ADDENDUM NO.1 Issued 0 REQUEST FOR PROPOSALS FOR INFORMATION TECHNOLOGY STRATEGIC PLAN SERVICES Proposal Due Date & Time: September 16, 2016 4:00 P.M. Mail To: P.O. Box 719003 Santee, California 92072-9003 Office Location: 9300 Fanita Parkway Santee, California 92071
RESPONSE TO WRITTEN QUESTION RECEIVED FROM PROPOSER AUGUST 22, 2016 AS FOLLOWS: 1) Question: RFP Section IV - Minimum Requirements and Tasks, Quality Assurance/Quality Control, p. 4. This section indicates that submittals shall adhere to a Padre Dam approved QA/QC program, and that the formal QA/QC program must include a written verification. Can you please describe what the District is seeking in response to this requirement and what its objectives are in terms of QA/QC? Additionally, can the District explain what is meant by the statement The formal QA/QC program must include a written verification? Response: Upon review, the Quality Assurance/Quality Control section has been removed from Section IV - Minimum Requirements and Tasks, page 4 in this addendum. In addition the evaluation category F. Quality Assurance/Quality Control has been omitted from Section VIII - Evaluation Categories and the percentage values for the remaining categories have been adjusted to compensate for the omission, page 9. PADRE DAM MUNICIPAL WATER DISTRICT Brian Croom Information Systems Manager
TASK 4 Presentations 1. Prepare materials including exhibits, presentations, and notices. 2. Presentation to Padre Dam Board at a workshop/board Meeting. TASK 5 - Project Deliverables Consultant shall provide five copies of all draft deliverables and three copies of all final deliverables unless otherwise specified. Additionally, an electronic version (indexed Adobe Acrobat format) of each deliverable shall be provided. 1. Draft and Final Strategic Plan All text, databases, and graphics. Graphic displays for Board workshop/meeting. 2. Supporting documentation after final document is complete. Word files Excel files PowerPoint files Page 4
V. PROPOSAL REQUIREMENTS The proposal should be concise, well organized, demonstrate the responders qualifications and applicable experience and provide layman explanations of technical terms that are used. Responders will be evaluated based on the information submitted in accordance with Section VII. The proposal shall not exceed a total of 15 single-sided, 8.5 x 11 pages (excluding appendices) and shall include the following: A. Transmittal Letter: The proposal shall be transmitted with a cover letter describing the firm s interest and commitment to the proposed project. The letter shall include the name, title, address, telephone number, and e-mail address of the individual to whom correspondence and other contacts should be directed during the consultant selection process. The person authorized by the firm/team to negotiate a contract with Padre Dam shall sign the cover letter. Address the cover letter as follows: Padre Dam Municipal Water District ATTN: Brian Croom B. Company Information: Information about the proposer s firm including number of years in business under current name, Addresses of office(s), number of full-time professional and technical personnel, and description of range of activities performed by the office. Include names and resumes of personnel to be assigned to this project. Indicate principal who will be in charge of the actual work done on this project. Ideally Consulting Firm will have a local presence. C. Company Experience / Qualifications: A summary of your firm s qualification to fulfill Padre Dam s minimum tasks and requirements, including a listing of other government agencies in which your firm has provided similar IT Strategic Plan services. Provide the name, address, telephone number of references listed to substantiate your firm s role and performance in each project described. Also indicate which of the personnel assigned to the project for Padre Dam, participated in the other government agency projects. D. Work Plan: Consultant shall develop and describe a work plan that 1) satisfies the minimum requirements listed in Section IV and 2) includes additional concepts and ideas that will provide Padre Dam with a comprehensive IT Strategic Plan while proving the greatest value to Padre Dam rate payers. 1. Explain the approach, methodology, and specific work tasks, activities and concepts that will be performed and designed to address the specific issues and work items identified in this RFP. a. Discuss the firms experience assisting agencies in prioritization of new initiatives identified in the Strategic plan. b. Discuss the firms experience with rapid technology changes and how this has affected agencies once they have adopted multi-year technology plans. Page 5
2. Consultants should include additional tasks they deem appropriate, written reasons why a task should be included, and an estimate of the fee required to complete the task. 3. A statement of the services that the Consultant feels differentiates their service from other firms. E. Rate Schedule: Padre Dam requires that all billing for work done by the end of the billing period be submitted to Padre Dam on a monthly basis. Each billing shall be submitted with a status report describing progress made during the billing period on each task along with percent complete for each task. Final billing will be approved for payment only after a completed status report has been approved by Padre Dam. Minimum Time Rate List minimum time charged against service rendered. Overtime Pay List procedures used for applying overtime rate. Indicate your normal hours of work and overtime rate. Holiday List those holidays that your personnel do not conduct normal work hours. Travel Time Provide a schedule of travel rates if different from the man-hour rates provided elsewhere in the proposal. Provide data regarding mileage rate in regards to travel time. Give the estimated travel time from your office to Padre Dam s Administration Office at Fanita Parkway. Rate Schedule Include the rate schedule of professional staff and services. Service costs are to be provided on a per hour basis. Rates included in the proposal shall be used throughout the period of the contract. F. Fee Proposal: Consultant shall submit a comprehensive fee schedule for the project. Fees shall be developed on a time and material, not to exceed basis. Final fee shall be negotiated after the detailed scope of work is finalized with the selected firm. Submit a fee schedule that indicates the number of staff- hours and total fee proposed per task for each classification of employee and sub consultant. The fee schedule shall be included in a separate sealed envelope. G. Additional Relevant Information. Provide additional relevant information that may be helpful in the selection process. Page 6
VI. SUBMITTAL REQUIREMENTS The proposal and copies of the proposal shall be submitted as follows: One (1) executed original, clearly marked on the cover One (1) CD containing the proposal in Adobe PDF format Six (6) additional comb-bound hard copies of the proposal The proposal shall be signed by an individual authorized to execute legal documents on behalf of the Project Team. The proposal shall be received no later than the time and date specified on the cover page at Padre Dam s Customer Service Center: Padre Dam Municipal Water District ATTN: Brian Croom Mail to: PO Box 719003 Santee, California 92072-9003 Or Hand Deliver to: 9300 Fanita Parkway Santee, California 92071 Proposals shall be submitted in sealed packages with the following information clearly marked on the outside of each package: Name of responder The words PROPOSAL - INFORMATION TECHNOLOGY STRATEGIC PLAN SERVICES Title indicating specific consulting firm Failure to comply with requirements of this RFP will result in disqualification. Proposals and/or modifications received by Padre Dam subsequent to the hour and date specified above will not be considered. All questions regarding this RFP shall be directed in writing to Brian Croom bcroom@padre.org, or Karen Jassoy, CFO, at kjassoy@padre.org. VII. CONSULTANT SELECTION PROCESS A. Padre Dam will establish a Consultant Selection Panel (Panel) including representatives from various departments within. The Panel will evaluate the proposals based on the information submitted. B. The accepted proposals will be evaluated by the Panel using evaluation criteria outlined in Section VIII. Page 7
C. Padre Dam reserves the option to invite a short-list of top ranked companies or teams for a selection interview. D. Based on the proposals and/or the interviews, the Panel will rank each based on the evaluation criteria listed below and recommend to the General Manager/Board of Directors to enter into contracts with the top firm. The General Manager/Board of Directors has the final approval authority to enter into contract with the selected firm. VIII. EVALUATION CATEGORIES A. Approach to Work (15%) A.1. Evidence of the Consultant's understanding of the Project, and ability to prepare a well written document A.2. Familiarity with technology and technical issues B. Company Project/Experience (15%) B.1. Past performance on similar projects by the Consulting firm B.2. References for projects completed by the firm, which are similar to the services requested. B.3. Evidence of past successful performance relative to ability to complete projects on schedule and within the estimated budget. C. Project Team (20%) C.1. Specialized qualifications of Project Team C.2. Current depth of technical expertise in team C.3. Recent project experience C.4. Sub-Consultants (if any) C.4.1. Technical Expertise C.4.2. Experience of Personnel with similar projects C.4.3. Record of past performance D. Project Manager (25%) D.1. Past performance of Project Manager on similar projects D.2. Depth of management and technical expertise Page 8
E. Availability of Staff (15%) E.1. Firm's work plan and schedule for the project relative to the firm s existing workload. E.2. Commitment and availability of project team members and other key personnel F. Cost (10%) F.1. Total Cost for the services proposed IX. TENTATIVE SCHEDULE FOR SELECTION AND AWARD Padre Dam anticipates that the process for selection of technology consultants and awarding the contract will be according to the following tentative schedule: 1. Request for Proposal Posted August 17, 2016 2 Last Day to Submit Written Inquiries August 31, 2016 3. Responses to Request Due September 16, 2016 4. Committee Reviews Responses September 19-23, 2016 5. Conduct Interviews with Selected Consultants October 5-6, 2016 6. Select Consultant, Negotiate & Develop Contract October 13-19, 2016 7 Obtain Management Approval October 26, 2016 7. Execute Agreement October 27-28, 2016 8. Contract Begins October 31, 2016 X. SPECIAL CONDITIONS A. Reservations This RFP does not commit Padre Dam to award a contract, to reimburse any costs incurred in the preparation of Proposal pursuant to this RFP, or to procure or contract for work. Award of the contract is not a guarantee for any minimum amount of services to be performed by the consultants or availability of work for all companies on the list or for all companies on the team. B. Public Record All proposals submitted in response to this RFP become the property of Padre Dam and public records, and as such may be subject to public review. C. Right to Cancel Padre Dam reserves the right to cancel this RFP, in part or in its entirety. If Padre Dam cancels or revises the RFP, Padre Dam will notify all firms in writing. Page 9