HomeMy WebLinkAboutItem #04 Reject All Proposals for RFP #07-002 Intergrated Records Management
~1-'1\tl'r of GC)oc!
,.\--,,'. "'~
'~;\",,~
~,gEe
AGENDA ITEM COVER SHEET
Meeting Date:
Item #
12/04/07
~
Contact Name:
Contact Number:
Joyce Tolbert
1516
Reviewed By:
Department Director:
City Manager:
d&/
Subject:
--........
Cancellation of RFP #07-002 and Rejection of All Proposals for Integrated Records
Management Information System for Public Administration and Public Safety
Background Summary:
Vendors were invited to provide a written response for a comprehensive, fully integrated, Public Sector Information System
serving, Finance, HR, Utility Management, Public Works, Recreation, Police, Fire (Emergency Operations Center),
Engineering, City Clerk and Community Development. The RFP states the overall scope of products and services desired,
specific software functionality, technology foundation as well as desired vendor qualifications.
After presentations from the top-ranked firm. New World Systems. and review of the City's current financial obligations.
Statf recommends rejecting all proposals and researching a more economically feasible solution. The complete system with
maintenance was cstimated to cost the City $368.000 annually if leased for five years or a total of approximately $1.84 million
dollars. The public safety portion was estimated to be $686,200.00, The City will research different systems at other
government agencies and make a decision whether to re-bid or piggyback another government contract for the public safety
portion.
Recommendations
Staff recommends that the City Commission cancel RFP #07-002 and reject all proposals received from all respondents,
including the top-ranked finn.
Attachments:
1, Respondent Shortlist
2. RFP #07-002
Financial Impact:
nla
Type of Item: (please mark with an "x')
Public Hearing
Ordinance First Reading
Ordinance Second Reading
Resolution
X Commission Approval
Discussion & Direction
For Clerk's Deaf Use,'
Consent Agenda
Public Hearing
Regular Agenda
Original DocumenVContract Attached for Execution by City Clerk
Original DocumenVContract Held by Department for Execution
Reviewed by City Attorney
Reviewed by Finance Dept.
Reviewed by ( )
JI/3d-
N/A
N/A
N/A
I
.:.
City l\I1a!lager
f{QQgt1Lrcmk
(\ 1111 III i ~~ iUJ1crs
(Lc!J) Jl()~).<J~J2i,,-tricLL
Scott Anderson, District 2
Rusty Johnson, District 3
Joel Keller, District 4
\1a)U1
)-,_S (;Qlt__Y(ll1~t~jJj
STAFF REPORT
DATE:
The llonorable Mayor and City COlllm issioners
Joyce Tolbert, Pu,ehasing Agent q--
November 27,2007
TO:
FROM:
RE:
Cancellation of RFP #07-002 and Rejection of All Proposals for Integrated Records Management
Information System for Public Administration and Public Safety
ISSUE
Cancel RFP #07-002 and reject all proposals received from all respondents. including the top-ranked finn.
BACKGROUNDIDISCUSSION
A Request for Proposals (RFP) was advertised with the intention of soliciting proposals from qualified vendors for a fully
integrated records management information system for public administration and public safety.
Vendors were invited to provide a written response for a comprehensive, fully integrated, Public Sector Information
System serving, Finance, HR, Utility Management, Public Works, Recreation, Police, Fire (Emergency Operations
Center), Engineering, City Clerk and Community Development. The RFP states the overall scope of products and services
desired, specific software functionality, technology foundation as well as desired vendor qualifications.
The RFP was advertised on April 1, 2007 and opened on May I, 2007. There were a total of four (4) responses from
American Data Group, Tyler Technologies, Edmunds & Associates, and New World Systems. The Selection Committee
ranked the firms and the top-ranked firm was invited back to present their system. The Selection Committee members
were: James Carnicella, Human Resources Director; Brian Ross, Information Systems Director; Jamie Croteau, Assistant
City Manager; Wanda Horton, Finance Director; Steve Krug, Public Works Director; Beth Eikenberry, City Clerk; Ron
Reffett, Police Chief; and Richard Firstner, Fire Chief.
After presentations from the top-ranked firm, New World Systems, and review of the City's current financial obligations,
Statl recommends rejecting all proposals and researching a more economically feasible solution. The complete system
with maintenance was estimated to cost the City $368,000 annually if leased for five years or a total of approximately
$1.84 million dollars. The public safety portion was estimated to be $686,200.00. The City will research different systems
at other government agencies and make a decision whether to re-bid or piggyback another government contract for the
public safety portion.
z
o
~
-;
::T
CD
S
"0
C/l
::T
o
a
(ji'
10
c.
::!l
3
s
3
0>
'7<'
<l>
.....
o
3
~
"0
iil
C/l
<l>
:J
g
(5'
:J
0-
<l>
0'
iil
g:
<l>
(f)
<l>
CD
~
(5'
:J
o
o
3
3
a
CD
CD
~
0>
0;
~
C.
0>
10
N ~ z "..
.j>. w p
(f) Z :t> m -; -; Gl :t> ."
'< <l> C/l C. <l> '< a 3
C/l ::E C/l 3 9- ~ ~
10 0 c
:.2: (') C :J "0 ~'
3 iii' :J 0
C/l Q c. 0
10 C/l :J
c: C/l i:/O <0 0
iii'
C/l 0> :"" '>
iii '/"." ."....'.,
th .
to' e ..
~ 3 cr
'< (5 (ji' cti '< ~
<l> <l>
C/l ::3 ~. C/l C/l .Q
.....:::l C
0<0 :i
3
)>. ,."
'< '< '< 0.
CD :J CD <l> 0..
C/l 0 C/l C/l 'Ilo
... ,......",
:J 0
~ 0
0> iil 0> 0> 0'"
~ 5' co ~ ~ i;'8
<' Tl (ji' <' <' n iil
<l> r 10 <l> <l> ~!::t
iil I 0
c. ::s
..... r:..,.,...)>..
YO YO YO YO YO YO iil ~.. ~:. g':g::;
'" ~ ~ -.J N N CD
W N '" .j>. 0 fA ::Si-CD
0 ~ '" w ,,00 Ul "-'3
'0 ::s CD n
"-...J "-.J '0 0 ~ W N 1Q..~!!l.'Ilo
<D 0 0 '? <D 0 !2 CD ." Ci! -....
'" '? 0 '" '? :; -I 0
Ul ::s
.... 3'
..... o'
YO YO iil
YO 5 "" -th::s~-
.j>. m <l> fl' . C".4CD'S"
N w (') -.J fA
-.J '" C "w 0 ::s:g iil 33
"-...J 0, ~
~ c. W N cg,.,o,='!,,~
'" '" <l> -.J 0 0 -;:I. -.
0 '? c. '" '? ~ .............~..Ijl'...,.~...,
YO YO C/l i:
~ Q, 0> -!.)>. -
YO YO "" YO m 3
'" -.J <D N -< <l> &?::S::s1S'
'" N N :J
,,00 '" "j "0 ::s ~::S3
.j>. '" "0 w 0 0>
"0 '" '0 00 ::E 0> 3
0 0 00 '< IQ ~ e 'Ilo
00 '? 0 '? w Co 5' 0 .e.::s!!!.w
0 0 6 <0 C lil
0 ";'l 3
0
"" YO YO YO "" "" -~-
~ .j>. -.J ~ <D :J &?CDIS'
0 m 5J1 0 0 w 0 ::s'" 3' .....,..
<D ~ '0 w '" 0-
0 ~ IQ O,!
'" 0 0 -.J 0:
.j>. '? 0 '? 0 'f ~.l'"
<D .j>. """."
~ W N .j>. -
.... ~..,. .
, '...
......,m, ~.'w ' ',"".",,""
<
~
~ N W .j>. I\) C
0>
S'
'"
m
<
~
~ w .j>. N t,l,C ....
!!l.
..Sl...... .. ',,"",m
,..... :.....
~ .j>. N W
'../
..,..
~ w .j>. N 01 ~"..... .....".....
.... ...............,
m
<
~
~ W N .j>. en C
~
S'
'"
m
~
~ .j>. N W ....e'" .....
...,..!!l.... 'h', "".,'"
0
..,
I" c.
1;", '.....,..
~ N .j>. w
Z
-I
m
G')
~
-I
m
o
::0
m
(')
o
::0
o
00
3:
~
Z
~
G')
m
3:
m
Z
-I
Z
"Tl
o
::0::0
m3:
oo~
(7)-0-1
-0-
~zO::o
i\30Z"Tl
omOO-o
oZ-<=It
......-1000
woo~';'I
8:I:3:8
"0 0 "Tl N
3::00
i=!::o
cn-o
-Ie
OJ
r-
c=;
~
o
~
Z
cn
-I
::0
~
-I
o
Z
~
Z
o
-0
e
OJ
r-
c=;
00
~
"Tl
m
-I
-<
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
Mavor
S. Scott Vandergrift
center of Good L .
<\.~e It>i~
Commissioners
Gary Hood, District 1
Scott Anderson, District 2
Rusty Johnson, District 3
Joel F. Keller, District 4
City Manager
Robert Frank
CITY OF OCOEE
REQUEST FOR PROPOSALS
RFP #07-002
INTEGRATED RECORDS MANAGEMENT
INFORMATION SYSTEM
FOR
PUBLIC ADMINISTRATION
AND
PUBLIC SAFETY
Mavor
S. Scott Vandergrift
, .
,
center of Good L' .
<\.~e It>l~
Commissioners
Gary Hood, District 1
Scott Anderson, District 2
Rusty Johnson, District 3
Joel Keller, District 4
Citv Manager
Robert Frank
April 19, 2007
ADDENDUM NO: ONE (1)
CITY OF OCOEE
RFP #07-002
INTEGRATED RECORDS MANAGEMENT INFORMATION SYSTEM FOR
PUBLIC ADMINISTRATION AND PUBLIC SAFETY
This addendum shall modifY and become a part of the original RFP documents for the Integrated Records
Management Information System for Public Administration and Public Safety. Respondents shall
acknowledge receipt of this Addendum in the space provided in the RFP package. Failure to do so may
subject the Respondent to disqualification.
This addendum is the result of various questions received from interested vendors. Questions are listed
with the answers listed in blue and bold. Redundant questions are listed only once.
Clarifications to the RFP documents are as follows:
1. Does the proposing vendor have to propose both Public Safety and Public Administration
applications, or can a vendor propose Public Safety only? Per the RFP, the City is interested in
those vendors that can provide services across as much of the City departments as possible.
If a vendor can only provide certain applications, then they should respond accordingly.
2. The City ofOcoee has asked for the vendor to include pricing/information on various Public
Administration software solutions. Will these be included in the initial start of the overall project
and could the City provide a list of the required modules vs. those that might be considered
optional? This will be determined after review of proposals and available budget.
3. Since January 2006, has the City seen any demonstrations of a Public Administration System? If
so, which vendor product(s) were demonstrated. Yes. The individual departments mayor may
not have looked into systems that would serve their department.
4. Since January 2006, has the City seen any demonstrations of a Public Safety System? If so, which
vendor product(s) were demonstrated? Yes. The individual departments mayor may not have
looked into systems that would serve their department.
5. What is the budget for this project? See pp. 11 and 26 of this RFP.
6. What is the City's total budget? $43,195,750.00
7. How much are the City's revenues? $43,195,750.00
8. How many fulltime and part time employees does the City have? 307 full-time, 46 part-time
9. How many parcels does the City track? Unable to answer question as posed.
City of Ocoee . 150 N Lakeshore Drive. Ocoee, Florida 34761
phone: (407) 905-3100. fax: (407) 656-8504. www.ci.ocoee.fl.lls
10. How many concurrent users will there be ofthe Public Administration system? Undetermined,
will depend on type of system.
11. How many concurrent users will there be of the Public Safety system? Undetermined, will
depend on type of system.
12. What software does the City currently use for a Financial Management system? How long has
the City used the system? American Data Group (ADG), since 1997.
13. What software does the City currently use for a HR & Payroll system? How long has the City
used the system? American Data Group (ADG), since 1997.
14. What software does the City currently use for a Community Development system? How long has
the City used the system? No software for records. American Data Group (ADG), since 1997.
15. What software does the City currently use for a Parks & Recreation system? How long has the
City used the system? None
16. What software does the City currently use for a Clerks system? How long has the City used the
system? None
17. Does the City want pricing for every module ofthe core software applications listed for Public
Safety and Public Administration? Use the bid form p. 31 of this RFP.
18. If a vendor doesn't offer each of the core software applications, will that vendor be disqualified?
Per the RFP, the City is interested in those vendors that can provide services across as
much of the City departments as possible. If a vendor can only provide certain applications,
then they should respond accordingly.
19. If a vendor offers Public Administration applications but not Public Safety, will that vendor be
disqualified? Per the RFP, the City is interested in those vendors that can provide services
across as much of the City departments as possible. If a vendor can only provide certain
applications, then they should respond accordingly.
20. If a vendor offers Public Safety applications but not Public Administration, will that vendor be
disqualified? Per the RFP, the City is interested in those vendors that can provide services
across as much of the City departments as possible. If a vendor can only provide certain
applications, then they should respond accordingly.
21. How will the City know if a vendor has or has not proposed each of the core software
applications? Collectively, through the vendor's proposal, presentation/interview, and
negotiations.
22. Cost Proposal Form: For Items 1-4, why is the City asking for a range of prices? Either the
vendor offers the application or service at a given price or it doesn't. See pp. 7,8,11,25 and 26
of this RFP.
~
~i: Agent
2
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
: I
I
I
RFP DOCUMENTS
3 thru 4
5 thru 8
9 thru 16
17
17
Legal Advertisement
Instructions
General Terms & Conditions
*Summary of Litigation
* Addenda Acknowledgment
SPECIFICATIONS/SCOPE OF WORK
18
18 thru 22
22 thru 25
25
26
26
27 thru 28
29 thru 30
31
32
Introduction
General Requirements
Proposal Format
Evaluation Criteria
Selection Process
Schedule
*Company Software Requirement
*General System Requirements
*Cost Proposal Form
*Company Information/Signature Sheet
*Submit with Proposal
End Table of Contents
RFP #07-002
2
I
I
I
I
I
I
I
I
I
II
I
I
I
I
I
I
I
I
I
LEGAL ADVERTISEMENT
City of Ocoee
Sealed proposals will be accepted for REQUEST FOR PROPOSALS (RFP) #07-002,
INTEGRATED RECORDS MANAGEMENT INFORMATION SYSTEM FOR PUBLIC
ADMINISTRATION AND PUBLIC SAFETY, no later than 2:00 P.M., local time, on May 1,
2007. Proposals received after that time will not be accepted or considered, and will be
returned unopened. No exceptions will be made. The City reserves the right to reject any and
all proposals and waive informalities.
Vendors are invited to provide a written response for a comprehensive, fully integrated,
Public Sector Information System serving, Finance, HR, Utility Management, Public
Works, Recreation, Police, Fire (Emergency Operations Center), Engineering, City Clerk
and Community Development. This RFP states the overall scope of products and
services desired, specific software functionality, technology foundation as well as
desired vendor qualifications.
Each Respondent shall submit one (1) original and five (5) copies and one (1) electronic
copy on CD of the required proposal documents, in a sealed envelope plainly marked on the
outside with the appropriate RFP number and closing date and time. Proposals will be
received at the City of Ocoee, AUn: Purchasing Agent, 150 N. Lakeshore Drive, Ocoee, Florida
34761-2258. Proposals will be publicly opened and read aloud in the City Hall Conference
Room on the above-appointed date at 2:01 PM, local time, or as soon thereafter as possible.
Interested Firms may secure a copy of the documents through Demandstar by accessing the
City's website at www.ci.ocoee.fl.us under Finance/Purchasing, or copies are available from the
Purchasing Agent for a non-refundable reproduction and/or administrative fee of $20.00.
Checks should be made payable to the City of Ocoee. Copies via e-mail are not available and
partial sets of RFP documents will not be issued.
To ensure fair consideration for all Respondents, companies interested in providing the required
services may be disqualified if they have contacts with the Mayor, City Commissioners, or any
City staff, other than the Purchasing Agent concerning the RFP during the submission or
selection process.
Award of Contract: The City of Ocoee reserves the right to waive technicalities or irregularities,
reject any or all proposals, and/or accept that proposal that is in the best interest of the City,
price, qualifications and other factors taken into consideration. The City reserves the right to
award the Contract to the Respondent, which, in the sole discretion of the City, is the most
responsive and responsible Respondent, price, qualifications and other factors considered.
RFP #07-002
3
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
Pursuant to Section 287.133(2)(a), Florida Statutes, interested individuals or firms who have
been placed on the convicted vendor list following a conviction for public entity crimes may not
submit a Proposal on a contract to provide services for a public entity, may not be awarded a
consultant contract and may not transact business with a public entity for services, the value of
which exceeds CATEGORY TWO for a period of 36 months from the date of being placed on
the convicted vendor list.
No fax or electronic submissions will be accepted.
City Clerk
April 1, 2007
RFP #07-002
4
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
CITY OF OCOEE
REQUEST FOR PROPOSALS (RFP) #07-002
INTEGRATED RECORDS MANAGEMENT INFORMATION SYSTEM
FOR PUBLIC ADMINISTRATION AND PUBLIC SAFETY
Proposal Instructions:
A. Sealed proposals for RFP #07-002 will be received by the City of Ocoee, hereinafter
called "The City", by any person, firm, corporation or agency submitting a RFP for
the services proposed, hereinafter called "Respondent". Each Respondent shall
furnish the information required on the proposal form supplied and each
accompanying sheet thereof on which an entry is made. Proposals submitted on
any other format shall be disqualified. Please check your prices before submission
of proposal as no changes will be allowed after proposal closing date. Proposals
must be typewritten or handwritten using ink. Do not use pencil. No erasures
permitted. Mistakes may be crossed out and the correction typed adjacent and must
be initialed and dated by person signing the proposal. Proposal documents must be
signed by a legally responsible representative, officer, or employee and should be
properly witnessed and attested. All proposals should also include the name and
business address of any person, firm or corporation interested in the proposal either
as a principal, member of a firm or general partner. If the respondent is a
corporation, the proposal should include the name and business address of each
officer, director, and holder of 10% or more of the stock of such corporation.
B. Any questions or concerns regarding this RFP should be addressed in writing to the
Finance/Purchasing Department, City of Ocoee, FL, Attention: Joyce Tolbert,
Purchasing Agent (407) 905-3100, extension 1516 and fax (407) 656-3501 or email
itolbert@ci.ocoee.fl.us, and shall be received not later than April 17, 2007. Any
clarifications/changes will be through written addenda only, issued by the
Purchasing Agent. Respondents should not contact City staff, with the exception of
the Purchasing Agent, or other City consultants for information regarding this RFP
before the bid award date. Any contact with any other member of the City Staff, City
Commission, or its Agents during the bid, award, and protest period may be grounds
for disqualification.
C. Proposals must be received as one (1) original and five (5) copies and one (1)
electronic copy by the Finance Department not later than 2:00 P.M., local time, on
May 1, 2007. Proposals received by the Finance/Purchasing Department after the
time and date specified will not be considered, but will be returned unopened.
"Postage Due" items will not be accepted. Proposals or any information transmitted
by fax or e-mail will not be accepted. Proposals shall be delivered in a sealed
envelope, clearly marked with the RFP number, title, and closing date and time to:
City of Ocoee Finance Department
Attention: Purchasing Agent
150 N Lakeshore Drive
Ocoee, FL 34761-2258
RFP #07-002
5
I.
I
I
I
I
I
I
I
I I
I
I
I
I
I
I
I
I
I
I
D. Pre-Proposal Conference: None Scheduled.
E. Proposals will be reviewed by a selection committee appointed by the City Manager
and will be ranked in accordance with the established evaluation criteria. Date, time,
and location of any scheduled selection committee meeting(s) for this RFP will be
noticed publicly. The selection committee shall recommend ranking of the proposals
and recommendation for selection to the City Commission for approval. Please be
aware that all City Commission and Selection Committee meetings are duly noticed
public meetings and all documents submitted to the City as a part of a bid constitutes
public records under Florida law.
F. All Respondents shall thoroughly examine and become familiar with this RFP package
and carefully note the items specifically called for in this RFP which must be
submitted. Each Respondent shall bear responsibility for all costs incurred in
order to prepare and submit their proposal to this RFP.
G. Submission of a proposal shall constitute an acknowledgment that the
Respondent has complied with the instructions of this RFP. The failure or
neglect of a Respondent to receive or examine a document shall in no way relieve it
from any obligations under its proposal or the contract. No claim for additional
compensation will be allowed which is based upon a lack of knowledge or
understanding of any of the Contract Documents or the scope of services. Proposals
shall be in compliance with the contract documents/scope of services.
H. Any response by the City to a request for information or correction will be made in the
form of a written addendum which will be mailed, e-mailed or faxed by Demandstar to
all parties to whom the RFP package have been issued. It shall be the responsibility
of each Respondent to obtain a copy of all issued Addenda. The City reserves the
right to issue Addenda, concerning date and time of proposal closing, at any time up
to the date and time set for proposal closing. In this case, proposals that have been
received by the City prior to such an addendum being issued, will be returned to the
respondent, if requested, unopened. In case any respondent fails to acknowledge
receipt of any such Addendum in the space provided in the RFP documents, its
bid will nevertheless be construed as though the Addendum had been received
and acknowledged. Submission of a proposal will constitute acknowledgment
of the receipt of the RFP Documents and all Addenda. Only interpretations or
corrections provided by written Addenda shall be binding on the City. Respondents
are cautioned that any other source by which a respondent receives information
concerning, explaining, or interpreting the RFP Documents shall not bind the City.
I. Any of the following causes may be considered as sufficient for the disqualification
and rejection of a proposal:
a) Submission of more than one (1) proposal for the same work by an individual, firm,
partnership or corporation under the same or different name. For purposes of this
subparagraph, firms, partnerships or corporations under common control may be
considered to be the same entity;
b) Evidence of collusion between or among the Respondents;
RFP #07-002
6
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
c) Being in arrears on any existing contracts with the City, or litigation with the City or
having defaulted on a previous contract with the City;
d) Poor, defective or otherwise unsatisfactory performance of work for the City or any
other party on prior projects which, in the City's judgment and sole discretion, raises
doubts as to the Respondent's ability to properly perform the services; or
e) Any other cause which, in the City's judgment and sole discretion, is sufficient to
justify disqualification of Respondent or the rejection of its proposal.
J. CONVICTED VENDOR LIST (PUBLIC ENTITY CRIME). A person or affiliate who has
been placed on the convicted vendor list following a conviction for a public entity crime
may not submit a proposal on an award to provide any goods or services to a public
entity, may not submit a proposal on an award with a public entity for the construction or
repair of a public building or public work, may not submit proposals on leases of real
property to a public entity, may not be awarded or perform work as a Contractor,
Supplier, Subcontractor, or Consultant under an award with any public entity, and may
not transact business with any public entity in excess of the threshold amount provided
in section 287.017 for Category Two ($25,000.00 and greater) for a period of 36 months
from the date of being placed on the convicted vendor list. [See Florida State Statute
287.133 (2) (a).
K. FLORIDA PUBLIC RECORDS LAW. In accordance with Chapter 119 of the Florida
Statutes, and, except as may be provided by Chapter 119 of the Florida Statutes and
other applicable State and Federal Laws, all Respondents should be aware that the
proposal and the responses thereto are in the public domain and are available for public
inspection. Respondents are requested, however, to identify specifically any information
contained in their proposal which they consider confidential and/or proprietary and
which they believe to be exempt from disclosure, citing specifically the applicable
exempting law. All proposals received in response to this request of proposal become
the property of the City of Ocoee and will not be returned. In the event of an award, all
documentation produced as part of the contract will become the exclusive property of
the City.
No proposal may be withdrawn and all proposed prices shall remain firm for a
period of one hundred eighty (180) days after the time and date scheduled for the
proposal deadline. A request for withdrawal or modification of a proposal may be
submitted to the Purchasing Agent, in writing, at any time prior to the deadline for
submitting proposals. After expiration of the deadline for receiving proposals, no
proposal may be withdrawn or modified.
The City reserves the right to accept or reject any or all proposals, to waive
informalities or irregularities, to request clarification of information submitted in
any proposal, or to re-advertise for new proposals. The City may accept any item
or group of items of any proposal, unless the respondent qualifies his/her
proposal by specific limitations.
Award, if made, will be to the most responsible and responsive Respondent
whose proposal, in the City's opinion, will be most advantageous to the City,
price and other factors considered. Award is subject to annual budget
appropriations. The City reserves the right, to aid it in determining which
RFP #07-002
7
I
I
I
II
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
proposal is responsible, to require a respondent to submit such evidence of
respondent's qualifications as the City may deem necessary, and may consider
any evidence available to the City of the financial, technical, and other
qualifications and abilities of a respondent, including past performance
(experience) with the City and others. The City Commission shall be the final
authority in the award of any and all proposals.
(remainder of page left blank intentionally)
RFP #07-002
8
II
II
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
,I
II
RFP #07-002 GENERAL TERMS & CONDITIONS:
1. BID SECURITY:
None Required.
2. PERFORMANCE AND PAYMENT BONDS:
None Required.
3. DEFAULT:
As a result of proposals received under this Invitation, the award of the contract may be
based, in whole or in part, on delivery and specification factors. Accordingly, should the
Contractor not meet the delivery deadline(s) set forth in the specifications or should the
Contractor fail to perform any of the other provisions of the specifications and/or other
contract documents, the City may declare the Contractor in default and terminate the
whole or any part of the contract. Upon declaring the Contractor in default and the
contract in whole or in part, the City may procure and/or cause to be delivered the
equipment, supplies, or materials specified, or any substitutions thereof and the
Contractor shall be liable to the City for any excess costs resulting there from. In the
event the Contractor has been declared in default of a portion of the contract, the
Contractor shall continue the performance of the contract to the extent not terminated
under the provisions of this paragraph. Where the Contractor fails to comply with any of
the specifications, except for delivery deadline(s), the City may, in its discretion, provide
the Contractor with written notification of its intention to terminate for default unless
prescribed deficiencies are corrected within a specified period of time. Such notification
shall not constitute a waiver of any of the City's rights and remedies hereunder.
4. DISCOUNTS:
a) Trade and time payment discounts will be considered in arriving at new prices and in
making awards, except that discounts for payments within less than 30 days will not
be considered in evaluation of proposals. However, offered discounts will be taken
for less than 30 days if payment is made within discount period.
b) In connections with any discount offered, time will be computed from date of
delivery and acceptance at destination, or from the date correct invoice is received
in the office of Finance, whichever is later. Payment is deemed to be made, for
the purpose of earning the discount, on the date of City Check.
5. SAMPLES:
Samples of items, when required, must be furnished free of expense to the City and if
not called for within fifteen days from date of RFP closing date, same will be disposed of
in the best interest of the City.
RFP #07-002
9
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
6. LITERATURE:
If required by the proposal, or the specifications, descriptive literature/brochures shall be
included with this proposal in order to properly evaluate make/model offered. Proposals
submitted without same may be considered non-responsive and disqualified.
7. PATENT INDEMNITY:
Except as otherwise provided, the successful respondent agrees to indemnify the City
and its officers, agents, and employees against liability, including costs and expenses
for infringement upon any letters patent of the United States arising out of the
performance of this Contract.
Further, the Respondent shall fully indemnify, defend, and hold harmless the City and
its officers, agents, and employees from any suits, actions, damages, and costs of every
name and description, including attorneys' fees, arising from or relating to violation or
infringement of a trademark, copyright, patent, trade secret, unpatented invention, or
intellectual property right. If the bidder uses any design, device, or materials covered by
letters, patent, or copyright, it is mutually agreed and understood without exception that
the bid price shall include all royalties or cost arising from the use of such design,
device, or materials.
8. PRICING:
Pricing should be provided as indicated on the Scope of Work/Price Proposal Form
attached, to include any alternate proposals. Please note that alternate proposals will
not be accepted unless specifically called for on the Scope of Services/Price Proposal
Form. Cost of preparation of a response to this proposal is solely that of the
Respondent and the City assumes no responsibility for such costs incurred by the
Respondent.
By submission of this proposal, the Respondent certifies, and in the case of a joint
proposal, each party thereto certifies as to its own organization, that in connection with
this procurement:
a) The prices in this RFP have been arrived at independently, without consultation,
communication, or agreement for the purpose of restricting competition, as to any
matter relating to such prices with any other Respondents or with any competitor;
b) Unless otherwise required by law, the prices which have been provided in this RFP
have not been knowingly disclosed by the Respondent and will not knowingly be
disclosed by the Respondent prior to opening, directly or indirectly to any other
Respondent or to any competitor;
c) No attempt has been made or will be made by the Respondent to induce any other
person or firm to submit or not to submit a proposal for the purpose of restricting
competition. Every contract, combination or conspiracy in restraint of trade or
commerce in this State is unlawful (Florida Statutes, Section 542.18 and all
applicable federal regulations);
RFP #07-002
10
I
I
I
I
II
I
I
I
I
I
I
I
I
I
I
I
I
I
I
d) The Respondent represents that the article(s) to be furnished under this RFP is (are)
new and unused (unless specifically so stated) and that the quality has not
deteriorated so as to impair its usefulness.
e) Respondent warrants the prices set forth herein do not exceed the prices charged by
the Respondent under a contract with the State of Florida Purchasing Division; and
f) Respondent agrees that supplies/services furnished under this price proposal, if
awarded, shall be covered by the most favorable commercial warranties the
Respondent gives to any customer for such supplies/services and that rights and
remedies provided herein are in addition to and do not limit any rights offered to the
City by any other provision of the contract award.
9. CONTRACT:
a) The successful Respondent, hereinafter referred to as Contractor will be required to
enter into a contract with the City, provided the City appropriates the funds in its annual
budget beginning on October 1. Terms of any resulting contract to be negotiated.
b) The City may in its sole discretion award any additional services, whether in the
existing areas or in any addition to the existing areas, or any additional area, to any third
party, or such services may be performed by the City's employees. Contractor will be
expected to cooperate with any or all other Contractors who may be performing services
for the City.
10. PROTESTS:
The City's Finance/Purchasing Department will consider Protests seeking contract
award, damages, and/or any other relief. Any Respondent seeking to file a Bid Protest
SHALL use the following procedures:
1. A Respondent SHALL file a written Protest under this Article, or be barred any
relief.
2. A Protest: (a) must be in writing (oral protests will NOT be acknowledged); (b)
the content of the Protest shall fully state the factual and legal grounds for the protest
and the legal basis for the relief requested; and (c) The Protest shall be filed with the
Purchasing Agent not later than three (3) calendar days after the posting of the notice of
intent to award or recommendation of award by staff.
3. After a Protest has been properly filed with the City, the City, by and through its
Finance/Purchasing Department shall make a determination on the merits of the protest
not later than five (5) business days after receipt of the protest. If the City denies the
protest, the City may proceed with the award of the Contract unless enjoined by order of
a Court of competent jurisdiction.
4. A Protest shall be limited to the following grounds: (a) issues arising from the
procurement provisions of the Project Manual and/or the Proposal Package or Contract
Documents; and/or (b) applicable federal, state or local law.
RFP #07-002
11
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
11. DRUG-FREE WORKPLACE:
If applicable, provide a statement concerning the respondent's status as a Drug-Free
Work Place or evidence of an implemented drug-free workplace program.
12. CERTIFICATION OF NON-SEGREGATED FACILITIES
The respondent certifies that it does not and will not maintain or provide for the
Respondent's employees any segregated facilities at any of the Respondent's
establishments and that the Respondent does not permit the Respondent's employees
to perform their services at any location, under the Respondent's control, where
segregated facilities are maintained. The Respondent agrees that a breach of this
certification will be a violation of the Equal Opportunity clause in any contract resulting
from acceptance of this Proposal. As used in this certification, the term "segregated
facilities" means any waiting room, work areas, time clocks, locker rooms and other
storage and dressing areas, parking lots, drinking facilities provided for employees
which are segregated on the basis of race, color, religion, national origin, habit, local
custom, or otherwise. The Respondent agrees that (except where the Respondent has
obtained identical certification from proposed contractors for specific time periods) the
Respondent will obtain identical certifications from proposed subcontractors prior to the
award of such contracts exceeding $10,000 which are not exempt from the provisions of
the Equal Opportunity clause, and that the Respondent will retain such certifications in
the Respondent files.
The non-discriminatory guidelines as promulgated in Section 202, Executive Order
11246, and as amended by Executive Order 11375 and as amended, relative to Equal
Opportunity for all persons and implementations of rules and regulations prescribed by
the U.S. Secretary of labor, are incorporated herein.
13. STATEMENT OF AFFIRMATION AND INTENT:
The Respondent declares that the only persons or parties interested in their proposal
are those named herein, that this proposal is, in all respects, fair and without fraud and
that it is made without collusion with any other vendor or official of the City of Ocoee.
Neither the Affiant nor the above named entity has directly or indirectly entered into any
agreement, participated in any collusion, or otherwise taken any action in restraint of
free competitive pricing in connection with the entity's submittal for the above project.
This statement restricts the discussion of pricing data until the completion of
negotiations and execution of the Agreement for this project.
The Respondent certifies that no City Commissioner, other City Official or City
employee directly or indirectly owns assets or capital stock of the Responding entity, nor
will directly or indirectly benefit by the profits or emoluments of this proposal. (For
purposes of this paragraph, indirect ownership or benefit does not include ownership or
benefit by a spouse or minor child.)
The Respondent certifies that no member of the entity's ownership or management is
RFP #07-002
12
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
presently applying for an employee position or actively seeking an elected position with
the City. In the event that a conflict of interest is identified in the provision of services,
the Respondent agrees to immediately notify the City in writing.
The Respondent further declares that a careful examination of the scope of services,
instructions, and terms and conditions of this RFP has occurred, and that the proposal
is made according to the provisions of the RFP documents, and will meet or exceed the
scope of services, requirements, and standards contained in the RFP documents.
Respondent agrees to abide by all conditions of the negotiation process. In
conducting negotiations with the City, Respondent offers and agrees that if this
negotiation is accepted, the Respondent will convey, sell, assign, or transfer to the City
all rights, title, and interest in and to all causes of action it may now or hereafter acquire
under the Anti-trust laws of the United States and the State of Florida for price fixing
relating to the particular commodities or services purchased or acquired by the City. At
the City's discretion, such assignment shall be made and become effective at the time
the City tenders final payment to the Respondent. The proposal constitutes a firm and
binding offer by the Respondent to perform the services as stated.
14. PUBLIC ENTITY CRIME STATEMENT:
All Invitations to Bid as defined by Section 287.012(11), Florida Statutes, requests for
proposals as defined by Section 287.012(16), Florida Statutes, and any contract
document described by Section 287.058, Florida Statutes, shall contain a statement
informing persons of the provisions of paragraph (2)(a) of Section 287.133, Florida
Statutes, which reads as follows:
"A person or affiliate who has been placed on the convicted vendor list following a
conviction for a public entity crime may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public
entity for the construction or repair of public building or public work, may not submit
proposals on leases of real property to a public entity, may not be awarded or perform
work as a contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess of the
threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list."
All bidders that submit a Bid or Request for Proposal to the City of Ocoee are
guaranteeing that they have read the previous statement and by signing the bid
documents are qualified to submit a bid under Section 287.133, (2)(a), Florida
Statutes.
15. STANDARD INSURANCE TERMS & CONDITIONS:
The Contractor shall not commence any work in connection with an Agreement until all of the
following types of insurance have been obtained and such insurance has been approved by the
City, nor shall the Contractor allow any Subcontractor to commence work on a subcontract until
all similar insurance required of the subcontractor has been so obtained and approved. Policies
RFP #07-002 13
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
other than Workers' Compensation shall be issued only by companies authorized by subsisting
certificates of authority issued to the companies by the Department of Insurance of Florida
which maintain a Best's Rating of "A" or better and a Financial Size Category of "VII" or better
according to the AM. Best Company. Policies for Workers' Compensation may be issued by
companies authorized as a group self-insurer by F.S. 440.57, Florida Statutes.
a) Loss Deductible Clause: The City shall be exempt from, and in no way liable for, any sums
of money which may represent a deductible in any insurance policy. The payment of such
deductible shall be the sole responsibility of the General Contractor and/or subcontractor
providing such insurance.
b) Workers' Compensation Insurance: The Contractor shall obtain during the life of this
Agreement, Worker's Compensation Insurance with Employer's Liability Limits of
$500,000/$500,000/$500,000 for all the Contractor's employees connected with the work of
this project and, in the event any work is sublet, the Contractor shall require the
subcontractor similarly to provide Workers' Compensation Insurance for all of the latter's
employees unless such employees are covered by the protection afforded by the Contractor.
Such insurance shall comply fully with the Florida Workers' Compensation Law. In case any
class of employees engaged in hazardous work under this contract for the City is not
protected under the Workers' Compensation statute, the Contractor shall provide, and cause
each subcontractor to provide adequate insurance, satisfactory to the City, for the protection
of the Contractor's employees not otherwise protected.
· Include Waiver of Subrogation in favor of the City of Ocoee
c) Contractor's Public Liability and Property DamaQe Insurance: The Contractor shall obtain
during the life of this Agreement COMMERCIAL AUTOMOBILE COVERAGE, this policy
should name the City of Ocoee as an additional insured, and shall protect the Contractor and
the City from claims for damage for personal injury, including accidental death, as well as
claims for property damages which may arise from operations under this Agreement whether
such operations be by the Contractor or by anyone directly or indirectly employed by the
Contractor, and the amounts of such insurance shall be the minimum limits as follows:
1) Automobile Bodily Iniury Liability & Property DamaQe Liability
· $1,000,000 Combined single limit per occurrence (each person, each accident)
· All covered automobile will be covered via symbol 1
· Liability coverage will include hired & non-owned automobile liability
· Include Waiver of Subrogation in favor of The City of Ocoee
2) Comprehensive General Liability (Occurrence Form) - this policy should name the City of
Ocoee as an additional insured and should indicate that the insurance of the Contractor is
primary and non-contributory.
· $2,000,000 GENERAL AGGREGATE
· $2,000,000 PRODUCTS-COMPLETED OPERATIONS AGGREGATE
· $1,000,000 PER OCCURRENCE
· $1,000,000 PERSONAL & ADVERTISING INJURY
· Include Waiver of Subrogation in favor of the City of Ocoee
3) Subcontractor's Comprehensive General Liability. Automobile Liability and Worker's
Compensation Insurance: The Contractor shall require each subcontractor to procure and
maintain during the life of this subcontract, insurance of the type specified above or insure
the activities of these subcontractors in the Contractor's policy, as specified above.
4) Owner's Protective Liability Insurance: As applicable for construction projects, providing
coverage for the named insured's liability that arises out of operations performed for the
named insured by independent contractors and are directly imposed because of the named
insured's general supervision of the independent contractor. The Contractor shall procure
and furnish an Owner's Protective Liability Insurance Policy with the following limits:
RFP #07-002
14
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
$1,000,000, and per occurrence, $2,000,000. Aggregate and naming the City of Ocoee as
the Named Insured.
5) Contractual Liability: If the project is not bonded, the Contractor's insurance shall also
include contractual liability coverage to insure the fulfillment of the contract. NOTE: PUBLIC
LIABILITY INSURANCE AND AUTOMOBILE LIABILITY INSURANCE, THE CITY SHALL
BE NAMED AS ADDITIONAL INSURED.
· $1,000,000 PER OCCURRENCE
· $2,000,000 AGGREGATE
6) Commercial Umbrella:
· $1,000,000 PER OCCURRENCE
· $2,000,000 Aggregate
· Including Employer's Liability and Contractual Liability
7) Builders Risk:
· $100,000 Any (1) Location
· $1,000,000 Any (1) Occurrence
8) Certificates of Insurance: Certificate of Insurance Form (see sample attached), naming the
City of Ocoee as an additional insured will be furnished by the Contractor upon notice of
award. These shall be completed by the authorized Resident Agent and returned to the
Office of the Purchasing Agent. This certificate shall be dated and show:
9) The name of the Insured contractor, the specific job by name and job number, the name of
the insurer, the number of the policy, its effective date, its termination date.
10) Statement that the Insurer shall mail notice to the Owner at least thirty (30) days prior to any
material changes in provisions or cancellation of the policy, except ten (10) days written
notice of cancellation for non-payment of premium.
(remainder of page left blank intentionally)
RFP #07-002
15
I
I
A CORD_
CERTIFICATE OF LIABILITY INSURANCE F~iD.l ""~~-;~
THIS CERTIFICATE IS ISSUED AS A MAlTER OF INFORMATION
ONLY AIID CONFERS NO RIGHTS UPON THE CERTIFICATE
HOI.DER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
P'RO()U(:11Il
~a~~:;tor'8 Name
.~SUIU!RS AFFOIUlING COVERAGE :+ .
~~_~~~~-!. "t:~ __~=- __==
~...<::... ----- - ----------+ - --
"~SURER 0 ___ ____________________--1______
! lNSURER E:
I
,loI$\iieD.-.-------~._-..
I
COVERAGES
I
THE POlICIES OF lNSVfW'ICE LISTED eELOW HAVE BEEN ISSUED TO THE INS\.;FtED ttA.MED ABOVe. FOR THE POlICY PERIOD INDICA TED NQlWffiI$TANOINI)
ANV REQUIREMENT, TEAM OR CONOfTJON Of AJo4V CONTRACT OR OTHER DOCUMENT WITH REsPECT TO WH1CH THIS CERTlFICATE MAV BE ISSUED OR
MA't' PERTAIN, THE INSURANCE AFFORDED BY THE POLleES DESCRIBED HEREIN IS SUBJEct TO"LL HiE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH
POlICIES. AGGREGATE lIMrTS SHOWN w.v IolAVE BEEN REDUCED BY PAlO ClAIMS
t. fR HSiRD TYPf! OP INSlJlitANCE . ....--1 POlJCY NUMBER
GENeRAl UAIIIUTY
DA
mtl:T1'iIl'11'OU!:1'EJl!lll(l
IIW I DAn MIWOOf'f'
liMITS
I
x l_~ ~MMe:RClAl Gt:Nf~UA!llITY
f=-+-J CLA'''' """" [!] OCCUR
[-l--------------
EACH OCCURRENCE S 1,000.000
rr'RE~'ESt~~~) s50,OOO___
! Me)EXPIAIlyoneptlnon} 55,000
PERSONA1.& ADVINJ\.JAV 51,000,000
GENERAl AGGREGATE s 2 I OO.fLJ?.9_0
PRODUCTS. COMPiQP AGG I ~ , 000,000
I
JE T
~OM08lLE UAIIIUTY
IX 1 ANY AUTO
rJ All. OWNED A\)T05
rH' SCHEDULED AUTOS
r"x MutEO MlTOS
:x NON-OWNED AUTOS I
[:J ---_______ i
I I
: GARAGE LJ,A!llLJTY
n ANY AlITO
H
! I!XCISWUBRELLA LlA8lllTY
~ ,--,
X iX i OCCUR i i CLAI-MSwoe
r-- -.
,
C DEOUCTIBle
: RETENTION ,
I WQft)(ERI COMPENSATION AND
EMPt.O'tIU' LlAIIIUTY
A.H'f' PAOPRtETOR!PARTNERrfXECIJTlVE
OFFICER/MEMBER EXClUDED?
~~~~below
on.elll
I
I COMBINED SINGlE \.:"'11
I' "'''''''''')
BOOII. y INJURV
(p.,. pinon)
~;;~-~URV
I ~P...toOl4~)
r PROI'EATY DAMAGE
: (PlfIWd.,l)
\ ;.ulODNlY, EAACC10ENT S
OTMEFI THAN !SA ACe s
AUTO ONt V: AOG S
EACHOCCUR"E~ S 1,000,000.
f.;;REOATl! S 2,000.000
r
, S
~=== ~-=-----=i
i X I T~~lL~~WS I 1 uE~'
i E.\.. EACH ACCtDENT S 500,000 ,
~15EASE.EAe""PLOVE.E s 500,000
f;:-;;"..SE.POLlCYUm $ 500,000
I
I
!
11.000,000
I
I
Builders Risk
A:oy 1 Loc
A:o 1 Occ
100, (XX)
1,000,000
I
DUCIUP110N OF OPERATION!lllOCAT)QH" VEHk::L.E! I DeLUSIONS ADDED BY ENOOftSEMfNT t s~ew. HtO\I\SIONS
The insurence evidenced by this certificate shall name the certificate
holder. es an additional insured on the General Liability & umbrella
Liability. Workera' Campen.ation, Employers' Liability & Ganeral Liability
shall contain a Waiver of Subrogation in f&vor of the oertificate holder.
The c.rtificate hold..r is added a. a lBlOO:iIHrErl fir:aIilc:t3:B RiSt.
I
oeOEEOl
CANCEI.LATlON
SHOULD Nf'I OF' rli' A&QV1! ouc~afD 1'Ol1OU se. CAHCELLeO aellORl! THe EXP'lRAT'IOt.
DATE "~I",EOfI', THe ISSUINO IiNSURER Wtt.L ENDeAVOR TO IMI\. !..L. DAYS WRJTT!.frII
NOncl TO TH! ClRTlACATI! MOLOER JltAMED TO ntl! L.UT. IUT FAILURE TO 00 so $KALL
IMPOSt! NO OBUGATIClN OR UA81l1TY 0' ANY K1~D UPON THE INSURER. ITS AGEHTS Oft
RII"RE.SeHTATIVES.
AI.mtORlUO IIl!PlU'lHT/l.TtIIE
CERTIFICATE HOLDER
I
Ci ty of Ocoes
150 N. Lakaehore Drive
Ocoe.. 7L 34761-2258
ACORD 2' (2001J(!81
S'I9#-Pt. IF
ro ACORD CORPORATION 198!
I
I
I
I
I
RFP #07-002
16
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
16. SUMMARY OF LITIGATION:
Provide a summary of any litigation, c1aim(s), bid or contract dispute(s) filed by or
against the Respondent in the past five (5) years which is related to the services that
the Respondent provides in the regular course of business. The summary shall state
the nature of the litigation, claim, or contact dispute, a brief description of the case, the
outcome or projected outcome, and the monetary amounts involved. If none, please so
state.
(Attach additional sheets if necessary)
17. ACKNOWLEDGMENT OF ADDENDA:
Respondent acknowledges receipt of the following addenda:
No.
No.
No.
Dated
Dated
Dated
(remainder of page left blank intentionally)
RFP #07-002
17
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
CITY OF OCOEE
REQUEST FOR PROPOSALS (RFP) #07-002
INTEGRATED RECORDS MANAGEMENT INFORMATION SYSTEM
FOR PUBLIC ADMINISTRATION AND PUBLIC SAFETY
SPECIFICATIONS/SCOPE OF WORK
1. INTRODUCTION
Vendors are invited to provide a written response for a comprehensive, fully integrated, Public
Sector Information System serving, Finance, HR, Utility Management, Public Works,
Recreation, Police, Fire (Emergency Operations Center), Engineering, City Clerk and
Community Development. This Request For Proposals (RFP) states the overall scope of
products and services desired, specific software functionality, technology foundation as well as
desired vendor qualifications.
2. GENERAL REQUIREMENTS
Please note that the following specifications are intended as mmlmum and preferred
guidelines; and equipment meeting or exceeding equivalent specifications will be accepted,
provided it meets bUdgetary constraints. Please submit a proposal on only one (1) type of
system that best meets the specifications.
The City seeks the following technical foundation:
· Windows-based Client with multi-tasking capability
· Microsoft SQL2005 Relational Database
· Integration to leverage desktop productivity tools such as Microsoft Office Suite
· Widely accepted development foundation (i.e., VisuaIStudio.Net, J2EE, or WebSphere)
The core software applications required to meet the requirements of this RFP are as follows:
Public Safety
Required Software
Single Jurisdiction Law Enforcement CAD
· CAD Mapping (ESRI GIS)
· E-911
· State/NCIC
Single Jurisdiction Law Enforcement Records Management
· Federal and State Compliance Reporting
· Case Management
RFP #07-002
18
I.
I
I
il
I
II
I
I
I
I
I
I
I
I
I
I
I
I
I
I
! I
I
· Field Investigations
· Property Room Bar Coding
· Data Analysis/Crime Mapping/Management Reporting(integrated w/ESRI GIS)
Mobile Computing Software
· CAD to CAR
· CAR to CAR
· NCIC
· AVL
· Field Reporting
Optional Software
Single Jurisdiction Law Enforcement CAD (FIRE)
· Briefing Notes
· CAD Auto Routing
· Service Vehicle Rotation
· CAD Pager Interface
· Priority Dispatch ProQA Interface
· TDD Interface
· Encoder Interface
· On-Line CAD/NCIC
Single Jurisdiction Law Enforcement Records
· Activity Reporting and Scheduling
· Alarm Tracking and Billing
· Bicycle Registration
· Bookings
· Career Criminal Registry
· Equipment Tracking
· Gang Tracking
· Gun Permits
· Narcotics
· Orders of Protection
· Pawn Shops
· Vehicle Tracking
· Livescan Interface
· Lineups/Mug Shots
· Digitallmaging
· I D Badges
· Wanted Posters
· On-Line Global Subjects
· On-Line Pawn Shops
· On-Line Property
· On-Line Wants/Warrants
· Fleet Management
RFP #07-002
19
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
Fire Records Management
· State/NFIRS 5.0 Reporting
· Fire Permits/Inspections
· Equipment Nehicle Tracking
· Scheduling/ Activity Log
· Hydrant Maintenance/lnventory/Flow Data
· Training Records
· EMS Reporting
Mobile Computing
· Accident Field Reporting
· Driver's License Mag Strip Reader
· Mugshot Download
· In-Car Mapping
· In-Car Routing
· Fire CAD
· Fire Field Reporting
Public Administration
Parks and Recreation
· Parks/Program Management
City Clerk
· Agenda Management
· Cemetery Management
· Citizen Requests Management
Financial Management
· Asset Management
· Grant Management
· Project Accounting
· Misc. Billings & Receivables
· Government (GASB) Reporting
· Data Views/Financial Report Writer
· Bank Reconciliation
· Investment Tracking
· Debt Service
· Work Orders/Job Costing
· 3rd Party Receivables
· Real-Time Revenue Interface Engine
· Integrated Credit Card Processing
· PC Cash Register Interface
· Purchasing
· Requisition Processing
· Bid & Quote Management
RFP #07-002
20
I
I
I
I
I
I
I
I
I
I.
I
I
I
I
I
I
I
I
I
· Contract Accounting
· Integrated Inventory Management
· Budgeting
· Check Writing
· Utility Billing
Payroll and Human Resources
· Employee Event Tracking
· Random Drug Testing
· Personnel Action Processing
· Benefits Administration
· COBRA Billing Administration
· Workers Compensation Administration
· Flexible Spending Accounts
· Employee Retirement Tracking
· Application Tracking
· Position Control
· Position Budgeting
· Time & Attendance Interface
· Retirement Tracking (non-employee)
· Data Views/Payroll & HR Report Writer
· I.D. Badges
Utility Management
· Water/Sewer/Reuse
· Automatic Meter Read (AMR) Interface
· Meter Inventory
· Service Order Processing
· Utility Cash Register Interface
· Data Views/Utility Report Writer
· Storm water Management
· Facilities/Streets Management
Community Development
· Business Licensing
· Parcel Management
· Permits
· Municipallnspections
· Code Enforcement
· Requests for Services Tracking
· Special Assessments
· Data Views/Community Development Report Writer
· ESRI GIS Integration
· Development and Review Management
RFP #07-002
21
I
I
I
I
I
I.
I
I
I
I
I
I
I
I
I
I
I
I
I
Internet Applications
· eFinance
· eHR
· ePermitting/Development
· eUtility
The primary criteria for Respondent evaluation and consideration are:
· Market Focus (Public Sector Specific)
· Stability (Financial Viability, Business Longevity, National Focus)
· Customer Service (References, Retention, Measured Service Rates, 24x7 Support)
· Ability to Provide a Comprehensive Integrated Solution to meet the stated requirements
3. PROPOSAL FORMAT
Submissions shall be limited to a total of one hundred (100) 8.5"x 11" pages (excluding front
and back covers, dividers, and all forms included in this RFP), single-sided, portrait orientation,
12-point font. The person signing the RFP on behalf of the Respondent shall have the legal
authority to bind the Respondent to the submitted Proposal.
In order to simplify the review process and obtain the maximum degree of comparison, the
Respondent must use the following format in responding to the RFP.
Section 1 - Executive Summary
Provide a concise overview of the systems.
Section 2 - Respondent Background and Qualifications
Provide narrative responses to the following questions, including any necessary
documentation for each item listed below.
1. Specify the number of years the Respondent has been in the Public Sector software
business. Provide Public Sector vs. Private Sector for number of clients, as well as
revenue percentage comparisons.
2. Provide a chronology of the company's growth, heritage, staff size and ownership
structure.
3. Indicate whether the business is a parent or subsidiary in a group of companies.
4. Has this company or product being proposed ever been purchased by another
company or acquired because of a merger or acquisition?
5. If yes, provide details regarding the name of the companies involved, specific
products affected and when such merger or acquisition(s) took place.
6. What percentage of revenues does this offered system verses other products/
services represent to your company?
7. Provide a brief statement of the company's background demonstrating longevity
and financial stability.
RFP #07-002
22
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
,I
I
I I
I
8. Include the company's past three (3) years of audited Financial Statements.
9. Indicate if the company incurred an annual operating loss in the last 5 years.
1 O.lf Respondent is a subsidiary, provide financial statements for parent
organization as well as separate financial statements for the proposing
subsidiary.
11. Has the company had a workforce reduction during the past 5 years?
12.lf yes in Item 11, provide details regarding workforce reductions: percentage or
workforce, areas affected, senior management team changes, etc.
13. Provide details of all past or pending litigation, liens or claims filed against
Respondent.
14. Describe the seniority, tenure and background of the senior management team.
15. Describe how your company measures customer satisfaction for software
applications and customer service & support.
16. Describe internal performance metrics used to quantify key customer support
responsiveness, such as: Issues resolved on first call, average call duration,
average time to reach issue resolution, etc.
17. Describe the company's commitment to research & development for the specific
public safety application being proposed; include development staff size and
percentage of annual revenue invested in application development of solution
proposed.
18. For each of the applications being proposed, please provide the following
background information.
Original Date of First Date of Most
Development Release Recent
OrQanization Release
A. CAD
B. Records
C. Mobile
D. Fire Records (optional)
E. Financial Management
F. HR/Payroll
G. Utility Management
H. Community
Development
RFP #07-002
23
I.
II
I
'I
I
I
II
I
I
I
I
I
I
I
I
I
I
I
I
I
Note: If any of the proposed applications were not originally developed by the
proposing Respondent, please provide narrative details for the following subjects:
· Date of product merger / acquisition
· Name of the products and organizations involved
· Description of how integration / interfacing was accomplished
(batch vs. real time, consolidated or separate databases, etc.)
· References of all customers using proposed applications and interfaces
· Description of the development technologies used for each product
· Status of the originating development team resources (retention rate,
location)
Section 3 - Customer References
Please provide at least five (5) customer references for Public Safety and at least (5)
customer references for Public Administration that are representative of the requested
system.
Section 4 - Response to Software Requirements
Respond to the Minimum, Technical, and System Requirements provided in this RFP,
according to the instructions provided.
Section 5 - Software Descriptions
Provide narrative descriptions of the proposed software applications.
Section 6 - Implementation and Support
Answer the following questions and provide the necessary documentation for each item
listed below.
1. Describe the approach and resources needed to implement the proposed
software. Attach a proposed implementation schedule with key activities and
estimated milestones.
2. Describe your overall user training approach.
3. Describe your company's service & support philosophy, how it is carried out and
how success is measured.
4. The Respondent must provide ongoing services and support, such as a toll free
24 x 7 customer service number, annual training classes, online customer
service web site and online software maintenance.
5. Provide a thorough description of help desk services including dial-in, web
support and ongoing maintenance.
6. How do you service and troubleshoot problems for your current clients?
7. Provide resumes of proposed project team demonstrating recent project
management engagements
RFP #07-002
24
-1
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
8. The Respondent must provide software updates and enhancements on a regular
basis. The Respondent must communicate provisions and identify associated
costs.
9. Describe the number of Microsoft Certified professionals on staff.
(MCSE, MCSD, MCDBA, MCT)
Section 7 - Risk Evaluation
Please provide documentation on risks associated with the selection of your solution.
The risks should fall into these criteria:
· Company
· Software
· Project
· Support
Each criterion should include the factors affecting the risk and a rating of low to high on
the level of risk to the City of Ocoee.
Section 8 - License Agreement
Provide a sample of the proposed License Agreement.
Section 9 -Cost Proprosal
Please review the specific software applications described in Section 2, General
Requirements.
The range of costs associated with these applications must be included in this section
using the Cost Proposal Form included in this RFP:
· Application software license fees
· Implementation, Training and Support Services Costs
· Annual Software Maintenance costs for 5 years
· Other anticipated costs (i.e. travel, data file conversions, etc.)
Please indicate in this section if a Business Process Review is
warranted/recommended, the time frame for completion and/or related costs for the
same.
4. EVALUATION CRITERIA:
The primary criteria for Respondent evaluation and consideration are:
· Market Focus (15 points)
· Stability (Financial Viability, Business Longevity, National Focus (15 points)
· Customer Service (References, Retention, Measured Service Rates, 24x7 Support)
(25 points)
· Ability to Provide a Comprehensive Integrated Solution to meet the stated requirements
(30 points)
RFP #07-002
25
I
I
I
I
I
I
I
I
II
I
I
I
I
I
I
I
I
I
I
· Risk Evaluation (Company, Software, Project, Support) (15 points)
5. SELECTION PROCESS:
Evaluation of the responses is expected to be completed within approximately fourteen (14)
days after receipt. A selection committee will evaluate responses. The response selected shall
provide the most enterprise-wide solution that meets the stated requirements. The City of
Ocoee has not allocated specific funds regarding this RFP.
The City of Ocoee may award based on initial responses received, without discussion of such
responses. Respondents may be required to provide detailed demonstrations of proposed
application software. Respondents may also be required to make presentations and/or provide
written clarifications of their responses at the request of the City of Ocoee.
After the committee has evaluated the short listed firms, the City Commission shall select the
highest-ranked qualified firm or will document the reason for not selecting the highest-ranked
firm. The City reserves the right to accept or reject any or all proposals, to waive informalities
or irregularities, to request clarification of information submitted in any proposal, or to re-
advertise for new proposals, and to make partial or multiple awards. The City may accept any
item or group of items of any proposal, unless the respondent qualifies his/her proposal by
specific limitations. No proposal may be withdrawn and all proposed prices shall remain firm
for a period of one hundred eighty (180) days after the time and date scheduled for the
proposal deadline.
The City will make an Award, in its absolute and sole discretion to the most responsible and
responsive Respondent whose proposal, in the City's opinion, will be most advantageous to
the City, price and other factors considered. The City reserves the right, to aid it in determining
which proposal is responsible, to require a Respondent to submit such evidence of
qualifications as the City may deem necessary, and may consider any evidence available to
the City of the financial, technical, and other qualifications and abilities of a Respondent,
including past performance (experience) with the City and others. The City Commission shall
be the final authority in the award of any and all proposals.
6. SCHEDULE
The following is the anticipated schedule for RFP #07-002:
1 . Advertising of RFQ April 1, 2007
2. Last Request for Information April 17, 2007 5:00 P.M.
3. Submittal Deadline May 1, 2007 2:00 P.M.
4. Short-List May 2, 2007
5. Formal Presentations/Interviews May 7 - 11, 2007
(Dates are subject to change at the City's discretion)
RFP #07-002
26
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
7. COMPANY/SOFTWARE REQUIREMENTS
MINIMUM REQUIREMENTS
The following are minimum requirements. Special consideration will be accorded to
Respondents able to satisfy these requirements. Please answer all questions as stated.
REQUIREMENTS YES NO
1. The Respondent must be a Certified Microsoft Solution
Partner
2. The proposed system should leverage Microsoft technology
and operate on MS2003 server operating system for its
database and application execution.
3. The proposed system should use Microsoft's SQL 2003 or
Microsoft SQL 2005 database.
4. The software architecture must make extensive use of stored
procedures for application scalability, security and integrity.
5. The proposed system must be able to support Windows
2000, and Windows XP and Windows Vista clients.
6. Application security should provide flexible access control
down to the field level, allowing specific access permissions
such as update, view-only, or prohibit-view.
7. Application should provide ability for users to tailor system
provided reports, retaining application level security and
performance.
8. The Respondent applications must integrate with ESRI.
9. The Respondent must have been in business for at least 7
years providing software to the Public Sector.
10. All software developed in-house, through a merger, purchase
or using a third party Respondent, must be supported by the
Respondent
11. The Respondent must be capable of providing real-time, live
24x7 support for mission critical software (as needed).
RFP #07-002
27
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
TECHNICAL REQUIREMENTS
Please answer each question with YES, NO and/or appropriate narrative.
requirement Response
1. Is the proposed application developed with
a widely accepted development
environment such as Microsoft. Net, IBM
WebSphere or Sun J2EE?
Please describe all development languages
utilized, including any proprietary toolsets.
2. Does the system arch itectu re support a
multi-tier deployment? Please describe
proposed solution architecture.
3. Please describe all 3rd party software
required or recommended for the solution,
including Database, Operating Systems,
report writers, GIS, compilers, etc.
4. Does the system provide multiple levels of
data security control access by station,
terminal, or department and by transaction,
function, and file?
5. Software must include GIS integration,
specifically ESRI ArcGIS.
6. Mapping must include interface to
Pictometry.
7. The Respondent shall use Global Justice
XML standards to support external
interfacing with other entities.
RFP #07-002
28
Instructions for Completing Requirements Forms
Respondents are instructed to complete the following RFP forms by placing an X in the correct
column (Yes I No I MR) for each requirement as described below:
COdin" Kev:
YES Indicates that the Respondent's standard software meets and/or exceeds the
requirement.
NO Indicates that the Respondent's software does not and cannot meet this
requirement
MR Indicates that a software modification is required to meet and/or exceed this
requirement.
RFP #07-002 29
I
I
I
I
I
I I
I
I
I
I
I
I
I
I
I
I
I
I
I
GENERAL SYSTEM REQUIREMENTS
It is mandatory that the following system requirements are applicable to all public safety
modules:
GENERAL SYSTEM REQUIREMENTS Yes No MR
1. The staff must be able to adjust common variables, such as 0 0 0
codes, tables, report parameters, etc., without the services of a
professional programmer.
2. The software must have a one-time, single-point of data entry to 0 0 0
reduce redundant work.
3. All software programs must seamlessly integrate to maximize 0 0 0
operator and system efficiency.
4. The software must have an easy to use system for preparing 0 0 0
various statistical and analytical reports.
5. The software must provide a look-up capability for frequently 0 0 0
entered information, and once selected, the information will
automatically populate the corresponding data record.
6. The software shall provide the ability to input, access, and store 0 0 0
a user-defined level of historical data "on-line."
7. The software must verify the validity of the data being entered 0 0 0
into the database by performing immediate error checking.
8. The software must provide the ability for multiple users to be on 0 0 0
the system at the same time and multiple users to be in the
same programs at the same time.
9. All applications must provide for future updates and D D D
enhancements on a regular basis. Respondent will note such
provisions and identify associated costs.
10. The software must be written using relational database. D 0 D
11. The Respondent must provide a complete set of user manuals 0 0 0
for all software packages, which must include screen formats,
generic instructions and report format samples.
RFP #07-002
30
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
I
CITY OF OCOEE
REQUEST FOR PROPOSALS (RFP) #07-002
INTEGRATED RECORDS MANAGEMENT INFORMATION SYSTEM
FOR PUBLIC ADMINISTRATION AND PUBLIC SAFETY
COST PROPOSAL FORM
Range of Costs associated with the applications described in Section 2, General
Requirements:
Item #1: Application Software License Fees
$
through $
Item #2: Implementation, Training and Support Services Costs:
$
through $
Item #3: Annual Software Maintenance Costs for Five (5) Years
$
through $
Item #4: Other Anticipated Costs (i.e. travel, data file conversions, etc)
$
through $
Company Name
Authorized Officer (print)
Authorized Signature
Date
RFP #07-002
31
I
I
I
I
I
,
J
I
I
I
I
I
I
I
I
I
I
t,
'P
RFP #07-002 COMPANY INFORMATION/SIGNATURE SHEET
FAILURE TO COMPLY WITH THESE RFP INSTRUCTIONS WILL RESULT IN DISQUALIFICATION OF YOUR
PROPOSAL. PLEASE SIGN BELOW ATTESTING THAT YOU HAVE READ AND UNDERSTAND ALL RFP
INSTRUCTIONS AND THAT THE PRICES REFLECTED ON THE "SCOPE OF SERVICES/PRICE PROPOSAL
FORM" ARE ACCURATE AND WITH om COLLUSION.
COMP ANY NAME
TELEPHONE (INCLUDE AREA CODE)
FAX (INCLUDE AREA CODE)
E-MAIL ADDRESS
IF REMITTANCE ADDRESS IS DIFFERENT
FROM PURCHASE ORDER ADDRESS,
PLEASE INDICATE BELOW:
AUTHORIZED SIGNATURE (manual)
NAME/TITLE (PLEASE PRINT)
STREET ADDRESS
CITY
STATE
ZIP
FEDERAL ID #
_Individual _ Corporation _Partnership _Other (Specify)
Sworn to and subscribed before me this
day of
,20_.
Personally Known
or
Produced Identification
Notary Public - State of
County of
(Type ofIdentification)
Signature of Notary Public
Printed, typed or stamped
Commissioned name of Notary Public
RFP #07-002
32