CSMFO



City of SonomaRequest for ProposalLocal Government Software & Implementation ServicesIssued: ____________Responses Due: _______________All responses must be sent to:Carol GiovanattoAssistant City ManagerNo. 1 the PlazaSonoma, CA 95476Table of Contents TOC \h \z \t "Outline A Bold,2,Outline I,1,Outline 1,3,Outline A Not Bold,4" I.Schedule PAGEREF _Toc119730859 \h 1II.Background Information PAGEREF _Toc119730860 \h 3Purpose PAGEREF _Toc119730861 \h 3Objective PAGEREF _Toc119730862 \h 3Process PAGEREF _Toc119730863 \h 4Profile of Agency Issuing RFP PAGEREF _Toc119730864 \h 4Estimated Volumes PAGEREF _Toc119730865 \h 5System Configuration PAGEREF _Toc119730866 \h 5III.Proposal Requirements PAGEREF _Toc119730867 \h 7General Proposal Instructions PAGEREF _Toc119730868 \h 7Proposal Evaluation Criteria PAGEREF _Toc119730869 \h 8IV.Proposal Format PAGEREF _Toc119730870 \h 9Section 1 - Executive Summary PAGEREF _Toc119730871 \h 9Section 2 - Company Information PAGEREF _Toc119730872 \h 9Section 3 – Software Solution PAGEREF _Toc119730873 \h 10Section 4 - Hardware Information PAGEREF _Toc119730874 \h 10Section 5 - Implementation services PAGEREF _Toc119730875 \h 10Section 6 – Support Services PAGEREF _Toc119730876 \h 11Section 7 - References PAGEREF _Toc119730877 \h 11Section 8 - Cost Proposal PAGEREF _Toc119730878 \h 11Section 9 - Sample Contracts PAGEREF _Toc119730879 \h 12V.Proposal Terms and Conditions PAGEREF _Toc119730880 \h 13ScheduleThe following is the current schedule as defined by the City of Sonoma:Selection Process StepDate(s)Release and Issuance of the Request for Proposal (RFP)05/21/2012Notification by Vendors of Intent to Propose Due06/04/2012Written Questions Due 06/04/2012Date for Publishing Answers to Vendors’ Questions06/15/2012Proposals Due07/02/2012Decision on Vendor Finalists07//09/2012Presentations to Staff Review Committee07/23-07/27/2012Council Approval08/06/2012Begin Implementation Process09/01/2012Complete Implementation06/30/2012Vendors must submit a letter of intent to bid by June 4, 2012:Scott Williams, AccountantNo 1 the PlazaSonoma, CA 95476Email: swilliams@Phone: 707 933-2235 Fax: 707 938-3934All questions regarding the RFP should be directed, in writing only, by fax or e-mail no later than 5:00 p.m., local PST, time, on June 4, 2012. Questions received after this date and time will not be accepted. Send questions to:Scott Williams, AccountantNo 1 the PlazaSonoma, CA 95476Email: swilliams@Phone: 707 933-2235 Fax: 707 938-3934Responses to submitted questions will be published on or before June 15 and will be provided to all Vendors who have confirmed their intent to propose.Vendors must submit the original and two printed copies of their Proposal, one electronic copy in Portable Document Format (PDF), and supporting materials by:July 2, 2012 at 4:00 p.m. local PST timeProposals to be sent to the attention of: Carol GiovanattoAssistant City ManagerNo. 1 the PlazaSonoma, CA 95476Email: cgiovanatto@Phone: 707 933-2213 Fax: 707 938-2559Clearly mark remitting Proposal: “SEALED PROPOSAL – Local Government Software & Implementation Services”. Background InformationPurposeThis document is a Request for Proposal (RFP) to contract for the following services: Provide, install and support Utility/Financial/Information Management software for the City of Sonoma.ObjectiveThe objective of City of Sonoma is to obtain software system that provides an integrated solution for all departments using a single vendor who provides all services, including software, installation, training, conversion, and other services as required. The proposed software must be capable of satisfying the increasing information demands of the City of Sonoma through incremental upgrades and expansion.The City of Sonoma desires to move forward with advancing technologies and therefore is seeking a user-friendly browser user interface.Some of the issues we wish to resolve with new software are:Easy access to financial and G.I.S. information.Provide “real time” information supporting budgets and forecasts. Eliminate duplicate entry of same information into the system. Eliminate redundant paper production. Enhance current system procedures by automating certain tasks.Provide a conversion process for current system information.Provide a system that is “user friendly” with user definable fields and easy to learn.Provide a system that is time tested, simple to manage and secure from unauthorized use.Support the policies and principles established by the Governmental Accounting Standards Board (GASB).The following are The City of Sonoma’s software application needs. All application modules must be part of a fully integrated suite provided on a single system serving - multiple departments-departmental at multiple locations and/or via the Internet. The needs of the City have been determined by classification of “immediate need” and “optional need”. The cost factor of each category will determine which, if any, optional modules the City will purchase at implementation. Proposals will be categorized as follows: BASE PROPOSALUtility BillingGeneral LedgerPayablesProject/Grant TrackingPurchasingReceivablesCash ReceiptsFixed AssetsPayrollBusiness Licenses OPTIONAL PROPOSALHuman Resources Work OrdersPurchase OrdersBudgetinge-Government modules: e-Utility Billinge-Permittinge-Licensinge-Employee Self ServiceProcessThe City of Sonoma will review the Proposals received and then narrow the number of acceptable Vendors to a short list of finalists. Then, using subsequent interviews, demonstrations, reference checks, and/or site visits, the City of Sonoma will make a final Vendor selection. Vendors who partner with third-party software providers/subcontractors are invited to submit Proposals. Profile of Agency Issuing RFPThe City of Sonoma was incorporated __________. The City is located in eastern Sonoma County in Sonoma Valley in Northern California and is considered to be one of the premier wine producing regions of the United States. The City is home to about 9,500 individuals, and most of the City is residential. However, on any given day, that population can increase by as much as 30 percent due to the number of lodging establishments located in the City and the frequency with which the City is visited by individuals from around the world. We are a full service city. The City’s General fund is approximately eleven million dollars annually. The total budget is an estimated thirty -six million dollars which includes capital projects. The City employs approximately forty full and part-time employees. Employees are paid on a bi-weekly basis. The City has contracted out both Police and Fire services and have no employees in public safety.The City owns and operates the water distribution system. The City has an estimated 5,000 water utility customers. We provide water to customers in and out of city limits. Utility bills are currently sent on a monthly basis to one-half of the total customers. The City will be transitioning this billing process to a monthly basis for all customers upon installation of the new software. Estimated VolumesThe table below summarizes the estimated volumes of transactions and records associated with The City of Sonoma. Volume DescriptionAverageAnnualVolumesNumber of Years History RetentionTotal City Population9500Number of Funds51Number of G/L Chart of Account numbers87Number of Projects/Programs75Number of Employees40Number of Employment Applications50Number of Utility Customers2500Number of Work OrdersNumber of Business Licenses150010Number of Cash Receipts21,265Number of Accounts Receivables31,60010Number of Payables5,28010Estimated Concurrent Users10Estimated total User IDs25System ConfigurationUser Workstations meet or exceed the following specifications:2.66 ghz processor, 1 GB RAM, 1024x768 video display, 20gig available hard disk space, Windows XP Pro or Windows 7 Pro with MS Office 2010.Ethernet: 10/100 MB network connections for locally connected workstations.? Remote Sites: City Internet Service is via Cable 100Mbps download /10Mbps uploadCorp Yard – Point to Point 1.5 MB/s T1 bridge to server located at the Police StationCity Hall/Carnegie Building – Point to Point fiber optic bridge to server located at the Police Station Fire Department – Virtual Private Network (VPN) access to server located at the Police Station via Cable Internet.Police Department – VPN access to server located at the Police Station via Cable Internet.Server ConfigurationServers are located at the City’s Police StationCity of Sonoma Host Server - Windows 2008 Server – 24 GB RAM – 8-300 GB HDVirtual File ServerVirtual Mail Exchange Server – MS Exchange 2010Virtual SQL (Database) Server (includes Finance software database)Virtual Terminal ServerrVEEM -High Rely -Hyper-V - Hard Drive BackupThe City currently uses Corbin Willits software for general ledger, accounts payable, payroll, utility billing, business licenses and other miscellaneous billing receipts. The application modules outlined in this RFP will replace the applications currently operating as described above, as well as manual processes where automation is not currently utilized. The proposed application modules will operate on the new system’s environment to serve all departments.Water meters are read using Datamatic Software and remote reads on Orion. Utility billing must be compatible with both systems. The City uses a third party vendor [Infosend] to process and mail all utility bills. The City maintains the capability of on-line bill pay through EPX and desires to implement full electronic payments for all departments [building permits, ambulance payments, and miscellaneous revenue sources].Proposal RequirementsThis section outlines the information that must be included in your Proposal. Vendors should review this list to ensure that their Proposals include all requested information prior to submission. General Proposal InstructionsThe Proposal must be signed and dated by a representative of the Vendor’s company who is authorized to negotiate contracts.Vendors submitting Proposals should allow for normal mail or delivery time to ensure timely receipt of their Proposal. E-mail will not be accepted.All functionality checklists must be included in your response. Failure to include any of the requested information within your Proposal may result in rejection/disqualification.No negotiations, decisions, or actions shall be executed by the Vendor as a result of any discussions with any City of Sonoma official, employee and/or consultant. Only those transactions provided in written form from the City of Sonoma may be considered binding. Also, the City of Sonoma will honor only written and signed transactions from Vendors.City of Sonoma shall not be liable for any pre-contract costs incurred by interested Vendors participating in the selection process.The contents of each Vendor's Proposal, including technical specifications for software and software maintenance fees, shall remain valid for a minimum of 120 calendar days from the Proposal due date.Please note that the City of Sonoma may not purchase all the application modules listed in this Request for Proposal.The City of Sonoma will be awarding a contract to a single Vendor for all core applications. Vendors are allowed to provide a Proposal that includes subcontractors, but the City of Sonoma will be entering into a single agreement with one Vendor acting as a Prime. The Prime contractor will be responsible for the timeliness, quality, and deliverables provided by any subcontractors under the Prime contractor’s agreement.The Base Proposal shall include all hardware, software and labor needed for full implementation of the product including, but not limited to, acquisition, installation, data conversion, troubleshooting, testing, training and maintenance. Proposal Evaluation CriteriaThe contract will be awarded to the Vendor who best meets the Local Government Software & Implementation Services needs of the City of Sonoma based on the following criteria. These criteria are not listed in any order of importance. The capability to provide the required software features and capabilities.The capability to integrate with current hardware and server.The seamless integration of the various system modules and ability to meet the interface/integration requirements noted in this RFP.The flexibility of the application software and modules, including the availability of tools for novice users to add user customized fields and perform ad hoc analysis and reporting.Consistent easy-to-use graphical interface across all application modules.Fit with Sonoma’s technology direction.The quality and relevance of references. Vendor’s proven ability to deliver products.Training and support offered by the Vendor.Availability of qualified project managers for the implementation.The capability to perform required conversions of existing data files.The financial stability, longevity, and strength of the Vendor.The total costs of the system over a three-year period, including direct and indirect costs.The regular ongoing maintenance fees or licensing costs.Adherence to the requested Proposal format. This includes the thoroughness of the Proposal, as well as the format of the presentation.Proposal FormatPlease include the following items in the order listed below.Cover LetterTable of Contents1. Executive Summary2. Company Information3. Software Solution4. Hardware Requirements5. Implementation Services6. Support Services7. References8. Cost Proposal9. Sample ContractsSection 1 - Executive SummaryThis section should be limited to a brief narrative highlighting the Vendor’s Proposal. The summary should be free of technical language and should illustrate the benefits and possibilities offered by the Vendor. It should be between one (1) and five (5) pages long. There should be no cost quotes in this section.Section 2 - Company InformationVendor must provide the following information about the Vendor’s company that demonstrates its stability and ability to support the commitments set forth in the RFP. The Vendor should outline the company’s background, including:How long the company has been in business.A brief description of the company size and organization. Total number of customers.Total number of municipal customers [a listing of municipal customers must be included with proposal]Company organizational chart.Number of employees by department:Customer ServicesSales & MarketingResearch and DevelopmentAdministrationFinancial data, including the most recent audited financial statements.Section 3 – Software SolutionPlease complete the software features, functions, and capabilities checklists contained in the electronic Excel file(s) provided with this document. The application software requirements have been provided to you in Microsoft Excel format. Please respond to the requirements and include in this section. Instructions for responses are provided below.ColumnExplanationYes“X” indicates the current or very next release (within 6 months) of the Vendor’s standard software meets or exceeds the requirement. No“X” indicates the Vendor’s software does not meet this requirement. CommentsUse this column to clarify your responses further. Provide general information about the proposed application software and modules, as well as other application modules not requested in this RFP that may be of interest or benefit to the City of SonomaProvide information regarding the capability to provide software customization.Describe documentation provided with the software.Section 4 - Hardware InformationDescribe any City owned hardware or software necessary to properly and effectively operate your proposed product, including the following: Minimum and recommended database software specificationsMinimum and recommended server hardware and software specificationsMinimum and recommended workstation hardware and software specificationsNetwork bandwith, topology and other requirements or recommendationsWeb-based software requirements or recommendationsSecurity requirements or recommendationsSection 5 - Implementation servicesThe City of Sonoma will provide a designated project manager and expects the Vendor to do the same. Provide implementation methodology, including project management services and conversion information. Include the following:Implementation and conversion methodologyCity project manager responsibilitiesVendor project manager responsibilitiesProject manager resumes. Project managers cannot be software trainers.Preliminary implementation schedule for each application module, including the required time for system and application training, program testing, and conversion. Training is key to system selection and implementation. Vendor shall provide both user and administrator training. Initial training must be “hands-on” and conducted on-site by a vendor representative at a location determined by the City. User training shall be offered for two separate groups of up to 13 users. Individual web-based training may be offered only as a supplementary training method following project close-out. User training should employ a train-the-trainer approach. Address the following:Initial training offered for users and administratorsOngoing educational and training opportunitiesIs web-based training available?Year-end processes trainingBudgeting trainingReport trainingSection 6 – Support ServicesThe City of Sonoma prefers 24/7 unlimited telephone support. If 24/7 telephone support is available, price Proposals should clearly indicate total recurring costs for that support option. If after-hours support is only available at an hourly rate, this should be clearly indicated. Please describe all support services for vendor supplied hardware and software, including:Hours of availability Access via toll free 800 numberCall tracking systemPriority code system used to help distinguish the level of urgency for each callInternet web site support How customers are notified of urgent software issues and how to resolve themProvide information regarding your organized national users group, if any, including frequency and location of meetings. List regional users groups, if any; state frequency of meetings and specify the regular meeting location closest to Sonoma.Provide information about regular and periodic system enhancements and updates and related costs.Section 7 - References Provide references for a minimum of five (5) completed government installations that utilize the proposed system in a comparable computing environment. Where possible, at least one such reference should be in the state of California. The information should include agency name, address, contact name, telephone number, date of installation, and a list of application modules.Section 8 - Cost ProposalPlease provide all costs for the proposed system, including:Software licensesImplementationProject managementTrainingAssociated hardware [if required]SupportRecurring costs for the next 3 yearsCustom programming that must be provided to meet the requirements of this RFPEstimated range of costs for conversion of each application module, if available, and a description of data that would be typically convertedSection 9 - Sample ContractsProvide copies of sample contracts for systems software and application modules. Proposal Terms and ConditionsRequest for Proposal FormatProposals must be made in strict accordance with the Request for Proposal format provided herein. Bulletins and AddendaAny bulletins or addenda to the Proposal specifications issued during the period between issuance of the RFP and receipt of Proposals are to be considered covered in the Proposal and in awarding a contract they will become a part thereof. Receipt of bulletins or addenda shall be acknowledged by Vendors in their Proposal cover letter.False or Misleading StatementsIf, in our opinion, a Proposal contains false or misleading statements or references that do not support a function, attribute, capability, or condition as contended by the Vendor, the entire Proposal shall be rejected.Clarification of ProposalWe reserve the right to obtain clarification of any point in a Vendor’s Proposal or to obtain additional information necessary to properly evaluate a particular Proposal. Failure of a Vendor to respond to such a request for additional information or clarification may result in rejection of the Vendor’s Proposal.ResponsivenessProposals should respond to all requirements of this RFP to the maximum extent possible. Vendors are asked to clearly identify any limitations or exceptions to the requirements inherent in the proposed system. Alternative approaches will be given consideration, if the approach clearly offers us increased benefits.Rejection of ProposalProposals that are not prepared in accordance with these instructions to Vendors may be rejected/disqualified. If not rejected, the City of Sonoma may demand correction of any deficiency and accept the corrected Proposal upon compliance with these instructions to proposing Vendors.Bid ModificationsAny Vendor may modify their Proposal by written or fax communications up to two days prior to the closing time. The written or fax communication should not reveal the Proposal price as this will not be known until the sealed Proposal is opened.Late SubmissionsRegardless of cause, late qualifications will not be accepted and will automatically be disqualified from further consideration. It shall be the Vendor’s sole risk to assure delivery at the designated office by the designated time. Late qualifications will not be opened and may be returned to the Vendor at the expense of the Vendor or destroyed if requested.Acceptance of ProposalsThe contents of the Proposal of the successful Vendor will become, at our option, a contractual obligation if a contract ensues. Failure of the successful Vendor to accept this obligation may result in cancellation of the award.Proposals submitted are offers only and the decision to accept or reject is a function of quality, reliability, capability, reputation, and expertise of the proposing Vendors. The City of Sonoma reserves the right to terminate the selection process at any time and to reject any or all Proposals. The City of Sonoma reserves the right to accept the Proposal that is, in its judgment, the best and most favorable to the interests of the City of Sonoma and to the public; to reject the low price Proposal; to accept any item of any Proposal; to reject any and all Proposals; and to waive irregularities and informalities in any Proposal submitted or in the Request for Proposal process, provided; however, the waiver of any prior defect or informality shall not be considered a waiver of any future or similar defect or informality. Proposing Vendors should not rely upon or anticipate such waivers in submitting their Proposal.Payment/RetainerConsultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories if applicable: labor (by sub-category), travel, materials, equipment, supplies, sub consultant contracts, and miscellaneous expenses. City shall independently review each invoice submitted to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. If no charges or expenses are disputed, the invoice shall be approved and City will use its best efforts to cause Consultant to be paid within 30 days of receipt of invoice. If any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission. If the City reasonably determines, in its sole judgment, that the invoiced charges and expenses exceed the value of the services performed to date and that it is probable that the Agreement will not be completed satisfactorily within the contract price, City may retain all or a portion of the invoiced charges and expenses. Within thirty (30) days of satisfactory completion of the project, City shall pay the retained amount, if any, to Consultant.Payment to the Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.Insurance RequiredConsultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees, as indicated:Minimum Scope of Insurance. Coverage shall be at least as broad as:1.Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).2.Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto).3.Workers’ Compensation insurance as required by the State of California and Employer’s Liability Insurance.4.Errors and Omissions liability insurance appropriate to the Consultant’s profession. Architects’ and engineers’ coverage is to be endorsed to include contractual liability.Minimum Limits of Insurance. Consultant shall maintain limits no less than:General Liability: $2,000,000 per occurrence for bodily injury, personal injury and property damage including operations, products and completed operations, as applicable. If Commercial General Liability Insurance or other form with a General Liability Insurance or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.Automobile Liability: $2,000,000 per accident for bodily injury and property damage.Employer’s Liability: $2,000,000 per accident for bodily injury or disease.Errors and Omissions Liability: $2,000,000 per occurrence.Deductibles and Self-Insured Retentions. Any deductibles or self-insuredRetentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.D. Other Insurance Provisions. The commercial general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:1. The City, its officers, officials, employees, and volunteers are to be covered as insureds as respects: liability arising out of work or operations performed by or on behalf of the Consultant; or automobile owned, leased, hired or borrowed by the Consultant.2.For any claims related to this project, the Consultant’s insurance coverage shall be primary insurance as respects the City its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.3.Each insurance policy required by this clause shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City.4.Coverage shall not extend to any indemnity coverage for the active negligence of the additional insured in any case where an agreement to indemnify the additional insured would be invalid under Subsection (b) of Section 2782 of the Civil Code.E. Waiver of Subrogation. The workers compensation policy is to be endorsed with a waiver of subrogation. The insurance company, in its endorsement, agrees to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses paid under the terms of this policy which arises from the work performed by the named insured for the City.F. The Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A: VII, unless otherwise acceptable to the City.G. Verification of Coverage. Consultant shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. The endorsements should be on forms provided by the City or on forms that conform to City requirements. All certificates and endorsements are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications at any time. ................
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