LACSD RFP Enterprise Resource Planning€¦ · 5.7 Inventory ... • Customer Service Work Order Request System • Integrated Backflow Management System The following functions are

REQUEST FOR PROPOSAL

FOR

Enterprise Resource Planning (ERP) and Utility Billing System and Implementation Services

Issue Date May 4, 2015

Response Due Date

July 2, 2015 1:00 PM

ERP and Utility Billing System and Implementation Services May 4, 2015

Lake Arrowhead Community Services District Page 1 of 62

TABLE OF CONTENTS

1. RFP Overview .................................................................................................................... 4

1.1 Purpose of RFP ....................................................................................................... 4 1.2 RFP Timeline .......................................................................................................... 5 1.3 RFP Coordinator ..................................................................................................... 5 1.4 Proposal Preparation Costs..................................................................................... 6 1.5 RFP Amendment and Cancellation ......................................................................... 6 1.6 Questions Pertaining to the RFP ............................................................................. 6 1.7 Intent to Propose ..................................................................................................... 6 1.8 Proposal Submittal .................................................................................................. 6 1.9 Public Records Law ................................................................................................ 7

2. Project Objectives ............................................................................................................... 8 3. District Overview ................................................................................................................. 9 4. Current Environment ..........................................................................................................12

4.1 Technology Standards .............................................................................................12 4.2 Existing System Use and Processes .......................................................................12 4.3 Key Business and Operational Volumes ..................................................................14

5. Replacement System Requirements ..................................................................................15 5.1 Financial Capabilities ..............................................................................................15 5.2 General Ledger .......................................................................................................15 5.3 Accounts Payable ....................................................................................................16 5.4 Budgeting ................................................................................................................17 5.5 Purchasing ..............................................................................................................17 5.6 Utility Billing .............................................................................................................18 5.7 Inventory .................................................................................................................20

6. General System Capabilities ..............................................................................................21 Document Imaging .............................................................................................................21 Reporting ...........................................................................................................................21 System Audit and Security .................................................................................................22 Workflow ............................................................................................................................22 Technical Requirements ....................................................................................................22 Interface Requirements ......................................................................................................23 Conversion Requirements ..................................................................................................23

7. Proposal Submission Requirements ..................................................................................24 General Instructions ...........................................................................................................24 Proposal Format ................................................................................................................24

7.2.1 Cover Letter ....................................................................................................24 7.2.2 Table of Contents ...........................................................................................25 7.2.3 Section 1 - Executive Summary ......................................................................25 7.2.4 Section 2–Company Background ....................................................................25 7.2.5 Section 3–Company Qualifications .................................................................25 7.2.6 Section 4 - References ...................................................................................26 7.2.7 Section 5 - Proposed Solution.........................................................................26 7.2.8 Section 6 - Implementation Approach and Work Plan .....................................26 7.2.9 Section 7 – Other Requirements .....................................................................27 7.2.10 Section 8 - Pricing ...........................................................................................27 7.2.11 Section 9–Software Licensing and Maintenance Agreements .........................29

8. Proposal Evaluation ...........................................................................................................30



9. General Requirements .......................................................................................................31 Collusion ............................................................................................................................31 Gratuities ...........................................................................................................................31 Required Review and Waiver of Objections by Proposers .................................................31 Nondiscrimination ..............................................................................................................31 Proposal Withdrawal ..........................................................................................................32 Proposal Errors ..................................................................................................................32 Incorrect Proposal Information ...........................................................................................32 Prohibition of Proposer Terms and Conditions ...................................................................32 Assignment and Subcontracting .........................................................................................32 Right to Refuse Personnel .................................................................................................32 Proposal of Additional Services ..........................................................................................32 Licensure ...........................................................................................................................33 Conflict of Interest and Proposal Restrictions .....................................................................33 Contract Negotiations ........................................................................................................33 Execution of Contact ..........................................................................................................33 Right of Rejection ...............................................................................................................33 Disclosure of Proposal Contents ........................................................................................34 Proprietary Information .......................................................................................................34 Severability ........................................................................................................................34 RFP and Proposal Incorporated into Final Contract ...........................................................34 Proposal Amendment ........................................................................................................34 Consultant Participation .....................................................................................................34 Warranty ............................................................................................................................35 Rights of the District ...........................................................................................................35

Appendix A – District Professional Services Agreement ............................................................36 Appendix B – Lake Arrowhead Community Services District Rates and Fees ...........................47 Appendix C – Paychex Documentation for GL Interface ............................................................53



1. RFP Overview

1.1 Purpose of RFP The purpose of this RFP is to solicit responses from qualified vendors offering the functionality and features identified to replace the Lake Arrowhead Community Services District’s Tyler Incode Financial and Utility Billing system. The District seeks a qualified firm (Proposer) with the experience, expertise, and qualifications to provide a fully integrated, proven state-of-the-art solution (New System). The District will be looking to partner with the selected vendor to provide the associated professional services to complete implementation. The District will complete a fair and thorough evaluation of vendor responses to this RFP.

At a minimum, the proposed New System should consist of the following integrated functions:

Financial Management • General Ledger • Accounts Payable • Bank Reconciliation • Accounts Receivable • Budgeting • Project Accounting • Requisitions/Purchasing • Fixed Assets

Utility Billing (Water/Wastewater) • Cashiering • Customer Service Work Order Request System • Integrated Backflow Management System

The following functions are desired but not mandatory: IVR (Interactive Voice Response)

In addition to the software functionality identified above, the District is seeking a Proposer to provide professional services that will ensure a successful implementation. The professional services should include the following:

Project Management Software Installation and Configuration Implementation Consulting Business Process Review Training Documentation Software Maintenance and Support Conversion

The District desires to begin the project on or before November 1, 2015. Based on the project start date of 11/01/15, the District is interested in obtaining input from Proposers about their recommended go live date, along with recommendations regarding the order and timing of



implementing specific modules. The District is interested in implementing the New System in an expeditious manner, and has dedicated the necessary resources to achieve an efficient schedule. As such, while the District wishes to have Proposers provide their recommended go live schedule, Proposers should be aware that the District intends to implement as quickly and efficiently as possible, and is therefore requesting that Proposers craft an approach that meets the District’s objective.

1.2 RFP Timeline The following table, Table 1 - RFP Schedule of Events, identifies the RFP schedule that will be followed.

Table 1 – RFP Schedule of Events

RFP EVENT DATE

District Issues RFP 05/04/15 Deadline for Proposer Questions 05/21/15 District Publishes Responses to Questions 06/09/15 Deadline for Proposal Submission 07/02/15 District Completes Evaluations of Proposals 07/28/15 Finalist(s) Notified & Provided Proof-of-Capabilities (POC) Packet 07/30/15 POC Demonstration(s) Week of 08/24/15 Contract Negotiations September 2015 Award of Proposal & Contract Execution October 2015

Proposers should be aware that finalist(s) will be required to participate in a one to two day scripted proof-of-capabilities (POC) demonstration to allow staff to fully understand the proposed solution. The POC is not intended to be a generic demonstration of the application, but rather a demonstration of specific product functionality deemed most critical to the District using scenarios provided by the District. Proposers must be prepared to invest the time and resources in the POC to be successful on this procurement. The District reserves the right, at its sole discretion, to adjust this schedule as it deems necessary. Notification of any adjustment to the RFP Schedule of Events will be provided to all Proposers who comply with Section 1.7 (Intent to Propose).

1.3 RFP Coordinator All communications concerning this RFP must be submitted in email to the RFP Coordinator identified below. The RFP Coordinator will be the sole point of contact for this RFP.

Shanna Christopherson, Accounting Technician P.O. Box 700, Lake Arrowhead, CA 92352 (909) 336-7100 Email: [email protected]

Proposer contact with anyone else in the District is expressly forbidden and may result in disqualification of the Proposer’s bid.



mailto:[email protected]

1.4 Proposal Preparation Costs The District will not pay any costs associated with the preparation, submittal, or presentation of any proposal.

1.5 RFP Amendment and Cancellation The District reserves the unilateral right to amend this RFP in writing at any time. The District also reserves the right to cancel or reissue the RFP at its sole discretion. If an amendment is issued, it will be provided to all Proposers complying with Section 1.7 (Intent to Propose). Proposers will respond to the final written RFP and any exhibits, attachments, and amendments.

1.6 Questions Pertaining to the RFP Specific questions concerning the RFP should be submitted via e-mail to the RFP Coordinator by 1:00 P.M. May 21, 2015, as identified in Section 1.2 (RFP Timeline). Proposer questions should clearly identify the relevant section of the RFP and page number(s) related to the question being asked.

Copies of all questions and the District’s responses will be emailed to all Proposers complying with Section 1.7 (Intent to Propose).

1.7 Intent to Propose Each Proposer who plans to submit a proposal should register by email to the RFP Coordinator (Section 1.3). The email should indicate the Proposer's intent to respond to this RFP. The email should include:

Proposer name Name and title of Proposer main contact Address, telephone and facsimile number, and email address

Submittal of the Intent to Propose email is necessary to ensure receipt of RFP amendments, responses to vendor questions, and other communications regarding the RFP. The Intent to Propose is not intended to bind Proposers to submitting a proposal.

1.8 Proposal Submittal Proposals will be submitted no later than the “Deadline for Proposal Submission” as identified in Section 1.2 (RFP Timeline). Proposers assume the risk of the method of delivery chosen. The District assumes no responsibility for delays caused by any delivery service. A Proposer's failure to submit a proposal as required before the deadline may cause the proposal to be disqualified.

Proposers must submit in a sealed package one (1) original, signed Master, five (5) copies, and one (1) electronic copy (a single .pdf file containing all submitted material is strongly encouraged).

The package should be clearly labeled as follows:

Proposal for ERP System and Implementation Services Name of Proposer Proposer’s Address



Proposer’s Contact Person Proposer’s Telephone Number

The proposal package should be mailed, couriered, or hand delivered to the District. The District’s mailing address is P.O Box 700, Lake Arrowhead, CA 92352. The District Main Office is located at 27307 State Highway 189, Blue Jay, CA 92317. All proposals must be received by the District before 1:00 P.M. (by the clock located in the District’s office) on the Deadline for Proposal Submission date as indicated in Section 1.2 (RFP Timeline). Proposals received after this time and date may be returned unopened. Postmarks will not be accepted as proof of receipt.

1.9 Public Records Law Pursuant to California Government Code Section 6250, public records may be inspected and examined by anyone desiring to do so, at a reasonable time, under reasonable conditions, and under supervision by the custodian of the public record. All submitted proposals are subject to this code section.



2. Project Objectives The goal is to gain efficiencies and to update existing District processes – focusing on better reporting and enhanced customer service; and improve internal operations and utilize technology to the highest and best use feasible. The District is using an older version of Tyler Technologies Incode Financial and Utility Billing System. While upgrading to a newer version of Incode is a consideration, the District is issuing this RFP in order to determine if another ERP solution will better suit the business requirements.

The need to replace the existing Financial and Utility Billing system has been identified as a high priority for the District and is driven by the following factors:

The District believes an improved financial system will create staff efficiencies, better reporting and transparency and a wider range of billing options for its customers

The desire to enhance service to the customers with Utility Billing online self-service to make account inquiries, payments, mailing address changes, etc.

The need for an integrated Budget module to replace Microsoft Access Control of transaction posting Support for annual inventory reconciliation and valuation Provide improved reporting and inquiry to finance, budgeting, payroll, and billing data Securing a long-term business solution that is provided by a vendor that supports

continual innovation to encourage implementation of best business practices (i.e. encourage streamlining and automation of standard business transactions, enhanced processing and on-line capabilities, etc.)

Providing enhanced features and functionality to support increased automation and operational efficiencies (i.e. workflow, self-service, document imaging, cashiering, etc.)

With this RFP, the District seeks to replace its existing Financial and Utility Billing system with a proven, commercial-off-the-shelf (COTS) system. The new system should meet the following objectives:

Provide a tightly integrated and comprehensive solution to manage the District’s business functions

Streamline business processes through automation, integration, and workflows Provide enhanced reporting capabilities to improve decision making Promote implementation of best practice processes Provide user friendly and intuitive user interfaces Provide enhanced features and functionality Improve data integrity Reduce the reliance and need for “offline shadow systems” to support financial

activities Eliminate the need for redundant data entry Improve and provide necessary reports and access to data through inquiry or drill

down capabilities Provide the ability to upload and download from Microsoft Excel Provide interface capabilities where possible



Provide ability to grow within the proposed solution

3. District Overview

Lake Arrowhead Community Services District provides water and wastewater services to customers in Lake Arrowhead and surrounding communities. The District encompasses about 15 square miles and services approximately 8,300 water customers and 10,600 wastewater customers. The District is located in the San Bernardino Mountains, 23 miles north of the city of San Bernardino and approximately 75 miles east of Los Angeles.

The District was first formed as a water agency in 1978. The wastewater system was acquired from the County of San Bernardino in 1983. The boundaries of the wastewater system extend beyond the boundaries of the water system; therefore, some of the customers served by the wastewater system do not receive water from the District. In 1985, the District assumed the assets, ownership and control of the Deer Lake Water Corporation, a private water company serving 200 customers in Deer Lodge Park, and formed the Deer Lodge Park Water system assessment district to provide infrastructure upgrades to meet water quality requirements at Deer Lodge Park.

In 2013, the District entered into discussions with the City of Big Bear Lake Department of Water and Power regarding the water services that it controls in the community of Rimforest. This area was within the District’s sewer service boundary and is roughly contiguous to its water service area but approximately 25 miles from the City of Big Bear Lake. It was determined that the citizens of Rimforest would be better served if the District took control of the water services in that area. The board of both agencies approved a purchase agreement in February 2014. The issue was on the June 2014 ballot for consideration by the citizens of the City of Big Bear Lake and was approved. The District took ownership of the Rimforest water system on October 1, 2014.

District staff operates two water treatment plants, nineteen water-pumping stations, two wastewater treatment plants, twenty-one wastewater-pumping stations, twenty reservoir tanks and several hundred miles of pipelines. The District employs approximately 60 staff members.

The communities served by the District range in elevation from 4,500 feet to over 6,000 feet and encompass approximately 15 square miles. As a resort area, Lake Arrowhead includes commercial areas oriented to tourist and seasonal residents as well as year-round residents. Approximately half of the residential dwelling units in the area are second homes.

The District is governed by a five-member Board of Directors elected to four-year terms. The Board of Directors sets policy that directs the activities of the Management Team of the District.

Day-to-day management of the Water and Wastewater Systems is delegated to the General Manager of the District who reports directly to the locally elected Board of Directors. Reporting to the General Manager are five department heads: Operations Manager, Field Operations Manager, Finance Manager, District Engineer and Human Resources Manager.

The Department services include:

The Finance Department activities include overseeing the finance and accounting activities of the District; preparation of the operating and capital budgets and financial reports; investment management; debt management; cash management and bank relations; and daily business operations including customer service, meter reading, billing and water conservation.



The Engineering Department works closely with government agencies, community groups, consultants, and contractors to plan, design and construct District capital improvement projects relating to water and wastewater projects. The department also manages capital improvement projects and oversees the District’s permitting functions.

The Operations Department is responsible for water and wastewater plant operations. The Field Operations staff is responsible for collections and distribution. The staff maintain the potable water storage reservoirs, pressure reducing and flow control stations and monitor and maintain the SCADA system that operates the District’s potable water and wastewater treatment facilities. Operations includes field representatives assigned to customer service and meter reading.

The District’s organizational structure is presented below:

The District’s Finance Department will be the primary sponsor of the replacement ERP System and Implementation Services and consists of the Finance Manager, Sr. Accountant, Accounting



Techs, Customer Service Supervisor and Customer Service Reps. Responsibilities include all accounting, reporting, financial analysis, treasury, payroll, accounts payable, budgeting, billing and collection of charges, taxes and other revenues. The District’s books and records are maintained on an enterprise basis and follow the full accrual method of accounting. Revenues are recorded when earned and expenses when incurred. The District manages four distinct stand-alone enterprise funds: Water, Wastewater, Deer Lodge Park and Rimforest.



4. Current Environment

4.1 Technology Standards The following table, Table 2 – Current Technology Standards, identifies current technology standards for the District. Proposers will be required to confirm conformance to these requirements or clearly articulate proposed alternatives.

Table 2 – Current Technology Standards

Technology Current Standard Database Microsoft SQL Server Standard 2008 R1 Server OS Microsoft Windows Server, 2012/2008 R2 Desktop OS Windows 7 Server Hardware Dell PowerEdge; Built Intel-Based, R720, R320, R510

Desktop Hardware Primarily Dell; Inspiron 3487, Vostro 260/270 and Precision 1650

Laptop/Mobile Hardware Toshiba Satellite Pro C650 Office Productivity Microsoft Office 2003/2007/2010/2013 Browser Primarily IE 11 and Firefox 35/36 Email Server/Client Exchange Server Standard 2010 SP3 UR8v2; 2010/2013 Server Virtual Environment

Microsoft Hyper-V Server 2008 (6.1.7610); Workstation v.8.0.2

Data Storage Drobo 8800i vis iSCSI

Active Directory 2003 Functional Level; all Domain Controllers are Windows Server 2008 or Greater

4.2 Existing System Use and Processes This section provides a high-level overview of how the District uses the current Tyler Incode Finance and Utility Billing system, as well as information about manual processes performed outside of the system. In addition, it will be key for the District to eliminate the numerous “Shadow Systems” departments currently are using to be able to report and manage their financials. The District currently relies on Tyler Technologies Incode to support the following functions:

Financial Management General Ledger Accounts Payable Cash Collection Inventory Purchasing Project Accounting Fixed Assets

Utility Billing(Water / Sewer) Service Orders



The following table, Table 3 – Application Environment, identifies all the relevant business and operation applications that support the District. The table also identifies the vendor, version, number of users, and integration points.

Table 3 – Application Environment

Application Vendor Version Users Integration Points

Finance Tyler Incode 8 5 users, 14 viewers

Payroll and Human Resources

Paychex (outsourced)

MyPaychex 56 General Ledger

Budget Microsoft Access 2013 4 N/A Human Resources Paychex

(outsourced) MyPaychex 3 users, 4 viewers N/A (desired in

the new system) Document Imaging Laserfiche 8.2 16 CIS GIS ESRI ArcMap

10.0 2 Work Order

Utility Billing Tyler Incode 8 8 users, 6 viewers GL, Mosaic, Dataprose, AudioTel

Meter Reading Mosaic/aka Stealth Reader

1.2 14 UB

AMI Zenner -- -- -- Backflow Cross-Track 5.2 5 UB Work Orders/Asset Management

Hansen 7.7 4

Inventory MicroMain 7.0.823 0 Data version 7.0

5 GL

SCADA ClearSCADA by Control Microsystems, Schneider Elec.

2014 4 servers, 3 clients (viewX)

Remittance Processing

AudioTel / aka Remit Plus

5.00.311 3 Tyler Incode

Bill Print/Mail DataProse DP-2 proprietary web based

Tyler Incode

The following bullets provide additional information regarding core financial functions performed by the Administrative Services Department and other departments at the District.

The District completes the bank reconciliations manually in Incode.

The District’s CIP, cash flow analysis, and Treasurer Reports are done in Excel.



The District’s document management system is Laserfiche 8.2. Through an icon, Laserfiche is launched from within the Tyler Incode Utility Billing application. The District seeks to leverage this system to support enterprise-wide document management and possibly maintain supporting financial documents for access directly within the ERP System.

The District seeks a system that will automate as many processes as possible and help align the Administrative Services Department work processes with best practices. The District understands that many existing processes and procedures may change to align with the best practices methods incorporated into the Proposer’s solution.

4.3 Key Business and Operational Volumes The following table, Table 4 – Key Business and Operational Volumes, provides Proposers with key information that will help promote an understanding of the current environment.

Table 4 – Key Business and Operational Volumes

Category Detail Number of Expected Users – Core Users 8 Number of Expected Users – Casual Users 18 Number of GL Accounts (does not include Funds, Departments) 170 Number of Funds 4 Enterprise,24 Individual Funds Current Vendor Master File – Total 1,000 Average Purchase Orders Per Year 1,000 to 1,500 Average # of Line Items Per PO 4 Average Invoices Per Year 6,000 Average 1099’s 45 Average AP Checks – Per Year 2,400 Number of Items Inventoried 460+

Fixed Assets Tracked 500 Active Plus 1,200 Disposed Assets

Number of Asset Types 15 Utility Billing Cycles Monthly Billing, 20 Books Number of Active Water Billing Clients 8,300 Number of Active Wastewater Billing Clients 10,600 Average Number of Billing Statements Per Cycle 2,000 Average Delinquent Notices Per Year 1,650 Average Number of Credit Card Transactions Per Year

5,000 Over the Phone Plus 6,844 Web Payments



5. Replacement System Requirements

The District seeks a proven, fully integrated ERP public sector solution. It is seeking to modify existing business processes to accommodate best practices, and will be looking to select a system that drives the implementation of best practices. More specifically, the new system should provide the following capabilities:

Provide replacement capabilities for current financial processing managed by Tyler Incode Financial and Utility Billing applications

All transactions are processed in real-time and immediately available for inquiry and reporting

Fully integrated system where data is only entered once

Robust security capabilities with the ability to integrate to MS Active Directory

Ability to use workflow capabilities and be available across all appropriate modules

The system should accommodate role based security

Reporting should be user friendly, allowing staff to create and/or obtain reports or to export data with minimal training

Robust audit and transaction logging capabilities

The remainder of this section assumes the responder has the ability to meet standard finance functions, and capabilities the District is seeking from a new system above the basic functionality inherent to most COTS systems. Proposers must respond to each section to explain how the proposed system meets the needs of the District, as well as, identify features and functions that can further improve District processes.

5.1 Financial Capabilities The District seeks a new system that provides “required” replacement financial functionality as described in this section.

5.2 General Ledger The new system should be capable of managing all of the District’s revenues and expenditures. The new system should provide robust, easy to use reporting capabilities to support budget and expense reporting and financial analysis.

The General Ledger module should feature a rich set of functionality for Centralized Cash, Journal Management and Bank Reconciliation supporting the following:

Support journal entries; one-time, recurring, allocations and distributions, and ability to apply reversal

Ability to reconcile all transactions in the general ledger

Provide for automated year-end closing of revenue and expenditure accounts, posting of balances to subsequent year beginning balances

Capture multiple dates; transactional dates, posting dates, data entry dates, etc.

Ability to drill down to view transactional data



Support for Sub-ledgers

Allow for Cost Accounting; for distributed purchases, payments, labor costs, within District programs, activities and projects

Allow for configuration of workflows and approval options

Integrate with specialized Bank Reconciliation/Treasury Management functions designed to support AP Check and general account reconciliation activities

Provide out of the box reporting and inquiry ability to address budget vs. actual, expense reporting, journal reporting, transactional reporting

The GL Account String/Chart of Accounts must have flexible segment options that support the following:

Ability to execute the District’s management plans in terms of department, program, project, etc. level control

Include numerous options for including these segments in workflow definitions (workflow-able segments)

Provide robust reporting on all chart of account string components

5.3 Accounts Payable The District seeks a robust accounts payable module that should have the ability to:

Allow multi-line items for the purchase order/invoice for payment and to select by line item

Provide accounting for deposits and retention based payments

Generate more than one check for a vendor during a check process

Generate multiple page checks

Attach relevant document images to accounts payable items

Automatically calculate payment discounts

Automatically calculate taxes as appropriate for items being paid

Assign shipping and tax amounts at time of data entry

Allow splitting charges among several funds, programs, projects, etc.

Vendor inquiry that will search and report by name, city, etc.

Provide ability to short close a PO

Support CA EDD reporting requirements for independent contractors

Support capturing the email address and web site address in the vendor master record

Provide security by user for viewing or changing the tax ID or social security number field in the vendor master record

Provide workflow support for check issuance and invoice approvals

Allow staff to view vendor detailed payment history (i.e. see all PO’s outstanding and payments made)



Support 1099 reporting requirements

Provide the ability to view and select vendor information by a search feature or criteria, including business type

Provide ability to select active vendors

Ability to automatically send vendors emails with ACH payment details if payment is processed via ACH payment.

5.4 Budgeting The new system should include a robust budget module that allows for the following;

Ability to develop budgets on a two year cycle

Ability for multiple users to participate in budget creation

Provide multi-level approval and rolling

Support projection modeling for “what if” scenarios and 10 year forecasting

Provide options for seeding budgets with historical data (e.g., last year’s actuals) or developing zero-based budgets

Support rules for budget transfers and adjustments during current budget year

Provide pre-formatted outputs

Allow for justification data and background entered by departments as supporting content to stay with line item entries through budget roll-up cycles

Support for base-line budgeting

Support for priority based budgeting, including expanding the existing chart of accounts to include programs

Provide employee budgeting, and add positions with known salary and benefits from tables

Ability to update tables with various rates, including COLA rates, variable benefits, fixed benefits, and other personnel related rates

The Budget module should provide robust reporting to include;

Extensive use of Budget vs. Actual on-screen and hard-copy reporting

On-screen and reporting drill-down and drill-across for under-lying details

Ability to include justification details by budget line item in budget creation and reporting

Outputs that are exportable to various file output formats (particularly Excel)

Ability to check available budgets on rollup to higher level of an organization set

5.5 Purchasing The District seeks to implement a fully integrated Purchasing module as part of the new system. The module should be capable of managing all of the District’s products and services acquisition activities.



The District seeks the following capabilities:

Integrate with Accounts Payable, General Ledger, and Vendor History

Track information for the entire life-cycle of the procurement (i.e. requisition through payment)

Perform budget checking during requisition and purchase order creation

Provide flexibility to set purchase rules for dollar amounts and purchase type

Support for the purchase of recurring services by automatically generating a requisition/purchase order based on pre-established criteria (i.e. Health Insurance, Cleaning Services, and Leased Vehicles)

Capture internal or external justification, notes, or comments on purchase order. Internal comments should only be visible to District staff

Support for tracking requestor and indicating the requestor name on the purchase order

Provide a robust workflow support for the approval of requisitions and purchase orders based on user defined, pre-established criteria

Support electronically (i.e. email) sending purchase orders to vendors in PDF format

Restrict users to specific general ledger accounts

Prevent a purchase order from being issued to an inactive vendor

Limit which users are authorized to override limits placed by the system

Issue blanket purchase orders

Support year-end activities such as the following;

Provide the ability to roll purchase orders to the new fiscal year Allow purchase orders to be entered for the new fiscal year prior to the

start of that fiscal year Support for accruals (in terms of receiving records)

Allow change orders for purchase orders

Provide robust audit tracking

Support for imaging and archiving of Purchasing related documents using Laserfiche

5.6 Utility Billing The District seeks to replace its Tyler Incode Utility Billing system to accommodate monthly processing of Water and Sewer billing needs. The District bills customers monthly on a weekly cycle. The proposed solution for Utility Billing management requires the following:

Provide full capabilities to manage financial needs for water and wastewater billing

Support monthly fixed fees and tiered billing rates, special charges, etc.

Support Utility Bill generation, reprints, delinquent bills, closing bills, closed and delinquent bills, and shut-off notice(s) and reminders

Interface with radio meter read system



Ability to generate a meter read exception report to identify anomalies

Ability to generate an exception report to identify billing anomalies before bill generation

Ability to manage change of account responsible party to default account owner (such as apartment, tenant rentals, business leases, etc.)

Ability to override or adjust with security permissions

Ability to establish automatic payment plans

Ability to view payment history while in the payment entry screen

Robust key word inquiry that searches the entire Utility Billing database (i.e. “lien”, “irrigation”)

Ability to create payment arrangements for past-due statements and generate reports to ensure compliance with the agreed upon payment schedule

Provide a public portal for customer self-service to view account balance, make payments, updated billing address, etc.

Support E-billing

Accept and process ACH payments

Provide ease of access to accounts, via multiple fields inquiries such as address, name, meter, etc.

Accept all payments; full, partial, pre-payments, pro-rated

Ability to place an account on hold or legal dispute and write off balances as bad debt

Contain “Out of the Box” reporting and inquiry ability to address customer inquiries on the fly and provide monthly, quarterly and annual reporting

Provide flexible service requests for work order assignment

Provide water usage reports for residential and commercial accounts

Provide a report of accounts with months of zero consumption

Support of back flow device inspection record for annual notice and tracking

Ability to track tenant and owner deposits

Ability to accept and refund hydrant rental meter deposits

Ability to generate a report to identify accounts with a credit balance

Ability to credit refunds for closed accounts in accounts payable

Ability to generate aging reports by date range (including prior periods) to identity delinquent accounts

Ability to generate a final bill for real-time print and mail, and flag to exclude from the next bill generation

Ability to generate a commercial bill with an irrigation meter and deduct the irrigation consumption from the commercial meter



Ability to process and enter utility bill payments using remote desktop scanner to identify the MICR codes at the bottom of payment stubs

Ability to reconcile revenue to the General Ledger

The District’s current rates and fees are provided in Appendix A of this RFP. A fee study is underway and may result in a more complex fee structure.

5.7 Inventory The District desires to implement an inventory module to:

Track quantities, cost and reorder points.

Provide notification when the quantity on hand reaches the reorder point.



6. General System Capabilities

The District seeks a new system that provides the following general system characteristics in terms of its user interface:

An intuitive, consistent (within and across modules), well designed user interface that is preferably browser-based

One-time/single-points of data entry to eliminate re-keying of information

Robust search capabilities for data analysis and inquiry

Ability to drill-down and drill-across from a transaction view to the supporting source data and documents if added

Ability to easily export information directly to Excel, Adobe, and flat file formats, etc.

Provide user-defined tables, fields, screens, reports, hot keys, and business rules/workflows

Ability to modify setup/configuration (i.e. setup codes, report parameters, etc.) without the assistance of the proposer

Ability to apply access security by role, individual or member of group and apply rules for exception based on functions, departmental data, etc.

Comprehensive online help, documentation and training materials

Protection in terms of Disaster Recovery

Document Imaging The District uses Laserfiche Document Management System. Accounts payable checks are scanned into Laserfiche with the check number and vendor number entered during the scan. The customer accounts are in Laserfiche with associated documents including correspondence. Laserfiche is accessed through an icon in the Utility Billing module.

The District desires to leverage the Laserfiche Document Management System to support document management in the New System. However, the District will consider other options to capture, index, search and retrieve images associated with financial transactions and supporting documentation.

Reporting The District seeks to obtain a robust reporting capability. The ability to export data to Excel is critical. A user-friendly report writer with drill-down/drill across capability is essential. Flexibility including the ability to schedule reports to run and distribute automatically, generate reports to HTML and .pdf formats, and email reports is desired.

Provide easy access to data

Provide on screen inquiry and ability to print results

Provide ability to save frequently run reports to favorites

Provide security access within reporting based on security roles



System Audit and Security The District seeks to implement a new system with robust security and transaction audit/logging capabilities. The system audit capabilities should include the ability to track transaction processes and updates to the database. The new system should create audit trails for transactions processed through the system allowing authorized staff to drill down on transactions to view supporting detail. Audit logging should allow authorized staff to easily determine the source of each transaction to include identifying user ID and data/time for all table changes.

Workflow The District seeks to implement a new system with strong workflow capabilities to help automate common financial transactions. The system workflow capabilities should include the ability to automatically notify a user when action is needed. The system should include automated approvals and notifications supporting a paperless environment that the District wishes to attain in the future. The new system should have the ability to:

Track transactions submitted for approval and review with the date/time stamp

Automate approval notification both at the system level and via the District’s email system

Implement best practice workflow templates for all core financial transactions (i.e. payables processing purchase orders, GL transaction approval, budgeting, etc.)

Integrate with the District’s email system to assist in the notification and approval steps

Create custom workflows based on District business rules

Employ a rich set of attributes in determining what users participate in which steps in the approval processes (e.g. GL number segments, unique groupings, project/task codes, object/spend category codes, consideration of roles, etc.)

Technical Requirements The District desires to leverage its existing technology infrastructure and contracted IT staff expertise to support the implementation of the new system. The following bullets identify the District’s expectations to technical requirements for the new system deployment. The District requires an on premise solution and will not consider alternative delivery models. (i.e. Software-as-a-Service, Application Service Provider, or Hosted).

Virtualization –Microsoft Hyper-V Server

Server – Microsoft Server

Database - Microsoft SQL Server

Desktop – Windows 7 minimum

Email – Microsoft Exchange and Microsoft Office Outlook

Desktop Productivity Software – Microsoft Office 2010

Desktop Browser – Internet Explorer 11 and Firefox

Remote Access – SSL VPN



Interface Requirements The District uses third party systems that may gain efficiencies by sharing data with the New System. This sharing can be through automatic interface, scheduled events and / or be manually processed.

Name Type Description Bank Reconciliation External Input Cleared checks from the bank are

compared with Accounts Payable checks that were issued.

1099’s External Output 1099’s are filed electronically with the federal government every year

Accounts Payable Checks

External Output Positive Pay files are transferred to the bank with every accounts payable check processing

Laserfiche External Output Link to Laserfiche from within the application

AudioTel External Input Remittance processor Import/export payments

Mosaic Internal/External Meters Zenner Internal AMI DataProse External Output/Internal

Input (PDF of bill) Utility bill print and mailing service/import PDF of bill to utility account

Paychex Import Update general ledger with payroll information

Credit Card Payments Import

Bank ACH Files Import

Conversion Requirements The District desires to retain and convert the following data to the new system:

Area GL – One year of history AP – Active vendors, history (invoices, checks) Budget – Two year budget history Fixed Assets – Pertinent information Purchase Order – Open, partially closed, project purchase orders Utility Billing –Active customers, start dates, immediate consumption plus one year of consumption history, open accounts receivable, service order history, meters and meter history, notes, three year billing and payment history, deposits, secondary contact, etc.



7. Proposal Submission Requirements

General Instructions The District discourages lengthy and costly proposals. 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 completeness and clarity of content. Glossy sales and marketing brochures are not necessary or desired.

Proposals must be organized consistent with the outline provided in this section of the RFP. Proposers must 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 District's information requirements.

Proposal Format 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 Section 6 – Implementation Approach Section 7 – Other Requirements Section 8 – Pricing Section 9 – Software Licensing and Maintenance Agreements

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

Proposals should be prepared on standard 8 1/2" x 11" paper and printed on two sides. All proposal pages should be numbered.

7.2.1 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 10 years Statement of the Proposer’s credentials to deliver the services sought under the RFP



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 District) Statement of acknowledgement that the District’s legal documents have been

reviewed and accepted with or without qualification. If qualifications are involved, those items requiring adjustment or modification must be identified and listed along with suggested modifications to the contract. If no modifications are noted, the District will assume that the proposer is capable of performing all normal 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

The Proposal Cover Letter should be concise and brief and not exceed two pages unless Proposer’s exceptions to the District’s legal documents require it.

7.2.2 Table of Contents All pages are to be numbered and figures, tables, charts, etc. must be assigned index numbers and identified in the Table of Contents.

7.2.3 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. The Executive Summary should not exceed three pages.

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

2.1 - A brief description of the Proposer’s background and organizational history 2.2 - A statement of how long the Proposer has been performing the services required

by this RFP 2.3 - Identify the location of headquarters, technical support, and field offices 2.4 - Identify the location of office which would service the District 2.5 - Identify Proposer’s annual company revenues and profit for the last three (3)

company fiscal years

The Background section should not exceed three pages.

7.2.5 Section 3–Company Qualifications In this section of proposal, the Proposer should identify company qualifications and experience in implementing solutions similar to what the District is seeking:

3.1 - Describe the Proposer’s familiarity with public sector ERP systems and associated business processes, and experience with the requirements of the State of California

3.2 – Identify your existing client base including the number of existing clients using the version/release of the software being proposed. Clearly identify the number of California public agency installations

The Company Qualifications section should not exceed three (3) pages.



7.2.6 Section 4 - References The Proposer must provide at least five (5) references with at least three (3) of the references for systems that have been implemented in the last five (5) years. The District prefers references from California agencies of similar size and complexity to the District. For each reference, proposer must provide the following information:

Agency name and contact information (i.e. name, title, address, phone, and email) Brief project description, including identifying the software version and modules

implemented Number of agency employees Agency general fund budget Implementation date Implementation timeline and cost

7.2.7 Section 5 - Proposed Solution In this section of the proposal, the Proposer should identify the proposed solution up to and including the following:

5.1 –Provide a brief solution overview identifying origin of system, release history, current release being proposed, and number of operational installations for the proposed software solution.

5.2 - Provide a written response to each area identified in Section 5 of the RFP (i.e. RFP Section 5.1 – 5.7). It is important to note that the level of detail must be sufficient to allow the evaluators to understand your product’s features, functions, capabilities and shortcomings/challenges. Proposers are allowed to supplement their response to Section 5 using additional product information as an attachment to their proposal. However, at a minimum, Proposers must provide a written summary response at the module level such that the evaluators can obtain an adequate understanding of how the proposed solution will meet the District’s needs.

5.3 - Identify any additional functionality or recommended modules or services that were not identified in RFP Section 5 but that the Proposer recommends that the District consider. Include a description of the features and functions of each additional proposed module.

5.4 – Describe alternative service delivery models (i.e. Software-as-a-Service, Application Service Provider, Hosted, etc.) available to the District and indicate how these might impact the proposed solution.

5.5 – Confirm ability to conform to the requirements in RFP Section 4.1 (Technology Standards) or clearly articulate proposed alternatives

7.2.8 Section 6 - Implementation Approach and Work Plan The Proposer should identify the proposed implementation approach clearly identifying each phase, the timeline proposed, roles and responsibilities to be performed by the Proposer and those to be performed by the District.

6.1 - Describe your implementation and project management methodology and approach to ensure a successful implementation.



6.2 – Provide a project organization chart highlighting the key staff who will be assigned to the project. Provide bios for the project manager and other key assigned resources.

6.3 – Provide a detailed work plan that identifies major activities, tasks, deliverables, and resources. The work plan should assume a November 1, 2015 start, and initial and subsequent implementation phases that include key dates for implementation by specific module. If Proposers are recommending additional phases, please include those in the work plan so that the District can clearly understand what the additional phases would include and the timeline for their completion.

6.4 – Describe the roles and responsibilities of the District staff during implementation and provide an estimated level of effort.

6.5 – Describe your conversion methodology that will be used to implement the New System.

6.6 – Describe your training methodology and how you ensure users are prepared to use the New System.

6.7 – Describe how the use of any alternative service delivery models (see requirement 6.4) would impact the proposed implementation approach, work plan, and District staff level of effort.

7.2.9 Section 7 – Other Requirements In this section of the proposal, the Proposers should address the following items in a concise manner:

7.1 –Describe ongoing maintenance, release/upgrade, and support services. At a minimum, Proposers should address the following items:

Help desk processes and procedures Hours of support (stated in Pacific Standard Time) Escalation procedures Response time commitments

7.2 –Identify if there are solution user groups and/or user conferences 7.3 – Provide hardware and database specifications for the New System. As part of

Proposer’s response, confirm your acceptance of the District’s technical standards. 7.4 - Describe the frequency that application patches and releases have been made

available within the past two years. In addition, clearly identify the roles and responsibilities of the District to complete updates

7.2.10 Section 8 - Pricing The District seeks a clear and comprehensive understanding of all costs associated with the implementation and ongoing maintenance of the proposed system. In this section, the Proposer must itemize all costs associated with the implementation and ongoing maintenance. The District 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 five (5) years of annual maintenance fees.

The Proposer’s Price Sheet(s) must identify all costs required to complete a successful implementation to include:

Software Licensing and Maintenance Costs



Implementation Services Software Installation and Configuration Project Management Business Process Review Training Documentation Conversion Change Management

3rd party products required for New System (i.e. software, hardware) Consultant Travel

Any required New System hardware and / or database software required for the proposed solution will be purchased independently by the District based on the information provided by the Proposer. The District has provided Proposers an electronic (MS Excel) spreadsheet with a pricing template that must be completely filled out and included in Proposer’s response. The District will evaluate Proposer price proposals based solely off the information provided in the Pricing Templates. The templates provide space for Proposers to identify any assumptions or comments that will ensure the District understands what is being proposed.

The Proposer’s response to the Pricing Section must include the following components.

Software Licensing and Maintenance Price Sheet – This section of the pricing proposal should clearly identify the proposed software modules that are required to meet the RFP requirements. Proposers are strongly encouraged to provide a detailed breakout of software module pricing in order to help the District assess the cost of the proposed solution. Proposers must identify the number of user licenses being proposed for each module and clearly describe the basis for software licensing and method to justify number of licenses being proposed.

Implementation Services Price Sheet – This section of the pricing proposal should clearly identify the quantity, hourly rate, and total cost for all professional services the Proposer will provide to ensure a successful implementation. Proposers are encouraged to provide a breakdown of the service categories that will be provided to support the implementation to allow evaluators to understand the level of effort, resources, and cost of services.

Conversion Price Sheet – This section of the pricing proposal should clearly identify the costs associated with data conversion from the existing systems to the new system.

3rd Party Products Price Sheet – This section of the pricing proposal should clearly identify any third party software and/or specialty hardware that will be required to fully implement the proposed solution to meet the RFP requirements.

Optional Offerings Price Sheet –This section of the pricing proposal should identify any optional product or service offerings the Proposer would like the District to consider. The District is interested in understanding and evaluating other products and services of the Proposers. If Proposers believe they have additional products and services that may be of interest to the District, please itemize that information in the Optional Offerings Price Sheet.



Consultant Travel – This section of the pricing proposal should clearly identify the projected travel costs associated with Proposer’s implementation services. The proposer should identify the anticipated number of trips, days of service per trip, and estimated per trip cost. The District will reimburse the selected Proposer based on actual trip expenses supported by receipts and documentation.

Professional Services Rate Price Sheet – The District seeks hourly pricing for additional services that may be required during the implementation. Proposers should provide an hourly rate for any professional services categories offered as part of the proposal. If necessary, the District will use these rates to purchase additional services.

7.2.11 Section 9–Software Licensing and Maintenance Agreements In this section, the Proposer must provide any software licensing and maintenance agreements that will be required to implement the Proposer’s solution.



8. Proposal Evaluation

An Evaluation Committee shall review all proposals to determine which Proposers have qualified for consideration. The evaluation will include at least an initial review and a detailed review. The initial review will evaluate all submissions for conformance to stated specifications to eliminate all responses that deviate substantially from the basic intent and/or fail to satisfy the mandatory requirements. Only those proposals that meet or exceed the intent of the mandatory requirements will be further evaluated.

Submitted proposals will be evaluated on the following criteria:

Quality, clarity, and responsiveness of proposal Ability to meet the needs of the District Well thought out timeline and roadmap for go live with an agreed upon phased

approach negotiated during contract Proven technical ability to design, install and support the proposed system Demonstrated ability to work in a cooperative and collaborative manner with clients Anticipated value and price Perceived risk or lack thereof Company financial stability References for each application proposed Results of interviews, demonstrations, and site visits Ability to prepare and execute a contract in a timely manner Commitment to continually improving the system to remain current with evolving best

practices

The District 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 District and, if held, shall be after initial evaluation of Proposals is complete. If clarifications are made as a result of such discussion, the Proposer shall put such clarifications in writing.



9. General Requirements

Collusion By submitting a response to the RFP, each Proposer represents and warrants that its response is genuine and made in the interest of or on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham response or any other person to refrain from submitting a response; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a response.

Gratuities No person will offer, give or agree to give any District employee or its representatives any gratuity, discount or offer of employment in connection with the award of contract by the District. No District employee or its representatives will solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a District contract.

Required Review and Waiver of Objections by Proposers Proposers should carefully review this RFP and all attachments, including but not limited to the Standard Professional Services Agreement, for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively called “comments”). Comments concerning RFP objections must be made in writing and received by the District no later than the "Deadline for Written Questions and Comments" detailed in Table 1, RFP Schedule of Events. This will allow issuance of any necessary amendments and help prevent the opening of defective proposals upon which contract award could not be made.

Protests based on any objection will be considered waived and invalid if these faults have not been brought to the attention of the District, in writing, by the Deadline for Written Questions and Comments.

Nondiscrimination No person will be excluded from participation in, be denied benefits of, be discriminated against in the admission or access to, or be discriminated against in treatment or employment in the District’s contracted programs or activities on the grounds of disability, age, race, color, religion, sex, national origin, or any other classification protected by federal or California State Constitutional or statutory law; nor will they be excluded from participation in, be denied benefits of, or be otherwise subjected to discrimination in the performance of contracts with the District or in the employment practices of the District’s contractors. Accordingly, all Proposers entering into contracts with the District will, upon request, be required to show proof of such nondiscrimination and to post in conspicuous places, available to all employees and applicants, notices of nondiscrimination.



Proposal Withdrawal To withdraw a proposal, the Proposer must submit a written request, signed by an authorized representative, to the RFP Coordinator (Section 1.3). After withdrawing a previously submitted proposal, the Proposer may submit another proposal at any time up to the deadline for submitting proposals.

Proposal Errors Proposers are liable for all errors or omissions contained in their proposals. Proposers will not be allowed to alter proposal documents after the deadline for submitting a proposal.

Incorrect Proposal Information If the District determines that a Proposer has provided, for consideration in the evaluation process or contract negotiations, incorrect information which the Proposer knew or should have known was materially incorrect, that proposal will be determined non-responsive, and the proposal will be rejected.

Prohibition of Proposer Terms and Conditions A Proposer may not submit the Proposer's own contract terms and conditions in a response to this RFP. If a proposal contains such terms and conditions, the District, at its sole discretion, may determine the proposal to be a nonresponsive counteroffer, and the proposal may be rejected.

Assignment and Subcontracting The Contractor may not subcontract, transfer, or assign any portion of the contract without prior, written approval from the District. Each subcontractor must be approved in writing by the District. The substitution of one subcontractor for another may be made only at the discretion of the District and with prior, written approval from the District.

Notwithstanding the use of approved subcontractors, the Proposer, if awarded a contract under this RFP, will be the prime contractor and will be responsible for all work performed and will be responsible for all costs to subcontractors for services provided by the Proposer. The Proposer is prohibited from performing any work associated with this RFP or using contractors for any service associated with this RFP offshore (outside the United States).

Right to Refuse Personnel The District reserves the right to refuse, at its sole discretion, any subcontractors or any personnel provided by the prime contractor or its subcontractors. The District reserves the right to interview and approve all Proposer’s staff. Proposer’s staff may be subject to the District’s background and drug testing processes at any time.

Proposal of Additional Services If a Proposer indicates an offer of services in addition to those required by and described in this RFP, these additional services may be added to the contract before contract signing at the sole discretion of the District.



Licensure Before a contract pursuant to this RFP is signed, the Proposer must hold all necessary, applicable business and professional licenses. The District may require any or all Proposers to submit evidence of proper licensure.

Conflict of Interest and Proposal Restrictions By submitting a response to the RFP, the Proposer certifies that no amount will be paid directly or indirectly to an employee or official of the District as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this RFP.

Notwithstanding this restriction, nothing in this RFP will be construed to prohibit another governmental entity from making a proposal, being considered for award, or being awarded a contract under this RFP.

Any individual, company, or other entity involved in assisting the District in the development, formulation, or drafting of this RFP or its scope of services will be considered to have been given information that would afford an unfair advantage over other Proposers, and said individual, company, or other entity may not submit a proposal in response to this RFP.

Contract Negotiations After a review of the proposals and completion of the demonstration and POC, the District intends to enter into contract negotiations with the selected Proposer. These negotiations could include all aspects of services and fees. If a contract is not finalized in a reasonable period of time, the District will open negotiations with the next ranked service provider.

Execution of Contact If the selected Proposer does not execute a contract with the District within fifteen (15) business days after notification of selection, the District may give notice to that service provider of the District’s intent to select from the remaining Proposers or to call for new proposals, whichever the District deems appropriate.

Right of Rejection The District reserves the right, at its sole discretion, to reject any and all proposals or to cancel this RFP in its entirety.

Any proposal received that does not meet the requirements of this RFP may be considered to be nonresponsive, and the proposal may be rejected. Proposers must comply with all of the terms of this RFP and all applicable State laws and regulations. The District may reject any proposal that does not comply with all of the terms, conditions, and performance requirements of this RFP.

Proposers may not restrict the rights of the District or otherwise qualify their proposals. If a Proposer does so, the District may determine the proposal to be a nonresponsive counteroffer, and the proposal may be rejected.

The District reserves the right, at its sole discretion, to waive variances in technical proposals provided such action is in the best interest of the District. Where the District waives minor variances in proposals, such waiver does not modify the RFP requirements or excuse the



Proposer from full compliance with the RFP. Notwithstanding any minor variance, the District may hold any Proposer to strict compliance with the RFP.

Disclosure of Proposal Contents All proposals and other materials submitted in response to this RFP procurement process become the property of the District. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed price and cost information, will be held in confidence during the evaluation process. Upon the completion of the evaluation of proposals, the proposals and associated materials will be open for review by the public to the extent allowed by the California Public Records Act, (Government Code Sections 6250-6270 and 6275-6276.48). By submitting a proposal, the Proposer acknowledges and accepts that the contents of the proposal and associated documents will become open to public inspection.

Proprietary Information The master copy of each proposal will be retained for official files and will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law (Government Code Section 6276). Each Proposer may clearly label part of a proposal as "CONFIDENTIAL" if the Proposer thereby agrees to indemnify and defend the District for honoring such a designation. The failure to so label any information that is released by the District will constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the District, the District will notify the Proposer of the request and delay access to the material until seven working days after notification to the Proposer. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act will constitute a complete waiver.

Severability If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions will not be affected; and, the rights and obligations of the District and Proposers will be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

RFP and Proposal Incorporated into Final Contract This RFP and the successful proposal will be incorporated into the final contract.

Proposal Amendment The District will not accept any amendments, revisions, or alterations to proposals after the deadline for proposal submittal unless such is formally requested, in writing, by the District.

Consultant Participation The District reserves the right to share with any consultant of its choosing this RFP and proposal responses in order to secure a second opinion. The District may also invite said consultant to participate in the Proposal Evaluation process.



Warranty The selected software proposer will warrant that the proposed software will conform in all material respects to the requirements and specifications as stated in this RFP, demonstrated in both the software demonstration and subsequent proof-of-capabilities. Further, the selected software proposer will agree to have the requirements as stated in this RFP become part of the selected software proposer’s license, and the software proposer will warrant to the requirements. The selected proposer must warrant that the content of its proposal accurately reflects the software's capability to satisfy the functional/technological requirements as included in this RFP. Furthermore, the warranty, at a minimum, should be valid for the duration of the implementation and until final acceptance (as will be defined during the negotiation process) of all application modules included in the implementation.

Rights of the District The District reserves the right to:

Make the selection based on its sole discretion Reject any and all proposals Issue subsequent Requests for Proposals Postpone opening proposals, if necessary, for any reason Remedy errors in the Request for Proposal process Approve or disapprove the use of particular subcontractors Negotiate with any, all, or none of the Proposers Accept other than the lowest offer Waive informalities and irregularities in the proposals Enter into an agreement with another Proposer in the event the originally selected

Proposer defaults or fails to execute an agreement with the District

An agreement will not be binding or valid with the District unless and until it is approved by the District Board and executed by authorized representatives of the District and of the Proposer.



Appendix A – District Professional Services Agreement It is recognized that the formal basis of any agreement between the District and the service provider is a contract rather than a proposal. In submitting proposals, Proposers must indicate that they are prepared to complete the District’s Professional Services Agreement, which is presented following this cover page. The successful Proposer will be expected to accept the terms and conditions contained in the District’s Professional Services Agreement unless they otherwise take exception in their Cover Letter.



LAKE ARROWHEAD COMMUNITY SERVICES DISTRICT PROFESSIONAL SERVICES AGREEMENT

1. PARTIES AND DATE.

This Agreement is made and entered into this __ day of ____, by and between the Lake Arrowhead Community Services, a public agency with its principal place of business at 27307 State Highway 189, Blue Jay, CA 92317 (“District”) and ____________________ with its principal place of business at ______________ (“Consultant”). District 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 consulting services required by the District on the terms and conditions set forth in this Agreement.

3. TERMS.

3.1 Scope of Services and Term.

3.1.1 General Scope of Services. Consultant agrees to furnish all materials and equipment necessary to perform the foregoing 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.

3.1.2 Term. The term of this Agreement shall be from _____ to _____, unless earlier terminated as provided herein.

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. District 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 District 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.

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 “A” 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.

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

3.2.4 Substitution of Key Personnel. Consultant has represented to District 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 District. In the event that District and Consultant cannot agree as to the substitution of key personnel, District 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 District, or who are determined by the District 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 District. The key personnel for performance of this Agreement are as follows: ________.

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

3.2.6 Consultant’s Representative. Consultant hereby designates ___________, 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 cooperate with District staff in the performance of Services and shall be available to District’s staff, Consultants and other staff at all reasonable times, specifically Monday – Friday 8:00 am – 5:00 pm. The telephone number for Consultant is ____________.

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 Business License, and that such 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 District, 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 District 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 acceptable to the District, 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 local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all 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 District, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold District, its officials, directors, officers, employees and agents free and harmless, pursuant to the 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.

3.2.10 Insurance.

3.2.10.1 Time for Compliance. Consultant shall not commence the Services under this Agreement until it has provided evidence satisfactory to the District that it has secured all insurance required under this section.

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 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. Coverage shall be at least as broad as the latest version of the following: (1) General Liability: Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001); (2) Automobile Liability: Insurance Services Office Business Auto Coverage form number CA 0001, code 1 (any auto); and (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance as required.



(B) Minimum Limits of Insurance. Consultant shall maintain limits no less than: (1) General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with general aggregate limit is used, either the general aggregate limit shall apply separately to this Agreement/location or the general aggregate limit shall be twice the required occurrence limit; (2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage; and (3) Workers’ Compensation and Employer’s Liability: Workers’ Compensation limits as required by the Labor Code of the State of California. Employer’s Liability limits of $1,000,000 per accident for bodily injury or disease.

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

(A) General Liability. The general liability policy shall be endorsed to state that: (1) the District, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the Services or operations performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work; and (2) the insurance coverage shall be primary insurance as respects the District, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant’s scheduled underlying coverage. Any insurance or self-insurance maintained by the District, 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.

(B) Automobile Liability. The automobile liability policy shall be endorsed to state that: (1) the District, its directors, officials, officers, employees, agents and volunteers shall be covered as additional insureds with respect to the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Consultant or for which the Consultant is responsible; and (2) the insurance coverage shall be primary insurance as respects the District, its directors, officials, officers, employees, agents and volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the Consultant’s scheduled underlying coverage. Any insurance or self-insurance maintained by the District, 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.

(C) Workers’ Compensation and Employers Liability Coverage. The insurer shall agree to waive all rights of subrogation against the District, its directors, officials, officers, employees, agents and volunteers for losses paid under the terms of the insurance policy which arise from work performed by the Consultant.

(D) 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 after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the District; 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 District, its directors, officials, officers, employees, agents and volunteers.

3.2.10.4 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 DISTRICT, its directors, officials, officers, employees, agents and volunteers.

3.2.10.5 Deductibles and Self-Insurance Retentions. Any deductibles or self-insured retentions must be declared to and approved by the District. Consultant shall guarantee that, at the option of the District, either: (1) the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the District, its directors, officials, officers, employees, agents and volunteers; or (2) the Consultant shall procure a bond guaranteeing payment of losses and related investigation costs, claims and administrative and defense expenses.

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

3.2.10.7 Verification of Coverage. Consultant shall furnish District with original certificates of insurance and endorsements effecting coverage required by this Agreement on forms satisfactory to the District. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf, and shall be on forms provided by the District if requested. All certificates and endorsements must be received and approved by the District before work commences. The District reserves the right to require complete, certified copies of all required insurance policies, at any time.

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 for all Services rendered under this Agreement at the rates set forth in Exhibit ”A” attached hereto and incorporated herein by reference.



3.3.2 Payment of Compensation. Consultant shall submit to District a monthly invoice at the end of each month and the District shall make payment within 15 days of receipt.

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

3.3.4 Extra Work. At any time during the term of this Agreement, District may request that Consultant perform Extra Work. Consultant shall not perform, nor be compensated for, Extra Work without written authorization from District’s Representative.

3.3.5 Prevailing Wages. Consultant is aware of 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. If the Services are being performed as part of an applicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. District 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 District, 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.

3.4 General Provisions.

3.4.1 Termination of Agreement.

3.4.1.1 Grounds for Termination. District may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time 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. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to District, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause.

3.4.1.2 Effect of Termination. If this Agreement is terminated as provided herein, the District will require that Consultant surrender all District keys issued to Consultant on or before last date of services.

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



3.4.2 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: ________________________________________

District: Lake Arrowhead Community Services District, PO Box 700, Lake

Arrowhead, CA 92352.

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.

3.4.3 Ownership of Materials and Confidentiality.

3.4.3.1 Confidentiality. All District documentation, files and the like shall

be kept confidential.

3.4.4 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.

3.4.5 Attorney’s Fees. If either Party commences an action against the other

Party, either legal, administrative or otherwise, arising out of or in connection with this

Agreement, the prevailing party in such litigation shall be entitled to have and recover from the

losing party reasonable attorney’s fees and all other costs of such action.

3.4.6 Indemnification. Consultant shall defend, indemnify and hold the District,

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 acts, 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

District, its directors, officials, officers, employees, agents or volunteers. Consultant shall pay

and satisfy any judgment, award or decree that may be rendered against District or its directors,

officials, officers, employees, agents or volunteers, in any such suit, action or other legal

proceeding. Consultant shall reimburse District and its directors, officials, officers, employees,

agents and/or volunteers, for any and all legal expenses and costs 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 District, its

directors, officials, officers, employees, agents or volunteers.



3.4.7 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. This Agreement may only be modified by a writing signed by both Parties.

3.4.8 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in San Bernardino County.

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

3.4.10 District’s Right to Employ Other Consultants. District reserves right to employ other Consultants in connection with this Project.

3.4.11 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the Parties.

3.4.12 Assignment or Transfer. Consultant shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the District. 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.

3.4.13 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 District 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.

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

3.4.15 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.

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



3.4.17 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.

3.4.18 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, District shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of District, during the term of his or her service with District, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.

3.4.19 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 District’s Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.

3.4.20 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 Workers’ 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.

3.4.21 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.

3.4.22 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.

3.5 Subcontracting.

3.5.1 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 District. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.



LAKE ARROWHEAD COMMUNITY CONSULTANT SERVICES DISTRICT By: By: ______________________________

Leo Havener ____________ General Manager Title



Appendix B – Lake Arrowhead Community Services District Rates and Fees

Following this cover page is a presentation of the District’s various rates and fees. These include rates and fees for Water for the general District area, and special billing areas of Deer Lodge Park and Rim Forest. Also included in Appendix B are the District’s Wastewater rates and fees.



Residential & Irrigation Effective Proposed Proposed1/1/2014 1/1/2015 1/1/2016

Monthly Fixed Fee

3/4" or smaller Meter 32.13$ 34.38$ 36.79$

1" Meter 78.72 84.23 90.13

1 1/2" Meter 157.44 168.46 180.25

2" Meter 251.58 269.19 288.03

3" Meter 503.48 538.72 576.43

4" Meter 786.54 841.60 900.51

6" Meter 1,573.09 1,683.21 1,801.03

Volume Charge Residential (4 Tier Structure)

0-4 CCF 1.18$ 1.18$ 1.18$ Per CCF within Tier

5-13 CCF 2.24 2.24 2.24 Per CCF within Tier


31+ CCF 13.84 13.84 13.84 Per CCF within Tier

Volume Charge Irrigation (2 Tier Structure)



Fire Protection Meters (These rates are the same as previously adopted)

Monthly Fee

1" or smaller Fire Protection Meter 12.00$ 12.00$ 12.00$

1 1/2" Fire Protection Meter 15.83 15.83 15.83

2" Fire Protection Meter 17.76 17.76 17.76




Commercial and Institutional

Monthly Fixed Fee

3/4" or smaller Meter 32.13$ 34.38$ 36.79$

1" Meter 78.72 84.23 90.13

1 1/2" Meter 157.44 168.46 180.25

2" Meter 251.58 269.19 288.03

3" Meter 503.48 538.72 576.43

4" Meter 786.54 841.60 900.51

6" Meter 1,573.09 1,683.21 1,801.03

CCF: One hundred cubic feet or 1 billing unit or 748 gallons

Water Rates

The residential rate structure includes a fixed monthly meter charge based on meter size plus a four tier volume charge



Commercial and Institutional (continued) Effective Proposed Proposed1/1/2014 1/1/2015 1/1/2016

Volume Fee* (3 Tier Structure) (These rates are the same as previously adopted)

3/4" Meter and smaller




1" Meter




1 1/2" Meter




2" Meter




3" Meter


465-1,600 CCF 6.21 6.21 6.21 Per CCF within Tier

1,601+ CCF 12.93 12.93 12.93 Per CCF within Tier

4" Meter


726-2,500 CCF 6.21 6.21 6.21 Per CCF within Tier


6" Meter

0-1,450 CCF 3.11$ 3.11$ 3.11$ Per CCF within Tier

1,451-5,000 CCF 6.21 6.21 6.21 Per CCF within Tier


*Volume in each tier dependent on meter size

CCF: One hundred cubic feet or 1 billing unit or 748 Gallons

Water Rates



New Development Capacity Fees Effective Proposed Proposed1/1/2014 1/1/2015 1/1/2016

New Capacity Fee by Meter Size (These fees are the same as previously adopted)3/4" Meter 14,895.00$ 14,895.00$ 14,895.00$ 1" Meter 24,825.00 24,825.00 24,825.00 1 1/2" Meter 49,650.00 49,650.00 49,650.00 2" Meter 79,440.00 79,440.00 79,440.00 3" Meter 158,880.00 158,880.00 158,880.00 4" Meter 248,250.00 248,250.00 248,250.00 6" Meter 496,500.00 496,500.00 496,500.00

FY 13/14 FY 14/15 FY 15/16Supplemental Water Buy-in Fee: 2,483.24$ 2,741.16$ 2,747.17$ **

Physical Connection Fees

Connection Fee by Meter Size (These fees are the same as previously adopted)3/4" Meter 3,470.00$ 3,470.00$ 3,470.00$ 3/4" Meter w/1" Fire Protection Meter 4,010.00 4,010.00 4,010.00 1" Meter 3,520.00 3,520.00 3,520.00 1" Meter w/1" Fire Protection Meter 4,060.00 4,060.00 4,060.00 1 1/2" Meter 4,760.00 4,760.00 4,760.00 2" Meter 5,320.00 5,320.00 5,320.00 1" Fire Protection Meter Only 3,520.00 3,520.00 3,520.00

Larger meters require a deposit and will be billed at actual installation cost.

Other ServicesService Availability Letter 172.00$ 172.00$ 172.00$ Reapplication-SA Letter 73.00 73.00 73.00 Feasability Study - SFR & Small Comcl 625.00 625.00 625.00 Feasability Study - Large Commercial 1,070.00 1,070.00 1,070.00 Plan Check 625.00 625.00 625.00 Reconnection 30.00 30.00 30.00 Fire Flow Test 350.00 350.00 350.00 Encroachment Permits/Easement Quit Claims 300.00 300.00 300.00 Hydrant Meter Rental Deposit 1,300.00 1,300.00 1,300.00 Hydrant Meter Daily Rental Rate 2.50 2.50 2.50 Hydrant Meter Monthly Rental Rate 60.00 60.00 60.00 Hydrant MeterAnnual Rental Rate 450.00 450.00 450.00 Hydrant Meter Volume Usage Rate per CCF 12.93 12.93 12.93

Water Fees

**Future years calculations will be based on the fixed fees to date plus an adjustment for accumulated interest. Please see Ordinance 61, Exhibit "A" for fee calculation. FY 14/15 and 15/16 are estimated until final calculations are complete.



Residential Effective Proposed Proposed1/1/2014 1/1/2015 1/1/2016

Monthly Fixed Fee

3/4" or smaller Meter 23.19$ 24.32$ 25.05$ 1" Meter 56.82 59.59 61.38 1 1/2" Meter 113.63 119.17 122.75 2" Meter 181.58 190.43 196.14

Volume Charge (2 Tier Structure) 0-10 CCF 3.27$ 3.27$ 3.27$ Per CCF within Tier


Fire Protection Meters (These fees are the same as previously adopted)

Monthly Fee

1" or smaller Fire Protection Meter 12.00$ 12.00$ 12.00$ 1 1/2" Fire Protection Meter 15.83 15.83 15.83 2" Fire Protection Meter 17.76 17.76 17.76 3" Fire Protection Meter 27.83 27.83 27.83 4" Fire Protection Meter 37.16 37.16 37.16 6" Fire Protection Meter 51.33 51.33 51.33

New Development Capacity Fees (These fees are the same as previously adopted)

3/4" Meter 9,023.00$ 9,023.00$ 9,023.00$

Physical Connection Fees (These fees are the same as previously adopted)

3/4" Meter 3,470.00$ 3,470.00$ 3,470.00$ 3/4" meter w/1" Fire Protection Meter 4,010.00 4,010.00 4,010.00 1" Fire Protection Meter Only 3,520.00 3,520.00 3,520.00

EDU: Equivalent Dwelling unit


Deer Lodge Park Water Rates

The residential rate structure includes a fixed monthly meter charge based on meter size plus a two tier volume

charge



Residential Effective Effective Effective7/1/2014 7/1/2015 7/1/2016

Monthly Fixed Fee

3/4" or smaller Meter 46.86$ 47.80$ 48.75$ 1" Meter 85.47 87.17 88.92 1 1/2" Meter 53.42 54.48 55.57 1" w/FP 107.68 109.83 112.03 2" Meter 138.14 140.90 143.72 3" 228.47 233.04 237.70 4" 303.36 309.43 315.63 6" 499.78 509.78 519.97 4" FP 10.29 10.50 10.71 6" FP 15.44 15.75 16.07 8" FP 20.59 21.01 21.43

Volume Charge on all CCF (excludes dedicated fire supression)Per CCF 2.32$ 2.36$ 2.41$

CLAWA pass through fee - subject to change (excludes dedicated fire supression)Per CCF 2.64$ 2.64$ 2.64$


Rim Forest Water Rates

Previously Approved

The City of Big Bear Lake Department of Water and Power previously adopted the following rates.



Appendix C – Paychex Documentation for GL Interface Following this cover page is documentation pertaining to the interface between the District’s payroll provider (Paychex) and the District’s General Ledger.





















Documents

LACSD RFP Enterprise Resource Planning€¦ · 5.7 Inventory ... • Customer Service Work Order Request System • Integrated Backflow Management System The following functions are