Specifications include, but are not limited to: 2.1.1Provide services under the direction of the Finance Director. Such services shall encompass all those duties and functions reasonably and customarily associated with delivery of the required services in accordance with local, state, and federal laws including, but not limited to, the City Charter, City ordinances, and laws of the United States and the State of Georgia. 2.1.2 Comply with all OSHA and other applicable federal and state statutes, regulations and standards for workplace safety and all applicable laws regarding hazardous material and maintain all required Safety Data Sheets (SDA) forms on site at the City. 2.1.3 Comply with all local, state and federal documentation retention requirements including, but n o t l i m i t e d t o , t h e C i t y ’ s d o c u m e n t r e t e n t i o n s c h e d u l e s , a s a d o p t e d a n d a m e n d e d b y C i t y Council. 2.1.4 Support the established culture throughout the City and community of Dunwoody. 2.1.5 Promote information sharing and collaborative work between all City staff and Contractors. 2.1.6 Identify, record and report relevant key performance indicators for contracted service areas. Contractor(s) shall submit monthly reports based on established key performance indicators. The Contractor shall commence tracking key performance indicators already established at the time of commencement, as well as, additional key performance indicators approved by the City Manager during the term of the contract. REQUEST FOR PROPOSALS (RFP) 15-06 MUNICIPAL GOVERNMENT SERVICES PROCUREMENTPage 10 of 68 2.1.7Develop, implement, maintain, and improve strategies to attract and retain highly‐qualified employees in the appropriate number to maintain the required level of service and to fill vacancies in staffing promptly as defined by the City for each position. In regards to this issue, staffing strategies are at the discretion of the Contractor. However, during the term of the Contract, the Contractor shall discuss with the City Manager and/or Finance Director on minimum qualifications and staffing requirements for each time a position is to be filled. Traditionally, existing staff members have been utilized when appropriate, for the new Contract. Contractors are expected to propose what they deem to be the most effective and efficient staffing level to meet the scope of services. 2.1.8Staff shall not be reassigned from the City without written approval; which shall not be reasonably withheld. Furthermore, Contractors shall not approach staff regarding potential reassignments (internal or external) without prior discussion with the City Manager or Finance Director. 2.1.9Research current and relevant trends and laws that might have an impact on the City and service delivery, providing communication on the impact of the events to the City. 2.1.10Identify and apply for grants matching strategic goals of the City. 2.1.11Provide the City with employees that have the technical knowledge to operate City-owned IT infrastructure and software within their respective departments (Please see Appendix C for the detailed list of City-owned software and hardware). 2.1.12Throughout the term of the contract, maintain and implement documented training programs to guarantee that contracted staff members remain at the top of their field throughout the duration of their specified assignment(s) with the City. 2.1.13Prepare an annual document in collaboration with the City that outlines education and professional development provided to staff during the prior year and outlines training that will be delivered to the staff providing services, and provide said training to their employees. Such document shall include budget estimates to be paid from the education and trai n i n g l i n e i t e m o f t h e C o n t r a c t o r ’ s b u r d e n f a c t o r . (See Section 3.3.2 for minimum funding required for training.) 2.1.14 Throughout the term of the contract, research and implement operational improvements to increase efficiencies, improve service and reduce operating expenses. 2.1.15 Review all related processes, procedures and policies at least annually for amendments and improvements based on circumstances and industry standards changes. 2.1.16 Maintain and account for all information, equipment, and property, which the City provides to the Contractor for use during the period of performance. 2.1.17 Manage all storage, maintenance, inspections and other necessary services related to the motor vehicles and equipment provided to the Contractor by the City. 2.1.18 Furnish and maintain for the benefit of the City all labor, supervision, and equipment not otherwise provided, which are necessary and proper for performing the services, duties, and responsibilities set forth and contemplated as necessary to maintain the required level of service. 2.1.19 Communicate with the Mayor, City Council, and media services only through the City Manager or designee, unless otherwise authorized. 2.1.20 Maintain, for purposes of City business, established business hours and provide appropriate staff to perform any after-hours requirements. Such hours are established by the City manager and are subject to change throughout the term of the contract. Monthly billing invoices to the City shall include a production report including monthly recap of hours spent on the Contract segregated by on-site and off-site hours and percentage of each staff m e m b e r ’ s t i m e s p e n t s o l e l y o n C i t y c o n t r a c t e d s e r v i c e s . REQUEST FOR PROPOSALS (RFP) 15-06 MUNICIPAL GOVERNMENT SERVICES PROCUREMENTPage 11 of 68 2.1.21Provide the City with a primary contact who shall be available to the City in person or by telephone on a twenty-four (24) hour basis, seven (7) days per week. 2.1.22Use only the address of Dunwoody City Hall and Dunwoody e-mail addresses for all City‐related matters, including both incoming and outgoing mail. 2.1.23Prepare and provide to the City update reports submitted semi-annually and within 48 hours when requested by the City. All reports should document details of any subcontractor’s work and the current status of specific key performance indicators established for each service area. 2.1.24Prepare and provide to the City annually (during the budget process), the strategic management plan for continued services in the specific service area managed by the Contractor. 2.1.25Maintain and update at least semi-annually the scope of work, listing specific services to be delivered in the service area managed by the Contractor. 2.1.26Designate an employee responsible for the proper maintenance of all City records in accordancetothe C i t y ’ s r e c o r d s r e t e n t i o n p o l i c y i n c l u d i n g b o t h a r c h i v a l a n d d e s t r u c t i o n . 2.1.27 Identify and perform Finance and Administrative assistance where the firm reasonably anticipates needs, which are not specifically set forth below. 2.1.28 Provide services under the direction of the City Manager and/or City Finance Director or designee. The Finance Director is a City employee. 2.1.29 Provide the City with a primary contact who shall be available to the City in person or by telephone on a twenty-four (24) hour basis, seven (7) days per week. 2.1.30 Provide supervision of Contractor(s) staff providing Finance and Administrative Services to ensure that all contractual requirements are performed effectively and efficiently. The City Finance Director will provide day-to-day operational supervision for department staff. 2.1.31 Provide a full-time, on-site Acting Finance Director during periods of leave and vacancy with the existing position, approved by the City, with full responsibility to manage all Finance staff necessary to properly perform the services, duties, and responsibilities set forth. It is reasonable anticipated this function could (but not required) be accomplished by the staff identified in Section 2.4.1. 2.1.32 Provide additional staffing resources on an as needed basis to support the City, such as during financial audits, website updates and special projects. 2.1.33 Provide employees that are proficient with the software utilized by the Finance and Administrative Department. This, at a minimum, includes the Microsoft Office Suite. 2.1.34 Adhere to all established internal controls and procedures. 2.1.35 Perform roles related to facility management including, but not limited to, small repairs at City Hall, maintenance of building equipment such as door locks and key assignments and coordination with property management. 2.1.36 As it relates to Finance and General Administrative Services functions, track, maintain and report on key performance indicators established by the City in consultation with the Contractor in a timely manner. REQUEST FOR PROPOSALS (RFP) 15-06 MUNICIPAL GOVERNMENT SERVICES PROCUREMENTPage 12 of 68 2.2Administrative Assistance and Reception The Contractor shall provide the following services: 2.2.1Provide dedicated clerical and administrative support for the office of the City Manager, as well as clerical and administrative support for elected officials and the City Finance Director. 2.2.2Receive and screen visitors and telephone calls at the reception station to be staffed by the firm at all times during the City’s business hours (currently 8 am – 5 pm except for holidays), providing first-tier responses to customer inquiries. 2.2.3Ascertain the need of visitors and callers, and direct the person to the proper department or person within the municipality to meet his/her needs. 2.2.4Collect and sign for all incoming and outgoing mail or express packages and maintain a log of packages, monetary receipts, carrier, sender, and recipient. 2.2.5Maintain and post calendars and agendas for the City Clerk, City Manager, Mayor and City Council, as well as other City boards, commissions and teams. 2.2.6Coordinatetra v e l a r r a n g e m e n t s a s r e q u i r e d u n d e r t h e C i t y ’ s t r a v e l p o l i c y f o r t h e C i t y Manager, Mayor, City Council, and other staff as requested. 2.2.7 Provide dedicated administrative support and services to the City Manager’s departmental staff to provide relief from the management of administrative details. Screen visitors and callers to minimize unproductive and/or unnecessary interruptions. 2.2.8 Compose correspondences and respond to general inquires on behalf of the City Manager. 2.2.9 Type, proofread, edit and format meeting transcriptions and other formal correspondence. 2.2.10 Attend all City Council meetings and hearings and other meetings, as directed by the City Manager or designee. 2.2.11 Respond to all inquiries as directed. 2.2.12 Provide and maintain access to data to other City contract providers as necessary. 2.2.13 Coordinate and assist various [internal] events such as holiday luncheon and teambuilding activities. 2.2.14 Identify and perform other administrative assistance and reception where the firm reasonably anticipates needs, which are not specifically set forth above. REQUEST FOR PROPOSALS (RFP) 15-06 MUNICIPAL GOVERNMENT SERVICES PROCUREMENTPage 13 of 68 2.3Administrative Assistance to the City Clerk 2.3.1Provide services under the direction of the City Manager and/or City Clerk or designee. The City Clerk is a City employee appointed directly by Council. 2.3.2Provide dedicated, full-time, on-site clerical and administrative support for the office of the City Clerk. 2.3.3MaintainandadministertheCi t y ’ s s y s t e m o f a r c h i v i n g d o c u m e n t s , records, and contracts for all City departments at the direction of the City Clerk, protecting the integrity of all public records in accordance as set forth in the Official Code of Georgia Annotated (OCGA). 2.3.4 M a i n t a i n a n d a d m i n i s t e r t h e C i t y ’ s d o c u m e n t i m a g i n g s y s t e m a n d r ecords retention management. 2.3.5 Format, print, route and store ordinances, and resolutions for the City Clerk. 2.3.6 Manage, document and respond appropriately to open records requests on behalf of the City as directed by the City Clerk. 2.3.7 Duplicate and distribute materials for City meetings. 2.3.8 Organize and store City contracts as directed by the City Clerk. 2.3.9 Post public notices as directed. 2.3.10 Ensure compliance with all open records and open meeting laws as set forth in the OCGA and assist the City Clerk during meetings by taking attendance and recording motions and votes. The dedicated staff for the City Clerk is expected to attend all City Council meetings. 2.3.11 P e r f o r m C i t y C l e r k ’ s r e s p o n s i b i l i t i e s u p o n t h e C i t y C l e r k ’ s a b s e n c e . 2.3.12 Assist in the coordination of municipal and special elections, disclosure requirements, and qualifications, including, but not limited to, addressing polling station issues, preparation of ballot questions, or any other related issues arising from election matters. REQUEST FOR PROPOSALS (RFP) 15-06 MUNICIPAL GOVERNMENT SERVICES PROCUREMENTPage 14 of 68 2.4Accounting The Contractor shall provide the following services: 2.4.1Provide a full-time, on-site experienced governmental Certified Public Accountant, approved by the City, with full responsibility to manage all Accounting staff necessary and proper to perform the services, duties, and responsibilities set forth. The Contractor shall not replace the approved Manager without written approval of the City, which approval will not be unreasonably withheld. – See Section 2.1.7 regarding staff reassignments. 2.4.2Maintain all financial records for the City and component units and joint ventures of the City in accordance with applicable laws, guidelines, standards and best practices for municipal accounting, including, but not limited to, General Accepted Accounting Principles (GAAP), pronouncements of the Governmental Accounting Standards Board (GASB), best practices and advisories of the Governmental Finance Officers Association (GFOA) and the City’s accounting manual. 2.4.3Produce and deliver to the City Finance Director in a timely manner any and all financial information and reports as requested by the City Finance Director. 2.4.4Assist in developing and implementing the policies and procedures established by the City Finance Director for the withdrawal/transfer and disbursement of City funds, promotion of internal controls and reporting of financial information. 2.4.5Process all invoices presented with proper approval for payment, process only invoices presented with proper approval. 2.4.6Promptly identify and pay all City bills and obligations, including payroll, in accordance with Georgia law and sound business practices. 2.4.7Properly code and record all financial transactions of the City under the direction of the City Finance Director. 2.4.8 Prepare and review journal entries, direct pays and wire transfers. 2.4.9 Maintain capital asset records. 2.4.10 Maintain accounting subsidiary ledgers and supporting schedules to support account balances in the general ledger. 2.4.11 Maintain cash and investments in accordance with approved investment policies and applicable laws. 2.4.12 Identify and maintain records and accounting for all grants and capital projects. 2.4.13 Prepare responses for surveys for other governmental agencies and authorities as directed by the City Finance Director. 2.4.14 Assist the City Finance Director and City Clerk with contract administration and supervision of contracts and agreements. 2.4.15 Assist the City Finance Director with obtaining financing when necessary. 2.4.16 Prepare monthly financial reports for the City Finance Director’s review in order to distribute to City Council by the fifteenth of the following month as required by the City Charter (as codified). REQUEST FOR PROPOSALS (RFP) 15-06 MUNICIPAL GOVERNMENT SERVICES PROCUREMENTPage 15 of 68 2.4.17Identify and analyze financial trends and variances and report them to the City Finance Director. 2.4.18Compile operating and financial data to assist with the preparation of the annual budget. 2.4.19Prepare all required annual reports including the City’s Comprehensive Annual Finance Report (CAFR) to be delivered to the Department of Audits within the requirements and deadlines established in OCGA. 2.4.20Prepare a Popular Annual Financial Report (PAFR) under the requirements and guidelines published by GFOA and internal deadline requirements, when requested. 2.4.21Coordinate and cooperate with external auditors and provide requested information and reports for year-end and interim reporting. 2.4.22Document all accounting procedures and processes as well as perform tests and walk-throughs to ensure sound accounting procedures and processes. 2.4.23Identifyanddevel o p a s t a f f “ S u p e r U s e r ” o f t h e C i t y ’ s f i n a n c i a l a c c o u n t i n g s y s t e m t o t r a i n and instruct City staff on the proper use of the software and processes. 2.4.24 Maintain a tickler file of all reports and deadlines completed by the City regularly. 2.4.25 Identify and perform other accounting responsibilities where the firm reasonably anticipates needs, which are not specifically set forth above.