CITY OF LEAGUE CITY, T E X A S

Transcription

1 CITY OF LEAGUE CITY, T E X A S REQUEST FOR PROPOSAL SUBMIT PROPOSALS TO: Office of the Purchasing Manager City of League City 300 W. Walker St. League City, Texas SUBMIT NO LATER THAN: 2:00 P.M., Thursday, May 28, 2015 MARK ENVELOPE: RFP # SOFTWARE & IMPLEMENTATION SERVICES FOR ERP FINANCIAL SOFTWARE ALL PROPOSALS MUST BE RECEIVED IN THE OFFICE OF THE PURCHASING AGENT BEFORE RECEIVING DATE AND TIME Public receipt of proposals is scheduled to be held in the Office of the Purchasing Manager, 300 W. Walker Street, League City, Texas W Walker St. League City, Texas trisha.erndt@leaguecity.com Telephone: Facsimile: If offeror does not wish to submit an offer at this time, please submit a "NO OFFER" by the same time and at the same location as stated above and state the reasons for such. League City is always conscious and extremely appreciative of your time and effort in the preparing of this offer. Requests for information should be directed to: Trisha Erndt Contract Administrator City of League City

2 Part 1 General Information

3 1.1 Introduction League City, Texas (hereafter referred to as the City ) seeks proposals to implement an enterprise financial application which will integrate with existing NeoGov, Tyler Technologies Incode-Court, CryWolf, Vermont Systems RecTrac, Executime, CitiTech, ESRI-GIS and LaserFiche Records Management System implementations. The financial application will replace an existing legacy financial application. Preference will be given to offerors with a proven history of successfully implementing similar services and functionality for other public sector accounts. The scope for this effort, identified in greater detail later in this document, includes replacing the legacy Sungard HTE Naviline system running on an AS/400 environment with a current technology based system utilizing popular web browsers, in a distributed environment with no client side application components, to support all end user access. The selected respondent will provide an integrated system, with a common look and feel, that will deliver proven business tools which support the City business functions. The selected system will deliver funds based accounting processes along with budget preparation, procurement, inventory, facility management, permit issuance and tracking, fleet management, payroll, utility billing, report writing and public works processing. Additional integration points must be provided by the selected system in support of the existing Tyler Technologies Incode judicial application. Any add-on systems or processes developed to compensate for shortfalls in the legacy application must also be identified and incorporated into the selected system. 1.2 City Background Demographics League City, Texas occupies approximately 53 square miles just south of Houston. League City is one of the fastest growing cities in the nation and currently has a population in excess of 96,200 citizens. The City has a total combined budget total for all funds of $ million 1. The annual operating budget is $ million 2 from the general revenue fund Funding The fiscal year for the City runs from October 1st through September 30th. Funding for this project has been allocated by the City Council. Funds for payment of maintenance and operations line items are provided through the City budget approved for the current fiscal year only. State of Texas statutes prohibit the City from any obligation of public funds beyond the fiscal year for which a budget has been approved. Anticipated orders or other obligations that arise past the end of the current City fiscal year shall be subject to budget approval. Ongoing contractual obligations, such as maintenance and support agreements, must comply with the City s fiscal year constraints. By submission of a response to this request for proposal, Offerors agree to follow the City fiscal year restrictions for ongoing contractual obligations Governance The City s governing body, City Council, is made up of the Mayor who is elected at large and seven Council members elected. City Council provides general direction for the City and establishes the yearly budget. 1 League City FY2015 Budget 2 League City FY2015 Budget 3

4 This project will report to a steering committee, working under the oversight of the Information Technology Team. The steering committee (which consists of City Department Heads and employees) will manage and direct the departments that will be using the selected system on a daily basis. The steering committee will provide general oversight of their respective areas but will have daily involvement at the implementation level. The steering committee will ratify business process changes, proposed by the project team, which may be necessitated by the implementation of the selected system. Any changes which involve a change in the timeline or the cost of the implementation must be submitted to the steering committee. The steering committee will provide general guidance and oversight to the project team. The project team will be led by a League City project manager who will lead a cross functional team of City subject experts during the implementation. The City implementation team will be tasked with acquiring additional, short term, subject experts for specific job knowledge as the implementation progresses. The project team will be responsible for routine day to day decisions that will be required during the implementation phase of the project Basis for Action This RFP is being submitted in order to replace the current legacy financial system, gain best practice efficiencies found in current generation systems and provide a single consolidated data repository within the City for all financial related information. Native support of League City s Transparency in Government initiative, which posts selected check register data to a City website, is needed to provide more open information to City constituents. SunGard HTE modules in use include: Cash Receipts, Fixed assets, GMBA (General Ledger, Accounts Payable, Budget, Procurement Card), Accounts Receivable, Payroll, Purchasing/Inventory, Business Licenses, Building Permits, Code Enforcement, Work Orders, Utility Billing, Land/Parcel Management and Planning-Zoning-Engineering Key Success Criteria The key success indicators for this project include: Replacement of the existing legacy financial system within the established time frame and budget Successful integration to the existing Tyler Technology Incode Court, Executime, CitiTech & Vermont System-RecTrac systems to capture all financial information from their applications Achieving the full City scope with no change orders resulting in an overall increased cost to the City Implementing the full City scope and meeting all business requirements without any custom modification to the system 4

5 1.3 Project Scope and Time Line The scope of this project is to implement an enterprise wide financial system which will provide functions for general accounting, payroll, human resources, report writing, procurement, budgetary processes, facilities maintenance, permitting, inspections and public works. Access to selected system modules must be provided through the use of common web browsers and be available to both internal users and external constituents. The selected Offeror must implement software functionality which will satisfactorily complete the business requirements documented in Attachment A. The application modules that will be implemented by the selected Offeror include: General Ledger o Flexible Chart of Account structure o Simplified journal entry processes with tightly controlled security access o Accurate and real time encumbrance processing o Streamlined closing processes Accounts Payable o Vendor Data Maintenance o Voucher Processing o Check Processing o Check Reconciliation o Laserfiche integration Accounts Receivable o Customer Records o Invoice Processing o Receipt Processing o Aging and Delinquency Processing o Cash Receipts Project Accounting o Project Ledgers o Project Costing Grant Accounting o Grant Ledgers o Grant Application o Grant Activity o Grant Processing Investment Tracking Budget o Budget Preparation o Budget Control o Capital Budget Tracking Purchasing o Vendor Data Maintenance o Procurement Processing o Requisition Processing o Bid Processing o Quote Processing o Contract Development o Contract Administration o Purchase Order Management o Receiving 5

6 o P-Card integration o Laserfiche integration Fixed Assets o Fixed Asset Accounting o Fixed Asset Maintenance o Fixed Asset Tracking optional o Photo attachment Inventory o RFID o Asset Tags Planning & Engineering o Permits o Inspections o Submittals o GIS Integration (ESRI) o Land Parcel & Address Management o Code Enforcement o Lien processing Work Orders o Service Request o Work Order Processing o Facility Management o Preventative Maintenance o Resource Pools o Parts Inventory o GIS Integration (ESRI) Public Works o Fleet Maintenance Service Request Work Order Processing Facility Management Preventative Maintenance Resource Pools Parts Inventory o Public Works Storm Water Signage Construction Utilities o Engineering Project Management o GIS Integration (ESRI) Utility Billing o Integration with Sensus water meters o Customer dashboard/portal Human Resources o Employee portal o Position control o Performance evaluations o Personnel/Disciplinary Action o Training o Applicant Tracking Reporting o Demand reports o Scheduled reports o Data dictionary and map 6

7 The City desires to implement a version of the selected software system with no customizations or modifications made to meet the business requirements. Should any system modification be regarded it will be a one-time cost. The City further requires that the system be architected such that a data element would only be entered once in the application and then referenced throughout other application modules. The City understands that some amount of modification may be necessary however, in order to meet the unique needs of League City. Any required modification must be completed using development processes that will not require the modification to be redeveloped during any patch or system upgrade. The selected system must be developed such that the City, as a customer, may perform all required system maintenance without the need to engage the Offeror for routine support or during patch and system updates. Furthermore, the City will have access to utilize the software development toolkit or development framework used to create the software to extend or customize the function of the software to match future City business processes without requiring the modification of any system source code. The City seeks to complete the implementation so that the selected system may be used in a live production setting beginning on October 1, 2016, (payroll Jan 1, 2017) the start of the City fiscal year. This date has been selected since it will allow the City to complete year end processing for FY2016 on the legacy system. The City believes that a fiscal year end system cut over will afford the best option for a clean data conversion process and offers a smoother transition than a midyear conversion process. Offerors are requested to propose solutions regarding go live date options or provide an explanation why that particular date would not be recommended as a target date. Regardless which implementation target date is selected, the data conversion effort will be a key contributing factor in the overall success of the project. The City desires that the Offeror lead the data conversion effort for this project. Offerors with a proven history of converting Sungard HTE Naviline systems will be viewed favorably. Offeror will provide options for quoting specific number of years for each application. The City will require that the implementation firm lead the data conversion effort from the existing legacy system to the selected system. Integration with existing City systems will be required. The City currently uses NeoGov, Tyler Technologies Incode, Executime, CitiTech, CryWolf, Vermont Systems RecTrac and LaserFiche Records Management System. Since these systems already exist as systems of record for their respective functions, the selected solution must provide integration points to those target systems so that no data duplication will be required. The City s intent is that data created in one system will not be duplicated in another. The use of interfaces, either real-time, near real-time or batch, to keep data consolidated will be required to meet some of the business requirements. The Offeror will be considered the lead resource for interface development. NOTE: Offerors to this proposal must submit two (2) timeline estimates, with associated resource requirements, costs and payment milestones. The first timeline will identify the normal and recommended timeline, per the implementation firm best practices, to implement the proposed solution. The second timeline will identify the time frame, and associated cost and resource load, required to complete the project scope in a reduced amount of time. This second timeline shall propose to the City the shortest timeframe recommended by the Offeror in which the project can be successfully implemented without sacrificing any quality of service to be gained by the project. Costing estimates to support the accelerated implementation should assume that only Offeror resources will be added to the project. Offerors are instructed to keep in mind the three possible go-live dates identified by the City but Offerors may also propose alternative implementation timelines and processes not identified by the City: January 1, 2016 April 1, 2016 October 1,

8 The City proposes the following high level timeframe to accomplish the system implementation: May 4, 2015 May 15, 2015 May 22, 2015 May 28, 2015 June 1, 2015 June 15, 2015 Week of July 6, 2015 Week of July 20, 2015 Week of July 20, 2015 Week of July 27, 2015 Week of July 27, 2015 Weeks of August 10-24, 2015 September 1, 2015 Ongoing TBD TBD Release RFP Pre-Proposal 9:00 a.m. Deadline for 10:00 a.m. Receive RFP 2:00 p.m. Distribute responses to Steering Committee Select and notify vendors for on-site demo Begin demo process Clarification Conference Calls Best and Final Offers Due System selection Complete contract process City Council Award Implementation Start Integration testing & user training Configuration freeze Go Live Note: These dates may be subject to modification at the City s discretion. 1.4 Guidelines By virtue of submitting a proposal, interested parties are acknowledging: Offerors to this proposal must provide return on investment (ROI) documentation for the proposed solution which will detail cost benefits to the City on the basis of detailed process efficiencies, reduced technical and functional staffing increases over a five (5) year period, staffing savings historically gained in implementations of the same size and complexity as the City and any other key indicators deemed pertinent, by the Offeror, for the specific solution. The City seeks to optimize ROI opportunities within this project and reduce the overall operating costs of the City over the next five fiscal years. Through the use of best practice methodologies, process improvements and other cost reduction opportunities the City anticipates that the overall general operating costs of the City will be reduced after the system is in a live productive environment This RFP is a request for the acquisition and implementation of an enterprise financial application which will integrate with an existing NeoGov, Tyler Technologies Incode, Executime, CitiTech, CryWolf, Vermont Systems RecTrac and LaserFiche Records Management System application and which may require turnkey implementation services. As such, proposals from firms without an implementation mechanism will not be considered The structure of the bidding process is as follows: (1) Software firms partnering with an Implementation firm will be the lead Offeror during the RFP process and the City will coordinate communication through the Software firm point of contact only; (2) Firms offering Implementation Services only may only be represented in one proposal; (3) Third-Party firms may exist in more than one proposal but any communication during the RFP process will be directed through the Software firm point of contact If a software solution firm and an implementation services firm partner together to respond to this RFP then the Software firm will be considered the primary point of contact for the selection process. However, the City may sign joint or separate 8

9 licensing and implementation services agreements. The City reserves the right to use this RFP to choose a software solution firm only and later release a different RFP to select implementation and consulting services The City will have the right to review the resumes of any consultants proposed to work on this project and provide either an acceptance or rejection of the resource. The Offeror agrees to submit to the City the proposed consultant information and the City will have 5 business days to provide notification to the Offeror. Should the City not be able to verify the background of the proposed consultant, the City Project Manager will notify the Offeror Project Manager of the deficiency and may request additional time for the acceptance process. By virtue of submitting a proposal response, the Offeror understands that the City will require criminal background history checks to be performed prior to any Offeror resource gaining access to our financial systems. The background checks will be performed by the City of League City. Offeror personnel proposed for the Project Manager position should be PMP certificate holders and be familiar with ITIL process methods The City reserves the right to reject any or all proposals if it determines that select proposals are not responsive to the RFP. The City reserves the right to reconsider any proposal submitted at any phase of the procurement. It also reserves the right to meet with select Offerors at any time to gather additional information. Furthermore, the City reserves the right to delete or add functionality up until the final contract signing All third party software solutions proposed as part of this package are subject to the same guidelines of this RFP, unless otherwise stated. The cost of any third party products shall be included in the costing sheets required as part of the RFP response This procurement involves negotiated contracts. It is anticipated that, after the City elevates firms after product demonstrations and other evaluative processes, negotiations will take place on costs as well as other items that mitigate the City s risk. The City will consider all costs and business terms to be negotiable and not artificially constrained by internal corporate policies. Firms that contend that they lack flexibility because of their corporate policy on a particular negotiation item will face a significant disadvantage and may not be elevated to the final negotiation phase. The City reserves the right to proceed directly to contract negotiations if a single software and services proposal is deemed to be in the best interests of the City When separate software product and implementation services are proposed, the City expects to enter into a software licensing agreement (or hardware acquisition) with the product provider and an implementation services agreement with an implementation firm. If the City is not satisfied with the qualifications, cost, or experience of the implementation firm or any third-party solution, as part of this RFP process, it reserves the right to request that the Software firm provide another implementation partner or serve as the prime contractor for the implementation. Although the City may enter into separate agreements with the Software and Implementation firms the City expects that the Software firm will have some role in the implementation process and that both parties will be responsible for the successful implementation of the solution. All firms submitting proposals, by virtue of doing so, are recognizing that the City retains this option The City requires that licenses for software be "perpetual" (i.e., the City purchases and retains the license to use the software forever) and of a fixed price nature (i.e., license fees, maintenance, and support cost schedule for first five years are presented). Maintenance, system updates and support costs should be fixed at a set amount, based on the final negotiated purchase price, and should not be tied to an 9

10 escalating percentage. The set maintenance and support rates should remain in effect as long as the City remains current, within two patch releases, on software versions. Furthermore, Offerors shall provide a not-to-exceed maintenance schedule for Years 6-10 (e.g., 2% escalator per year) Proposals on implementation services are expected to be on a fixed cost basis. Offerors are to provide all work effort needed to meet the detailed functional requirements as part of their offer/proposal. All firms submitting proposals are encouraged to submit the most competitive proposal possible, as the failure to do so may lead to elimination prior to software demonstrations. All payments are to be based on milestone deliverables within the Offeror s proposed project plan Proposals shall include all modules that the City needs to attain the functionality stated along with any optional modules. Furthermore, all consulting hours needed to deliver the functional requirements, including work effort related to customization, configuration, interfaces, data conversion, and reporting, shall be included in the cost proposal for comparison purposes All firms submitting proposals agree that their pricing is valid for a minimum of one hundred and eighty (180) days after proposal submission to the City. Furthermore, the City is, by statute, exempt from the State Sales Tax and Federal Excise Tax; therefore, proposal prices shall not include taxes While the City has used considerable efforts to ensure accurate representation of the information of this Request for Proposal, the information contained in this request is supplied as minimum requirements for offerors. The information is not guaranteed or warranted to be accurate by the City nor is it necessarily comprehensive or exhaustive. Nothing in the Request for Proposal is intended to relieve the Offerors from forming their own assumptions and conclusions with respect to the matters addressed in this request. The Offeror must also fully answer each business requirement, even if it seems to be a duplicate of a previously stated requirement, as each requirement may be given from a specific point of view. Failure to do so may result in the proposal response not being elevated to the next evaluation phase This RFP does not commit the City to award nor does it constitute an offer of employment or a contract for services. Costs incurred in the submission of this proposal, or in making necessary studies or designs for the preparation thereof, are the sole responsibility of the Offerors. Further, no reimbursable cost may be incurred in the anticipation of award. Proposals containing elaborate artwork, expensive paper and binding, expensive visual or other presentations are neither necessary nor desired In an effort to maintain fairness in the process, all inquiries concerning this procurement are to be directed only to the City s Purchasing Department in writing. Proposers will refrain from contact from any member of the City Council or any other City employee to influence the procurement decision. The point of contact for this RFP is: Trisha Erndt Contract Administrator City of League City 300 W Walker St. League City, Texas P: (281) trisha.erndt@leaguecity.com 10

11 When responding to this RFP, follow all instructions carefully. Submit proposal contents according to the outline specified and submit all hard copy and electronic documents according to the instructions. Failure to follow these instructions may be considered a nonresponsive proposal and may result in immediate elimination from further consideration. Contact with any personnel of the City other than Trisha Erndt, Contract Administrator, regarding this Request for Proposal may be grounds for elimination from the selection process Pre-Proposal Conference: A non-mandatory pre-proposal conference will be held at 9:00 a.m., Friday, May 15, 2015 at the City of League City located at 300 W. Walker St., League City, TX All prospective offerors are requested to have a representative present. It is the offeror s responsibility to review the site and documents to gain a full understanding of the requirements of the RFP. 1.5 General Instructions and Terms If a respondent finds a discrepancy in or omission from, or has a question about the meaning of, this RFP or other related document, the respondent should immediately notify the Purchasing Office at the address listed below. Questions regarding this proposal must be received by the Purchasing Office on or before 10:00 a.m., Friday, May 22, After the Purchasing Office has been notified of a discrepancy or omission, or has been asked a question, the Purchasing Office will post an amendment or addendum at for all respondents to view. The City does not assume responsibility for not receiving questions from the respondent or the respondent s receipt of any answers, addenda, or amendments placed on the City s website A respondent may withdraw a proposal by giving the Purchasing Office written notice of the withdrawal before the proposal deadline. If a respondent submits written notice of the withdrawal after the proposal deadline, a respondent must receive the City s written consent to withdraw a proposal Proposals received in response to this RFP will be reviewed and evaluated by City staff Additional documents, amendments, and addendums relating to this RFP are available at the City of League City s Purchasing Office and at THE SELECTED RESPONDENT WILL BE REQUIRED TO ENTER INTO THE CITY OF LEAGUE CITY STANDARD CONTRACT AND PROVIDE AND MAINTAIN THE MINIMUM INSURANCE COVERAGES REQUIRED UNDER THE CONTRACT (SEE INSURANCE REQUIREMENTS SECTION BELOW). THE SAMPLE CONTRACT IS AVAILABLE AS AN ATTACHMENT TO THIS RFP OR BY CONTACTING THE INDIVIDUAL LISTED ABOVE MULTIPLE CONTRACTORS: The City reserves the right to make a single award or multiple awards, whichever are in the best interest of the City. 11

12 1.5.7 DOCUMENTATION: Respondent shall provide with this response all documentation required by this RFP. Failure to provide this information may result in rejection of proposal TAX EXEMPTION: The City is not liable to respondent for any federal, state, or local taxes for which the City is not liable by law, including state and local sales and use taxes (Section and Title 3, Texas Tax Code) and federal excise tax (Subtitle D of the Internal Revenue Code). Accordingly, those taxes may not be added to any item. The City s Tax Exemption Certificate will be furnished by the City on request of the respondent EVALUATION FACTORS: Evaluation factors outlined below shall be applied to all eligible, responsive respondents in comparing proposals. Award of a contract may be made without discussion to one of the respondents submitting a proposal after responses are received. Proposals should, therefore, be submitted on the most favorable terms EVALUATION COMMITTEE: Proposals received in response to this RFP will be reviewed and evaluated by City staff DISCUSSIONS: Formal or informal communication involving an oral or written exchange of information for the primary purpose of obtaining information essential for determining the acceptability of a proposal may occur. Any discussions of this nature are only intended to clarify the City s understanding of submissions BEST AND FINAL OFFER (BAFO): In a competitive negotiation, the final proposal submitted after negotiations or discussions are completed that contains the proposer s most favorable terms for price, services and products to be delivered. Sometimes referred to as BAFO and utilized during the Request for Proposal method of procurement EVALUATION PROCESS: It is the City s intent to enter into a contract with the Vendor that offers the best value for the desired project. After receipt of the proposals, City of League City will evaluate the proposals based upon the evaluation criteria set forth in the Request for Proposal. The City has, at its sole discretion, the ability to negotiate with the respondent determined to be the highest ranked after completion of the evaluations. The City may elect to conduct discussions with the respondents deemed to be in the competitive range for award. If discussions are held, respondents identified in the competitive range will be given equal opportunity to discuss and submit revisions to their proposals. Revisions of proposals are accomplished by formally requesting Best and Final Offers (BAFOs) at the conclusion of discussions with a deadline set for receipt of BAFOs and including instructions as to exactly what should be submitted in response to the BAFO. After consideration of all BAFO responses, the City will select the top ranked respondent, and will enter into contract negotiations COSTS TO SUBMIT: The City of League City will not be liable for any costs incurred by any respondent in preparation of a submittal in response to this request, in conduct of a presentation, or any other activities related to the response of this RFP INSURANCE REQUIREMENTS: Contractor shall maintain, at his sole cost, at all times while performing work hereunder, the insurance and bond coverage set forth below with companies satisfactory to the Owner with full policy limits applying, but not less than stated. A certificate evidencing the required insurance and specifically citing the indemnification provision set forth in the Agreement shall be delivered to 12

13 the Owner within fifteen (15) days that Notice to Proceed has been accepted by Contractor. (1) Workman s Compensation Insurance as required by laws and regulations applicable to and covering employees of Contract engaged in the performance of the work under this agreement with a limit of not less than $1,000,000.00; (2) Employers Liability Insurance protecting contractor against common law liability, in the absence of statutory liability, for employee bodily injury arising out of the master-servant relationship with a limit of not less than $100, (3) Comprehensive General Liability Insurance including products/completed operation with limits of liability of not less than: Bodily Injury $1,000, per each person, $1,000, per each occurrence/$2,000, aggregate; Property Damage $1,000, per each occurrence; (4) Excess Liability Insurance Comprehensive general Liability, Comprehensive Automobile Liability and coverage s afforded by the policies above, with the minimum limits of $5,000, excess of specified limits; (5) Performance Bond and Payment Bond, furnished as guaranty of the faithful performance of the work and for the protection of the claimants for labor and material, each in the full amount of the Contract price, executed by a surety company or surety companies authorized to execute surety bonds under and in accordance with the laws of the State of Texas ADDENDA: Any interpretations, corrections or changes to this Request for Proposal and specifications will be made by addenda. Sole issuing authority of addenda shall be vested in the City of League City Purchasing Office. Any changes to specifications will be made in writing and posted on the City s website at: Respondents shall acknowledge receipt of all addenda on the Bidder Certification/Addenda Acknowledgement form found in Section C LATE PROPOSALS: Proposals received by the City after the submission deadline will be considered void and unacceptable. City of League City is not responsible for lateness or non-delivery of mail, carrier, etc. The date/time stamp at the Receptionist s desk at City of League City, City Hall shall be the official time of receipt ALTERING PROPOSALS: Proposals cannot be altered or amended after submission deadline. Any alterations or erasures made before opening time and must be initialed by the signer of the proposal, guaranteeing authenticity MANDATORY TERMS AND CONDITIONS: Because the City is a governmental entity that must follow State and Federal laws and has an obligation to protect its taxpayers, the City requires that certain terms be included in the contract that result from this solicitation. Your response to this solicitation is an offer to contract with the City based on the terms, conditions, and specifications contained in this solicitation. If any of the mandatory contract terms are unacceptable to you, please do not respond to this solicitation. 13

14 CONFLICTING PROVISIONS: The contract consists only of the City prepared contract and any additional City or respondent contract documents incorporated by reference as a part of the contract. If a conflict or inconsistency exists between the City prepared contract and a document incorporated by reference, the City prepared contract controls. If a conflict or inconsistency exists between an additional contract document incorporated by reference, the City s additional contract document takes precedence over the respondent s additional contract document PAYMENT PROVISIONS: The City s payments under the contract, including the time of payment and the payment of interest on overdue amounts, are subject to Chapter 2251, Texas Government Code LIABILITY AND INDEMNITY: Any provision of the contract is void and unenforceable if it: (1) limits or releases either party from liability that would exist by law in the absence of the provision; (2) creates liability for either party that would not exist by law in the absence of the provision; or (3) waives or limits either party s rights, defenses, remedies, or immunities that would exist by law in the absence of the provision. (Section 5, Article XI, Texas Constitution) CONFIDENTIALITY: Any provision in the contract that attempts to prevent the City s disclosure of information subject to public disclosure under federal or Texas law or regulation, or court or administrative decision or ruling, is invalid. (Chapter 552, Texas Government Code) CONTRACTUAL LIMITATIONS PERIOD: Any provision of the contract that establishes a limitations period that does not run against the City by law or that is shorter than two (2) years is void. (Sections and , Texas Civil Practice and Remedies Code) GOVERNING LAW AND VENUE: Texas law governs this contract and any lawsuit on this contract must be filed in a court that has jurisdiction in Galveston County, Texas CONFLICT OF INTEREST: No public official shall have interest in this contract accept in accordance with Vernon s Texas Codes Annotated, Local Government Code Title 5, Subtitle C, Chapter ETHICS: The respondent shall not offer or accept gifts or anything of value or enter into any business arrangement with any employee, official or agent of City of League City. More than one proposal on any one contract from a respondent or individual under different names shall be grounds for rejection of all proposals in which the respondent or individual has an interest. One or all proposals will be rejected if there is any reason to believe that collusion exists between respondents. Respondents must make every effort to comply Chapter 176 of the Texas Local Government Code. Chapter 176 mandates the public disclosure of certain information concerning persons doing business or seeking to do business with the City of League City, including affiliations and business and financial relationships such persons may have with City of League City officers. By doing business or seeking to do business with the City of League City, including submitting a response to this Request for Proposals, you acknowledge that you have been notified of the requirements of Chapter 176 of the Texas Local Government Code and you are representing that you are in compliance with them. 14

15 Conflict of Interest Questionnaire found in Section C of this document must be completed and turned in with each proposal PURCHASE ORDER: City of League City may generate a purchase order to the successful respondent. The purchase order number must appear on all invoices, packing lists and all related correspondence. City of League City will not be responsible for any orders placed and/or delivered without a valid purchase order number DELIVERY: Any delivery and freight charges (FOB City of League City designated location) are to be included in the proposal price INVOICES: submitted for payment shall be addressed to: City of League City Accounts Payable 300 W. Walker St. League City, TX accountspayable@leaguecity.com and shall reference the City of League City approved purchase order number. Periodic payments will be made within thirty (30) days of invoice date or satisfactory delivery of the product or service, whichever is later, provided that all other requirements as detailed in the contract have been fulfilled WARRANTY: Successful respondent shall warrant that all items or services shall conform to the proposed specifications and all warranties as stated in the Uniform Commercial Code and be free from all defects in material, workmanship and title PATENTS/COPYRIGHTS: The successful respondent agrees to protect City of League City from claims involving infringements of patents and/or copyrights TERMINATION OF CONTRACT: The City of League City reserves the right to terminate the contract immediately with or without cause. Such termination is in addition to and not in lieu of any other remedies that City of League City may have in law or equity. Respondent, in submitting this proposal, agrees that City of League City shall not be liable to prosecution for damages in the event that the City declares the respondent in default TERMINATION FOR CONVENIENCE: The contract may be terminated, without penalty, by either party by providing thirty (30) days written notice to the other party NOTICE: Any notice provided by this RFP or required by law to be given to the successful respondent by City of League City shall be deemed to have been given and received on the next business day after such written notice has been deposited in the U. S. mail in League City, Texas, by Registered or Certified Mail with sufficient postage affixed thereto, addressed to the successful respondent at the address so provided; provided this shall not prevent the giving of actual notice in any other manner ASSIGNMENT: The successful respondent shall not sell, assign, transfer or convey this contract, in whole or in part, without the prior written consent of City of League City. 15

16 Part 2 Detailed Submittal Requirements 16

17 2.1 General Requirement In order to facilitate the analysis and evaluation of responses to this RFP, Offerors are required to prepare their proposals in accordance with the instructions outlined in this part. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the Offeror s capabilities to satisfy the requirements of the RFP. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. Documents shall be submitted using Microsoft Office tools and must be saved in Office 2007 or newer. Documents must be submitted as follows: At least five (5) originals and one (1) each electronic copy (CD or jump drive) of the following documents must be submitted (see Submission Deadline herein): 1. Proposal Response; 2. Bidder Certification and Addenda Acknowledgement; 3. Contractor s Capacity to Perform; 4. Respondent s Information Form; 5. Sample Copy of Respondent s Agreement/Contract; 6. Conflict of Interest Questionnaire (CIQ Form); 7. Non-Disclosure Agreement; 8. Contractor Report Card. The Proposal must be completed in ink or be typewritten. The Proposal must be submitted in a sealed envelope or container that is marked on the outside of the envelope or container with the RFP number and name, as shown on the first page of this document, the respondent s name and mailing address, and the date of the proposal deadline. The Proposals may be: HAND DELIVERED OR MAILED TO: City of League City Office of the Purchasing Manager 300 W. Walker St. League City, Texas FACSIMILE TRANSMITTALS WILL NOT BE ACCEPTED. Proposals will be received on or before 2:00 p.m., Thursday, May 28, Proposals received after the proposal date and time will not be considered. Offerors are required to follow the outline below when preparing their proposals: Section Title Title Page Letter of Transmittal Table of Contents 1.0 Executive Summary 2.0 Scope of Services 3.0 Company Background 4.0 Proposed Application Software and Computing Environment 5.0 Third-Party Products 6.0 Implementation Plan 17

18 7.0 Training 8.0 Maintenance and Support Programs 9.0 Essay Responses 10.0 Responses to Functional/Technical Requirements 11.0 Client References 12.0 Cost Proposal 13.0 Exceptions to the RFP 14.0 Sample Documents 15.0 Completed Response Documents Instructions relative to each part of the response to this RFP are defined in the remainder of this section. 2.2 Executive Summary (Section 1.0) This part of the response to the RFP should be limited to a brief narrative, approximately one page, highlighting the Offeror s proposal. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. This section should not include cost quotations. Note that the executive summary should identify the primary contacts for all Offerors, including Third Party firms. 2.3 Scope of Services (Section 2.0) This section of the proposal shall include a general discussion of the Offeror s understanding of the overall project and a summary of the products and services being proposed. Offerors should include a summary narrative of the data conversion process and the interfaces to other City owned systems in this section. 2.4 Company Background (Section 3.0) The Offeror shall provide the following company background information so that the City can evaluate the corporate stability and Offeror s ability to support the commitments set forth in response to the RFP. The City, at its option, may require an Offeror to provide additional support and/or clarify requested information. Amount of time the company has been in business. A brief description of the company size and organizational structure. Amount of time and what experience Offeror has in the public sector, particularly public sector clients of similar size and complexity to the City. o Texas clients should be highlighted Most recent audited financial statements. List of live public sector customer installs by name, state and contact information. (Texas customers, preferably Cities, are to be listed first) The number of users should also be included. Any material (including letters of support or endorsement from clients) indicative of the Offeror s capabilities. If partnering with other firms, the amount of time the partner firm has worked with the Offeror and how many implementations the two parties have completed together. List of any terminated public sector projects. Disclose the jurisdiction and explain the termination. List of all law suits resulting in award (in or outside of court) to a client and provide basis and finding of any settlement. List of all customers that have converted SunGard HTE data along with contact information. 18

19 2.5 Proposed Application Software and Computing Environment (Section 4.0) In addition to providing an overview of the solution proposed for the City, the Offeror shall present, in detail, the key features and capabilities of the proposed solution as they relate to the City. In addition to the description, provide in succinct narrative form (at least one paragraph per item) answers to the following questions (if a question is not pertinent to the proposed solution please respond as Not Applicable): Technology Architecture. The City has extensive technology architecture in place and follows an Enterprise Architecture process to ensure our ability to support items added to our architecture. Describe the optimal network and system requirements for the proposed solution. In the event that there is more than one suitable network configuration, list all options, including the relative strengths and weaknesses (if any) of each. What are the optimal database requirements? In the event there is more than one suitable platform, list all options, indicating the relative strengths and drawbacks (if any) of each. What are the ideal server requirements? What are the ideal desktop (client) requirements? In the event there is more than one suitable operating system, list all options indicating the relative strengths and drawbacks (if any) of each. This section shall include architecture drawings, submitted in MS Visio format, of the technology architecture. These drawings should show the optimal configuration desired by the Offeror for the proposed solution. The Offeror should identify in this section how the proposed solution may be deployed within a virtualized server environment Reliance on Best Business Practices/Degree of Process Reengineering Imposed or Required. Describe in detail the best business practices that are built into your software. How do these practices pertain to City operations in particular? Describe how the proposed solution may be incorporated into an ITIL based environment? Workflow Capabilities. How does workflow (electronic routing of documents) in the system operate? Describe the process for how workflow rules are established, maintained, controlled, and reported (for audit trail purposes)? How does workflow interface with popular programs, such as Microsoft Outlook? Describe how workflow capabilities may be used to complete required tasks within the proposed solution Administration/Development Toolsets. What application toolsets are included with the software? What unique programming requirements are there? What tools are available to customize the software (e.g., add fields, create new tables, change menus, etc.)? Should customizations be necessary, what audit trails exist for those customizations? What training will be provided as part of this solution to educate City staff about the toolsets? Security. What security tools are included with the software? How do restrictions to the following work: administrative tool access; application module access; menu access; record level access; field level access; and querying/reporting access? What is included in the user security profile? How is the security profile defined? What audit trail capabilities exist to track changes to a security profile (e.g. what changes were made and who made them)? How may security 19

20 processes be segregated between Information Technology (creation of security roles) and business units (assignment of security roles to users)? Upgrade tools. What is the upgrade frequency? How are patches and fixes deployed? How are patches and fixes applied? How are upgrades applied? What happens to software customizations (e.g., user-defined tables, fields and business logic) during the upgrade? How many versions of the software does your company support as part of regular mainstream maintenance? How long does a typical upgrade take to implement, in an organization the size of the City? What resources would typically be required to implement these patches? Reporting and Analysis Tools. What reporting tools are available? Do the same security definitions apply to the reporting tools as established in the main solution? Can all reports be exported to Excel? Provide a list of standard reports, by module, that come out of the box with the software. 2.6 Third-Party Products (Section 5.0) To the extent that a third-party product is required to compensate for functionality absent in the solution, the Offeror shall explicitly state the name of any third-party product. For each third-party product, proposals shall include a statement documenting whether the Offeror s contract will encompass the third-party product and/or whether the City will have to contract on its own for the product. The City prefers that the software Offeror serve as the administrator for all third-party software contracts and maintenance agreements. Finally, the Offeror should provide proof that they have access to the third-party software source code (own or in escrow) and that the Offeror has the ability to provide long-term support for the third-party software components of their system. Proposals should also address how third party interfaces (and any customizations to the third party software) are maintained during the enterprise software upgrade process. 2.7 Implementation Plan (Section 6.0) The Offeror shall provide a detailed plan for implementing the proposed solution. This information MUST include: Detailed methodology and plan for implementing the solution. The implementation plan shall include the following elements: the estimated implementation timeframe; an overview of recommended project phases and major milestones; a matrix of proposed roles/responsibilities for City staff and the Offeror; and all project assumptions. The description of the implementation plan shall include the specific components which are included in each phase of the implementation based on the scope of work for the project. The implementation plan shall use Microsoft Project as the planning tool or be converted into the Microsoft Project format. Project organization chart showing both the City and Offeror staff. Work effort estimates. A staff loading chart, listing the estimated resource utilization (for both the City and Offeror staff) by month, shall be submitted. Offerors are required to load the chart based on the proposed implementation schedules provided in Section 1.3 of this RFP. The City reserves the right to alter work effort based on further discussion with the Offeror. Specific assumptions related to the work effort estimates for data conversion and interfaces (e.g., amount and type of data to be converted, the specific interfaces included in the work effort estimates, etc.) shall be provided. Attachment E includes a table of 20

21 anticipated interfaces. Additional interfaces may be required upon further discussion during a detailed discovery process. Furthermore, the City is anticipating converting all SunGard HTE Naviline data. The Offeror will be responsible for formatting data from City source systems in order to map into the proposed solution and performing the data conversion process. Based on the responses to the City functional/technical requirements, the estimated level of work effort required for software customizations (e.g., changes to source code) in order for the software to meet the stated business requirements of the City. Resumes and qualifications of the Proposed Project Manager, Proposed Implementation Personnel and the Managing Partner. Proposals shall include all modules that the City needs to attain the functionality stated in the detailed requirements spreadsheets in this RFP. Furthermore, all consulting hours needed to deliver the functional requirements (including customization, configuration, and reporting, etc.) shall be included in the cost proposal. 2.8 Training and Change Management (Section 7.0) The Offeror shall provide a training overview that includes: Overview of proposed training plan/strategy, including options for on-site or off-site training services, for the core project team, end-users, and technology personnel. The role and responsibility of the Offeror in the design and implementation of the training plan (e.g., development of customized training materials, delivering training to City endusers). The role and responsibility of City staff in the design and implementation of the training plan. The knowledge transfer strategy proposed by the Offeror to prepare City staff to maintain the system after it is placed into production. Descriptions of applicable Classes/Courses proposed in the training plan. (The Offeror shall specify the unit of measure for its training (e.g., units, classes, days, etc.) and define the hours associated with these units of measure.) Use of third-party training resources. Offeror shall identify third party partners that provide training on the use of their solution and identify if third party training is included in the solution proposal. If a third party resource is to be used for training purposes their contact information must be identified as defined in section 2.6 Third Party Products. Vendor will create a test/training environment in addition to the live environment. 2.9 Maintenance and Support Programs (Section 8.0) Specify the nature of any post-implementation and on-going support provided by the Offeror including: On-site, post-implementation support (e.g., one month of on-site support after go-live, optional as-needed support (7days/week)). Telephone support (include toll-free support hotline, hours of operation, availability of 24 x 7 hotline, etc.). 21

22 Tiered customer support levels (e.g., gold, silver, etc.) must be identified in the response. Define what level of support is being proposed. Delivery method of future upgrades and product enhancements including historical frequency of upgrades by module. Any anticipated mid-implementation upgrades. If any are planned, the estimated work effort and related costs associated with such tasks should be included in the proposal. Availability of user groups and their geographic areas. Problem reporting and resolution procedures. Bug fixes and patches. Support provided for third-party solutions. Other support (e.g., on-site, remote, Web site access to patches, fixes and knowledge base) and any limitations on the number of City personnel that may access other support methods. The selected vendor will be required to connect back to the City of League City via Securelink remote support. Online support documentation and training for continued education Essay Response(s) (Section 9.0) The City has some unique business process needs that must be accommodated in this solution. Offerors are required to answer the following questions addressing these requirements (minimum of one paragraph response). These questions may appear again during solution demonstrations, discovery sessions and during contract negotiations Describe the process used by the proposed solution to ensure that data normalization is utilized and that data is not entered in multiple tables to allow operation of a specific module or to improve system performance. Describe the controls that exist, if any, to ensure that data integrity is maintained Responses to Functional/Technical Requirements (Section 10.0) Responses to the requirements listed in Attachment A of this RFP shall be provided in this section of the Offeror s proposal. Offerors are required to use the format provided and add explanatory details as necessary in the Comments column or in a separate spreadsheet that references the requirement number. Offerors must identify the assumptions used to answer each specific business requirement using the Assumptions column in Attachment A. Additionally, Offerors should indicate all software modules / sub-modules required to fulfill the business requirement in the Modules / Sub-modules Required column. Offerors must fully answer each business requirement, even if seemingly a duplicate requirement, as each requirement is given from a specific point of view. The following answer key should be used when responding to the requirements: F = Fully Provided "Out-of-the-Box CO = Configuration (no changes to source code) Settings Using System Screens R = Provided with Reporting Tool CU = Customization (requiring changes to delivered system) Unique to League City NV = Provided in the Very Next Version NA = Not Available TP = Third Party Software Required 22

23 Note: Offerors shall use only one response code per requirement. Any requirement that is not answered utilizing a single code as outlined above will be treated as a negative/non-response. The selected Offeror shall warrant that the proposed solution will conform in all material respects to the requirements and specifications as stated in this RFP. That is, the detailed requirements as stated in this RFP will become part of the solution and implementation services contracts and agreements and will be warranted as such. By virtue of submitting a response the Offeror agrees that the responses documented in Attachment A will become part of the contract documents Client References (Section 11.0) The City considers references for Offerors to be important in its decision to award a contract. All references provided will be contacted by the City during the selection process. The City will not work through an Offeror s Reference Manager to complete a reference Offeror s shall provide a direct client reference who was involved in an Offeror led project. SOFTWARE RESPONDENTS Software firms shall provide at least five (5) client references that are similar in size and complexity to this procurement (preferably Cities) and have utilized the proposed system in a comparable computing environment. (Reference forms are attached to this proposal, Attachment B.) Submit references for fully completed (live) installations. Include one reference for a severed relationship and the reason the relationship was terminated, if applicable, in addition to the five client references. IMPLEMENTATION FIRMS Implementation firms shall also provide five (5) references for sites similar to this procurement (preferably Cities) where they have implemented the software being proposed. (Reference forms are attached to this proposal, Attachment C.) References should be submitted where the implementation firm was the primary consultant and installer of the base solution for completed installations. Include one reference for a severed relationship and the reason the relationship was terminated, if applicable, in addition to the five client references. If the Software Firm implements their own solutions, and that is being proposed for League City, then separate Implementation Firm Reference Forms may be omitted. THIRD PARTY FIRMS Using the forms attached to this RFP (Attachment E), third-party firms addressing particular functionality should provide at least three (3) references that are similar in size and complexity to this procurement (preferably Cities) and that have been used in conjunction with the software solution proposed for this engagement. Submit references for fully completed (live) installations Cost Proposal (Section 12.0) The cost proposal shall include all costs related to implementing the detailed business requirements, found in Attachment A, in this RFP whether such implementation requires customization to the solution or not. Offerors are required to provide costs based on the implementation schedules provided in Section 1.3 of this RFP. The City may award a purchase contract based on initial offers received without discussion of such offers. An Offeror s initial offer should, therefore, be based on the most favorable terms available. The City may, however, hold discussions with those Offerors that it deems, in its discretion, to fall within a competitive range. It may also request revised pricing offers from such Offerors and make an award and/or conduct negotiations thereafter. Cost schedules shall be presented in a spreadsheet format presented and submitted in Microsoft Excel. Any software required as a pre-requisite to the installation, configuration and use of the proposed solution must be identified separately in the Pre-requisite Software. Pre-requisite 23

24 Software pricing should be based on current commercial retail rates. The City reserves the right to contact Offerors on cost and scope clarification at any time throughout the selection and negotiation process. The City is asking Offerors to estimate costs for all categories with the understanding that they may have to make assumptions. Such assumptions shall be documented in each proposal. Failure to fully provide cost and work effort estimates may lead to elimination prior to presentations. Use the following information to assist in estimating costs: Operating Budget: $ million Number of Employees: Approximately 566 Implementation Work Effort: Offeror led with City SME input Preferred Training Strategy: ILT for project team and SME ILT / CBT for medium and heavy users Train the trainer for inquiry only training 2.14 Exceptions to the RFP (Section 13.0) All requested information in this RFP shall be supplied with the proposal. Offerors may take exception to certain requirements in this RFP. All exceptions shall be clearly identified in this section and the written explanation shall include the scope of the exceptions, the ramifications of the exceptions for the City, and the description of the advantages or disadvantages to the City as a result of such exceptions. The City, at its sole discretion, may reject or accept any exceptions or specifications within the proposal Sample Documents (Section 14.0) To establish a complete and competitive proposal, Offerors should include sample copies of the following documents: Sample training manuals Sample user guides Sample functional, technical and support documentation Sample software license agreement Sample Implementation Services Agreement Sample maintenance and support agreement 24

25 Part 3 Evaluation Methodology

26 3.1 Evaluation Criteria A City Selection Team will review all proposals received by the Opening date and time as part of a documented evaluation process. For each decision point in the process, the City will evaluate suppliers according to specific criteria and will elevate a certain number of suppliers to compete against each other. The proposals will be evaluated on the following criteria (not necessarily listed in order of importance): Conformance with RFP guidelines and submittal requirements Compatibility with the City s desired current and future technology architecture, expertise, and future strategy/responses to Technical Requirements Public Sector Experience and References, Financial & Business stability How will the conversion process take place Offerors with a previous history of converting SunGard HTE data Implementation Strategy and Plan Responses to Functional Business Requirements Compatibility with the City s desired terms and conditions Cost Product Demonstrations and Implementation Services Interviews (optional) Site Visits (optional) The City reserves the right to determine the suitability of proposals on the basis of all of these criteria. The City will use a competitive process based upon selection levels. The City reserves the right that if an Offeror fails to meet expectations during any part of the process, the City may proceed with the remaining Offerors or elevate an Offeror that was not elevated before. The selection levels are described in the following sections.

27 Level 1 - Procurement Requirements Assessment Criteria assessed during Level 1: Conformance with RFP guidelines and submittal requirements. Response to General Requirements as stated in Section 2.1 to include Section Title Title Page Letter of Transmittal Table of Contents 1.0 Executive Summary 2.0 Scope of Services 3.0 Company Background 4.0 Proposed Application Software and Computing Environment 5.0 Third-Party Products 6.0 Implementation Plan 7.0 Training 8.0 Maintenance and Support Programs 9.0 Essay Responses 10.0 Responses to Functional/Technical Requirements (Attachment A) 11.0 Client References (Attachment B, C, E) 12.0 Cost Proposal 13.0 Exceptions to the RFP 14.0 Sample Documents Level 2 Detailed Proposal Assessment The City s Selection Team will conduct a detailed assessment of all proposals elevated to this Level. Criteria evaluated in Level 2: Compatibility with the City s desired current and future technology architecture, expertise, and future strategy/responses to Technical Requirements 15% Those suppliers whose capabilities are best aligned with the technology strategy, knowledge of City IT staff, and architecture will be evaluated more favorably. Public Sector Experience and References 15% Suppliers who have proven experience at public sector sites similar in scope, size and complexity to the City will provide higher confidence to City evaluators. References may be called during this phase of the evaluation and the quality of the clients provided as references will be analyzed. Suppliers who provide clients with live implementations of the version of the software proposed to the City are the most desirable. The listing of all public sector clients provided in the RFP will also be used during this evaluation. Public Sector Focus 5% Suppliers who have a proven focus solely on public sector customers will be rated more favorably. Implementation Strategy and Plan 15% City evaluators will examine implementation methodologies and plans that are well suited for the City. This analysis will include staffing effort, staffing level, implementation schedule, team structure (Offeror employed implementation resources, contracted

28 implementation staff), team composition (project managers, team leads, etc.), interface and data conversion estimates, training and change management strategies. Responses to Functional Business Requirements 30% The City will analyze the suppliers responses to the detailed business requirements. Cost 20% The individual components that comprise the total cost of the software implementation will be included in this portion of the evaluation. Cost of software licenses, implementation effort, training, travel, and maintenance and support will be analyzed. Suppliers shall provide cost information in the format requested. It is anticipated that no more than three suppliers will advance to Level 3 but League City reserves the right to adjust the number as necessary. Level 3 - Demonstrations and Implementation Firm Interviews The following criteria are optional, at the City s discretion, and will be used to evaluate those Offerors elevated for on-site product demonstrations and implementation interviews. Product Demonstrations, Product Lab, and Implementation Interviews 50% During the demonstrations and interviews, the City will assess the look and feel of the proposed product using detailed scripts tailored to reflect City business processes. Several of the other evaluation criteria will be clarified and refined, including the implementation strategy and plan, technology compatibility, ability to meet business requirements, and cost. In addition to the scripted demonstrations, the City will request that all Offerors elevated to this level staff a product lab to allow City staff to touch and feel the product with Offeror staff available to respond to questions. The product lab will be held concurrently with the product demonstration sessions. City attendees will likely move from the demonstration session to the product lab as their subject area is reviewed in the demonstration process. Public Sector Experience and References 50% The City will contact the software and implementation firm references. These references will be asked a series of questions regarding their satisfaction with the software and the performance of the implementation supplier. It is anticipated that no more than two suppliers will advance to Level 4 but League City reserves the right to adjust the number as necessary.

29 Level 4 Discovery Sessions Suppliers elevated to Level 4 will be asked to respond in writing to issues and questions stemming from early evaluation levels, the product demonstrations and implementation interviews, as well as any other cost and implementation planning considerations in the proposal, and may be invited to present their responses on-site. These on-site meetings may include additional demonstrations of the product and an opportunity for the City evaluators to have other questions and concerns addressed. The City reserves the right to bypass Level 3 in the evaluation process and move directly to Discovery Sessions. Criteria evaluated during this phase include: Updated Implementation Strategy and Plan 35% Updated Cost 35% Compatibility with the City s desired terms and conditions 30% Site Visits (Optional) The City may choose to visit sites where the proposed solution is installed in a live production setting. Based on the information collected in this phase, a single supplier or supplier team will be identified as the finalist for contract negotiations. If a contract cannot be reached after a period of time deemed reasonable by the City, it reserves the right to contact any of the other suppliers that have submitted bids and enter into negotiations with them. Level 5 Contract Negotiations The Offeror will work with the City to develop required contract documents which outline the statement of work, deliverables, milestones, roles and responsibilities, and other key issues that affect the cost, quality and success of the implementation. The functional and technical requirements spreadsheets, Attachment A, will be attached to the contract documents as stated in section 2.11 of this RFP.

30 3.2 Award The City will select the best respondent whose proposal has been evaluated as the most responsive and responsible for the City with the best cost as may be finally determined by City Council. Contractual commitments are contingent upon the availability of funds, as evidenced by the issuance of a purchase order. All contracts are subject to the approval of the City s legal counsel and City Council, prior to execution. Once awarded, the contract will be the final expression of the agreement between the parties and may not be altered, changed, or amended except by mutual agreement, in writing.

31 Part 4 Attachments

32 Attachments Attachment A: League City Detailed Business Requirements (see attached spreadsheet) Attachment B: Software Firm Reference Form Attachment C: Implementation Services Firm Reference Form Attachment D: Third Party Firm Reference Form Attachment E: Anticipated Interfaces Attachment F: Bidder Certification and Addenda Acknowledgement Attachment G: Contractor s Capacity to Perform Attachment H: Respondent s Information Form with W-9 Attachment I: Conflict of Interest Questionnaire (CIQ) Attachment J: Non-Disclosure Agreement Attachment K: Contractor Report Card

33 Attachment B: Software Firm Reference Form Provide at least five (5) client references that are similar in size and complexity to this procurement (preferably Cities) and have utilized the proposed system in a comparable computing environment. Organization Name: Organization Project Manager: Organization Address: Implementation Period: General Operating Budget: Project Summary: Phone: through Employees: Project Scope General Ledger Accounts Receivable Grant Accounting Budget Fixed Assets Development Services Public Works Accounts Payable Project Accounting Investment Purchasing Inventory Facility Work Orders Project Budget Hardware Cost: Data Conversion Cost: Interface Development Cost: Software License Cost: Implementation Cost: Project Infrastructure Hardware Platform: OS Platform/Version: Database Platform: Required Data Storage:

34 Attachment C: Implementation Services Firm Reference Form Provide at least five (5) client references that are similar in size and complexity to this procurement (preferably Cities) and have utilized the proposed system in a comparable computing environment. Organization Name: Organization Project Manager: Organization Address: Implementation Period: General Operating Budget: Project Summary: Phone: through Employees: Project Scope General Ledger Accounts Receivable Grant Accounting Budget Fixed Assets Development Services Public Works Accounts Payable Project Accounting Investment Purchasing Inventory Facility Work Orders Project Budget Hardware Cost: Data Conversion Cost: Interface Development Cost: Software License Cost: Implementation Cost: Project Infrastructure Hardware Platform: OS Platform/Version: Database Platform: Required Data Storage:

35 Attachment D: Third Party Firm Reference Form Provide at least five (5) client references that are similar in size and complexity to this procurement (preferably Cities) and have utilized the proposed system in a comparable computing environment. Organization Name: Organization Project Manager: Organization Address: Implementation Period: General Operating Budget: Project Summary: Phone: through Employees: Project Scope General Ledger Accounts Receivable Grant Accounting Budget Fixed Assets Development Services Public Works Accounts Payable Project Accounting Investment Purchasing Inventory Facility Work Orders Project Budget Hardware Cost: Data Conversion Cost: Interface Development Cost: Software License Cost: Implementation Cost: Project Infrastructure Hardware Platform: OS Platform/Version: Database Platform: Required Data Storage:

36 Attachment E: Anticipated Interfaces The following anticipated interfaces may be necessary to integrate financial or other information from a source system to the selected solution. This list is not warranted to be an exclusive list of the required interfaces. Function Application Description Platform Municipal Court Incode Municipal Court Cases.NET / SQL Server Personnel Information NeoGov Personnel related data such as, organizational information. Records Retention LaserFiche Long term data storage.net/sql Server Alarm reporting CryWolf Financial Transactions.NET/SQL Server Parks registration Vermont Systems Financial Transactions.NET/SQL Server Time Accounting Executime Time Accounting SQL Server CitiTech

37 Attachment F BIDDER CERTIFICATION AND ADDENDA ACKNOWLEDGEMENT By signature affixed, the bidder certifies that neither the bidder nor the firm, corporation, partnership, or institution represented by the bidder, or anyone acting for such firm, corporation, or institution has violated the anti-trust laws of this State, codified in Section 15.01, et seq., Texas Business and Commerce Code, or the Federal antitrust laws, nor communicated directly or indirectly the bid made to any competitor or any other person engaged in such fine of business. Bidder has examined the specifications and has fully informed themselves as to all terms and conditions. Any discrepancies or omissions from the specifications or other documents have been clarified with City representatives and noted on the bid submitted. Bidder guarantees product offered will meet or exceed specifications identified in this RFP. Bidder must initial next to each addendum received in order to verify receipt: Addendum #1 Addendum #2 Addendum #3 Bidder Must Fill in and Sign: NAME OF FIRM/COMPANY: REPRESENTATIVE s NAME: REPRESENTATIVE s TITLE: MAILING ADDRESS: CITY, STATE, ZIP: PHONE & FAX NUMBERS: ADDRESS: AUTHORIZED SIGNATURE: DATE:

38 Attachment G CONTRACTOR S CAPACITY TO PERFORM Based on the provider s response to this solicitation, please identify dedicated resources available for contract fulfillment (use extra pages as necessary): 1. Availability to perform: (Include any additional personnel or equipment/assets contractor will acquire to complete contract performance) 2. Equipment and operational items: (Identify by quantity and type any equipment/assets allocated to contract performance) 3. Personnel: (Identify by quantity and category any personnel assigned to contract performance) 4. Other Resources: (Identify any other resources to be allocated to complete contract performance)

39 Attachment H RESPONDENT S INFORMATION FORM FULL LEGAL RESPONDENT/COMPANY NAME: BUSINESS STREET ADDRESS: BUSINESS MAILING ADDRESS: BUSINESS TELEPHONE NUMBER: ADDRESS: COUNTY: MINORITY OWNED (circle one): YES NO # OF EMPLOYEES: ****************************************************************************** ****** CORPORATION: PARTNERSHIP: PROPRIETORSHIP: L.L.C.: L.L.P.: YEAR EST: NO. OF YEARS IN BUSINESS: FEDERAL ID NO.: NATURE OF BUSINESS: PRINCIPALS: NAME: NAME: NAME: TITLE: TITLE: TITLE: ****************************************************************************** BANK REFERENCE: NAME OF BANK OFFICER: ADDRESS / CITY / STATE / ZIP: PHONE NO.:

40

41 Attachment I

42 Attachment J NON-DISCLOSURE AGREEMENT Name of Project: Software & Implementation Services for ERP Financial Software RFP No THIS AGREEMENT, made and entered into as of this day of, 2015, by and between, having its principal office at, hereinafter "Company" and the City of League City (City), having its principal office at 300 W. Walker St. League City, TX , hereinafter "City", establishes the terms and conditions under which the parties agree to exchange or disclose certain information, which are confidential and proprietary and subject to the restrictions on use and disclosure that are expressed in this Agreement. WHEREAS, the parties contemplate furnishing to or acquiring from each other data, services, or goods with the potential that the parties may do business together, and WHEREAS, certain confidential and proprietary technical, financial, business, or other information, including but not limited to: Social Security Numbers Drivers License Numbers Names, Addresses, phone numbers in addition to, reports, plans, documents, drawings, models, software, materials, and knowhow may be disclosed between the parties orally or in writing. THEREFORE, THE PARTIES AGREE AS FOLLOWS: 1. Disclosure of Confidential Information A. The City has developed certain information, some of which it considers to be confidential and proprietary information not publicly announced or disclosed, that relates to:. The City agrees to make a disclosure of this information to company solely for the purpose of:. B. The parties hereby agree that all Information (written, oral or otherwise) is presumed to be confidential unless it is clearly marked otherwise. C. The parties hereby agree that all Confidential Information disclosed under this Agreement, unless written consent is otherwise granted by the disclosing party, shall continue to be maintained in confidence until returned or destroyed and shall be used solely in connection with the obligations undertaken in this Agreement. D. The parties hereby agree that the obligations imposed upon either party herein shall not apply to Confidential Information which: 1. is or becomes publicly known through no wrongful act of the receiving party; or 2. was in the public domain at the time it was disclosed to the receiving party; or

43 or 3. was known to the receiving party at the time it was disclosed; or 4. is or was rightfully received from another without any breach of this Agreement; or 5. is independently developed by the receiving party; or 6. is approved for release by prior written authorization of the discloser; 7. is required by operation of law to be disclosed. The party seeking to establish such an exception has the burden of proving it with written documentation. 2. Security A. Access to all Confidential Information shall be restricted to those employees and persons within party s immediate organization (excluding parent corporations, subsidiaries, etc.) having a need to know to perform services specifically requested by one party or the other to fulfill the purpose of this Agreement. Such employees or persons shall be notified of the proprietary nature of such Confidential Information, and the receiving party shall use the same degree of care as it employs with its own Confidential Information, but in all events shall use at least a reasonable degree of care. B. Reasonable care to protect the Confidential Information shall include security at receiver s facilities, limiting access to a need to know basis, employee confidentiality agreements, with no expiration date, employee identification and education as to the need for security and confidentiality, direct instruction by the supervisors of the employees receiving the information not to redisclose the information, and all other steps necessary to meet a standard of reasonable care. 3. Limitation of Rights 4. Termination A. Nothing contained in this Agreement shall be construed as granting any license of rights to any intellectual property, including, but not limited to, patents, trademarks, copyrights, mask works in semiconductor chips or other proprietary information. B. No furnishing of Confidential Information and no obligation hereunder shall obligate either party to enter into any further Agreement or negotiation with the other, or to refrain from entering into an agreement or negotiation with any other party which does not breach any of its obligations under this Agreement. All copies, regardless of the medium, evidencing any and all disclosed Confidential Information shall be promptly returned by the receiving party to the disclosing party upon written request by the disclosing party. The receiving party shall certify in writing that it has returned (or destroyed as in the case of fixation in computer storage mediums) all copies of the Information in its possession. 5. Continuation of Confidential Obligations

44 6. Disputes and Arbitration The parties agree that any disputes or questions arising under this Agreement, including the construction and application of this Agreement, shall be settled in a court of law with proper jurisdiction being Galveston County, State of Texas. 7. General A. This Agreement constitutes the entire agreement between the parties, superseding any and all prior or contemporaneous oral or written representations, communications, understandings or agreements with regard to the subject matter hereof. B. Any and all modifications or amendments to the Agreement must be in writing and signed by both parties. C. Each party acknowledges that this Agreement is a valid and legally binding obligation that has been executed by an authorized representative. D. This Agreement is governed by and construed in accordance with the laws of the State of Texas. E. A copy of this Agreement transmitted via facsimile, bearing the signature of one or both parties shall be deemed to be of the same legal force and effect as an original of the Agreement bearing such signature(s) as originally written by such one or both parties. City of League City: Contractors Company Official: Name: Name: Title: Title: Signature: Signature: Date: Date:

45 Attachment K Contractor Report Card-Professional Services Name Of Contractor: Contract Number: Name of Project: Project Number: Date Contract Began: Date Contract Ended: Date Report Card Completed: Previous Report Card Rating: POINTS - Yes=5, No=0, NA=5 Topic Questions Findings Points Comments PRICE LISTS Pricing Was approved pricing honored? Yes/No Was the contractor responsive to City directed changes to Modifications Modifications priorities and/or schedule? Number of change orders? Contractor recommended change orders City recommended change orders Billing The contractor complying with billing responsibility? FINANCIAL Bankruptcy Is the Contractor free from Bankruptcy proceedings? Yes/No Billing Was billing accurate when received from the contractor? If applicable, was sub-contractor information collected Sub-contractors in the contractor's system and included in the billing Sub-contractors Were sub-contractors paid timely without notices filed? ADMINISTRATIVE Change of Name Did the contractor comply with Change of Name requirements? Yes/No/NA Was the contractor's Contact for Contract Administrative Yes/No Administration information PROJECT (Answer in a scale of 1-5: 1 being below agreed upon standards - 5 being exceeded expectations) Timeline Did contractor complete project in contracted timeframe? Yes/No Timeline Did contractor complete project milestones on time? Did the contractor demonstrate that they comply with the Contract Scope scope of their contract? If there are participating sub-contractors, are the subcontractors listed and current in the contract? Sub-contractors Yes/No/NA Did contractor provide value added options for cost, Value added schedule or final product? Did contractor exhibit professionalism and courtesy when Professionalism dealing with City Staff? Did contractor exhibit professionalism and courtesy when Professionalism NA dealing with Citizens and the business community? Was the quality of work performed to the standards required Professionalism in the contract? Did the contractor and the contractor's staff Professionalism perform in a professional manner? Did the contractor's key personnel remain consistent Professionalism throughout the duration of the project? OVERALL Any other issues on the job? Additional Comments? TOTAL Grade (86-95=A, 76-85=B, 66-75=C, A..B..C 10/1/2014 version Directions: The lead manager on the contract will complete the form with input from accounts payable and any additional departments affected by the contract. This form must be filled out between 90 and 30 days before contract completion. If the contract is going out for new bid, this form must be completed before solicitation is posted. *Once the contractor report card is complete, two copies must be created. One copy will be kept in the project folder and the other copy sent to the Purchasing Department for cataloging. Lead Manager Signature