Request for Statements of Qualifications and Proposals for Accounting Software
Public Utility District No. 1 of Wahkiakum County ("District) is seeking proposals for a full range of software
applications that include software, implementation services, initial and ongoing training, and technical support of
programs. Ideally the District would like to acquire software modules that act as one integrated solution for all
aspects of accounting, receivables, purchasing, and work orders. Proposals should include cost per module, cost for
both on-site and off-site hosting of the programs (if available), and cost of annual service agreements (if
applicable). The District has a current customer base of approximately 2,450 electric customers and 840 water
customers. The District's goal is to implement the software in phases with the Accounts Receivable module as Phase 1
and other accounting modules as Phase 2.
The District hereby solicits Statements of Qualifications and Proposals from licensed software firms possessing the
required knowledge, experience and resources needed for the following:
1. Provide licensing requirements (8 users) and software to
accommodate integrated accounting, budgeting, and financial reporting/management. Software system modules to include: a. Accounts Receivable/Billing: i. Must accommodate both electric and water meters/billing ii. Must segregate different electric and water funds (currently 3 systems - 1 electric and 2 water) iii. Monthly invoicing involving fixed charges (basic monthly charges and/or security lights) and variable based on meter reading iv. On-line billing capability v. Cash receipting/Statements/Finance charge management/A/R Reporting (Aging, Subsid- iary Ledgers, Trial Balance) 1. Accept multiple forms of payment (cash, checks, money orders, and credit cards) 2. Ability to access and receive on-line payments vi. Miscellaneous accounts receivable invoicing vii. Meter reporting to include (but not limited to) age of meter, size of meter, length of service (electric and water meters) viii. Cross connection/backflow monitoring and reporting ix. Must be compatible with Neptune meter reading software and handhelds b. Accounts Payable: i. Purchase order and non purchase order purchases/Cash disbursements ii. Must accommodate purchases for minimum of three (3) systems (currently 1 electric and 2 water funds) iii. 1099 tracking c. Cash Management: i. Bank reconciliation d. Budget: i. Ability to create separate budgets for each of our electric and water systems (currently 3 systems) ii. Budget tracking, forecasting, and reporting e. Payroll: i. Multiple pay rates and multiple general ledger numbers per pay rate for single employee ii. Pay upgrades iii. Benefit tracking iv. Tax tracking v. Multiple Reporting to include (but not limit- ed to) payroll cost per project, cost per employee classification, general ledger accounts, monthly and quarterly liabilities f. General Ledger: i. General journal entries/Fund Accounting/ Financial reporting ii. Segment Reporting g. Fixed Asset Management i. Asset tracking ii. Depreciation Schedule iii. GASB 34 compliance h. Purchase Orders i. Inventory: i. Tracking and reporting for electric and water systems (independently) j. Work orders/Service Requests: i. Work order cost reporting (hours/equipment/ materials) ii. Service request reporting 2. Data transfer from existing system to new accounting system (Currently applications are EPE/FoxPro for billing/receivables and SBT Pro 5.0 for accounting) 3. Schedule for implementation of software includ- ing data transfer, training and operational verification 4. On-site training for District staff 5. Operator manuals (2 complete sets) 6. Recommended hardware requirements for typical load scenarios 7. Software Maintenance/Support/Upgrade Programs costs 8. Company experience and references
Firms desiring consideration shall submit three (3) copies of Statement of Qualifications and Proposal by 4:30 PM on
March 31, 2010 to: Public Utility District No. 1 of Wahkiakum County, 45 River Street, P.O. Box 248, Cathlamet, WA
98612. Please direct all questions to Erin Wilson, Auditor, at (360) 795-3266 or email@example.com.
The District reserves the right to award contract(s) or portions of contract(s) based on information provided in the
Statement of Qualifications and Proposal and proceed directly to scope and contract/purchase negotiations with the
most qualified firm(s). The District may require bidders to provide on-site software application demonstrations. The
District is an equal opportunity provider and employer.