advice for the current or any prior pay periods
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3.1.18 Provides the ability to track beginning of benefit date, benefit used date, etc.

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3.1.19 Provides the ability to automatically generates payables for payroll deductions (i.e., insurance, pension, taxes, etc.) Choose an
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3.1.20 Provides the ability to upload required documentation Choose an item.

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3.1.21 Provides capability for adherence to established State employment regulations (e.g., minimum wage laws)

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3.1.22 Provides ability to override a default salary or benefit premium, by authorized user, on a case-by-case basis
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 64
# Requirement Response
Code Response/Comments

3.1.23 Provides ability to accommodate differing pay rates within a pay period (i.e., change in salary due to a salary adjustment, etc.) Choose an
item.

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3.1.24 Provides the ability to support flexible definition of shift work and work schedules to ensure compliance with FLSA law
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item.

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3.1.25 Provides salary and benefit costing tools to support labor negotiations and financial planning
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item.

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Notifications

3.1.26 Provides the ability to track when employees are eligible for scheduled pay raises (i.e., longevity pay code) and provides automated workflow to notify supervisor of scheduled pay raise.

Upon supervisor approval, triggers automated notification that:
- Automatically notifies employees and their supervisors - Automatically updates employee records in HR and
Payroll systems/modules to reflect changes in pay
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item.

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3.1.27 Provides automated workflow notifications based on City- specified parameters (i.e., when an employee within a specified bargaining unit reaches a specified number of work hours within a period, when an employee approaches/reaches a specified limit of work hours for a period, when child a dependent approaches/reaches the 26-year-old cutoff age for benefit eligibility, etc.)
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Garnishments

3.1.28 Provides the ability to manage multiple garnishment cycles (e.g., 24 pay periods and 26 pay periods)
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3.1.29 Provides the ability to establish multiple garnishments using the same garnishment code for a single employee
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item.

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Reporting

3.1.30 Provides the ability to monitor, adjust, comply, and report to CalPERS the proper compensation amounts
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3.1.31 Provides the ability to generate CA state unemployment report Choose an item.

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3.1.32 Supports 834 reporting and COBRA Billing Choose an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 65
# Requirement Response
Code Response/Comments

3.1.33 Provides an ability to maintain and report FLSA information as required by legislation
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item.

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3.1.34 Provides the ability to review/reprint a payroll register for a prior pay period
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3.1.35 Provides ability to report Family Medical Leave Act (FMLA) leave on an employee time entry
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3.1.36 Allows for reporting accrual and usage of benefit Choose an item.

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3.1.37 Provides the ability to generate ad hoc report of worker’s compensation payments
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3.2. Payroll
The solution should support the importing and entering of time from multiple sources; calculate employee payroll, deductions, and accruals based on components managed in the HR benefit and pay administration module; process payments for government and 3 rd party agencies (e.g., benefits, retirement, etc.); support State, Federal, and local tax filings; and support electronic workflow. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

3.2.1 Provides the ability to interface required payroll/earnings data with Governmentjobs.com, CalPERS
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3.2.2 Provides the ability for processing payroll for non-city employees in compliance with the City’s Joint Powers Agreement to process payroll for Animal Control Officers
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3.2.3 Provides the capability to include premium/extra pays in overtime pay calculations
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3.2.4 Provides the ability to calculate / generate retro pays Choose an item.

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3.2.5 Provides the ability to execute off-cycle payrolls Choose an item.

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3.2.6 Supports the ability for employee to communicate miscellaneous information that ensures sick time payout processing in a single system
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 66
# Requirement Response
Code Response/Comments

3.2.7 Provides and enforces rule-based validation and prevents duplicate earning codes at employee level, etc.

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3.2.8 Provides user-defined exception hours analysis Choose an item.

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3.2.9 Provides the ability to support multiple ‘re-runs’ of (trial-run) payroll prior to final payroll run
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3.2.10 Provides ability for payroll staff to review payroll results prior to commitment, and accommodates options for correcting,
updating information to process payroll (options include updating the source and re-running etc.) without completely restarting the payroll process
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3.2.11 Generates paychecks, direct deposits (supporting deposits across multiple accounts on a single check), ACH files,
ASRS/PSRS files, and related positive pay files, etc.

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item.

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3.2.12 System allows for up to 5 separate direct deposit account options per employee with a payroll run
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3.2.13 Supports employee payroll and HR changes with electronic Personnel Action Forms
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3.2.14 Provides the ability to allow late posting entry Choose an item.

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3.2.15 Provides the ability to automatically calculate monthly deduction amounts based on an annual FSA contribution (or calculate annual amount based on monthly contributions), including the ability to prorate amounts for mid-year hires Choose an
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Pay Checks, Advices

3.2.16 Provides the ability to generate paychecks for select employee groups (e.g., part-time employees)
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item.

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3.2.17 Provides the ability to future date pay advices for distribution to employees
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3.2.18 Provides the ability for the City to define the layout and appearance of pay advices to provide more clarity to employees Choose an
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3.2.19 Provides the ability to include and identify all elements used to calculate pay on the pay advice
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 67
# Requirement Response
Code Response/Comments

3.2.20 Provides the ability to identify key information for employee (leave balances, allocation of direct deposit accounts, employee vs. employer pay benefits, etc.) on the pay advice
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3.2.21 Provides the ability to generate PDF/electronic copy and automatically post pay advice to the employee self-service portal or email to employees
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Reporting

3.2.22 Provides for automatic generation of payroll reports following completion of a payroll run, processing, reducing the need for manual report generation
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item.

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3.2.23 Provides the ability to generate detailed, customizable reports for payroll reconciliation, benefit tracking, and compliance reporting for CalPERS, state, and federal agencies
- Including the ability to export the reports to Microsoft Excel while retaining the existing data format
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3.2.24 Provides the ability to generate year-end payroll compensation / Total Compensation Report by employee
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4. HUMAN RESOURCES (HR) REQUIREMENTS

4.1. Core HR
The solution should provide the functionality for Core Human Resources (HR). Specific requirements are listed below. # Requirement Response
Code
Vendor Response/Comments

4.1.1 Provides for integration across all HR functions, and interfaces with any external HR solutions that are required because of specific functionality that may not be available in the proposed solution (e.g., recruitment)
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4.1.2 Provides the ability to manage multiple bargaining units with differing configuration requirements for each
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 68
# Requirement Response
Code
Vendor Response/Comments

4.1.3 Provides the ability to track non-employee personnel (i.e., retirees, volunteers, temporary workers, etc.)
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item.

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4.1.4 Supports processes related to reasonable accommodation including notifications to medical professionals, interactive interviews, notifications to unions, tracking accommodation expirations and renewal notifications
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4.1.5 Provides the ability to administer disability management and return to work programs, including tracking and monitoring of medical limitations and modified duty, fitness for duty
evaluations, communication, notifications, verification, etc.

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item.

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4.1.6 Provides the ability to work under multiple jobs with different rates and funding strings
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item.

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4.1.7 Provides the ability to support employee transfers between departments/jobs/positions
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item.

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4.1.8 Provides the ability to future date HR-related activities, including for new hires
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4.1.9 Provides the ability to assign direct manager to an employee. Also provide the ability to designate an employee as a Department Head.

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4.2. Position Control
The solution should provide the functionality to manage position control records. Specific requirements are listed below. # Requirement

Response
Code
Vendor Response/Comments

4.2.1 Links HR, Payroll and Budget data to facilitate managing the City’s structure, positions, and financial budget for positions Choose an
item.

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4.2.2 Provides the ability to associate positions with funding sources including the ability to split funding source across multiple funds, departments, divisions, etc.

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4.2.3 Provides the ability to reserve a position upon request to fill a vacancy
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 69
# Requirement

Response
Code
Vendor Response/Comments

4.2.4 Provides the ability to identify positions that are overfilled, under-filled, and/or double-filled with approval from the related Department Director and Budget
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4.2.5 Provides the ability for overfilled, under-filled and/or double- filled positions to have length of time limits
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4.2.6 Provides the ability to manage position budget allocations Choose an item.

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4.2.7 Provides the ability to default an employee self-service access based on the assigned position
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item.

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4.2.8 Identifies positions that are temporarily funded and have a position end date
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4.2.9 Provides the ability to associate multiple accounts to a position Choose an item.

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4.2.10 Provides an ability to track part-time/temporary positions individually or as a group (e.g., temporary position can be listed as individual FTEs, or as a group of 15 FTEs)
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4.2.11 Provide the ability to track and view the prior position and employee history, including the amount of time a position has been vacant
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4.2.12 Provides the ability to define workflow for position control changes and connection to job classification requirements to ensure consistency across positions
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item.

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4.2.13 Provides the ability to update the bargaining unit associated with job class
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item.

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4.2.14 Provides the ability to assign a single employee to one or more job classes
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item.

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4.2.15 Provides the ability to assign more than one employee to a position
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item.

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4.2.16 Provides the ability to define a generic wage scale that may be shared by multiple bargaining units
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item.

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4.2.17 Provides the ability to add steps to wage scale without involving the vendor --- or at least, more easily (such as via an Excel upload/import)
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 70
# Requirement

Response
Code
Vendor Response/Comments

4.2.18 Provides the ability to ensure Position control integrates with pay tables to assist with providing a complete position profile Choose an
item.

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4.2.19 Provides the ability to maintains complete history of positions held and salary changes
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item.

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4.2.20 Supports the maintenance of all budgeted and authorized positions
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item.

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4.2.21 Provides the ability to track and report budgeted, filled, frozen and vacant positions
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4.2.22 Provides the ability to associate positions with funding source Choose an item.

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4.2.23 Provides the ability to assign more than one FTE to a position Choose an item.

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4.2.24 Provides the ability to links positions to required skills, certifications, required training, etc., including the ability to query applicant pool for specific skills and / or qualifications.

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4.3. Recruitment
The proposed system(s) should fully integrate with NeoGov which the City currently uses for its recruitment and talent management processes. Also, the solution should provide functionality to manage the entire recruitment process (from position request through to hiring) should the Ci ty choose to manage recruitments internally. The solution should track the history of candidate submissions and vetting results (interview, testing, reference checks, drug testing, background checks, etc.). Specific requirements for both the integrated and internally managed option s are listed below.

# Requirement Response
Code Response/Comments
General

4.3.1 Provides a web portal for recruitment information to be posted and allow applicants to submit application and documents Choose an
item.

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4.3.2 Provides the ability for hiring managers to view and track applicant progress, establish interview schedules, and review application details
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item.

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4.3.3 Provides the ability to track multiple position opportunities for a single applicant and flag the applicant and/or notify a user if an Choose an
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 71
# Requirement Response
Code Response/Comments
application from a particular applicant already exists in the system

4.3.4 Provides the ability to change a selected position on a recruitment if the recruitment changes (including all related communication and document distributions)
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4.3.5 Supports sharing and display of lead/candidate resumes among interview panelists
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4.3.6 Provides the ability to maintain eligibility lists, including ability for lists to be viewed by hiring managers
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item.

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Integration

4.3.7 Provides recruitment functionality that integrates with other HR applications to reduce dual entry
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item.

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4.3.8 Eliminates redundant entry where possible with data sharing abilities between the proposed solution and NeoGov (unless the proposed solution natively includes related functionality) Choose an
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4.3.9 Incorporates AI-based tools to automate applicant screening by evaluating responses to supplemental questions and applicant qualifications
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item.

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4.3.10 Provides option for information within the application to be available for statistical analysis and dashboards
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item.

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Miscellaneous

4.3.11 Where applicable, provide electronic form and workflow for routing review and approvals, including new position requests Choose an
item.

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4.3.12 Provides automated workflow for new position
request/approval process and recruitment process
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item.

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4.3.13 Provides the ability to display status of recruitment tasks Choose an item.

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4.3.14 Provides the ability to track metrics related to posting and hires (number of recruitments as well as the number or related hires) Choose an
item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 72

4.4. Onboarding
The system should provide functionality to manage processes and procedures for employee onboarding. This includes the initiati on of the process and a checklist of tasks that need to be performed to successfully educate an employee on the organization and i ts culture and prepare them with the necessary knowledge, skills, access, equipment, etc. to become effective and contributing members of the organization as quickly as possible. Specific re quirements are listed below.

# Requirement Response
Code Response/Comments
General

4.4.1 Integrates with NeoGov application to reduce dual entry (unless the proposed solution natively includes related functionality)
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item.

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4.4.2 Provides ability to establish an onboarding workflow designed to alert designated staff required to act for a new hire Choose an
item.

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4.4.3 Provides the ability to onboard new employees at any point in a pay period
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item.

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4.4.4 Provides the ability to accept electronic signatures by new hires to sign enrollment forms, acknowledge receiving the city’s equipment, safety training, etc.

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item.

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4.4.5 Provides the ability to support the newly hired employee’s benefits enrollment and annual open enrollment. Ability for employees to make changes or confirm benefits and submit
for approval. Payroll team supported +
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item.

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4.4.6 Provides the ability to monitor the status of completion of specific onboarding tasks, including forms completion /
upload, employee orientation, etc.

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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 73

Communication

4.4.7 Provides the ability to generate and track issuance of an offer letter, including the ability to customize the letter according to relation negotiations and position details
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4.4.8 Provides a dashboard accessible by applicants, HR staff and hiring managers to track onboarding tasks, pending approvals, and task completion
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item.

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4.4.9 Provides the ability to distribute forms and other documents (i.e., Federal I-9, W-4, direct deposit, etc.) to candidates and for the candidate to upload/attach completed documents via a Portal (including the ability to capture DocuSign signatures) Choose an
item.

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4.4.10 Ensures Employee Self Service provides a communication portal to facilitate on-boarding process, including completion and submission of documents, benefit enrollment forms, and pre-requisite training
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4.5. Employee Master File
The solution should maintain an employee master file that includes data elements such as employee ID, basic demographics, add ress information, emergency contacts, survivor/beneficiary information, dependent information, history of salary changes (effective start and end dates), training and certification requirements, and history of personnel actions. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

4.5.1 Provides the ability for tracking of multiple employment- related dates, including hire, benefit eligibility, longevity outside the city, longevity inside the city, and transition from part-time to full-time status
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4.5.2 Provides employee directory functionality Choose an item.

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4.5.3 Provides the ability to manage multiple phone numbers and email accounts for both employees and emergency contacts Choose an
item.

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4.5.4 Provides the ability to attach employee photos, I-9 forms, policy acknowledgements, etc.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 74
# Requirement Response
Code Response/Comments

4.5.5 Provides the ability to track the city’s property (badge, PC, phone, vehicle, uniforms, etc.) provided to employee
throughout employee’s tenure with the city
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item.

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4.5.6 Provides the ability to attach documents (i.e., email messages) to an employee file
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item.

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4.5.7 Provides the ability to track critical data such as commercial driver's licenses, required certifications, DOT drug testing, TB testing, probationary periods, and step increase dates
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item.

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4.5.8 Provides the ability to manage separated employee and retiree demographic information
- Note that separated employees / retirees should not
automatically be purged from the system
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item.

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Reporting

4.5.9 Provides the ability to generate Seniority Listing Choose an item.

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4.5.10 Provide the ability to generate organizational charts Choose an item.

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4.5.11 Provides ability to select data required for labor costing/negotiations (e.g., ASRS, health, pay, employment dates, position title, etc.)
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4.5.12 Provides Federal and State government mandated HR reporting:
- Federal HR Reports
- IRS Report/Extract (Quarterly)
o SSA W-2 Report/Extract (Annual)
o Support EDD Form DE-9 and IRS Form 941
Reporting
o EEOC EEO-4 Report/Extract (Odd Years)
o DOL VETS 100 Report/Extract (Annual)
- State HR Reports
o EDD New Hire Report/Extract (Every Pay
Period)
o EDD PIT, SDI, UI Report/Extract (Quarterly)
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 75

4.6. Benefits Administration
The solution should provide flexible rules and eligibility-based benefits management functionality to manage public employee and retiree benefits such as medical, dental, disability, and life insurance. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

4.6.1 Provides the ability to comply with current Affordable Care Act (ACA) requirements (e.g., automatic notification to
employee when a dependent is approaching coverage
discontinuance at age 26)
- Including a commitment to comply with any future
related ACA requirements
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item.

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4.6.2 Provides the ability to support multiple benefit
packages/coverage options based on bargaining unit
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item.

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4.6.3 Complies with Health Insurance Portability and Accountability Act (HIPAA) requirements
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item.

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4.6.4 Complies with Consolidated Omnibus Budget Reconciliation Act (COBRA) requirements
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4.6.5 Maintains eligibility dates for different plans based on different rules (which may differ from hire dates)
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4.6.6 Provides the ability to update employee benefit records and reflects changes in pay in HR and payroll systems/modules and applicable 3rd party benefit providers whenever there are changes due to a life event, changes in eligibility rules, or requests for benefits
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item.

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4.6.7 Provides the ability to establish benefit tiers according to employee type (i.e., full-time employees, part-time
employees, retirees, etc.)
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item.

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4.6.8 Provides the ability to generate annual sick time payouts distribution reports
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item.

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4.6.9 Provides the ability to complete employee benefits audit to ensure that the employee is correctly enrolled and that accurate deductions are taken
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 76
# Requirement Response
Code Response/Comments

4.6.10 Provides the ability to efficiently reconcile vendor invoices for benefits against employee benefits enrollments tracked in the proposed solution
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4.6.11 Provides the ability to manage tuition reimbursement program based on bargaining unit, including eligibility, costs and payment status
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item.

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Reporting

4.6.12 Provides the ability to generate a Total Compensation Report for employees, including training benefits
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item.

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4.6.13 Provides the ability to generate reports to a 3rd party benefit provider on an as needed basis (e.g., open enrollment data) Choose an
item.

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4.6.14 Provides the ability to generate reports detailing amounts paid by the city for specific benefits versus amounts paid by employees
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item.

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4.6.15 Provides the ability to report on all employees enrolled in a specific benefit (i.e., insurance, FSA, etc.)
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item.

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4.6.16 Provides the ability to generate all required ACA reporting (e.g., Form 1095C) and all required IRS submissions
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 77

4.7. Leave Administration
The solution should manage available leave balances, leave taken, payments, and balances for various types of leaves (e.g., p aid time off (PTO), vacation, sick, Family Medical Leave Act (FMLA), disability, worker’s compensation, light duty, donated and leave for recipients and donors). For all types of leave, this includes the ability to calculate, track, and monitor look back and look forward periods for eligibility. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

4.7.1 Provides the ability to configure multiple accruals (comp time, leave, workers compensation, vacation, etc.)
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item.

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4.7.2 Provides the ability to capture, track and manage leave balances, including leave earned and taken, for all types of leave (i.e., PTO, vacation, sick, FMLA, disability, worker’s compensation, light duty, donated, military leave and leave for recipients and donors)
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item.

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4.7.3 Provides and the ability for online requests and approvals for leave requests
- Including ability to cancel a requested leave
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item.

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4.7.4 Provides the ability to notify employees of leave that will be lost, cease to accrue, or automatically paid
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item.

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4.7.5 Provides the ability to define leave codes to track medical related leave with notifications to employees and appropriate staff when balances are low
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item.

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4.7.6 Provides the ability to approve employee time-off requests when employee does not have the requested code (for
authorized users, on a case-by-case basis)
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item.

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4.7.7 Provides the ability to manage leave balance and annual rollover limits based on bargaining units
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item.

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4.7.8 Provides the ability to automate leave accruals on a recurring schedule and based on in-service/hire dates, seniority dates, hours worked, etc.

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4.7.9 Supports creating an accrual for FMLA and/or CFRA so that the leave can be recorded as part of employee time entry
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4.7.10 Provides notification to HR and the employee when the accrual balance is nearing a City defined threshold
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 78
# Requirement Response
Code Response/Comments

4.7.11 Provides the ability, for employees on leave, to track the need for continued benefits coverage and to determine whether the employee is responsible for the related payment,
including the ability to bill the employee, if necessary) - Including the ability to charge the employee the
employer-costs (e.g., when no longer on FMLA and
employee has exhausted their leave balances)
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4.7.12 Provides the ability for efficient leave tracking, including the ability to track whether any active employee has been omitted from CalPERS reporting
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Reporting

4.7.13 Provides the ability to generate ad hoc leave balance report by employee
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4.8. Learning Management and Certification Tracking
The solution should provide the functionality to manage training and certification records. Specific requirements are listed below.

# Requirement Response
Code Response/Comments

4.8.1 Provides integration with Vector LMS for comprehensive tracking of employee learning management activities including course registrations, scheduled training reminders, and proof of completions
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4.8.2 Supports tracking required position-specific job certifications, licenses, mandatory training, expirations, etc.

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4.8.3 Provides automated notification of expiring certifications / licenses to supervisors and employees based on user-defined rules
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4.8.4 Associate certifications with applicable pay codes such that employees are paid or not paid based on the status of their certification
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 79
# Requirement Response
Code Response/Comments

4.8.5 Updates employee records in HR and payroll systems/modules such that changes in pay can occur based on completion of training/certification events
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4.8.6 Provides prior notification of certification and license expiration/renewal dates (e.g., 90, 60, 30 days prior)
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4.8.7 Ability to consume/use external content from SCORM compliant courses and course vendors (i.e., Open Sesame, etc.)
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4.8.8 Provides automatic notification for employees and supervisors for overdue trainings and expired certifications
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4.8.9 Provides the ability for supervisors to access and print training transcripts
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4.9. Performance Reviews
The solution should provide the functionality to manage performance reviews/evaluations, including the tracking of notificati on, initiation, review results, and approvals. Performance reviews and evaluations may vary based on position, job class, term (int erim, probationary). Specific requirements are listed below.

# Requirement Response
Code Response/Comments

4.9.1 Provides performance evaluation functionality including form creation, notification, workflow, and integration with the proposed solution’s overall human resources functionality as well as with Employee Self Service
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4.9.2 Provides workflow to manage electronic employee
performance review/evaluation, including performance
improvement plans and career/professional development
plans
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4.9.3 Provides the ability to store current and prior-year evaluations within the employee's record and automatically schedule future evaluations based on bargaining unit criteria Choose an
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4.9.4 Provides automated notification of performance reviews to supervisors and managers based on user-defined rules
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 80
# Requirement Response
Code Response/Comments

4.9.5 Updates employee records in HR and payroll system / modules to reflect changes in pay if needed, including one- time bonus pays
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4.9.6 Provides the ability to auto-assign training based on performance review results, including providing notices of assignment and completion to interested parties if training is managed in the proposed solution
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4.9.7 Provides the ability to define and manage electronic forms within the workflow
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4.9.8 Provides the ability to attach external forms and documents throughout the workflow
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4.9.9 Provides alerts on past due evaluations and escalation notification
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4.9.10 Provides workflow to process the appropriate personnel action as needed
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4.9.11 Provides the ability to manage performance reviews for all City staff, including full-time and part-time employees
- Includes the ability to generate probationary period
reports and generate alerts to ensure timely
evaluations and follow-up actions
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4.10. Personnel Actions
The solution should provide the functionality to manage personnel actions from initiation, review, authorization, and approval for actions such as promotions, demotions, salary increases, multi-step grievance processes, disciplinary events, as well as suspensions, separations, and leave. Specific requirements are listed below.

# Requirement Response
Code Response/Comments

4.10.1 Provides automated online forms for creation,
review/approval, and completion of personnel action forms - Including electronic workflow to reviewers and
approvers with capability for redaction of certain
sensitive information and support for digital
signatures
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 81
# Requirement Response
Code Response/Comments

4.10.2 Provides the ability to attach forms to a personnel action record
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4.10.3 Provides functionality to manage personnel actions from initiation, review, authorization, and approval for actions such as recruitment, position control changes, promotions, demotions, salary increase, discipline, separations, leave, etc. - Including ability to attach supporting documentation
to the PAF record
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4.10.4 Provides notification to employee upon approval of personnel action
- Including alerts to alerts to HR and payroll staff
when key employee actions, such as promotions or
benefit eligibility, require processing
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4.10.5 Provides the ability to generate updates for employee records in HR, budget, and payroll systems/modules to
reflect changes in pay, if needed
- Note that updates would require workflow review
and approval
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4.10.6 Uses end dates to automatically stop the action at a specified time (i.e., discontinue administrative leave without pay, leave of absence, etc.)
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4.11. Employee Self-Service
The solution should provide employee self-service functions that allow access and update to designated employee information. Specific requirements are listed below.

# Requirement Response
Code Response/Comments

4.11.1 Provides an online Employee Self-Service portal which provides access from within and, with employee access
verification, outside of the City
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4.11.2 Provides the ability for employees to attach documentation, update/change W-4, benefits during open enrollment or life event changes, direct deposit information, and profile data Choose an
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 82
# Requirement Response
Code Response/Comments
(i.e., name, address, phone number, emergency contact
beneficiaries, etc.) and allow HR staff to review and approve the requested changes. Including open enrollment

4.11.3 Provides the ability for employees to view and print paycheck history, total compensation report, personnel actions, leave balances, W-2s, ACA, etc.
- Includes ability to include the date and time that the report was generated
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4.11.4 Provides the ability for employees to create “what-if” scenarios (e.g., Paycheck “What-if” Calculator)
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4.11.5 Provides the ability for employees to reset access password Choose an item.

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4.11.6 Provides workflow to track progress of employee
onboarding, off-boarding, separation checklist, and benefits enrollment
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4.11.7 Allows employees to view leave balances, request time off and have this electronically approved by manager. Leave balance to take future scheduled time off into account to avoid over requesting.

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4.11.8 Supports workflow integration with employee elections (COBRA/457)
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4.11.9 Provides the ability to upload required documentation Choose an item.

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4.11.10 Provides the ability to view and link to learning management content and assigned courses
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4.11.11 Provides the ability to view and complete performance evaluations
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 83

4.12. Time and Attendance
The solution should provide functionality through either an Employee Self Service portal or module to collect time, perform e xception-based time entry, and time adjustments to multiple work schedules. Specific requirements are listed below.

# Requirement Response
Code Response/Comments

4.12.1 Provides an online platform / method for employee time entry across the City, as well as a “time clock” function for those employees who must clock in and out on a daily basis Choose
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4.12.2 Provides comprehensive time review and approval to prevent unauthorized time from being included in the payroll process Choose
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4.12.3 Provides ability to establish and manage multiple work schedules (i.e., 9/80, 4x10, 5/40, etc.) under FLSA regulations Choose
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4.12.4 Provides flexibility in defining holidays according to various work schedules
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4.12.5 Provides the ability to accrue time off for scheduled holiday work
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4.12.6 Provides the ability for remote time entry by employees including via a mobile application
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4.12.7 Provides the ability to develop workflow to collect time, perform exception-based time entry and time adjustments to multiple work schedules, and for approval and submission to payroll system/module at the department level
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4.12.8 Provides the ability to define and validate business rules at time of collection (e.g., prevents employees from entering adjustments that will cause employee leave balances to be exceeded)
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4.12.9 Provides the ability to prevent employees from entering invalid data (i.e., earnings or pay codes they are not
authorized to use)
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4.12.10 Provides the ability to close prior pay periods against further updates
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4.12.11 Provides the ability to permit authorized employees to enter prior pay period changes, including workflow for review and approval
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 84
# Requirement Response
Code Response/Comments

4.12.12 Provides the ability to allow employees to associate project codes with each line of time entered to the quarter of an hour (fifteen-minute increments)
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4.12.13 Provides the ability to allow employees to associate project codes with overtime entered without the assignment being overwritten by pre-set HR distributions
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4.12.14 Provides the ability to accept notes or comments associated with hours submitted at the project level
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4.12.15 Provides the ability to allow multiple pay periods to be open for time entry purposes
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4.12.16 Provides the ability to reconcile pay period schedule with the calendar/fiscal year in support of processes that will facilitate W2 generation and accrued payroll
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4.12.17 Provides the ability to track part-time employee work hours on a weekly basis to ensure adherence to annual limits
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4.12.18 Provides the ability for system to accommodate different shifts and alternative work schedules
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4.12.19 Provides the ability to track total hours worked for specific employees with annual limits (i.e., retired annuitants, part time staff, etc.)
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4.12.20 Provides the ability for authorized users to override default accounting associated with time entry records
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4.12.21 Provides capability to limit override abilities to authorized users, including related workflow for review and approval Choose
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 85

4.13. Separation/Off Boarding
The system should provide functionality to manage processes and procedures for employee separation due to termination, retire ment, resignation, or transfer. This includes the initiation of the process and a checklist of tasks that need to be performed to s uccessfully exit an employee based on type of separation. Specific requirements are listed below.

# Requirement Response
Code Response/Comments
General

4.13.1 Provides the ability to track separation details (separation type, reason for leaving, eligible for return, new
position/employer, etc.)
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4.13.2 Provides the ability to update employee records in HR and payroll systems/modules and applicable external systems (e.g., ASRS, 3rd Party Benefit Providers, etc.)
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4.13.3 Provides the ability to enable separated employees to access the employee portal for W-2 access at the next calendar year (including ability to prevent access for terminated
employees)
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4.13.4 Provides the ability to generate an estimate of benefits payout (e.g., leave balances) to share with employee
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4.13.5 Provides the ability to calculate future benefits costs and deduct from final check without using manual calculation entries (e.g., IPSN for premium for coverage until end of the next month)
- Includes the ability to charge the employee for
employer costs, where appropriate
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4.13.6 Provides the ability to generate a “retirement projection” to determine what benefits might be paid out for individual employees
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4.13.7 Provides the ability to define and deploy an integrated exit survey to support the capture and analysis of related
information
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Workflow

4.13.8 Provides electronic employee separation workflow Choose an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 86

4.13.9 Provides the ability to offer checklist and workflow process that ensures all applicable staff are notified of a separating employee
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4.13.10 Provides workflow to track progress of employee off boarding/separation checklist, including removing system rights
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Miscellaneous

4.13.11 Supports integration with fixed assets/inventory available to assist with the return of equipment, and items issued to the employee
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5. UTILITY BILLING (UB) REQUIREMENTS

5.1. General
The solution should provide for the general and specific functionality listed below.

# Requirement Response
Code Response/Comments
General

5.1.1 Supports monthly meter reading (via required interface with City’s AMI platform) based on water consumption and interfaces with handheld meter reading devices
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5.1.2 Supports multiple meter types for reading (e.g., displacement, compound, etc.)
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5.1.3 Supports multiple utility billing cycles (monthly, bi-monthly, fixed date)
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5.1.4 Provides effective dates for water billing rates and the ability to mass update or copy rates
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5.1.5 Supports delinquent account notices and penalty charges (flat fee or percentage)
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5.1.6 Supports interfaces to cashiering, general ledger, meter reading (walk/read, drive by, Wi-Fi/network), 3rd party bill processing and mailing, inventory, GIS, and web applications
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 87

5.1.7 Provides customer account dashboard when inquiring on a customer account
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5.1.8 Provides a public portal for customer self-service to view account balances, view a PDF of the billing statement, update billing addresses, make payments of multiple types (Utility Billing, as well as general billing invoices and development fees not connected to UB that post directly to the proposed financial system)
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5.1.9 Provides the ability to determine whether a meter has been pulled from a location and to prevent the establishment of service until a new meter has been installed
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5.1.10 Provides for automatic notification with GIS coordinates (longitude and latitude) when new meters are initially established at a service location, or when ownership changes
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5.2. Customer Account and Location Management
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5.2.1 Provides “Customer at a Glance” functionality to provide key information and account details to the customer without requiring the searching of multiple screens
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5.2.2 Provides the ability to override or adjust amounts with security permissions
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5.2.3 Provides the ability to view payment history while in the payment entry screen
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5.2.4 Provides robust key word inquiry that searches the entire Utility Billing database (i.e., “lien”, etc.)
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5.2.5 Provides the ability for unlimited, date-stamped notes on customer accounts or locations with the ability to assign alert flags to accounts with notes
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5.2.6 Provides an automated process for notes related to customers to stay with the customer regardless of service location
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5.2.7 Provides an automated process for notes related to service location to stay with service location regardless of customer Choose an
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 88
# Requirement Response
Code Response/Comments

5.2.8 Provides the ability to add alerts to both the location ID and the customer ID (i.e., a flashing icon on the account screen) Choose an
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5.2.9 Provides automatic indication if there are multiple location IDs for a single customer ID
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5.2.10 Provides the ability to identify and track related accounts for a property owner
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5.2.11 Provides the ability to indicate when only cash payments are accepted for a customer on the UB system and through the online portal
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5.2.12 Provides the ability to receive and track deposits Choose an item.

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5.2.13 Provides ability to indicate whether a customer is exempt from turn-off at the customer ID level
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5.2.14 Provides the ability to immediately generate a bill for the deposit amount upon establishment of the account
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5.2.15 Provides the ability through an automated process to return a deposit following two (2) years of good payment history, including the ability to restart the two (2) year cycle if a payment is missed; and the ability to exempt an account from an automatic refund after 2 years (commercial account); track the date of refund and amount.

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5.2.16 Provides the ability to support construction meter deposits Choose an item.

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5.2.17 Provides the ability to identify multiple meters on a single parcel or Assessor’s Parcel Number (APN) or one meter serving multiple addresses
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5.2.18 Provides the ability to identify landscape meters without an associated address
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 89

5.3. Meter Reading and Inventory
# Requirement Response
Code Response/Comments

5.3.1 Provides integration with the City’s AMI solution using a single username and password for internal and external customers Choose an
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5.3.2 Provides the ability to generate a recommended route map for manual meter reads
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5.3.3 Maintains meter readings and dates independent of customer or account changes
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5.3.4 Generates service orders based on meter reading exception messages and actions entered along with meter reading
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5.3.5 Provides the ability to view a history of all meters that have been installed at the service location and any work orders that have been issued for that location
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5.3.6 Provides the ability to change out meters at any time; where meters have been changed out, provides the ability to show separate individual meter readings and consumption, and show total consumption and billing amount on the same bill
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5.3.7 Provides the ability to display average consumption by month for an account
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5.3.8 Allows user to flag individual accounts for which zero consumption is not considered to be an exception
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5.3.9 Provides the ability to insert a drop-down menu for meter sizes and code types (truncations, CT, T1, TC etc.)
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5.4. Billing and Collection Management
# Requirement Response
Code Response/Comments

5.4.1 Supports utility bill generation, reprints, delinquent bills, closing bills, closed and delinquent bills, shut-off notice(s), reminders, door hangers, and presentment by US Mail, email, text.

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5.4.2 Provides integration with recycled water management system for customer billing
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 90
# Requirement Response
Code Response/Comments

5.4.3 Provides bar code functionality to capture customer billing information (including amount due), with bar code or QR code appearing on bills, and ability to scan and retrieve customer billing information
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5.4.4 Provides the ability to create payment arrangements for past- due statements and generate reports to ensure compliance with the agreed upon payment schedule
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5.4.5 Provides the ability to establish, maintain and view level-bill payment plans for customers and display the payment plan and regular bill amount separately on billing statement
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5.4.6 Provides the ability to flag an account currently operating under a payment plan to prevent payment extensions
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5.4.7 Provides the ability to assign a permanent due date for a customer (e.g., the customer wants to pay on the 20th of every month)
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5.4.8 Provides the ability to generate a final bill with a new mailing address for real-time print and mail, and a flag to exclude from the next bill generation
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5.4.9 Provides the ability to issue credit refunds for closed accounts in accounts payable
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5.4.10 Provides a complete or exception-only billing pre-list for review prior to bill printing
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5.4.11 Allows printing of multiple cycles in one billing run Choose an item.

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5.4.12 Generates one utility bill covering all services and charges and itemizes charges separately (i.e., multiple meters for a single account, sewer, etc.)
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5.4.13 Provides options for additional services and/or charges (ad hoc) to be based on a flat rate, percentage, etc. and have each service and charge designated to a staff assigned general ledger account
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5.4.14 Provides the ability to prorate bills for new and closed accounts and prorate bills during rate changes
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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 91
# Requirement Response
Code Response/Comments

5.4.15 Supports the calculation of final bills during any cycle based on the internal closing out of a turn off service order
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5.4.16 Supports billing adjustments such as read errors, adjustments to billing amounts, and history
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5.4.17 Provides ability to charge special amounts or fines (such as during a declared drought)
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5.4.18 Provides the ability to set high/low exception parameters based on the time of the year (i.e., landscape usage expected to be zero during the rainy season)
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5.4.19 Provides the ability to access and view a customer’s current or prior bills (as the customer sees them)
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5.4.20 Provides support for multiple payment options (i.e., electronic via online customer portal, by check via the US mail or dropbox, by credit card using the City’s IVR system, etc.)
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5.4.21 Provides ability to require customer to enter bank routing number and checking account number twice when paying by e- check to confirm accuracy
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5.4.22 Provides ability to allocate a single payment across multiple accounts
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5.4.23 Provides real-time posting and/or indication of payments pending (i.e., from online, counter or IVR payment options) Choose an
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5.4.24 Supports construction-meter consumption billing Choose an item.

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5.4.25 Provides the ability to charge a set fee per week for payment extensions
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item.

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5.4.26 Provides the ability to assess fees and bill for past-due adjustments on an account (i.e., after-hours standby charges, reconnect charges) immediately rather than including the amount due in the next billing cycle
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item.

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5.4.27 Provides the ability to assess additional fees (i.e., disconnect fee, broken lock charge)
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item.

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5.4.28 Provides the ability to identify and include past due charges on customer bills
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 92
# Requirement Response
Code Response/Comments

5.4.29 Provides the ability to indicate an NSF for a payment Choose an item.

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5.4.30 Provides the ability to accept multiple forms of tender on a single payment transaction
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item.

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5.4.31 Provides the ability for multiple bills to be generated for a single master meter for special permit/inspection fees.

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item.

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5.5. Financial Management and Delinquencies
# Requirement Response
Code Response/Comments

5.5.1 Supports E-billing Choose an
item.

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5.5.2 Accepts and processes ACH payments including recurring ACH payments via bank account or credit card; ability to intercept and process bank issued paper checks; provides lockbox service to receive and process payments made via the customer’s personal check
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item.

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5.5.3 Accepts all payments (e.g., full, partial, pre-payments, pro- rated, etc.)
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item.

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5.5.4 Provides the ability to establish automatic payment plans Choose an item.

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5.5.5 Supports monthly fixed fees and special charges, etc. Choose an item.

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5.5.6 Provides the ability to reconcile revenue to the General Ledger Choose an item.

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5.5.7 Provides the ability to generate aging reports by date range (including prior periods) to identity delinquent accounts Choose an
item.

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5.5.8 Provides the ability to place an account on hold or legal dispute and write off balances as bad debt or bankruptcy
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item.

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5.5.9 Provides the ability to define, add, or change an unlimited number of rate code types and amounts
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 93
# Requirement Response
Code Response/Comments

5.5.10 Provides automatic allocation of payments to billed service/penalties with the ability to adjust or override the default distribution
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item.

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5.5.11 Accepts over-payment or credit adjustment with amount maintained as unapplied credit balance to be applied to the next service bill
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item.

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5.5.12 Provides the ability to generate a counter invoice detailing utility billing charges and balance due
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item.

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5.5.13 Provides the ability to distribute partial payments based on City-defined preferences (e.g., due date, service type, or percentage)
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item.

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5.5.14 Provides the ability to support payment arrangements for customers to schedule payments for outstanding balances Choose an
item.

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5.5.15 Provides the ability to recognize payments immediately on receipt to prevent customers from being included on the shut off list
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item.

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5.5.16 Provides the ability for automatic (i.e., real time) notification to field staff if payment is received so service is not stopped Choose an
item.

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5.5.17 Provides the ability to identify related accounts and transfer customer balance, deposits, and other occupant related
information to a new account when a customer transfers to a new service address
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item.

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5.5.18 Supports real-time update to a customer record when service is disconnected
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item.

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5.5.19 Provides the ability to generate past-due, non-payment notices and shut-off notices, including related account data, for both the account mailing address and the physical property address and link all notices to the account record
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item.

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5.5.20 Provides the ability to automatically create an accounts payable batch for “credit refunds” on closed accounts, including posting to the general ledger
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 94

5.6. Service Order Management
# Requirement Response
Code Response/Comments

5.6.1 Provides the ability to easily create a service order for field service from the utility billing application for missing lids, leak investigations, etc.

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item.

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5.6.2 Provides mobile access to view ownership information and to view and update service orders
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item.

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5.6.3 Provides the ability to customize the service order format according to City requirements
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item.

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5.6.4 Provides the ability to add notes to a service order, including notes related to the location ID (i.e., aggressive animal on premise, etc.) or customer ID
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item.

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5.6.5 Provides the ability to attach a checklist or other documents to a service order
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item.

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5.6.6 Provides for ability to assign service orders by geographic area, then by task (i.e., turn-ons before turn-offs, etc.) and finally by specific location according to City requirements
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item.

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5.6.7 Provides flexible service order requests for service order assignment
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item.

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5.6.8 Provides the ability to view open service orders to confirm status Choose an item.

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5.6.9 Supports backflow device annual notices, inspection records, reporting and tracking with updated customer information; supports recycled water records with updated customer
information; or interfaces with existing third-party software for both backflow and recycled water
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item.

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5.6.10 Provides the ability to define a workflow for each service order type with automatic email notification to responsible parties Choose an
item.

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5.6.11 Provides a history of all service orders related to a service address that should remain with the service address record; service orders should provide drill down functionally for details of actual service order
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 95
# Requirement Response
Code Response/Comments

5.6.12 Provides the ability to automatically update customer, location, meter, and account information upon completion of service order actions
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item.

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5.6.13 Provide the ability to automatically generate an NSF service order for a tag to be generated and placed on a customer’s door Choose an
item.

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5.7. Reporting
# Requirement Response
Code Response/Comments

5.7.1 Provides the ability to generate an exception report to identify billing anomalies before bill generation
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item.

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5.7.2 Provides a report of accounts with months of zero consumption Choose an item.

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5.7.3 Provides a dynamic lock-off list Choose an
item.

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5.7.4 Provides water usage reports for residential and commercial accounts by location ID, meter type, meter size, tier type and/or period (monthly, calendar year, fiscal year)
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item.

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5.7.5 Provides the ability to generate a report to identify accounts with a credit balance
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item.

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5.7.6 Provides the ability to generate payment plan letters for individual accounts, including related account data
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item.

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5.7.7 Provides the ability to export reports to Microsoft Excel, Word, and PDF
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item.

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5.7.8 Provides the ability to generate a list of accounts, customers, or meters based on user-defined selection criteria (i.e., customer ID, meter size, account type)
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item.

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5.7.9 Provides the ability to generate analysis reports with user-defined parameters with flexible selection criteria and grouping options (i.e., dates, location ID, customer ID, etc.)
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item.

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5.7.10 Provides the ability to meet all State, County, and/or governing agency reports (drought, water consumption, etc.)
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 96
# Requirement Response
Code Response/Comments

5.7.11 Provides for ability to generate automated notification of customer and account changes
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item.

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5.7.12 Provides the ability to generate a report at the service order level, including all service order details, notes and status
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item.

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5.8. Cashiering
# Requirement Response
Code Response/Comments

5.8.1 Provides a centralized cashiering model to collect and manage transactions (e.g., cash, checks, credit cards, electronic payments)
- Please provide a brief description in the
Response/Comments column to the right
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item.

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5.8.2 Provides bar code functionality to capture customer billing information (including amount due), with bar code appearing on bills, and ability to scan and retrieve customer billing information
- Please provide a brief description in the
Response/Comments column to the right
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item.

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5.8.3 Provides a customer receipt showing all balances due across all modules that may be printed or sent electronically
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item.

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5.8.4 Provides bank interfacing, using transaction codes defined by the bank and the City to support reconciliation
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item.

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5.8.5 Ability to add multiple line items within a transaction Choose an item.

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5.8.6 Supports creating and maintaining receipt codes for various transaction types and supports each receipt code being tied to one or multiple GL accounts
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item.

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5.8.7 Provides daily cash reports to prepare deposit slips, track cash receipted in by denomination, check, electronic deposits, by cashier, etc.

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item.

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5.8.8 Provides the ability to track and report all monthly cash (and cash equivalents) receipted in and disbursed out
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 97

5.9. Customer Self-Service Portal
# Requirement Response
Code Response/Comments

5.9.1 Provides a public portal for customer self-service to view UB account balance, make payments (via various payment methods), update mailing address, etc.; and to make payments for
Engineering Development fees and miscellaneous General Billing invoices that will post to the proposed financial system Choose an
item.

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5.9.2 Provides the ability for customer to authorize/accept or deactivate paperless billing
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item.

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5.9.3 Provides the ability for customer to set up online bill pay (debit, credit, or ACH)
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item.

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5.9.4 Provides the ability to allow customer to manage/change credit cards online
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item.

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5.9.5 Provides the ability to allow customer to manage/change email address for paperless billing
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item.

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5.9.6 Provides the ability to allow customers to access account history including:
- Monthly consumption
- Current month versus previous month
- Historical consumption comparison (i.e., compare
October 2019 versus October 2021)
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item.

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5.9.7 Provides the ability to allow customer to access billing reports including:
- Online electronic copy of utility bill
- Monthly billing history
- Current month versus previous month
- Historical consumption comparison (i.e., compare
October 2019 versus October 2021)
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 98

6. TECHNICAL REQUIREMENTS

6.1. Overall Solution, Maintenance and Support
The solution should be a commercially available product that supports the requirements below ; please provide a response for each item. NOTE: SaaS solutions MUST house underlying data within the continental US.

# Requirement Response/Comments
Solution Overview

6.1.1 Confirm that the proposed solution implementation includes complete installation, operating, and system maintenance documentation Click or tap here to enter text.

6.1.2 Proposed solution must provide seamless integration among and between all related solution component modules (i.e., all HR-related functions must be fully integrated, and time entry data must be directly integrated with the payroll system, etc.)
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6.1.3 Identify the minimal and optimal hardware requirements necessary for the implementation of the proposed solution
Click or tap here to enter text.

6.1.4 Identify any proposed hardware or software components to be provided and/or supported by a third party
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6.1.5 Identify any additional software, hardware, or network requirements recommended to optimize the proposed solution (i.e., identify recommended network components or configuration needed to support the proposed solution, etc.)
Click or tap here to enter text.

6.1.6 Identify all industry-standard web browsers with which the proposed solution is compatible
Click or tap here to enter text.

6.1.7 Identify the compliance certifications and standardizations held by the proposing organization (e.g. PCI DSS, HIPAA, WCAG 2.1, ODBC, ISO/IEC 12207, ISO/IEC27001, IEEE)
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6.1.8 Solution supports adding Low Code as an element in the technical area (i.e., forms/workflow/logic apps)
Click or tap here to enter text.

6.1.9 Acknowledge that all data is the property of City and shall not be shared with any third party without written consent from the City
- This includes but is not limited to metadata and usage statistics Click or tap here to enter text.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 99
# Requirement Response/Comments

6.1.10 Provides for Lightweight Directory Access Protocol (LDAP) to establish a connection between Offeror’s solution and Active Directory (AD) for user authentication. Application can handle AD tokens and credentials.

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6.1.11 The Offeror shall demonstrate the ability to use role-based access controls in active directory
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6.1.12 The Offeror shall showcase the ability to perform SAML2, OAUTH, and open LDAP authentication
Click or tap here to enter text.

6.1.13 The Offeror shall describe how your data center infrastructure is distributed Click or tap here to enter text.

6.1.14 The Offeror solution shall protect data in-transit and data at-rest via encryption
Click or tap here to enter text.

6.1.15 Content can be stored in industry standard file formats and supports file storage and retrieval.

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License and Maintenance

6.1.16 Describe the current licensing structure for the proposed solution (i.e., named users, concurrent users, site license, etc.)
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6.1.17 Identify any end-user devices other than desktop/laptop computers that are supported in the use of the proposed solution, including for what functions (i.e., iPads, mobile phones, etc.)
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6.1.18 Discuss whether the proposed solution and potential resulting contract allows for addition of any number of additional users at negotiated volume discount rate (identify any limitations for this)
Click or tap here to enter text.

6.1.19 Discuss any system database management and balancing utilities which are employed to ensure efficient operations and data integrity within and across components of the proposed solution
Click or tap here to enter text.

6.1.20 Describe the strategy for keeping solution “up to date” (i.e., adding or replacing products to take advantage of new technology, to comply with emerging industry standards, etc.)
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6.1.21 Describe the software update / upgrade process including the frequency of major product upgrades, the method for the rollout of interim bug-fixes, whether upgrades/updates can be done outside of normal business hours , etc.

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6.1.22 Identify potential additional fees that could be anticipated beyond what is provided for by the annual maintenance contract
Click or tap here to enter text.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 100
# Requirement Response/Comments

6.1.23 Identify and discuss any optional other services that are not included in the annual maintenance contract, including related costs
Click or tap here to enter text.

6.1.24 Confirm that local configurations and user-defined fields are incorporated into new product releases
Click or tap here to enter text.

6.1.25 Discuss the vendor’s process by and extent to which the solution is tested for each software release, installation, or upgrade (e.g., is complete regression testing completed?)
Click or tap here to enter text.

6.1.26 Solution shall include a minimum of three (3) environments – Production, Pre-Production, and Test that can potentially also be used for Training Click or tap here to enter text.

6.1.27 Operating systems and databases are fully supported by Microsoft Click or tap here to enter text.

6.1.28 Provides a tool for City IT staff to control/approve updates to the system via patches and new releases
Click or tap here to enter text.

6.1.29 Confirm and provide a sample of detailed release notes for each update (what changed, why, expected user impact)
Click or tap here to enter text.

Interfaces Overview

6.1.30 Provides and maintains an Open Application Programming Interface (API) for the Services at no additional cost. The Open API adheres to the following requirements: The API shall be publicly accessible and documented, allowing third-party developers to integrate with the Services without requiring proprietary software or tools. The API must comply with industry standards, including but not limited to RESTful architecture, JSON for data interchange, and OAuth 2.0 for authentication and authorization. Comprehen sive and up- to-date documentation must be provided, including detailed descriptions of endpoints, request and response formats, error codes, and usage examples.

Offeror shall implement versioning for the API to ensure backward compatibility. Any changes to the API that may affect existing integrations must be communicated to the City at least 90 days in advance. Offeror shall offer ongoing support and maintenance for the API, including timely updates, bug fixes, and security patches. The API must meet agreed-upon performance and reliability standards, including uptime guarantees and response time metrics. The API must comply with all relevant regulatory requirements and security best practices to protect data integrity and confidentiality.

Click or tap here to enter text.

6.1.31 Provides webhooks to enable real-time event-driven notifications at no additional cost. These webhooks must be capable of sending data to the Click or tap here to enter text.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 101
# Requirement Response/Comments
City’s specified endpoints when predefined events occur. Comprehensive and up-to-date documentation must be provided for the webhooks, including descriptions of event types, payload structures, and usage examples.

Webhooks must be secured using industry best practices, including the use of HTTPS for data transmission and the ability to verify the authenticity of webhook requests. Offeror shall ensure the reliability of webhooks, including retry mechanisms for failed deliveries and logging of webhook events.

Offeror shall offer ongoing support and maintenance for the webhooks, including timely updates and patches to address any issues or vulnerabilities Usability / User Support

6.1.32 Confirm that the proposed solution provides a common user interface for user access, data entry, searching, etc.

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6.1.33 Describe the support options (basic vs. other support tiers, including standard / expanded hours of support, response time commitments, software support options (i.e., on-site, phone, email, webinars, etc.) Click or tap here to enter text.

6.1.34 Confirm the availability of an up-to-date, client-accessible Knowledge Base of known issues, troubleshooting workarounds, and frequently asked questions Click or tap here to enter text.

6.1.35 Discuss current availability and configuration (i.e., vendor sponsored, regional groups, etc.) of any user groups that exist, including identification of any costs for participation, as well as the location, frequency, and content of meetings
Click or tap here to enter text.

6.1.36 Describe the support escalation procedure Click or tap here to enter text.

6.1.37 Discuss recommended approach to end user training, including access to traditional training documents, videos, knowledge bases, forums, etc. - Include discussion of whether training materials are provided for City update
Click or tap here to enter text.

6.1.38 Provides Single Sign-On (SSO), an authentication process that allows users to access multiple applications with one set of login credentials, specifically utilizing the Customer’s Microsoft Entra ID. Offeror shall integrate SSO with the Customer’s Microsoft Entra ID using the Security Assertion Markup Language (SAML) protocol. Offeror shall provide the necessary configuration details, including the Identity Provider (IdP) metadata, Assertion Consumer Service (ACS) URL, and any other required endpoints.

Click or tap here to enter text.

6.1.39 All City data and intellectual property shall be housed in the continental United States
Click or tap here to enter text.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 102
# Requirement Response/Comments
Disaster Recovery

6.1.40 Proposed solution provides near or real-time mirroring for Disaster Recovery service to an off-site location
Click or tap here to enter text.

6.1.41 The Offeror shall provide a formal security incident response process which includes responding to security incidents and notifying customers like the COP proactively throughout the incidents (i.e., quantifying using SLA’s, timeframe, and root cause analysis)
- Sample notifications should be provided for City review Click or tap here to enter text.

6.1.42 Solution shall provide daily backups (at a minimum) that can be restored by Offeror staff to any environment.

Click or tap here to enter text.

Cybersecurity

6.1.43 The Offeror shall provide a Risk Management Plan which meets or exceeds current industry standards, and which includes policies and procedures related to (but not limited to) breach notifications, financial risk, litigation holds, political situations, and geographical situations Click or tap here to enter text.

6.1.44 The Offeror shall provide the methodology used for penetration testing, patching, vulnerability management and remediation activities Click or tap here to enter text.

6.2. Configuration
The solution should provide the ability for system administrators to create and apply ‘custom’ business rules to various proc esses. Specific requirements are listed below.

# Requirement Response/Comments

6.2.1 Provides the ability to create user-defined fields, screens, and hot keys Click or tap here to enter text.

6.2.2 Provides the ability to configure workflows, codes, report parameters, and other elements to meet specific business needs using configuration and operating parameters provided by City and without the assistance of the software vendor
Click or tap here to enter text.

6.2.3 Offers a process scheduling tool that might be used to automate imports of external data, launch external programs, poll for and maintain non -system folder content, and sequence, launch, monitor, and report on such routines Click or tap here to enter text.

6.2.4 Provides the ability to customize help text Click or tap here to enter text.

6.2.5 Provides the ability to customize common error messages Click or tap here to enter text.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 103
# Requirement Response/Comments

6.2.6 Allows SQL-based access to database through common “Management Studio-like” tools. Full documentation of the database schema.

Click or tap here to enter text.

6.2.7 Solution provides ability to migrate configuration data between environments
Click or tap here to enter text.

6.2.8 Describe optimal and minimal level of the City staff expertise recommended to support the proposed solution: hardware, software, programming, and administration
Click or tap here to enter text.

6.3. Audit and Security
The solution should be designed to protect all data from unauthorized access or alteration. Potentially unique or custom requ irements are listed below.

# Requirement Response/Comments

6.3.1 The Offeror shall demonstrate and provide documentation to validate that their solutions contain adequate security controls and safeguards using a third-party independent auditor (Specific audit frequency and share sample reports). Vendor can provide their latest copy of a SOC 2/SIG audit report
Click or tap here to enter text.

6.3.2 Provides robust security options that are intuitive and offers multiple levels of access, managed at the user department level Click or tap here to enter text.

6.3.3 Supports multiple users with appropriate separation of duties and security roles
Click or tap here to enter text.

6.3.4 Allows the system administrator to:
- Configure control access to the application, modules,
transactions, and data
- Define data access rights (e.g., create, read, update, delete) by user ID or functional role
- Define functional access rights (e.g., processes, screens, fields, and reports) by user ID or functional role
- Restrict access to sensitive data elements (e.g., social security numbers, banking data, etc.) by user ID, user
groups, or functional role
Click or tap here to enter text.

6.3.5 Maintains audit logging to record access activity:
- Login/logout attempts by user and workstation
- User submitted transactions
Click or tap here to enter text.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 104
# Requirement Response/Comments
- Initiated processes
- System overrides
- File accessed
- Additions, changes, or deletes to application-maintained data and system configurations
- Self-Service transactions
- Date and time of the event.
- User ID
- Clear description of the event
- Stored in a secure and centralized locations
- Access restricted to allow system administrators
- Retention one year (minimum)
- Support industry-standard integrations with centralized event log management solutions

6.3.6 Allows the system administrator to define what transaction types are audited
Click or tap here to enter text.

6.3.7 Allows the system administrator to query the audit log by type of access, date/time stamp range, user identification, and terminal ID
Click or tap here to enter text.

6.3.8 Confirm that PII-compliant security measures have been established to ensure that only authorized personnel may access locations where PII is stored and that access to those locations is logged using an auditable form
Click or tap here to enter text.

6.3.9 Confirm that data transmitted during all sessions are encrypted Click or tap here to enter text.

6.3.10 Confirm that the proposed solution provides audit analysis that will show user specific actions (i.e., who created the data record, the date/time created, as well as any updates to that record) Click or tap here to enter text.

6.3.11 Confirm that user access passwords are not stored as clear text in scripts, programs, or files
Click or tap here to enter text.

6.3.12 The Offeror shall provide proof of cyber liability insurance and specific coverages
Click or tap here to enter text.

6.3.13 The Offeror shall provide security details of API connectors used and AD sync protections
Click or tap here to enter text.

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 105
# Requirement Response/Comments

6.3.14 The Offeror shall provide latest mobile app security audit results, if their proposal includes a mobile app (Using MASVS or similar guidelines)
Click or tap here to enter text.

6.3.15 The Offeror shall follow a vetting process with any subcontractors planned to be included in any capacity before they begin work on this project to validate that their security posture meets the requirements documented in this proposal; the contractor will document what this vetting process is and what the results of the process are and will share this documentation with the City The sub-contractors must be authorized to work and reside in the US Click or tap here to enter text.

6.3.16 Support integration with Active Directory and/or Entra ID (Azure ID)
Click or tap here to enter text.

6.3.17 Captures defined transaction details and allows authorized staff to view that detail
Click or tap here to enter text.

6.3.18 Provides object, row, and field level security Click or tap here to enter text.

6.3.19 Restricts access to specific screens or processes Click or tap here to enter text.

6.3.20 Provides user group security Click or tap here to enter text.

6.3.21 Provides to extend security settings to reporting tools/layers Click or tap here to enter text.

6.4. Interoperability/System Interfaces
The solution should provide the ability to import and export data to and from external systems and/or integrate real -time with external systems. Specific requirements are listed below.

# Requirement Prebuilt?
(Yes/No)
If No, Cost to
Develop
Comments/level of effort to develop functionality to meet requirement

6.4.1 Supports upload of large amounts of data for
transactional processing across all components
- Please describe any limitations to this
capability in the Comments column
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an item.

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here to enter
text.

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6.4.2 Includes interfaces/services to accept data generated by external applications
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an item.

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here to enter
text.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 106
# Requirement Prebuilt?
(Yes/No)
If No, Cost to
Develop
Comments/level of effort to develop functionality to meet requirement

6.4.3 Ensures transactions submitted via interface/services are subject to the same business rules as transactions
submitted via the user interface
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an item.

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text.

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6.4.4 Provides a notification to users of transactions that fail edits and provides a way for users to view, update,
delete, and automatically resubmit transactions for
processing
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an item.

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here to enter
text.

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6.5. Artificial Intelligence Enabled Features
The solution should provide AI-powered software as a service (SaaS) to the City, which includes access to the AI platform, regular updates, and support serv ices. The AI platform will perform tasks such as data analysis, predictive modeling, etc. The Offeror will implement ind ustry-standard security measures to protect Customer data.

The Offeror will comply with all applicable data protection laws, including GDPR and CCPA. City data will not be used for any purpose other than providing the AI services. Offeror retains all rights, title, and interest in and to the AI platform and any improvements or modifications thereto. The City retains all rights to the data they provide to the AI platform. Any outputs generated by the AI platform using City data will be ow ned by the City. The Offeror will provide documentation explaining all of the AI system’s decision-making processes, including a commitment that this documentation will be updated regularly to reflect any changes or improvements to the AI system. Offeror will take reasonable steps to ensure that the AI system is free from bias and will regularly audit the AI system to identify and mitigate any biases that may arise. Offeror will conduct regular audits of the AI system to ensure compliance with this agreemen t and applicable laws. Offeror will also provide regular updates to the AI system to improve performance and address any issues.

# Requirement Response
Code Response/Comments

6.5.1 Advanced Reporting Capabilities
- Ability to search by account number or account name
in reporting and data filtering.
- Option to retain underlying formulas when exporting
data
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item.

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6.5.2 Intelligent Work Order Tracking
- Work order numbers should follow hours worked and
A/P invoices throughout the system, from initial entry
in Infor through to New ERP System.

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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 107
# Requirement Response
Code Response/Comments

6.5.3 Smart Leave Balance Management
- System should provide real-time leave balance
updates and future notifications for vacation
balances.

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item.

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6.5.4 Intelligent Chart of Accounts Management
- System should allow for embedding of related
accounts in specific account groups (e.g., for state
reporting requirements).
- Capability to use City-defined flags on the account
structure for flexible categorization.

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item.

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6.5.5 Smart Reporting
- System should be able to identify which segments roll to specific reports (e.g., Street Reports), using an AI- driven flagging system on expenses
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item.

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6.5.6 Automated Reconciliation
- System should provide easier access to expenditures
related to specific objects (e.g., streetlights within the PG&E bill) to support ongoing reconciliation with
vendors.

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item.

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6.5.7 AI-Driven Cost Estimation
- Capability to calculate average 'productive hours' per employee for cost estimation purposes, particularly
for Army work orders and fleet 'wrench hours'.

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item.

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6.5.8 Intelligent Document Management
- AI-powered system to automatically link scanned
invoices to corresponding GL transactions, especially
for P-Card (Cal-Card) management.

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item.

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6.5.9 OCR and AI for Invoice Processing and Data Analysis:
- System should use of OCR and AI in processing
invoices and analyzing data.

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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 108

6.6. Required Integrations
The following detailed integration requirements must be addressed by the Proposer. For each item, confirm whether the propos ed solution will provide the necessary functionality natively, or if an interface will be required; for required interfaces, levels of effort (hours) and costs are required to be identified in Appendix B – Cost Worksheet.

A new ERP system will be the “system of record” for all financial and employee information citywide. Unless the proposed solution offers suitable functionality to replace any of the following, existing 3rd party solutions in use at the City, the proposed solution must provide and support the following integrations.

# Solution Vendor Solution Name Functional
Description
Native
Functionality
Provided in
Proposed
Solution
(Y/N)?
Notes / Comments

6.6.1 Accela Accela City planning and permitting
platform, including developer
deposits, billing for fire
inspections, business license
data
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item.

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6.6.2 Data Ticket, Inc Data Ticket Choose an
item.

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6.6.3 NeoGov NeoGov Insight,
NeoGov OnBoard
Candidate recruitment,
applicant tracking, and new hire
onboarding
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item.

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6.6.4 Paymentus Paymentus Credit card payment processing Choose an item.

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6.6.5 UKG Telestaff /
Workforce Ready
Time Entry and leave reporting Choose an
item.

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6.6.6 Microsoft Outlook Employee calendars, email Choose an item.

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6.6.7 HdL HdL Business licenses and related
taxes
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item.

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6.6.8 Active Network ActiveNet Payment processing Choose an item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 109

# Solution Vendor Solution Name Functional
Description
Native
Functionality
Provided in
Proposed
Solution
(Y/N)?
Notes / Comments

6.6.9 Club Prophet POS Express Golf fees and POS sales transactions
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item.

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6.6.10 Eckersall, Inc. Downey GIS Geolocation data Choose an item.

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6.6.11 Laserfiche Laserfiche Document Management
platform
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item.

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Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A APPENDIX A – ERP and UB System Requirements

City of Downey, CA 110

6.7. Conversion Requirements
The City desires to convert a minimum of three (3) to five (5) years of the data necessary to continue its day -to-day business operations in the future system, but some records will require all available data (listed under name). The table below provides a list of data by functional areas.

In the proposal’s related section, vendors should explain their experience and expertise in successfully executing data migration projects of similar scale and complexity. Include information on data conversion recommendations, migration approach, identify any inherent risks with the approach, outline the recommended data validation testing approach and related support to be provided.

Solution Provider Product Owner Dept / Div Data Conversion Requirement Tyler Eden Finance General ledger financial data, vendor Information, customer information, budget data, purchase orders, payment voucher data, receivables, customer invoices, payment data/history, contracts, inventory, project details, grant details, capital asset details, including data necessary to support expected auditing of various financial reports including but not limited to Trial Balance, Revenue and Expenditure Ledgers, etc.

Tyler Eden Human Resources Employee data, payroll history, job history, benefit elections, position data/history, performance data, training history, accrual balances, etc..

UKG Telestaff / Workforce
Ready
Finance, Human Resources Employee identification, employee time entry data (history), employee schedules.

NeoGov OnBoard Human Resources Onboarding information related to new hires.

Tyler Eden Public Works / Utilities Utility customer data, account numbers, account names, service addresses, prior billing, billing status (e.g., if past due), account balances, payment plan details (i.e., budget billing program, etc.), payment history, usage history, etc.

Documents Conversion
image/document files
attached to the above
data sets

Docusign Envelope ID: 349ADB5F-BF1C-4FD8-A27A-0F4E1DE1BB2A

Summary Enter the following in the white highlighted areas. All other data is automatically updated from the other worksheets. - Proposer Name - Enter the name of your company
- Solution Name - Enter a descriptive name of the solution you are proposing - SaaS - Enter 'Yes' if this is a Software as a Solution (Cloud based) proposal. Enter 'No' if you are proposing a locally hosted solution. - Software Proposed - Define the software being proposed.

NOTE: This list is used in the 'Licenses', 'SaaS-Hosting', 'Services', and 'Conversion' tab to summarize by Licenses in the 'Summary' tab. - Modules Proposed - Define the Modules being proposed. This list is for vendors to identify more specific information regarding the Software Proposed.

NOTE: This list is reference in the 'Licenses', 'SaaS-Hosting', 'Services' and 'Conversion' tab - Services Proposed - Define the Services being proposed.

NOTE: This list is referenced in the 'Services' tab to summarize by Services in the 'Summary' tab to summarize by Services in the 'Summary' tab.

Licenses Provide a detailed breakout of software pricing or other licensed products needed to meet the RFP requirements. Identify the number of user licenses being proposed and clearly describe the basis for licensing and method to justify number of licenses being proposed. NOTE: The 'Software' column in this tab references the 'Software Proposed' list in the 'Summary' tab. The 'Module' column in this tab references the 'Modules Proposed' list in the 'Summary' tab. Make sure to select a valid entry so that the 'Licenses and Ongoing Maintenance Costs' section in the 'Summary' tab will summarize correctly.

SaaS-Hosting Provide a detailed breakout of software hosted pricing needed to meet the RFP requirements. NOTE: The 'Software' column in this tab references the 'Software Proposed' list in the 'Summary' tab. The 'Module' column in this tab references the 'Modules Proposed' list in the 'Summary' tab. Make sure to select a valid entry so that the 'Hosting Costs' section in the 'Summary' tab will summarize correctly.

Make sure to complete ALL APPLICABLE WORKSHEETS for your proposal RFP Mandatory Price Sheet
ERP + UB Systems, Implementation, and Ongoing Maintenance and Support Services NOTE: This workbook is setup with formulas to autocalulate costs, subtotal and total within individual tabs with references to individual tab subtotals in the Summary Tab.

It is also formatted for user friendly printing. Worksheets are protected without a password to prevent inadvertent modification or overwriting of the formulas and references. To modify an individual worksheet, unprotect the worksheet and make your modifications. If Proposer modifies a worksheet, Proposer is responsible for ensuring the integrity of the calculations, references and formatting.

Please review the 'Examples' Tab for expectations of the price sheets.

Instructions:
- Click on the tab of the worksheet you want to update. - Fill out information in highlighted (white) cells.
- Insert or delete rows as needed - make sure to copy and paste formulas (in gray shaded cells) if you insert rows. - When you have completed a worksheet, click on the Main Index Tab to return to this Index or select another worksheet by Tab.