REQUEST FOR PROPOSAL RFP

Transcription

1 Request For Proposal Performance Management System CITY OF BELLEVUE REQUEST FOR PROPOSAL RFP # Performance Management System Issue Date: February 04, 2013 Due Date and Time: February 22, 2013 no later than 4 p.m. Page 1 of 46

2 Request For Proposal Performance Management System REQUEST FOR PROPOSAL Notice is hereby given that proposals will be received by the City of Bellevue, Washington for: RFP # Performance Management System by filing with the Contracting Services office of the Finance Department, th Avenue NE, Bellevue, Washington, until: Date: February 22, 2013 Time: 4:00 p.m. Proposals submitted after the due date and time may not be considered. Vendors accept all risks of late delivery of mailed proposals regardless of fault. Detailed Request for Proposal (RFP) information including general information, general terms and conditions, requested services, proposal requirements and evaluation process is available from the Procurement Services office located at the above address or by calling (425) The RFP is also available on the City s website at under Find and Bids, RFPs and RFQs. The City of Bellevue reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. The successful Vendor must comply with the City of Bellevue equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or disability. Dated this 4th day of February, 2013 Johnathan Chu IT Project Manager Published: Seattle Times, February 04, 2013 February 08, 2013 Daily Journal of Commerce, February 04, 2013 February 08, 2013 Page 2 of 46

3 TABLE OF CONTENTS Page REQUEST FOR PROPOSAL... 2 SECTION 1. GENERAL INFORMATION Introduction Purpose of RFP Definitions RFP Coordinator/Communications Preliminary Schedule Budget Response Format Completeness of Proposal Proposal Response Date and Location Required Number of Proposals Vendor s Cost to Develop Proposals... 8 SECTION 2. TERMS AND CONDITIONS Questions Regarding the RFP RFP Clarifications & Addendums Withdrawal of Proposal Rejection of Proposals Proposal Modification and Clarifications Proposal Validity Period Proposal Signatures Public Records Business Registration and Taxation Non-Endorsement Non-Collusion Certificate Insurance Requirements Equal Opportunity Requirements Non-Disclosure Agreement Other Compliance Requirements Ownerships of Documents Cooperative Purchasing Confidentiality of Information SECTION 3. REQUESTED SERVICES Duration of Services Vendor Information Performance Expectations Cost Requirements Not To Exceed Contract Provision Page 3 of 46

4 3.06 System Implementation Project Implementation and Training Plan Project Management Methodology Government (e-gov) SECTION 4. TECHNICAL AND FUNCTIONAL REQUIREMENTS SECTION 5. PROPOSAL EVALUATION AND VENDOR SELECTION Evaluation Procedures Scoring and Evaluation Factors Selection Process Contract Award and Execution FORM #1 PROPOSAL FORM FORM #2 VENDOR INFORMATION REQUIREMENTS FORM #3 CLIENT REFERENCES ATTACHMENT A NON-COLLUSION CERTIFICATE ATTACHMENT B INSURANCE REQUIREMENTS ATTACHMENT C EQUAL OPPORTUNITY REQUIREMENTS AFFIDAVIT OF EQUAL OPPORTUNITY COMPLIANCE ATTACHMENT D CITY OF BELLEVUE NON-DISCLOSURE AGREEMENT ATTACHMENT E PRICING Page 4 of 46

5 Section 1. General Information 1.01 Introduction Bellevue, the fifth largest city in the state of Washington with an estimated population of 124,600 in 2012, is located on the eastern shore of Lake Washington near the population and geographical center of the Puget Sound region. It is just 11 miles from Seattle and 40 miles from Tacoma with the mountains of the Cascades to the east, the Olympics to the west, and Mount Rainier to the south. Bellevue is about three hours north of Portland, Oregon, and three hours south of Vancouver, Canada. As a thriving regional city encompassing an area of approximately 31.2 square miles, Bellevue is a major and growing employment center within the Puget Sound region with a daytime population over 200,000. Bellevue is an increasingly diverse city that has evolved from a bedroom community into the major economic and cultural center of Metropolitan King County s Eastside. It is a major business and retail center, the second largest employment center in King County. Bellevue has developed its downtown core into a major business and retail center while maintaining the safe, comfortable family neighborhoods for which it has long been popular Purpose of RFP The objective of this Request For Proposal (RFP) is to solicit proposals to provide the City of Bellevue Finance Department (the City) with an implementation of an Performance Management System that will capture performance measures and used regularly by management and staff to promote an evidencedbased decision making culture. Performance Management in the public sector is an ongoing, systematic approach to improving results through evidence-based decision making, continuous organizational learning, and a focus on accountability for performance. The City of Bellevue s Leadership Team has approved and adopted the implementation of Performance Management at the City of Bellevue, supporting an evidence based system of decision making based on accurate, timely, reliable, valid and accessible data, designed to promote transparency and accountability. The system must aid the city in aligning and assessing its operations to provide a clear line of site to its most important strategic outcomes. These Outcomes (1) Improved Mobility (2) Responsive Government; (3) Safe Community; (4) Innovative, Vibrant & Caring Community; (5) Healthy & Sustainable Environment; (6) Quality Neighborhoods; and (7) Economic Growth & Competitiveness. We are seeking an innovative, creative and flexible web based solution that provides the City with the ability to create, update, store, and report performance measures for the City of Bellevue. We intend to establish a Dashboard that provides a common reporting mechanism for the City Manager s Office, Leadership Team, Citizens and City employees to use to view and address the status of the business processes they monitor. The Dashboard is intended to provide decision makers with a monitoring tool for the high level processes with the ability to drill down into lower level data to search for cause and effect relationships. Page 5 of 46

6 All interested vendors, whether previously contacted or not, are required to submit proposals in accordance with the conditions and dates outlined in this Request for Proposal (RFP). Vendors of outsource solutions are also invited to submit a proposal as both options will be evaluated equally. The City expects to develop a long-term, collaborative relationship with the selected vendor for this solution Definitions City The City of Bellevue, Washington, and its departments. Vendor Contract RFP Selection Committee Short List The person or firm submitting the proposal and/or the person or firm awarded the contract. The agreement to be entered into for services between the City and the Vendor who submits the proposal accepted by the City. This Request for Proposal, including any amendments or other addenda hereto. The RFP Selection Committee is comprised of the RFP Coordinator (defined in Section 1.04) and other City staff. Vendors selected to proceed for further evaluation RFP Coordinator/Communications Upon release of this RFP, all vendor communications concerning this information request should be directed in writing to the RFP Coordinator listed below. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City. RFP Coordinator for this RFP will be: Name: Johnathan Chu Address: City of Bellevue Street th Avenue NE Mailing - P.O. Box 90012, Bellevue, WA Telephone: jchu@bellevuewa.gov 1.05 Preliminary Schedule These dates are estimates and are subject to change by the City. Event Release RFP to Vendors Vendor RFP Questions (if any) Due Answers to Vendor RFP Questions Released Proposal Responses Due Proposal Evaluation Complete Time & Date 4:00 pm February 4 th 4:00 pm February 11 th 4:00 pm February 19 th 4:00 pm February 22 nd 4:00 pm March 1 st Page 6 of 46

7 Vendor Reference Checks Complete Vendor Short List Released Demo Scripts Sent Vendor Demonstrations Complete Vendor Finalists Announced Follow Up Demos Complete Announce Apparently Successful Vendor Contract Negotiations complete Signed Contract Delivered To Vendor Installation Begins 4:00 pm March 1 st 4:00 pm March 1 st 4:00 pm March 1 st 4:00 pm March 8 th 4:00 pm March 11 th 4:00 pm March 15 th 4:00 pm March 15 th 4:00 pm April 15 th 4:00 pm April 22 nd 4:00 pm April 29 th 1.06 Budget The budget range for this project is between $50,000 and $100, Response Format Proposals should be prepared simply, providing a straightforward, concise delineation of the approach and capabilities necessary to satisfy the requirements of the RFP. We encourage vendors to be innovative in the solutions they propose. Technical literature and elaborate promotional materials, if any, must be submitted separately. Emphasis in the proposals should be on completeness, clarity of content and adherence to the presentation structure required by this RFP. Vendor proposals must be submitted in the format specified in Form #1 Proposal Form. Please provide responses in the format provided. Vendors that deviate from this format may be deemed nonresponsive Completeness of Proposal The vendor must attach the Form #1 Proposal Form signed by a vendor representative authorized to bind the proposing firm contractually. This statement must identify any exceptions that the Vendor takes to the City s RFP, or declare that there are no exceptions taken to the RFP. Vendors that fail to complete this step may be deemed unresponsive Proposal Response Date and Location Proposals must be submitted to the City of Bellevue s Service First Desk no later than February 22, 2013 at 4:00 pm PST. The Official Clock for submissions is located at the Service First Desk (address listed below). All proposals and accompanying documentation will become the property of the City and will not be returned. Faxed proposals will not be accepted. Vendors accept all risks of late delivery of mailed proposal regardless of fault. The Contracting Services office may be contacted at: Office Location Mailing Address Bellevue City Hall City of Bellevue th Avenue NE Finance Department/Procurement Services Bellevue, WA P0 Box Phone: (425) Bellevue, WA Page 7 of 46

8 1.10 Required Number of Proposals A total of one original, 5 copies and an electronic copy of the vendor s proposal, in its entirety, must be received as specified in Section The City, at its discretion, may make additional copies of the proposal for the purpose of evaluation only. The original proposal will include original signatures, in ink, by authorized personnel, on all documents that require an authorized signature Vendor s Cost to Develop Proposals Costs for developing proposals in response to the RFP are entirely the obligation of the vendor and shall not be chargeable in any manner to the City. Page 8 of 46

9 2.01 Questions Regarding the RFP Section 2. Terms and Conditions Oral interpretations of the RFP specification are not binding on the City. Request for interpretation or clarification of the RFP specifications must be made in writing and submitted to the RFP Coordinator indicated in Section RFP Clarifications & Addendums The City reserves the right to clarify or change the RFP or issue addendums to the RFP at any time. The City also reserves the right to cancel or reissue the RFP. All such addenda will become part of the RFP. In the event that it becomes necessary to revise any part of this RFP, the City will issue addenda relating to these specifications on the City s website at under Find Bids, RFPs and RFQ s Current Bid Opportunities, RFPs and RFQs. It is the vendor s responsibility to confirm as to whether any addenda have been issued Withdrawal of Proposal Proposals may be withdrawn at any time prior to the submission time specified in Section 1.05, provided notification is received in writing. Proposals cannot be changed or withdrawn after the time designated for receipt Rejection of Proposals The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City Code of Conduct for Competitive Solicitations Definitions: Solicitations: method of acquiring goods, services, and construction for public use in which offers are made to the City between two or more sources. Typical documents used by the City are titled: Invitation to Bid, Invitation to Quote, Request for Proposals, Request for Qualifications Request for Information, or any other method of obtaining competitive offers. Blackout Period: The period between the time a solicitation is issued by the City and the time the City awards the contract. Lobbying: The attempt to persuade or influence any City employees, officials, or representatives responsible for reviewing, evaluating, ranking or awarding the work or contract for goods or services for or against any solicitation; provided, however, that lobbying shall not include the submission of required materials in direct response to the solicitation according to the instructions to respondents in such solicitation. Conduct of Participants: After the issuance of any solicitation, all bidders, proposers, contractors, Vendors or individuals acting on their behalf are hereby prohibited from lobbying any City employee, official or representative at any time during the blackout period. Page 9 of 46

10 Sanctions: The City may reject the submittal of any bidder, proposer, contractor and/or Vendor who violates the policy set forth herein Proposal Modification and Clarifications The City reserves the right to request that any vendor clarify its proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal. Modification of a proposal already received will be considered only if the request is received prior to the submittal deadline. All modifications must be made in writing, executed and submitted in the same form and manner as the original proposal Proposal Validity Period Submission of a proposal will signify the vendor s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline unless otherwise agreed to in writing by both parties. The proposal will become part of the Contract that is negotiated between the City and the successful Vendor Proposal Signatures 1) An authorized representative must sign proposals, with the vendor's address, telephone and information provided. Unsigned proposals will not be considered. 2) If the proposal is made by an individual, the name, mailing address and signature of the individual must be shown. 3) If the proposal is made by a firm or partnership, the name and mailing address of the firm or partnership and the signature of at least one of the general partners must be shown. 4) If the proposal is made by a corporation, the name and mailing address of the corporation and the signature and title of the person who signs on behalf of the corporation must be shown. 5) The City reserves the right to request documentation showing the authority of the individual signing the proposal to execute contracts on behalf of anyone, or any corporation, other than himself/herself. Refusal to provide such information upon request may cause the proposal to be rejected as non-responsive Public Records Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this RFP (the documents ) become a public record upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. If the City receives a request for inspection or copying of any such documents it will promptly notify the person submitting the documents to the City (by U.S. mail and by fax if the person has provided a fax number) and upon the written request of such person, received by the City within five (5) days of the mailing of such notice, will postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of the documents. The City assumes no contractual obligation to enforce any exemption Business Registration and Taxation The vendor awarded the Contract will be subject to City of Bellevue Business Registration and Business Taxation as presented in the Bellevue City Code. Questions about the City s Business and Occupation (B&O) tax should be directed to the City s Tax office at (425) Page 10 of 46

11 2.11 Non-Endorsement As a result of the selection of a vendor to supply products and/or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City Non-Collusion Certificate The proposal submitted for this RFP shall include the Non-Collusion Certificate (Attachment A ) Insurance Requirements The City will require the selected Vendor to comply with the Insurance Requirements listed in Attachment B. Employee Dishonesty coverage including an endorsement for third party coverage with limits not less than $1,000,000 per occurrence and as an annual aggregate, and Network Security and Privacy Liability coverage with limits not less than $1,000,000 per occurrence and as an annual aggregate, may apply to the resulting contract depending on the agreed upon scope of work Equal Opportunity & Title VI Requirements The City is an equal opportunity employer and requires all Vendors to comply with policies and regulations defined in the Equal Opportunity & Title VI Requirements defined in Attachment C. The Vendor, in the performance of the Contract, agrees not to discriminate in its employment because of the employee s or applicant s race, religion, national origin, ancestry, sex, age or physical handicap. The requirements of Bellevue City Code Section entitled Equal Opportunity provided to the Vendor with the Request for Proposals, are hereby incorporated herein, and shall be binding on the vendor Non-Disclosure Agreement The City will require the selected Vendor to comply with the Non-Disclosure Agreement listed in Attachment D. Selected vendor will be required to execute this agreement Other Compliance Requirements In addition to nondiscrimination and affirmative action compliance requirements previously listed, the Vendor awarded the Contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects Ownerships of Documents Any reports, studies, conclusions and summaries prepared by the Vendor shall become the property of the City. Page 11 of 46

12 2.18 Cooperative Purchasing RCW allows cooperative purchasing between public agencies (political subdivision) in the State of Washington. Public agencies which have filed an Intergovernmental Cooperative Purchasing Agreement with the City of Bellevue and which are actively participating may purchase from City of Bellevue contracts. Only those public agencies who have complied with these requirements are eligible to use this contract. The City of Bellevue does not accept any responsibility for purchase orders or contracts issued by other public agencies. The public agency accepts responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency in question. The City of Bellevue accepts no responsibility for the performance of any purchasing contract by the Vendor, and the City of Bellevue accepts no responsibility for payment of the purchase price for any public agency Confidentiality of Information All information and data furnished to the Vendor by the City, and all other documents to which the Vendor s employees have access during the term of the Contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited. Page 12 of 46

13 Section 3. Requested Services 3.01 Duration of Services The term of the Contract with the selected Vendor shall be from the date of execution of the Contract to the completion of the work defined in the Scope of Work of the Purchase Agreement. Additionally, it is expected that a Software License Agreement and/or Maintenance Agreement will be signed in conjunction with the Purchase Agreement Vendor Information The forms referenced below must be submitted with the vendor s proposal. Please mark with an N/A for those areas that do not apply to your proposal. Do not leave any space blank. Proposal Form - Complete Form #1 Vendor Information Requirements Complete Form #2 Client References - Complete Form # Performance Expectations If the vendor has had a contract terminated for default during the past five (5) years, all such incidents must be described. Termination for default is defined as notice to stop performance due to the vendor s non-performance or poor performance, and the issue was either (a) not litigated; or (b) litigated and such litigation determined the vendor to be in default. Submit full details of all terminations for default experienced by the vendor during the past five (5) years, including the other party s name, address and telephone number. Present the vendor s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the vendor s proposal if the facts discovered indicate that completion of a contract resulting from this RFP may be jeopardized by selection of the vendor. If the vendor has experienced no such termination for default in the past five (5) years, so declare. If the vendor has had a contract terminated for convenience, non-performance, non-allocation of funds or any other reason, which termination occurred before completion of the contract, during the past five (5) years, describe fully all such terminations, including the name, address and telephone number of the other contracting party Cost Requirements Since the City expects to complete a not to exceed/fixed price contract, the budget for the proposal must not exceed the specified range referenced in Section 1.06, and must be broken down as to hours, hourly rates and expenses for each task and subtask. Please see Attachment E for pricing itemization. All prices are to be in U.S. dollars. All applicable taxes to be paid by the City must be separately shown. The vendor awarded the Contract will be subject to City of Bellevue business registration and business taxation as provide in Chapters 4.03 and 4.09 of the Bellevue City Code (for details call the City Tax office at ). Page 13 of 46

14 Vendors must itemize the unit and extended price for each product and service proposed as part of the proposed solution. Cost information must include all expected implementation and operating costs, both one-time and ongoing. Specific model numbers and capacities should be included. Information about license sizes must be provided. Vendors should describe and quote optional components (including query tools, report writers, etc.) as individual and separate items. Any upgrade to the base system needed for optional components must be included in the cost of those components (defined in Appendix E - Pricing). In addition to the breakdown of costs described above, the City of Bellevue would like to have a quoted hourly rate for professional services that may be required to complete our project, but were not anticipated and included in this RFP. The quoted rate(s) is expected to be applied for the duration of the project (as described herein). They should include, but are not limited to: project management, programmer/analyst, and technical support analyst. At the end of this section, attach your proposal for a payment schedule. With each date and amount, explain why those particulars were chosen Not To Exceed Contract Provision Given that the City is requesting a not to exceed/fixed price proposal, it is expected that the Apparently Successful Vendor will conduct a discovery effort, at vendor s expenses, which will include complete needs assessment and fit analysis System Implementation Project Implementation and Training Plan The vendor shall include a typical timeline with this proposal including major milestones for tasks and subtasks, dates and both vendor and customer resources. The required format for the timeline is MS Project format. The plan should adhere to any pertinent milestone dates in the RFP Schedule in Section Include a description of your overall approach to each of the following task areas (if applicable): System installation System configuration Data conversion Training [A sample of training materials & documentation should be included] Test planning and execution System interface design and support System roll-out, procedures, and support Project Management Methodology The City has learned that a successful implementation requires a solid project management methodology. Please describe your current project management methodology and include samples of the following project management deliverables used in your process: Status Reports Change Management Plan Communication Plan Risk Management Plan Page 14 of 46

15 3.07 Government (e-gov) The ecitygov Alliance is an interlocal agency of which the City of Bellevue is a partner. Alliance member cities have committed to partnering together to develop and implement joint and crossboundary services. The primary beneficiary of such a partnership is citizens and businesses in terms of one-stop service portals that employ consistent business process and practices across the member jurisdictions. The cities benefit through the sharing of resources, economies of scale, and implementation timeframes. We may request the ability for hosting and/or licensing for multiple entities. It is required that the selected vendor implement a licensing scheme that is compatible for the ecitygov Alliance. Page 15 of 46

16 Section 4. Technical and Functional Requirements The City matrices on the following pages identify the technical and functional needs that the proposed system should meet and provide the required format for vendor responses. Vendors must provide and answer for every requirement. If the requirement does not pertain to the proposal being submitted N/A must be placed in the requirement. There are also User Stories contained at the end of this section. These provide examples of scenarios that the users of this system would like to do. These are designated as either desired as part of Go Live () or Nice to Have (NTH). Use this key to determine which code to place in each of the requirement matrices below. Matrix Column Solution Requirements Code Comments Description This column presents desired functionality, technical, and interface capability. 3 - System can completely meet this requirement with no custom code and no additional expense. For example, this code should be used when the requirement can be met by populating a table or modifying a screen so long as these tables or screen changes would not affect system update. 2 - System can meet requirement with minor code modifications with no impact on future releases. Modifications are placed in production by the implementation date with no additional cost for modification; the modification becomes part of the next system release. 1 - System will not meet requirement and will require modification(s). Testing and production of modifications will be in place prior to implementation date; however, the customer will assume a cost above the basic system cost for future updates. 0 - System will not meet requirement, and modification in time for implementation is not possible. In this column, please provide additional information about your responses. In particular, we want to know: If your description includes any features that are not part of the base system package. If your response includes uses of third party software, ad-hoc query tools, creative use of exiting features, or custom modifications Although costs are requested in a separate section, please provide a realistic dollar estimate if there is additional cost associated with your solution, and whether that cost is due to additional software purchase or modification work. Page 16 of 46

17 Solution Requirements Code Comments or Additional Information Technical 1. Web based system 2. System available via internet (external web site) 3. Performance Management system can be hosted offsite on a Vendor s secure server that is compatible with the City of Bellevue requirements and exhibits all security and backup procedures for data recovery and any other technology requirements. (This only applies to vendors proposing hosted solutions.) 4. Web-based, hosted solution requires no additional hardware 5. Prefer there is no requirement for end users to download software for the use of the application (i.e. Java applets) 6. The application should be compatible with all web browsers that support the World Wide Web Consortium (W3C) standards. These include the following browsers: Microsoft Internet Explorer 7 and higher, Firefox 3 and higher, Chrome 4 and higher, Safari 4 and higher, Opera 9 and higher, Mozilla, Netscape compatibles. Browser support strategy should be one of progressive enhancement building rich experience on top of a highly accessible core of content to ensure that content is available to the widest possible audience. Progressive enhancement allows older browsers (and search engines) access to content and still allows advanced browsers to see a richer view and more features. 7. Allows images to be displayed in full size resolution when accessed by any of the major web browsers. 8. Allows adjusted viewing in smart phones. 9. Ability to have multiple users in system at one time with the ability to view and update data. 10. Operating system can accommodate large numbers of users with little performance loss. 11. Ability to integrate/interface with data in existing in house or third party applications. Page 17 of 46

18 Solution Requirements Code Comments or Additional Information 12. The application should be scalable and flexible to allow for growth in terms of number of performance measures and years of data. 13. Allows acceptable performance for users with slower speed, non-broadband connections to the internet and enhance accessibility. Limit use of browser plug-ins, PDF Reader for documents and Flash for video streaming. Navigation will be possible with browser s scripting turned off. 14. Ability to set up System User ID/Passwords. Please explain how this is maintained. 15. Describe timeout settings on application. 16. System is maintained using the high level of system availability and security including parallel, redundant, multi-tiered network architecture. 17. Highly secure hosting environment with automatic backup, data archive and retrieval capabilities. 18. System is able to ensure rapid recovery and seamless uptime in case of hardware malfunction. 19. Data servers are in a secure location. 20. Backup protocol for all data to ensure multiple copies of all data always exist both onsite and offsite. 21. System should provide archiving capabilities. 22. Disaster recovery and business continuity plans are in place. 23. Describe the application s Web 2.0 functionality and/or future roadmap with respect to Web 2.0 functionality. Security/Roles 1. Ability to set up user roles that will define security levels for read only access, edit capabilities, and administrative privileges 2. Provides the ability to limit who can see selected dashboards and data. Page 18 of 46

19 Solution Requirements Code Comments or Additional Information Support 1. Support contract shall include help desk support for a limited number of City of Bellevue staffs that have been designated as system administrators. 2. Support shall include all updates and upgrades generally made available to licensees of the software without additional license fee. 3. Support shall include error corrections (hot fix releases). 4. Support and Maintenance contract shall include support for any customizations that are necessary to meet the requirements of this RFP and/or contract. 5. Support shall include technical assistance on the installation, use, performance tuning, maintenance, and repair of the software/hardware necessary to meet the requirements of this RFP and/or contract. 6. Support and maintenance contract shall include all third party licensed technology that is necessary to meet the requirements of this RFP and/or contract. If any third party licensed technology is not covered by proposing part s support services, this shall be identified in the proposal. 7. Provides additional training, consultation and ongoing technical assistance remotely or through online support during regular business hours 8. Technical support should be provided via phone, web and/or Where are your support services located? 10. Define standard hours of operation. 11. Describe user self-help tools. (This would include system documentation/manuals and on line help functionality.) 12. Define each level of support. 13. Explain the helpdesk escalation procedures/processes. 14. Define response times. Page 19 of 46

20 Solution Requirements Code Comments or Additional Information 15. Describe how software and/or database updates are transmitted / communicated to customers. 16. Provide links to online forums or user communities. Data Features 1. Database for storage and maintenance of Performance Measures. 2. Ability to set up individual performance measures with unique IDs. 3. Ability to store a name and description of performance measures. 4. Ability to define the type of performance measures and allow a performance measure to be more than one type. These could include Key Community Indicator, Key Performance Indicator, Key Department Indicator, Vital Sign, ICMA Measure, Leading/Lagging Measure, PICK 3 Type of Satisfaction, financial or quality, Efficiency, Effectiveness, Workload, Input, Output, outcome, intermediate or long term performance measure types. 5. Ability to assign a performance measure to an Outcome. (A) 6. Ability to assign a performance measure to a Department. (B) 7. Ability to assign a performance measure to a Division/Workgroup/Program. 8. Ability to flag a performance measure to be on a watch list (for measures that are of interest to City Manager, City Council, Department Directors, Central Financial staff, Citizens, etc.) 9. Ability to assign a performance measure to one or more budget issue (i.e. budget proposals) in the same budget period. 10. Ability to assign a performance measure to budget issues in multiple budget periods. 11. Ability for the same performance measure to have different target and actual data by budget issue. Page 20 of 46

21 Solution Requirements Code Comments or Additional Information 12. Ability to store the Budget Issue numbers and titles in the system. 13. Ability to enter and store performance measures targets and actuals. 14. Ability to create and update measures with targets and actuals for different periods (monthly, quarterly, annually, etc.). 15. Ability to identify performance measures targets met/not met. 16. Ability to define the unit of measure for each performance measures (i.e. Percentage, Time, Dollars, etc.) 17. Ability to define the calculation methodology for performance measures targets and actuals. 18. Provides ability to change the data elements on the performance measures (Add or remove data element) 19. Provides ability to change the selection options of the data elements on the performance measures (For example: We may add a new department so in the Department data element field we need to be able to change the choices for this field.) 20. Ability to view/change/update/add performance measures and related data during each biennial budget process or as needed. 21. Ability to track updates made to performance measures and related data by showing date/time updated and User ID of who updated. 22. Ability to track and store performance measures and related data over time (preferably 10 years). 23. Ability to establish relationships (parent/child/related, etc.) between performance measures. 24. Allow for drill-down capabilities between Performance Measures. 25. Ability to identify a responsible person (owner) of each performance measure. 26. Allows entry and display of strategies/efforts/plans that will drive each performance measure in the right direction Page 21 of 46

22 Solution Requirements Code Comments or Additional Information 27. Ability to inactivate a performance measure and related data without deleting. 28. Ability to store comments on performance measures. 29. Ability to import/upload existing Performance Measure data into system. 30. Ability to search, filter and query on performance measure data elements. 31. Ability to attach documents. 32. Ability to show or capture the methodology, formula, or algorithm associated with the measure. Dashboard Features 1. Provide a visually friendly dashboard that can display selected performance measures. 2. Visually presents performance measures/indicators progress in a graphical, colorful, and easy to read and understand display, which serves a wide audience and relates the message with colors and graphics in a visually attractive fashion that can easily inform and engage the viewer. 3. Provides the ability to define the default dashboard view by users. 4. Provide flexible dashboard capabilities that allows for multiple dashboard views with the ability to change the dashboard views as needed 5. Provides the ability to select which performance measures are included on the dashboard views. 6. Includes the ability to create multiple dashboards that would include both internal facing (non-public) and external facing (public) 7. Provide ability to customize screens in system. Page 22 of 46

23 Solution Requirements Code Comments or Additional Information 8. Provides the ability to display a dashboard by Outcome (A) (Currently these are: Responsive Government; Improved Mobility; Safe Community; Healthy & Sustainable Environment; Innovative, Vibrant & Caring Community; Quality Neighborhoods; Economic Growth & Competitiveness) 9. Provides the ability to display a dashboard by Department (B) (Current departments are: City Attorney, City Clerk, City Council, City Manager, Civic Services, Community Council, Office of Economic Development, Finance, Fire, Human Resources, Information Technology, Parks & Community Services, Development Services, Planning & Community Development, Police, Transportation, Utilities) 10. Provides the ability to create groupings of performance measures by Kind of PM, Pick 3 Type, and PM Type (as defined above in the data features requirement #4). 11. Drill down capabilities from all dashboard views into detailed performance measures and related root data. 12. Provides flexibility in dashboard graphics (ability to choose different graphics/colors) 13. Provides ability to see trend lines viewing automatically after the data is entered, and displays trend lines so viewers are able to see the direction in which indicators are changing. 14. Ability to display Workforce, Financial and Economic Indicators on Dashboard. 15. Ability to provide working links to internal/external URL s. 16. Ability to send s to City of Bellevue staff from within system. 17. Ability to view data geographically, such as by neighborhood or zip code. Reporting Features 1. Provide out of box Performance Measures reports. 2. Provide reporting tool that can be used by City of Bellevue staff. 3. Provide ability to print documents from site. Page 23 of 46

24 Solution Requirements Code Comments or Additional Information 4. Provide ad-hoc reporting capabilities that can report off of all data. 5. Provide ad-hoc query capabilities Provide ability to export data out of system with the ability to use Microsoft Office 2010 products. Provide ability to import data into system with the ability to use Microsoft Office 2010 products. Page 24 of 46

25 User Stories Solution Requirements /NTH Code Comments or Additional Information 1. As a City Manager, I need to be able to view a dashboard with up to date data that will provide me with a high level look at how the City is performing. 2. As the City Manager, I need to know how the City is performing in its strategic Outcomes such as Safe Community and in its departments also. 3. As the City Manager, I need to be able to use the system as an early warning system to identify issues before they become big problems. 4. As the City Manager, I need to be able to identify the areas of Public Safety, for example, those are not meeting their targets and drill down into the specific performance measures that make up these results. I need to be able to contact the responsible person. 5. As a Citizen, I want to know how the City is performing. 6. As a Citizen, I want to be able to see how the City is doing with Traffic congestion. 7. As a Citizen, I want to be able to see how the City is doing with Public Safety and drill down to see the crime levels in different areas of Bellevue. 8. As a Department Director, I need to be able to view a dashboard with up to date data that will provide me with my Key Department Indicators 9. As a Manager, I need to be able to monitor the performance measures of my workgroup. 10. As a System Administrator, I need to be able to delete system data that was entered in error. 11. As a Central Financial/Budget/Management Analyst I need to be able to look at disaggregated data and draw my own conclusion about issues or operations. Page 25 of 46

26 Solution Requirements /NTH Code Comments or Additional Information 12. As a System Administrator, I need to run web statistics reports, so that I can see what part of the application is most frequently used and when. 13. As a System Administrator, I need to be able to configure bookmarks & quick links, so that users can quickly navigate to the most frequently used content. 14. As a System User, I need the ability to create and run reports using any data stored in the system. 15. As a System User, I want to be able to query the Performance Measure data to select based on my specific criteria. The query capabilities should be flexible. I need to be able to print, export to PDF and/or save the query results. 16. As a System User, I want to be able to set up report templates in the system that I can run regularly. 17. As a System User of the site, I need the query to be configurable and scalable so that it will allow us to create queries for reports that we may want to add in the future. 18. As a System User, I need to have the ability to attach required documents to their Performance Measures. 19. As a System User, I need to be able to show others how to use the system with minimal instruction. 20. As a System User, I want to be sure that security is an utmost concern so the system can be virus free with secure access. 21. As a System User, I want to have a search engine that eases our search 22. As a System User, I want the system to be attractive and user friendly so it is easy to navigate. NTH NTH NTH Page 26 of 46

27 Solution Requirements /NTH Code Comments or Additional Information 23. As a System User, I want quality, available system support so I can get our answers quickly when there are problems. 24. As a System User, I want to have accurate and up to date current performance measure data so I can trust the system for accurate information. Trust is important, so staff will use the system. 25. As a System User, I want employees at every level to have training and to feel confident with searching for PM data so they can independently access the information 26. As a System User, I want the ability to view other departments performance measures. 27. As a System User, I want our application to be innovative/leading edge, so that citizens are impressed with the work we do. 28. As a System User, I want the application to meet today s usability standards and looks professionally designed, so that users find our site easy to use. 29. As a System User, I want the ability to use the application on my web-enabled mobile phone/tablet. 30. As a System User, I want it to be fast and reliable, so that I can use it easily. NTH Page 27 of 46

28 Section 5. Proposal Evaluation and Vendor Selection 5.01 Evaluation Procedures Proposals will be evaluated by the Selection Committee. The Selection Committee will consider the completeness of a vendor s proposal and how well the proposal meets the needs of the City. In evaluating the proposals, the City will be using a criteria evaluation process. Evaluations will be based on criteria as outlined in Section All proposals will be evaluated using the same criteria and possible points Scoring and Evaluation Factors The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, the City may select other than the lowest cost proposal. The objective is to choose the vendor capable of providing quality vendor services that will help the City achieve the goals and objectives of the requested services within a reasonable budget. Evaluations will be based on criteria as defined below. All proposals will be evaluated using the same criteria and possible points. Page 28 of 46

29 Evaluation Criteria Responsiveness/Completeness of Proposal (i.e., Were all the forms completed and everything included that was required by the RFP? Were explanations in Comments or Additional Information areas adequate?) Experience/Qualifications (i.e., Vendor s experience working within the requested services arena; vendor s experience working with municipalities; vendor s ability to successfully complete the scope of services on time and on budget; vendor s ability to successfully work with City staff; vendor s references) Scope of Services (i.e., Does the vendor understand what it will take to successfully achieve the goals and objectives of the requested services? Did the vendor propose any revisions and/or changes to the draft Scope of Services that would better serve the City?) Possible Points Technical (i.e., How well does the vendor meet technical requirements?) 15 Integration (i.e. Does the solution integrate well with City s other software?) Functionality (i.e., How well does the vendor meet functional requirements?) Budget (i.e., does the budget seem reasonable for the scope of services proposed; does the budget provide the City good value?) Total Points Possible Selection Process After the proposals are evaluated, the Selection Committee will determine whether formal presentations (product demonstration) and interviews are necessary, and if so, which vendors from the short list may be invited to make a formal presentation and/or sit for a panel interview with the Selection Committee. If The City chooses to require formal presentations, demo scripts will be sent to each of the invited short list vendors. The scripts are required to provide an objective tool for the scoring of the product demonstration. At this time, The City may choose to contact officials from other jurisdictions regarding the vendor, their prior work experience and their ability to successfully complete the scope of services. The City may request clarification or additional information from a specific vendor in order to assist in the City's evaluation of the proposed solution. Two finalists are typically announced and, at the City s option, invited back for follow up demonstrations and questions. The Selection Committee will then formulate their recommendation for award of the Contract. Page 29 of 46

30 5.04 Contract Award and Execution The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the vendor can offer. The City may require changes in the scope of services as deemed necessary by the City, before execution of the Contract. The City shall not be bound or in any way obligated until both parties have executed a vendor contract. The general conditions and specification of the RFP and the successful Vendor s response, as amended by Contract between the City and the successful Vendor, including or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify vendor representations that appear in the proposal. Failure of a vendor to perform services as represented or any misrepresentations may result in elimination of the vendor from further competition or in Contract cancellation or termination. The vendor selected as the apparently successful Vendor will be expected to enter into a contract with the City. The City uses its standard Purchase Agreement, Software License Agreement and Software Maintenance Agreement templates. Those vendors qualifying as short list vendors may receive these templates. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during negotiations of the final contract. If the selected Vendor fails to sign the Contract within ten (10) business days of delivery of the final Contract, the City may elect to cancel the award and award the Contract to the next-highest ranked vendor. No parties may incur any cost chargeable to the proposed contract before the date of execution of the Contract. Page 30 of 46