Town of Manchester, Connecticut General Service Department. Request for Proposal Electronic Forms Software RFP No. 15/16-24

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1 Town of Manchester, Connecticut General Service Department Request for Proposal Electronic Forms Software RFP No. 15/16-24 Proposals Due: September 16, 4:00 p.m.

2 General Services Department 494 Main St. Manchester, CT (860) Fax (860) INTENT The Town of Manchester is seeking software to help create and manage fillable forms. The software should help with the conversion of existing forms and the creation of new forms. It should provide a means to capture the data as the forms are completed and manage the collected data in an easy, flexible manner. 2. BACKGROUND INFORMATION The Town has a significant number of paper forms that are used in all departments to collect information. The Town would like to reduce the amount of paper that is collected and have a facility to easily manage the data that is collected. 3. SUBMISSION DEADLINE All proposals must be received by September 16, 4:00 p.m. Five (5) hard copies and one electronic copy shall be placed in a sealed envelope and clearly marked ELECTRONIC FORMS SOFTWARE, RFP NO. 15/ Proposals shall be submitted to the Director of General Services as indicated: HAND DELIVERY U.S. POSTAL SERVICE MAIL DELIVERY Town of Manchester, Connecticut Town of Manchester, Connecticut Mr. Gerald R. Dupont Mr. Gerald R. Dupont Director of General Services Director of General Services Lincoln Center Lincoln Center 494 Main Street 494 Main Street, P.O. Box 191 Manchester, CT Manchester, CT All proposals shall be opened publicly and recorded as received. There will be no public reading of Proposals. Proposals received later than time and date specified will not be considered. All proposals shall remain firm and cannot be withdrawn for a period of 90 days after receipt of proposals.

3 4. QUESTIONS AND ADDENDA Questions regarding this RFP may be directed to Gerald Dupont, Director of General Services, via or by fax (860) no later than five (5) days prior to the date proposals are due. All information given by the Town except by this RFP, and written addenda (if necessary) shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any Proposer or prospective Proposer against the Town. Answers to questions, if appropriate, will be addressed in an addendum which will be issued by the Town of Manchester. This Request for Proposal and any addendum shall only be issued on the Town web page It shall be the responsibility of all interested firms to check the website for addenda prior to submitting a response to this Request for Proposal. No addendum shall be issued less than 2 calendar days before the due date unless it is to postpone the due date. 5. ORGANIZATION AND CONTENT OF PROPOSALS In order to facilitate the analysis of responses to this RFP, vendors are required to prepare their proposals in accordance with the instructions outlined in this section. Each vendor is required to submit the proposal in sealed packages. Vendors whose proposals deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of the Town. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the vendor s capabilities to satisfy the requirements of the RFP. The requirements response section of the proposal should be submitted on compact disk AND in hard-copy as part of the submitted document. Expensive bindings, color displays, promotional material, etc., are not necessary nor desired. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures and tables should be numbered and clearly labeled. The proposal should be organized into the following major sections. A. SUBMITTAL LETTER Respondents shall submit a cover letter addressed to Gerald Dupont, signed by an authorized principal or agent of the respondent which provides an overview of the respondent s offer, as well as the name, title, and telephone number of the person to whom the Town of Manchester may direct questions concerning the proposal. The letter should also include a statement by the respondent accepting all terms and conditions contained in this RFP, signed by an officer or other individual with authority to negotiate and contractually bind the firm. 3

4 B. COMPANY BACKGROUND Vendors must provide the following information about their company so that the Town can evaluate the vendor s ability to support the commitments set forth in response to the RFP. The Town, at its option, may require a vendor to provide additional support and/or clarify requested information. The vendor should outline the company s background, including: 1. How long the company has been in business. 2. A brief description of the company size and organization. C. REFERENCES Vendors must provide at least three references. The references must be using the software for at least three months. Provide contact name, phone and at a minimum. D. RESPONSES TO THE SYSTEM REQUIREMENTS Vendors must provide responses to each of the requirements outlined in Section 8. Vendors should use the format provided and add explanatory details as necessary. If the item requires customization, please clearly indicate extent and cost in your response. E. IMPLEMENTATION PLAN, SUPPORT AND TRAINING Vendors must provide a detailed plan for implementing the proposed system and for providing training and ongoing support. The project plan must include: 1. Detailed implementation plan. Indicate what role Town staff will play in the implementation. 2. Overview of proposed training. Indicate how training will be provided (on-site or remote). 3. Explanation of on-going support services to include: Support hours, response time expected, frequency of software updates. F. COST PROPOSAL Provide a detailed cost proposal which shall include all costs for the proposed system. 1. Costs shall be itemized for each module 2. Include any pricing tiers that your company offers. 3. Licensing and users costs 4. Start up, implementation and training costs 5. If you offer both hosted and on-site systems, please specify the costs 4

5 separately. 6. A listing of all services included in price 7. Costs for any available service not included in annual costs 8. Anticipated 5 yr maintenance and support costs 9. Cost for any annual updates 10. Cost for any third party software required or recommended 11. Any other cost to the Town not itemized above G. EXCEPTIONS Vendors taking exceptions to any requirement in this RFP shall state and explain such exceptions. The Town may accept proposals which take exception to any requirements in this RFP, or which offer any alternative to a requirement contained herein. Any exception or alternative must be clearly delineated and cannot materially affect the substance of this Request for Proposal. H. DRAFT AGREEMENTS Provide samples of proposed software agreement, support and service agreement and implementation agreement. 6. SELECTION PROCESS The Town will evaluate all proposals deemed responsive to this request by a committee selected by the Town of Manchester. If deemed necessary by the committee, the Town of Manchester reserves the right to shortlist the proposals received and arrange for interviews/ oral presentations to the committee as part of the selection process. Discussions and negotiations may take place with the short list vendors to ensure clarification and to obtain a system that meets the requirements of this RFP. Proposals will be evaluated by the Town based on the following criteria: Quality, clarity and responsiveness of proposal. Functional and Technical capabilities. Installation, implementation and training plan. Demonstrated performance of proposed system elsewhere; system maintenance, updating and ongoing technical support. Cost of software/and support. The Town of Manchester shall select the responsible and responsive Proposal which is determined by the Town to be the best suited, most advantageous, and provides the greatest overall benefit to the Town on the basis of the criteria and evaluation factors included in this Request for Proposal. Cost shall be only one factor in the award decision. The Town expressly reserves the right to negotiate with the selected vendor prior to an award of any contract pursuant to this Request for Proposal. 5

6 7. GENERAL PROVISIONS A. The Town reserves the right to reject any and all proposals in whole or in part and to waive any informalities or technical defects in any proposal. Non selection of any proposal will mean that another acceptable proposal was deemed to be more advantageous to the Town of Manchester or that no proposal was accepted. B. The Town of Manchester is an equal opportunity employer, and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order By submitting a Proposal for this Request for Proposal, all vendors and contractors agree to this condition of doing business with the Town and should the Town choose to audit their compliance, the vendor agrees to cooperate fully. C. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any proposal or proposals submitted by such persons guilty of said misrepresentation or collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty or damages. D. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. E. Assignment by the successful respondent to a third party of any contract based on the Request for Proposal or any monies due is prohibited and will not be recognized by the Town of Manchester unless approved by the Town in writing. F. The Town will not be liable for any costs incurred in the preparation of the response for this Request for Proposal. All proposal submissions and materials become property of the Town and will not be returned. Respondents to this RFP are hereby notified that all proposals submitted and information contained therein and attached thereto shall be subject to disclosure under the Freedom of Information Act after evaluation and award decisions have been made. G. The contractor shall indemnify and hold harmless the Town of Manchester and their agents and employees from and against all claims, damages, losses, and expenses, including attorney s fee of counsel selected by the Town of Manchester, arising out of or resulting from the performance of the work, and/or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease, or death, or to 6

7 injury to or destruction of tangible property including the loss of use resulting therefrom and (b) is caused in whole or in part by any negligent act or omission of the Contractor, any Subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. 7

8 8. Functional and Technical The Town is interested in creating fillable forms, capturing the data and exporting it in a flexible, userfriendly manner. Please indicate either Y (Yes) or N (No) for each item. If needed, you can add an explanation at the end. For each explanation, please reference the item number. Technical Response 1.1 Does the Town have the option of having the application and data stored on a server located in the Town s data center? If yes, provide hardware and software requirements. 1.2 Do you offer a hosted (cloud) solution? Provide details. 1.3 If the system is hosted, does the Town have access to the database? 1.4 If the system is hosted, please provide documentation on how the data is secured and any certifications your company has received. 1.5 Does your system run on Windows 7 Professional, 64 bit? If yes, provide hardware requirements. 1.6 Does your system run on Windows 8 Professional? If yes, provide hardware requirements Does your system require individual logins? Can your system integrate with Active Directory? Does your system allow the administrator to restrict access for individuals? Does your system integrate with ? We are currently using Exchange Do you have mobile capabilities? If yes, please explain what platforms are acceptable Does the mobile functionality require a broadband connection or can the data be stored on the device until a wireless connection to the server is established? Functionality 2.1 Does your system import documents and create fillable forms? Briefly explain how the import process works and the type of documents supported. Can the form contain drawings or images that can be marked up by the user and the data captured in the database? Example: The form contains a picture of a person and the user can 2.2 mark the appropriate areas. The current Use of Force Report is attached for reference. This is one of the forms the Town will need to convert. 2.3 When the form is complete, is the data captured in a database? 2.4 Is the completed form stored for retrieval at any time? 2.5 Does your system allow for attachments? 2.6 Are the forms easily translated into other languages? 2.7 Are the forms ADA (Americans with Disabilities Act) compliant? 2.8 Can the forms capture signatures? Does your system have a workflow process for approving forms? If yes, are there any restrictions for the number of reviewers/approvers? When a form is completed and forwarded for review/approval, is there security to prevent someone other than the originator making changes? Does your system have functionality to export the data to Excel, CSV and other formats? Please specify the formats. 8

9 Electronic Forms Software Cost Proposal Town Hosted Solution Please complete a separate form for each pricing tier you offer. For example, if you offer 50 forms, 100 forms or unlimited forms, you should complete three different forms with the information outlined below. Description Software Costs Number of Forms Number of Submissions Number of Reviewers/Approvers Or Signatures Number of Administrators (form creation, workflow administration, permissions, etc.) Implementation Costs Training Costs Yearly Maintenance/Support Costs Price / Quantity Optional Modules or Third Party Software (list a description of the module/software along with the cost for each module/software): Other costs not itemized above: 9

10 Electronic Forms Software Cost Proposal Vendor Hosted (Cloud) Solution Please complete a separate form for each pricing tier you offer. For example, if you offer 50 forms, 100 forms or unlimited forms, you should complete three different forms with the information outlined below. Description Software Costs Number of Forms Number of Submissions Number of Reviewers/Approvers Or Signatures Number of Administrators (form creation, workflow administration, permissions, etc.) Implementation Costs Training Costs Yearly Maintenance/Support Costs Price / Quantity Optional Modules or Third Party Software (list a description of the module/software along with the cost for each module/software): Other costs not itemized above: 10

11 State of Connecticut - Police Officer Standards and Training Council Use of Force Report Incident Case Number Date of Report Date of Incident Time of Incident Name of Subject Sex Race Height Weight Date of Birth Subject's Address location of Incident Hispanic DYes 0 No Officer Initiated? 0 Yes o No Officer Dispatched? DYes o No Officer Flagged Down for Assistance? DYes o No location Environment o Subject's Residence o Other Residence o Outdoors - Public Area o Outdoors - Private Property o Indoors - Public Building (type) o Indoors - Private Property (type) o Educational Facility (type) o Commercial Establishment (type) Name of Personnel Directly Involved Name Employee # Control Method(s) Utilized Choose one or more that applies from the box below and fill the corresponding number in the column above. If more than one applies, place the numbers in a sequential order of the control method utilized. Control Method(s) Utilized 1. Verbal Commands 5. DC Spray 9. EDW- Cartridge 13. Impact Weapon/Baton 2. Pressure Points/Control Holds 6. Hand or Fist Strike 10. EDW- Drive Stun 14. Less lethal Projectile 3. Takedowns 7. Elbow, Knee, Foot Strike 11. EDW- Warning Arc 15. Deadly Force/Firearm 4. Chemical Munitions Deployed 8. EeW- Laser Only 12. K Other Name(s) of Personnel Present (Witness) but not involved (Include Employee #) Name of Canine Handler and Canine (Include Employee #) Name(s) and Address(es) of Witness(es) Officer's Arrival (Check one) o Marked Cruiser o Officer Identified Self o Unmarked Vehicle o Not Initial Officer on Scene o Officer in Uniform o Other o Officer not in Uniform Activity that led to Incident (Check all that apply) o Crime in Progress o Traffic Stop o Domestic Disturbance o Suspicious Person o Disturbance (other) o Executing Warrant o Intoxicated Subject o Other o Emotionally Disturbed Subject

12 Officer's Initial Perception of Subject (Check ali that apply) o Non-aggressive o Actively Aggressive (Verbal) o Previous Hostility Toward Police o Actively Aggressive (Physical) o Possibly Intoxicated o Armed with o Emotionally Disturbed o Other Subject Resistance Resulting in Application of Force (Check all that apply) o Threat/Hostile o Armed Assault with o Dead Weight/Non-compliant o Armed with Stick/Club o Fighting Stance/Combative o Armed with Cutting Instrument o Threaten Use of Weapon o Armed with Firearm o Fleeing o Suicidal o Unarmed Assault o Other Warning Provided to Subject? 0 Ves 0 No Impact Weapon/Baton Type OC Spray 0 Not Applicable o Not Applicable Number of Strikes Subject Permitted to Decontaminate after Transport? 0 Yes Medical Treatment Required for OC Spray? Was OC Spray Effective? Number of OC Spray Applications Discharge of Firearm 0 Not Applicable Weapon 0 Handgun 0 Shotgun 0 Rifle Subject 0 Person 0 Animal Result o Death o Injury o Missed Impact Munition 0 Not Applicable Type Rounds Hit o Yes o Yes o No o No o No Mark Contact Points on Diagram w ~ fl ~..,-- /\ Rounds Fired Effective? 0 Yes Chemical Munition o Not Applicable Type _ Rounds Hit o No Rounds Fired EDW Deployment Type Effective? o Not Applicable o Laser Only 0 Warning Arc Serial # on EDW(s) Deployed 0 Yes o No 0 Cartridge 0 Drive Stun Serial # on Cartridge(s) Deployed Type of Cartridge #, Length of Displays or Arcs #, Length of Drive-Stun Applications #, Length of Activations After Probe Contact If Multiple Applications, Time Elapsed Between Activations If Cartridges Missed, Where Did They Impact? Type of Force Used Prior to EDW, If Any Type of Force Used After EDW, If Any Was Deadly Force Justified? EDW Downloaded By o Ves 0 No Mark Contact Points on Diagram \ \ I ---. ~j(," : {'.J: '

13 Injuries (Check all that apply) Checked by Medical? Officer Subject Officer Subject o None o None o Yes o Yes o Bruises o Bruises o Refusal o Refusal o Abrasions o Abrasions o N/A o N/A o Blunt Trauma o Blunt Trauma Transported to Hospital? o Lost Consciousness o Lost Consciousness Officer o Breathing Difficulty o Breathing Difficulty o Yes Hospital o Gunshot o Gunshot Subject o Death o Death o Yes Hospital o Probe Puncture Only o Probe Puncture Only Supervisor Notified? o Other: o Other: o Yes o No Time At Scene? o Yes ONo Officer Comments Patrol Supervisor o I find this use of force by this officer to be justified and within policy o I find this use of force by this officer to be outside of policy, but justified o I find this use of force by this officer to be outside of policy Comments Supporting Findings (mandatory)