TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 15, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Report on advertisement of Request for Proposal 18-RFP-22, Travel and Expense Reimbursement Solution for a three-year period, estimated cost $105,000.00, Accounts 101-27000-612430/612820, Requisition 1505678
Body
Dear Sir:
Request for Proposal (RFP) documents have been prepared for 18-RFP-22 Travel and Expense Reimbursement Solution, at the request of the Finance department.
The purpose of this request for proposal is to find a software as a service solution to automate and streamline the travel and expense reimbursement process. This request for proposal seeks proposers to provide a solution that uses workflow for requesting and approving reimbursements, to use OCR technology to populate expense report templates from imaged receipts and to integrate with the District’s ERP system for payment and reporting.
The estimated cost for this RFP is $105,000.00. The estimated expenditures for 2019, 2020 and 2021 are $55,000, $25,000 and $25,000 respectively.
A bid deposit is not required for this RFP.
Appendix A will be not be included because the services do not provide practical or cost-effective opportunities for direct or indirect subcontracting.
The tentative schedule for this contract is as follows:
Advertise January 16, 2019
Proposals Received February 15, 2019
Award May 2, 2019
Completion December 31, 2021
Funds for the years 2019, 2020 and 2021 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Jacqueline Torres, Clerk/Director of Finance, JT:LD
Respectfully Submitted, Darlene A. LoCascio, Director of Procurement and Materials Management