SLED Opportunity · ARIZONA · CITY OF PHOENIX
AI Summary
The City of Phoenix seeks sealed offers for financial reporting software under a five-year contract starting January 1, 2027. The solicitation is available via the City's Procurement Portal with support provided for technical issues.
The City of Phoenix invites sealed offers for financial reporting software for a five-year contract commencing on or about January 1, 2027, in accordance with the specifications and provisions contained herein or the “Effective Date” which is upon award by City Council, conditioned upon signature and recording by the City Clerk’s department, as required by the Phoenix City Code, whichever is later.
This solicitation is available through the City’s Procurement Portal. For technical support issues related to the OpenGov e-Procurement Portal, Offeror may use the support bubble on the bottom right, or email procurement-support@opengov.com for any assistance. For other issues related to this solicitation please contact the procurement officer listed under Contact Information.
Notwithstanding the foregoing, this Agreement will terminate upon the earliest occurrence: by reaching the end of the term including any extensions exercised, or termination pursuant to the provisions of this Agreement.
The City of Phoenix Finance Department, through its Financial Accounting & Reporting (FAR) Division, is seeking a comprehensive software solution to streamline the production of the Annual Comprehensive Financial Report (ACFR). This solution must improve data integration, accuracy, collaboration, design quality, and overall reporting efficiency. The selected vendor shall provide software licensing, implementation, configuration, user training, and ongoing technical support.
The City’s key objectives are to:
RFP-26-0035 Financial Reporting Software - Addendum 1
RFP 26-0035 Financial Reporting Software Addendum No. 2
How is your application designed to integrate with SAP? Provide details. (SOW 3.1.2)
Describe how multiple users work in your application simultaneously providing real-time editing and track activity/changes? (SOW 3.1.3)
Explain the user-friendliness and Accessibility of your software. (SOW 3.1.5)
Describe your method of approach in initiating project planning for software implementation? (SOW 3.2.1)
Describe the process software configuration and can customizations be applied. (SOW 3.2.3)
Provide and explain your implementation timeline with key performance indicators for a successful software implementation. (SOW 3.5)
To what extent does the proposed application provide a complete, end‑to‑end process that meets the City of Phoenix’s software solution requirements for ACFR development and financial publishing, including data integration, collaborative drafting, automated schedule generation, compliance validation, and final report production? . (SOW 3.1.1)
Describe your process for migrating and validating data? (SOW 3.2.2)
Explain your application’s system performance handling large data and scalability for expansion. (SOW 3.1.4)
What desktop publishing features are in your application to improve design/readability? (SOW 3.1.6)
Describe your process conducting user acceptance testing and delivering software training. (SOW 3.2.4 and 3.2.5)
Explain your company’s process to provide post-implementation support (SOW 3.3)
Provide a narrative describing your experience in providing and implementing ACFR software solutions. (SOW 3.4)
What qualifications do your team members hold that align with the scope of work? (SOW 3.4)
Provide a list of governmental entities and/or other organizations that currently use your application to prepare financial reports. (SOW 3.4)
______% - 30 days or 0% – 45 days
If none is specified, the City will default to 0% - net 45 days.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please provide your responses for Section 4, Evaluation Criteria. Please do not include the Fee Schedule attachment to this question. For ease of evaluation, the City prefers that the Offeror's narrative response to the Evaluation Criteria be sectioned in the order indicated below.
Method of Approach Questions 1-6,
Capacity Questions 7-12,
Experience and Expertise Questions 13-15,
Clearly label the uploaded file
Clearly label the uploaded file
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please provide the name and email address for the IT Specialist with the skills and knowledge of the Vendor's IT systems, as the person to whom the Vendor Security Maturity Questionnaire will be sent. (See Instructions 2.3)
Select from one of the following Department Names to insert department-specific provisions and/or attachments.
Enter the description of the procurement here in lowercase.
Enter the contract term in lowercase.
Examples:
five-year contract (strongly recommended)
three-year term, with two option years
one-time purchase
Enter the contract start date (on or about).
Example: March 1, 2023
Selecting "Yes" will insert the Delivery provision into the Instructions section.
Delivery
Delivery is an important consideration and will be a factor in determining the award. A delivery time after receipt of order (ARO) must be stated in definite terms. Should there be variations in delivery times by item, the submittal should be clear concerning these variations.
Selecting "Yes" will insert the Pre-Award Qualifications provision into the Instructions section.
Enter the number of years an Offeror must have been in operation.
Selecting "Yes" will insert the Site Inspection provision into the Instructions section.
By responding "Yes", the provision "Contractor Requirements for the Mitigation of Heat-Related Illnesses and Injuries in the Workplace" will populate in Standard Terms and Conditions.
Select if appropriate.
Discuss with your supervisor and attorney the standard bonds for your scope. It may depend on the cost and type of project as to whether bonds are advisable.
Enter the Performance Bond percentage or dollar amount.
Example: 10% or $1,000.00
Enter the Solicitation Bond percentage.
Example: 10%
Enter the number of days the Payment Bond is required after notice award.
Example: 7
Enter the number of days the City will retain a surety if submitted in a form other than a bond.
Example: 7
This is a list of the Special Terms and Conditions sections available to add to a document. Select all that are applicable.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Select the option(s) appropriate for this document.
Enter the destination address(es) where delivery should be made.
Example: 251 W Washington St, Flr 8, Phoenix, AZ 85003
Enter the delivery timeframe (hours range).
Example: between the hours of 8:00 a.m. and 2:00 p.m.
Enter the delivery contact's phone number.
Example: (602) 555-1234
Select the option(s) appropriate for this document.
Enter the fixed price term (years, months, or days) in lowercase.
Example: one-year, or six-months, or ninety-days
Enter the number of copies of a revised price list that will be required to be submitted with a price adjustment request.
Capitalize the first letter of the first word.
Example: One
If this is not a requirement, this question may be skipped by typing N/A.
Options should be applicable to most agreements. Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this solicitation. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Please enter the date that delivery is required by.
Example: March 1, 2022.
If this is not a requirement, this question may be skipped by typing N/A.
Enter the frequency of payment in lowercase.
Example: one-year, or six-months, or ninety-days
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the dollar amount of the liquidated damages to be collected.
Note: Consult with your Procurement Manager and the Department to determine the appropriate amount.
Example: $50.00
If this is not a requirement, this question may be skipped by typing N/A.
Enter the frequency with which the Contractor should submit procurement reports.
Example: monthly, quarterly, yearly
If this is not a requirement, this question may be skipped by typing N/A.
Enter the day of the month that procurement reports are due from the Contractor.
Example: 15th
If this is not a requirement, this question may be skipped by typing N/A.
Enter the reasonable number of hours or days (in lowercase) within which a Contractor should respond. If you are unsure, please consult with the Department.
Example: four hours or one business day
If this is not a requirement, this question may be skipped by typing N/A.
Enter the minimum period of years (in lowercase) from the date of acceptance by the City that a Contractor's warranty should be fully guaranteed.
Example: two
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the property address(es) where equipment shall be installed.
If this is not a requirement, this question may be skipped by typing N/A.
Enter the required duration in hours/days (in lowercase) of onsite training to be provided by the Contractor.
Example: eight hours
If this is not a requirement, this question may be skipped by typing N/A.
Enter the minimum number of staff / City personnel to be trained (in lowercase) to assure proper operation and utilization of the equipment.
Example: three
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
Enter the minimum of years, hours, and miles that vehicles supplied shall be fully warranted by the manufacturer against mechanical and electrical defects.
Example: three years, 200 hours, and 36,000 miles
If this is not a requirement, this question may be skipped by typing N/A.
Enter the current warranty hourly labor reimbursement rate.
Example: $70.00
If this is not a requirement, this question may be skipped by typing N/A.
Select as appropriate.
Please review the selected subsections in detail to ensure that they are relevant to this document. Several areas have options which are dependent on the scope.
Allow adequate time for an attorney to address potential legal issues, of any, including redlines if you wish to change or insert any language.
LAW DEPARTMENT APPROVED INDEMNIFICATION LANGUAGE
(Revised August 2020)
If applicable, Environmental Services Contracts and Technology Software/Hardware Contracts selections shall be used in addition to the appropriate Indemnification clause.
Choose the best and most comprehensive option based on the contract type.
If additional insurance policies are required or if you have questions as to whether additional insurance policies are required, please consult with Finance Risk Management and the Law Department.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Enter the Crime Insurance (or Fidelity Bond) amount.
Example: $250,000
If this is not a requirement, this question may be skipped.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Verify the selected options in detail to ensure that they are relevant to this document. If you are unsure, please consult Finance Risk Management.
Please enter the mailing and/or email address that insurance-related communications/documents should be sent.
Example: City of Phoenix Finance Department, Procurement Division, 251 W Washington Street, Phoenix, AZ 85003 OR procurement@phoenix.gov
Enter the number of calendar days from the opening date that an offer will remain in effect.
Example: 180
Enter the date prior to which additional quantities may be requested from the Contractor.
Example: May 25, 2025
Q (Types of Software): Are there any solutions in particular you have explored to complete this scope of work? Is a corporate card + expense platform an applicable solution?
A: The Offeror's responsibility to provide proposed software solutions in their response. Please refer to Section 3, Scope of Work.
Q (Questions 1): Current authentication like Windows Active directory or something else
A: The Offeror shall include a description of their proposed authentication process as part of their submission.
Q (Questions 2): On Prem or Cloud Preference ?
A: The Offeror shall include a description of their proposed environment and system as part of their submission.
Q (Questions 7): Automated reports send to emails?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services, Subsection 3.1.6 Workflow and Project Management Features.
Q (Questions 7): Total Data retention, number of years?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 6, Standard Terms and Conditions, Subsection 6.5, Contract Administration and Operation.
Q (Support and Training): How important is ongoing support, training, and strategic planning between the city and Vendor - are you expecting strategic consulting or planning through out the contract cycle?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work
Q (Pricing Proposal Evalution Criteria): Could you please confirm the total weighted value of the Pricing Proposal?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 4. Offer Evaluation Criteria.
Q (Questions 10): What would be frequency of the data update from SAP to Financial Reporting Software? We can schedule the frequency to auto update or we can provide a UI to initiate and control data update process.
A: The Offeror's responsibility to provide proposed schedule frequency in their response. Please refer to Section 3, Scope of Work.
Q (No subject): For the “secure, one way interface” requirement, does the City have a preferred or existing integration mechanism (e.g., SAP extract format, middleware, or scheduling tool), or should Offerors propose their own approach?
A: The Offeror's responsibility to provide proposed integration mechanisms in their response. Please refer to Section 3, Scope of Work.
Q (Questions 6): Total number of users?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3. Scope of Work, Subsection 3.1 Scope of Services, Subsection 3.1.3 Multi-User Collaboration
Q (Questions 4): Estimated allocated budget ?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 6, Standard Terms and Conditions, Subsection 6.6, Costs and Payments.
Q (No subject): If direct SAP integration is not feasible, how will the City evaluate the acceptability of a scheduled upload/extract alternative during scoring?
A: The Offeror's responsibility to provide proposed integration mechanisms in their response. Please refer to Section 3, Scope of Work.
Q (No subject): For multi user collaboration (12–20 concurrent users), should Offerors assume all users are editing simultaneously, or a mix of editors, reviewers, and approvers?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services, Subsection 3.1.3. Multi-User Collaboration.
Q (No subject): Can the City please clarify the anticipated post‑award contracting process, including the form of agreement that will be used to finalize the engagement?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 2, Instructions, Subsection 2.16, Award of Contract
Q (No subject): If awarded the contract, will the City consider execution of the selected firm’s standard engagement letter and any related documents required for professional or regulatory purposes (e.g., TRS or similar requirements), subject to mutual review and approval?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 2, Instructions, Subsection 2.16, Award of Contract
Q (Integration: Data Sources): Besides SAP, are there any other data sources to be aware of?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services.
Q (Integration): Is the preference to use a direct connection if feasible? Or is leveraging a middleware solution (e.g., SFTP/FTPS) preferred?
A: The Offeror's responsibility to provide proposed integration mechanisms in their response. Please refer to Section 3, Scope of Work.
Q (Integration: Data Types and Volume): What data types are expected to be ingested (e.g., GL detail, transaction-level data)? Please provide estimated volumes (e.g., ~1,000,000 rows per dataset, ~20 columns).
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services.
Q (Integration: Data Transformation): What types of data transformations are expected within the proposed solution to meet reporting requirements? (e.g., filtering, aggregation, data mapping, calculations)?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services.
Q (ACFR): Approximately how many datasets and/or reports will be required to support ACFR preparation?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services.
Q (ACFR): Does the City expect all report design and formatting to be completed within the proposed solution, or will there be a post-production process (e.g., export for external design or print formatting)
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services, Subsection 3.1.1. Software Solution Requirements.
Q (Delivery Model ): Does the City permit the use of subcontractors or third-party specialists to support specific components of the engagement (e.g., enhanced design)
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 6, Standard Terms and Conditions, Subsection 6.5, Contract administration and Operation.
Q (Integration: Data Loads): What is the expected frequency of data loads or refreshes (e.g., monthly, quarterly)?
A: The Offeror's responsibility to provide proposed data integration in their response. Please refer to Section 3, Scope of Work.
Q (No subject): Will the City provide standardized datasets or scenarios for demonstrations, or should Offerors prepare representative sample data?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 5, Demonstration Script
Q (No subject): Does the City have a preferred set of user roles (e.g., preparer, reviewer, approver, administrator) that should be reflected in proposed workflows and permissions?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services, Subsection 3.1.3. Multi-User Collaboration.
Q (Questions 3): Any brand or pre-built software available in market preference?
A: The Offeror's responsibility to provide proposed software solution in their response. Please refer to Section 3, Scope of Work.
Q (Questions 13): Do you have a control structure and hierarchy in place to review and finalize the reports? If so, it can be implemented in the software to approve changes, help collaboration and automate & log change approvals.
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services, Subsection 3.1.3. Multi-User Collaboration.
Q (ACFR): Are there any specific pain points in the current ACFR process that you would like to addressed as part of the implementation?
A: Please limit all questions strictly to the content of this solicitation.
Q (No subject): Certain terms are required by AICPA professional standards to be included in all contracts when the independent auditor performs non-audit services for an audit client. Is the City willing to include these required terms in the post award contract. For example, auditor will not host client data, termination rights for non-payment of fees, client’s management is responsible for the substantive outcomes of the non-audit services, and other required representations and certifications regarding scopes.
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 2, Instructions, Subsection 2.5, Exceptions.
Q (No subject): Will the City agree to sign the successful respondents end user license agreement?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 2, Instructions, Subsection 2.5, Exceptions.
Q (No subject): As a privately held accounting firm, we do not provide our complete insurance policies to third parties, as described in RFP Section 8.8. Would the City agree to remove the second to last sentence of that section in the post award contract? Specifically, this sentence “The city reserves the right to review complete copies of all insurance policies required by this contract at any time period.”
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 2, Instructions, Subsection 2.5, Exceptions.
Q (Data Migration): What is the expectation for archived data migration and how much data (Volume and Years) will need to be migrated from legacy templates? Will the finalized, published ACFR data be sufficient for historical archive needs?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section 3, Scope of Work, Subsection 3.1, Scope of Services.
Q (SAP System): What is the current SAP system version?
A: Please limit all questions strictly to the content of this solicitation.
Q (No subject): 3. Are there specific SAP versions, enhancement packs, or hosting models (on prem vs. hosted) currently in use that Offerors should assume for integration design?
A: Please limit all questions strictly to the content of this solicitation.
Q (Questions 11): Direct integration with SAP is technically viable (provided all the APIs and data points identified and shared) and preferred option as it establishes a single source of truth for financial data. In this scenario, what type of data will be imported from Microsoft Excel, PDF and other files? Is it just to import legacy ACFRs? This helps avoid data integrity issues and duplications.
A: The Offeror's responsibility to provide proposed data integration in their response. Please refer to Section 3, Scope of Work.
Q (Questions 12): To support creation and management of multiple report types, it will help to have a list of these reports and sample report for each to understand effort level and build the core functionality accordingly.
A: The Offeror's responsibility to provide proposed report development and functionality in their response. Please refer to Section 3, Scope of Work.
Q (Support): Regarding Support, the creation and management of multiple report types (e.g., ACFR, PAFR, interim financials) within the same environment. - could you list all reports we would like scoped or included
A: The Offeror's responsibility to provide proposed report development in their response. Please refer to Section 3, Scope of Work.
Q (Questions 8): ACFR is published annually. Are there any exceptions when it is published (internally or externally) otherwise i.e., Monthly, Quarterly, interim financials etc.,?
A: Please refer to RFP-26-0035 Financial Reporting Software, Section, Overview, Subsection, Background.
Q (Questions 9): RFP states that a real-time or near real-time integration with SAP is required. Is it safe to assume that cut off data in Financial Reporting Software will be updated in real-time once periodic integration is initiated? So, this integration runs periodically and updates data in ACFR in real time from SAP?
A: The Offeror's responsibility to provide proposed data integration functionality in their response. Please refer to Section 3, Scope of Work.
Q (No subject): Approximately how many historical years of ACFRs and legacy reports should Offerors assume for migration and validation?
A: The City currently utilizes 1 year of historical ACFR for migration.
Q (Current ACFR Environment): What environment/system are you currently utilizing to produce your ACFR?
A: The Offeror shall include a description of their proposed environment and system as part of their submission.
Q (Questions 5): Any current Financial Reporting Software in use?
A: The City currently utilizes a Financial Reporting Software.
Q (No subject): Is it possible to extend the current due date and time?
A: An extension of the due date and time is not available. If this changes, an update will be provided.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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