6 Proposal Submission Package

Transcription

1 PROCUREMENT DEPARTMENT 401 Clematis Street, 3rd Floor West Palm Beach, FL Phone: Fax: Proposal Submission Package REQUEST FOR PROPOSALS RFP No In response to this solicitation, Proposer shall RETURN THE ENTIRE PROPOSAL SUBMISSION PACKAGE as follows: 1. Form A Proposal Signature Form, Cover Page of Proposal Complete and sign the Proposal Signature Form (by Proposer or representative of the Proposer who is legally authorized to enter into a contractual relationship in the name of the Proposer) as required. 2. Affidavits/Acknowledgements Complete and sign the following: Form B Representations and Disclosures Form C Certification Regarding Debarment, Suspension, Ineligibility Form D Equal Benefits Certification Form E Statement of Small Business Participation Form F Non-Collusion Affidavit Form G Statement of No Proposal Complete the following: Proposer s Acknowledgement of Minimum Criteria Proposer s Contract Terms and Conditions Compliance Checklist Proposer s Exceptions and Deviations 3. Proposer Information Complete following requirements therein. Proposer information document is also provided in Word and all Attachments to Proposer information are provided in Excel format. The following attachments shall be included as proposer information: Proposer Attachment 1 Use Cases, Functional, Technical, and Reporting Requirements MS Excel Proposer Attachment 2 Pricing Proposal MS Excel Proposer Attachment 3 Proposer Attachment 4 and Proposer Staffing Resources by Project Phase Proposer s Standard Licensing and Support Agreements MS Excel Proposer s Format in MS Word 1 P a g e

2 RFP No Proposers should submit the documents in 1, 2, 3, and 4 above, as part of the proposal submission (in hard copy and electronic format). Proposers shall adhere to the formatting sequence and instructions outlined. Proposers must respond in full to all RFP sections and follow the proposal submission package format (section numbering, etc.) in their response. Failure to follow these instructions may result in a proposal being deemed non-responsive. Proposers are instructed to use the MS Word template of the Proposal Submission Package to facilitate the formatting and expedite their proposal response. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be referenced. Costs for the Proposer s proposed solution should be submitted on the proposal pricing forms provided in the included Microsoft Excel pricing spreadsheet. Costs should include the complete costs for the solution including travel and operating costs. 2 P a g e

3 RFP No Form A Proposal Signature Form The undersigned, as authorized proposal responder, declares that he/she has carefully examined all the items of the Specifications and Instructions herein that he/she fully understands and accepts the requirements of the same, and he/she agrees to furnish the specified items and will accept, in full payment therefore, the amount specified below. The proposal responder will identify below its business entity as individual, DBA, partnership, corporation (foreign or domestic), and will indicate the official capacity of person(s) executing this proposal. Proposals shall include installation services, and the successful respondent shall obtain all required permits and pay fees required. State payment terms: State term proposal is held firm for: State warranty on equipment: State maximum time required for shipping, F.O.B. West Palm Beach, FL: Proposal: RFP No $ $ (Total price written) Firm Name: (Total figure as noted on the Proposal Pricing Forms - Subtotal (Required Components)) Date: FEIN: - Address: Telephone: Signature: (Person executing response and official capacity) (Names of principal officers: designate official capacity) (If partnership or assumed name, indicate name of owners) 3 P a g e

4 RFP No Form B Representations and Disclosures RFP No STATE OF } } SS: COUNTY OF } I am an officer of the Proposer s firm, named below, submitting its qualifications under a RFP and am authorized to make the following Representations and Disclosures on behalf of the Proposer. I certify or affirm that to the best of my knowledge and belief, the following statements are true: 1. No Lobbying. Proposer acknowledges that contact by a Proposer, or anyone representing a Proposer, regarding this RFP with the Mayor, any City Commissioner, officer, City employee, other than an employee of the West Palm Beach Procurement Department, is grounds for disqualification. 2. Conflict of Interest. Proposer has disclosed any actual, apparent or potential conflicts of interest that are present or could develop with respect to providing services under this solicitation any parties to this solicitation or any third parties. Proposer has identified the name of any officer, director, employee or agent who is also an employee or official of the or the West Palm Beach Agencies. Further, Proposer has disclosed the name of any City official or employee or Official who owns, directly or indirectly, interest of five (5%) or more in the Proposer s firm or any of its affiliates or team members. The existence of any such conflicts of interest will not automatically disqualify any Proposer from consideration. The City will evaluate such disclosures and determine whether they are disqualifying or subject to possible mitigation measures. 3. Good Faith. Proposer represents that the Proposal is made without connection with any persons, Proposer or party submitting another proposal, and that it is in all respects fair and in good faith without collusion or fraud. 4. Financial. Proposer certifies that Proposer has not filed for bankruptcy in the past five (5) years. 5. Criminal. Proposer certifies that neither Proposer nor any of Proposer s principals have been convicted of a felony or fraud. Indicate if any principals have been indicted for a felony or fraud. 6. Discriminatory Vendor List. In accordance with Fla. Stat. Sec , Proposer represents that it has never been placed on the Discriminatory Vendor List, kept by the Florida Department of Management Services. 7. Public Entity Crimes. In accordance with Fla. Stat. Sec , Proposer certifies that Proposer, its affiliates, suppliers, subcontractors and consultants who will perform under the contract have not been placed on the Convicted Vendor list maintained by the State of Florida Department of Management Services within the 36 months immediately preceding the date of the RFP and that execution of a contract will not violate the statute. 8. Scrutinized Companies Lists. Pursuant to Fla. Stat. Sec , Proposer represents that Proposer is not on the Scrutinized Companies that Boycott Israel List, maintained by the State of Florida, and is not engaged in a boycott of Israel. Additionally, if the contract price is One Million Dollars ($1,000,000) or more, Proposer represents that neither the Proposer firm nor its principals or owners are listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or engages in business activities in Sudan or Cuba. 4 P a g e

5 RFP No No Solicitation or Contingent Fee. Proposer warrants that it has not employed or retained any Proposer or person, other than a bona fide employee working solely for Proposer, to solicit or secure an award under this RFP and that it has not paid or agreed to pay any person, contractor, corporation, individual, or firm, other than a bona fide employee working solely for Proposer, any fee, commission, percentage, gift, or any other consideration contingent upon or resulting from an award under this solicitation. 10. Use of Funds. Proposer certifies to the best of its knowledge and belief that no funds or other resources received in connection with an award of a contract from this RFP will be used directly or indirectly to influence legislation or any other official action by the Florida Legislature or any state agency. 11. No Liability. Proposer recognizes and agrees that the City will not be responsible or liable in any way for any losses that the Proposer may suffer from the disclosure of Proposal information to third parties. 12. Proposer agrees that its proposal may become part of any contract entered into between the City and the Proposer. 11. Proposer recognizes and agrees that the City will not be responsible or liable in any way for any losses that the Proposer may suffer from the disclosure of Proposal information to third parties. I certify or affirm that to the best of my knowledge and belief, the above representation and disclosure statements are true. Proposer s Firm: Officer s Name: Title: Signature: AFFIRMED AND SIGNED before me this day of, 20 By (name) as (Title) of (Proposer firm), who is personally known to me or produced as identification. Notary Signature: Print Name: Notary Stamp or Commission No. In the event Proposer cannot execute this form as drafted, Proposer may substitute a similar Representations and Disclosure certifying to the facts applicable to the Proposer. 5 P a g e

6 RFP No Form C Certification Regarding Debarment, Suspension, Ineligibility Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Primary Covered Transactions The Proposer certifies that, the firm or any person associated therewith in the capacity of owner, partner, director, officer, principal, investigator, project director, manager, auditor, and/or position involving the administration of federal funds: (a) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal department or agency; (b) have not within a three-year period preceding this certification been convicted of or had a civil judgment rendered against it for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state, or local government transaction or public contract; violation of federal or state antitrust statutes; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property (c) are not presently indicted for or otherwise criminally or civilly charged by a federal, state, or local governmental entity with commission of any of the offenses enumerated in paragraph (b) of this certification; and (d) have not within a three-year period preceding this certification had one or more federal, state, or local government public transactions terminated for cause or default. The Proposer certifies that it shall not knowingly enter into any transaction with any subcontractor, material supplier, or vendor who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this project by any federal agency. Proposer s Firm: Officer s Name: Title: Signature: 6 P a g e

7 RFP No Form D Equal Benefits Certification This form must be completed and submitted with your firm s submittal /proposal /bid. Equal Benefits Ordinance. Section 66-9 of the City s Code of Ordinances provides that, with limited exceptions, when contracting for goods, services or construction in an amount of $50,000 or more, with persons or businesses with five or more employees that also provide benefits to employees spouses and dependents, the city shall contract only with those persons or businesses that provide equal benefits to employees domestic partners. Check only one box below: 1. The firm certifies and represents that it will comply during the entire term of the contract with Sec of the City s Code of Ordinances by providing benefits to employees domestic partners equal to those benefits provided to employees spouses and dependents; or 2. The firm does not need to comply with Sec of the City s Code of Ordinances because of an allowable exemption: (Check exemptions that apply): The firm s price for the contract term awarded is $50,000 or less. The firm employs less than five (5) employees. The firm does not provide benefits to employees spouses nor employees dependents. The firm is a government entity. The contract is for the sale or lease of property. Compliance would violate grant requirements or regulations of federal / state law. The contract is an emergency procurement or necessary to respond to an emergency situation. 3. The firm does not comply with Sec of the City s Code of Ordinances and does not have an allowable exemption. I,, (Print Name of Authorized Officer) (Title) Of (Name of Firm) Hereby attest that I have the authority to sign this certification on behalf of the firm and certify that the above information is true, complete and correct. Signature: 7 P a g e

8 RFP No STATE OF CITY OF Sworn to and subscribed before me this day of, 20, by, as an act of (firm), who is personally known to me or produced the following identification:. Notary Signature: Print Notary Name: Commission No. 8 P a g e

9 RFP No Form E Statement of Small Business Participation Procurement Division/Small Business Program 401 Clematis Street, 3rd Floor West Palm Beach, FL Tel. (561) Fax (561) Website: 9 P a g e

10 RFP No Form SB01 Statement of Small Business Participation Instructions: List all Small Businesses that will participate on this project/contract. Only City certified small businesses and Palm Beach City Office of Small Business Assistance (PBC-OSBA) certified Small Businesses can be used to meet the goal established for this project/contract. Submit this form with your bid/proposal. SECTION I. General Information Bidder or Proposer s Name: Preparer s Name: Title ITB or RFP Title: Project Number: ITB or RFP Number: SB Goal (if established): 15 % Total Base Project/Contract Amount: $ SECTION II. Small Business Participation The firm(s) listed below have agreed to participate in this project or contract. Subcontractor Name Item Description or Work/Service to be performed Dollar Value Percent of Dollar Value/Base Bid Percent of Dollar Value Total Bid 1. $ % % 2. $ % % 3. $ % % 4. $ % % 5. $ % % 6. $ % % TOTAL $ % % Preparer s Signature: Date: 10 P a g e

11 RFP No Form F Non-Collusion Affidavit THE AFFIDAVIT SET FORTH BELOW MUST BE EXECUTED ON BEHALF OF THE PROPOSER AND FURNISHED WITH EVERY PROPOSAL NON-COLLUSION AFFIDAVIT STATE OF: OF: TAX ID NUMBER:, being duly sworn, deposes and says he/she is the (Name) (Title) Of the proposal responder that has (Company) submitted to the a proposal for a RFP No all as fully set forth in said proposal and that except as specified below, the aforementioned proposal responder constitutes the only person, firm, or corporation having any interest in said proposal or in any contract, benefit, or profit which may, might or could accrue as a result of said proposal, said exceptions being as follows: (If no exceptions, please state) Proposer further states that said proposal is, in all respects, fair and is submitted without collusion or fraud; and that no member of the is directly or indirectly interested in said proposal. (Affiant) SWORN TO and subscribed before me, a Notary Public, in and for the above named State and City this day of,. (Day) (Month) (Year) (Notary Public) 11 P a g e

12 RFP No Form G Statement of No Proposal If you DO NOT intend to bid on this proposal, please complete and return this page as soon as possible. Your response will assist us in evaluating all responses for this important project and improve our bid solicitation process. Specifications too tight, i.e. geared toward one brand or manufacturer only (explain below) Specifications are unclear (explain below) We are unable to meet specifications Insufficient time to respond to this request for proposal Our schedule would not permit us to perform the requested services We are unable to meet the bond requirements We are unable to meet the insurance requirements We do not offer a complete solution We do not compete in this geographic area Other: Remarks: Signed: Title: Name: Date: Firm Name: Phone: Fax: Address: Addenda Include all original, signed copies of addenda in this section. 12 P a g e

13 RFP No Proposer s Acknowledgement of Minimum Criteria As noted in section 4.2 of this RFP, proposed solutions MUST meet all of the following requirements. Proposals not meeting these requirements will be rejected. Proposers should acknowledge acceptance of these terms and include the following checklist in their RFP response. Item Criteria Minimum Requirements Yes/No 1. Authorizations and License 2. Representations & Disclosures 3. Signature 4. Receipt Proposer must be a validly formed firm authorized to do business in the State of Florida at time of contract execution. Proposer can provide all required representations and disclosures. Proposal is signed by an officer authorized to bind the firm. Proposal received in the Procurement Division on or before the due date and time. 5. Response Completeness Proposer complied with all instructions in the RFP and provided a response to all items requested with sufficient detail, which provides for the proposal to be properly evaluated. Any deficiencies in this regard will be determined by the City of West Palm Beach s Purchasing Director to be either a defect that the Director will waive or that the proposal can be sufficiently modified to meet the requirements of the RFP. 13 P a g e

14 RFP No Proposer s Contract Terms and Conditions Compliance Checklist Proposal responders are to mark the Comply, Exception, or Not Comply column. Comply indicates the proposal responder understands and agrees to comply fully. Exceptions must be fully explained on the bottom portion of this page. The Client reserves the right to reject any proposal for non-compliance of the specifications. Terms and Conditions Compliance Checklist # Title Comply Exception Not Comply General Terms and Conditions Advice of Omission or Misstatement Lobbying Prohibited Ethic Requirements Small Business Program Disclosure of Proposal Contents System Design Costs Additional Charges Turnkey Solution Purchase Quantities Reserved Rights Rights to Pertinent Materials Standard Forms and Contracts Use of City Name; Logos or Seal Public Entity Crimes Prohibited Persons Convicted Vendor List Discriminatory Vendor List Scrutinized Companies List City as Gatekeeper of Documents News Releases / Publicity Public Records; Confidential & Proprietary Information Non-Discrimination Right to Contract for Similar/Additional Services Ownership of Documents Proposal 14 P a g e

15 RFP No Proposal Costs No Return of Proposals Applicable Laws; Procurement Code Inspector General Equal Benefits Ordinance Disclosure and Disclaimer Contract Terms and Conditions Insurance Requirements Limitation of Liability Indemnification Coordination with the City Identification of Parties to the Agreement Scope of Agreement Pricing Florida Prompt Payment Act Title and Property Rights Offshore Limitation Remote Access Confidentiality Vendor as Independent Contractor Advertisement Public Records Law Right to Audit Termination Clause Termination by Owner for Convenience Availability of Funds Effect of Regulation Right to Withhold Payment Notices Clause Conflict of Interest Non-Collusion Non-Discrimination Discriminatory Vendor List Public Entity Crimes 15 P a g e

16 RFP No Scrutinized Companies List Unauthorized Aliens Prohibited Persons Small Business Requirements Assignment Vendor Merger or Acquisition Agreement Extension and Modification Severability Waiver Survival Applicable and Governing Law Attorney Fees Wording Conflicts Entire Agreement Clause Software Grant of Right to Use Software Documentation Software Warranty Patents, Copyrights, and Proprietary Rights Indemnification Unlimited Liability for Software Vendor Infringement Password Security Software Interfaces Source Code Escrow Right to Outsource Use of Software by Personnel Who Are Not Employees Disaster Recovery & Disaster Recovery Testing Disclaimers and Limitations of Remedies Software License Replication of Software Risk During Software Installation Warranty Pertaining to Hardware Recommendation Payment Terms Software License Software Maintenance and Support 16 P a g e

17 RFP No Extended Services Annual Fees Resolution and Response Time Warranty Termination of Annual Maintenance and Support Federally Mandated Changes Future Releases/Upgrades Solution Longevity Successor Software Products Functionality Replacement Continuity of Warranty Payment Terms Annual Fees Professional Services Intellectual Property Contract Extension Subcontractors Control of Sub-Contractor, Project Team and Project Manager Designation Project Schedule Acceptance Programming Services Acceptance Testing Professional Services Warranty Ineffective Training Subcontracts Non-Performance Escalation Procedures Force Majeure Clause Force Majeure Requisites Day Maximum Right of Cancellation Liquidated Damages Change Orders Travel Expense Reimbursement Video and Audio Recording Payment Terms Professional Services Hosting Services 17 P a g e

18 RFP No Hosting Services Service Audits Disaster Recovery Penetration Testing Back-up and Recovery Secure Date Transmission Background Checks Client Notification if Third-Party Request for Data Provision of Client Data upon Termination Transition Services Annual Hosting Fees Payment Terms Annual Hosting Fees Hosting Service Level Agreement Service Level Agreement Overview Definitions Service Availability Applicability Force Majeure 18 P a g e

19 RFP No Proposer s Exceptions and Deviations If the Proposer finds it impossible or impractical to adhere to any portion of the RFP including the Scope of Services, Proposer Response Requirements, Evaluation Process, Terms and Conditions, and/or requested details in the Proposer s Proposal Submission Package (including all attachments), it shall be stated in the table below. Objections or deviations expressed elsewhere in the Proposer s proposal, either directly or by implication, will not be accepted as deviations, and the Proposer in submitting a proposal, will accept this stipulation without recourse. For all items marked as Exception in the Agreement Terms and Conditions Compliance Checklist, a Proposer must fully explain the exception on the Exception Explanations form below. Exception Explanations # Title Detailed Explanation of Exception 19 P a g e

20 RFP No Proposer Information Executive Summary This part of the response to the RFP should be limited to a brief narrative not to exceed two (2) pages describing the proposed solution. The company's background including a brief description (e.g., past history, present status, future plans, company size, etc.) and organization charts should be included. The summary should contain as little technical jargon as possible and should be oriented toward non-technical personnel. The executive summary should not include cost quotations. 6.5 Proposer s Relevant Experience and Past Performance Proposers must provide information about their company so that the can evaluate the Proposer's stability and ability to fulfill the commitments set forth in its proposal response to this RFP. Information that Proposers should provide in this section are as follows: 1. If the Proposer is proposing to use subcontractors on this project, please provide a separate response using the Company Background Form detailed below for each subcontractor. Please describe the relationship with that firm and the specific services and/or products that the subcontractor will be providing on the project. A complete list of subcontractors is required. The has the right to approve all sub-contractors of the Proposer at any time. Company Background Form Proposer name: Is Proposer prime contractor: Yes No Proposer Website Name of Parent Company (if applicable) Headquarters Location Number of field offices and nearest field office to Date business established and date it started selling to public sector organizations Prior fiscal year gross revenue (in U.S. dollars) Percentage of prior fiscal year gross revenue generated by licensing/support of proposed software Prior fiscal year net income (in U.S. dollars) Last three fiscal years investment in research and development (in U.S. dollars) Dunn & Bradstreet # Dunn & Bradstreet rating (within past year) Describe any mergers or acquisitions completed by your company within the last 20 P a g e

21 RFP No Company Background Form three years. Describe any divestitures completed by your company within the last three years. Total FTEs in: Customer and software support Installation and training Product development Sales, marketing, and administrative support Managed services (DBA s, infrastructure technicians, support staff) Other: Please describe Total FTEs in the division of your company supporting solution Software Profile Name and version of proposed software solution(s) Date of next major version release and typical release schedule Software version proposed (years in production): 1. What are the key differentiators of your company and its proposed solution? 2. What documentation is available from an independent source that positively promotes the capabilities of the Proposer s solution offering? 3. What strategic alliance have you made to further strengthen your product and services? 4. What are your near-term and long-term goals, and the strategies to reach these goals? 5. What is your niche in the marketplace and your preferred customer size? 21 P a g e

22 RFP No Please describe the level of research and development investment you make in your products in terms of a percentage of gross sales for your solution and its services. 7. Please describe your commitment to providing solutions for the public sector marketplace. 8. How many fully operational customer installations of the version proposed in this RFP, currently in production, has the Proposer completed? Local government Other public sector Other non-public sector Overall: Florida Nationally 9. How many fully operational customer installations, in total, has the Proposer completed? 10. How many current system implementations of your solution are in-process within both the State of Florida and the region of the Country that includes the State of Florida? Current in-process Implementations State of Florida Region Total: 11. Please list the Proposer s sales in the previous three years: Year <Year> <Year> <Year> Sales 22 P a g e

23 RFP No How many total employees does the Proposer have in each of the following categories: Area Sales/Marketing Management/Administration Help Desk Staff Development Staff Other Total: Number 13. What is the Proposer s hourly rate for implementation assistance beyond that which is included in the Proposer bid by skill set? Rates for Additional Implementation Assistance Skill Set Hourly Rate $ / hr. $ / hr. $ / hr. 14. Please indicate two separate potential visits of four consecutive days each in which the Proposer will commit to being available for an onsite demonstration and your preference. Demonstration Date Options Option Visit #1 Visit #2 <Demo Date> <Demo Date> <Demo Date> 15. What would be the Proposer s preferred comparably sized, site visit location nearest the City of West Palm Beach? Client References The Proposer must provide at least (3) three references, preferably (1) one from the State of Florida, from public sector clients that are similar in size and complexity to the. If possible, at 23 P a g e

24 RFP No least one of these references should be a Proposer-hosted solution. Proposer shall complete a separate Proposer reference form for each client reference. In addition, the requests a listing of all current public-sector clients with the year the client became a customer. Please include this client list immediately following the reference form template. In addition, if the proposer will be using subcontractor for services please provide at least (3) three references in related services. Reference # 1: Proposer name: Customer name: Customer contact: Customer phone number: ( ) Customer address System which solution replaced Customer go-live year: Describe Nature of Project and Services Provided to This Client: Configuration of Solution and Services Currently Received (Hardware, Software, Services): Reference # 2: Proposer name: Customer name: Customer contact: Customer phone number: ( ) Customer address System which solution replaced Customer go-live year: Describe Nature of Project and Services Provided to This Client: 24 P a g e

25 RFP No Configuration of Solution and Services Currently Received (Hardware, Software, Services): Reference # 3: Proposer name: Customer name: Customer contact: Customer phone number: ( ) Customer address System which solution replaced Customer go-live year: Describe Nature of Project and Services Provided to This Client: Configuration of Solution and Services Currently Received (Hardware, Software, Services): 25 P a g e

26 6.6 Key Personnel and Subcontractors Relevant Experience Provide an organization chart showing all key personnel, including their titles, to be assigned to this project. This chart must clearly identify the Proposer s employees and those of the subcontractors or sub-consultants and shall include the functions to be performed by the key personnel. Key personnel include the proposed project manager, technical lead, and functional leads, as well as other staff members with more than 15% of the total hours on the project. Please include additional lines as necessary. For each key staff member, complete the table Key Staff Background and Information on the following page. Proposed Implementation Team Name Company Job Title Project Role # years implementing proposed software Key staff? (Y/N) Estimated Total hours Estimated Hours onsite Total hours: < Total> <Total> Note: After proposal submission, but prior to the award of any contract issued as a result of this Solicitation, the Proposer has a continuing obligation to advise the City of any changes, intended or otherwise, to the key personnel identified in its proposal. 26 P a g e

27 Key Staff Background and Information Name Project role Length of time at company Total experience in profession Relevant education, skills, qualifications, and certifications Client References: <Client Name> <Client Name> Client contact name Title Phone Client size (number of employees supported by the system) Start date (MM/YY) Scheduled end date (MM/YY) Actual end date (MM/YY) Average hours per week Describe experience directly relevant to the position and responsibilities proposed for this project 27 P a g e

28 1. Identify the degree to which Proposer staff will be onsite versus off-site during the project. 2. Provide the resource and configuration requirements for the Proposer's staff during the implementation: Number of workstations Number of desks Number and size of dedicated rooms for the project Parking Telephones Network accessibility needs White boards Flip charts Power requirements Other resource needs 6.7 Proposer s Management and Financial Resources Proposer Management and Financial Form Describe the Proposer s overall management and financial resources available in support of this project. Type of business (e.g. C-corp, S-corp, LLP, sole proprietorship) Provide audited financial information for the past TWO (2) completed fiscal years that includes income statements, balance sheets, and statement of cash flows. (Privately-held companies wishing to maintain confidential financial information must provide information detailing the company s long-term stability. Please provide a current Dunn & Bradstreet report (D&B) as part of the Proposer proposal response) Please attach within this section 28 P a g e

29 Proposer Management and Financial Form Identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the Company in the last five years. If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect. Please attach within this section List and describe all bankruptcy petitions (voluntary or involuntary) which has been filed by or against the Proposer, its parent or subsidiaries, predecessor organization(s), or any wholly-owned subsidiary during the past three (3) years. Include in the description the disposition of each such petition. Describe if Proposer, its principals, officers or predecessor organization(s) have been debarred or suspended from proposing by any government during the last five (5) years. Identify your senior management team members including years with the company, current position, and position immediately prior to joining the company. 6.8 Proposer s Functional Scope As the is contemplating a -hosted versus Proposer-hosted solution, aspects of the proposed solution to be provided should be clearly delineated where they vary between these two approaches throughout the Proposer s proposal response. 1. Describe your overall proposed technology solution. 2. Describe the product direction for the company, including time frames. 3. Describe unique aspects of the Proposer's solution in the marketplace. 29 P a g e

30 4. Describe components of the solution that are industry standards versus being proprietary to the Proposer. 5. For third party products proposed that are integrated with the Proposer s solution provide the following for each product: Reason that this product is a third-party product versus being part of the software Proposer s solution, Extent to which this third-party product is integrated with the Proposer s solution. Proposer Attachment 1 - Use Cases, Functional, Technical, and Reporting Requirements Use the Microsoft Excel specification spreadsheet provided and attach added explanation pages as necessary. Please include any costs associated with modifications in the Microsoft Excel pricing spreadsheet. Please note: The response to these requirements should be provided in the exact format as provided (e.g. no additional macros, formulas, additional columns, modifications, passwords, etc.). Failure to do so can result in disqualification of the entire proposal. The instructions provided in this section represent how proposers should complete the Excel attachment provided. These requirements are considered mandatory in implementing the complete solution as defined in section 3. Together they define a system that will operate efficiently in the proposed computer environment while providing a high level of flexibility in meeting the s current and future data needs. Proposers must replace cells A1:G1 in the first module (General and Technical Requirements) with the Proposer s Company Name which will be repeated and printed for each subsequent module. The Priority column includes one of the following entries to indicate the importance of the specification/report to the : H High: M Medium: B Base: This would be a feature that the really wants or already has and uses in its current software or, alternatively, is available and/or tracked in a shadow system (i.e., spreadsheet, document, external database, etc.). This is a feature that the would like in the new system that is not currently being tracked or is not existing functionality. This would be a feature that is considered a base/minimal requirement of the application. This feature is already in use at the and considered a step backwards if not present in proposed system. Proposer is encouraged to provide any modifications and associated costs to comply with this minimal requirement. Each Proposer should review the specifications and reports listed in each subsection and respond as to their availability within the Proposer s software system. The responses should be entered under the Availability column of each form as follows: 30 P a g e

31 Y R T M F Functionality is provided out of the box through the completion of a task associated with a routine configurable area that includes, but is not limited to, user-defined fields, delivered or configurable workflows, alerts or notifications, standard import/export, table driven setups and standard reports with no changes. These configuration areas will not be affected by a future upgrade. The proposed services include implementation and training on this functionality, unless specifically excluded in the Statement of Work, as part of the deployment of the solution. Functionality is provided through reports generated using proposed Reporting Tools. Functionality is provided by proposed third party functionality (i.e., third party is defined as a separate software Proposer from the primary software Proposer). The pricing of all third party products that provide this functionality MUST be included in the cost proposal. Functionality is provided through customization to the application, including creation of a new workflow or development of a custom interface that may have an impact on future upgradability. Functionality is provided through a future general availability (GA) release that is scheduled to occur within 1 year of the proposal response. N Functionality is not provided Use the Cost column for M or F responses to estimate the cost to be incurred by the City of West Palm Beach to secure the specification/report. Use the Comment column to provide additional comments pertaining to your response for that item. The Required Product(s) column is to be used to specify what product (e.g. product name / software module) is proposed. The cells D10:G10 in the form which currently read Replace this text with the primary product name(s) which satisfy requirements must be updated. This name will be automatically populated in the Required Product(s) column for each specification in the module. The automated values in this column must be updated for any exceptions where a different or additional product is required to satisfy the requirement. Proposers proposing a multi-product solution should complete a General and Technical module specification response for each product. 6.9 Proposer s Technical Scope The Proposer shall provide the information described in this section. The information will be used in the evaluation process. Proposers should identify where conflicts may exist between their solution and current technologies being used in the as provided in sections 1.6 and 1.7. As the is contemplating a -hosted versus Proposer-hosted solution, aspects of the proposed solution to be provided should be clearly delineated where they vary between these two approaches in the sections below. Hardware and Data Management Architecture 1. What is the primary source code language (e.g., C++, Java, 4GL) used to generate your application s executable modules? 2. Describe your system s database architecture(s) and database management system(s), and if a 31 P a g e

32 commercial database(s) is used (e.g., Oracle, DB2, SQL-Server, etc.). 3. Describe your approach and direction to integration across all system modules. Attach a logical diagram or graphical representation of how the modules of your proposed system are integrated or are interfaced, if necessary. 4. What tools and approaches (e.g., APIs, middleware) do you employ to facilitate information exchange between your system and others? 5. List all middleware product(s) (e.g., WebSphere) or languages (e.g., XML, Java EE) if required, by your proposed software solution. 6. Please indicate the last time the software was re-architected: a. Data Structure: b. Application Code: c. User Interface: 7. List all server operating system(s) required by your proposed software solution. 8. Attach a diagram of the recommended system architecture representing all necessary components for the following environments at a minimum: 1) development; 2) training; 3) production; and 4) disaster recovery. The diagram should show components such as the database server, applications server, reporting server, test/training server, firewall(s), web server(s), web browser, minimum workstation requirements, remote access, wireless connectivity, network connectivity to LANs and WAN, etc. Describe any potential use of virtual server technologies (e.g. VMware) and application accelerators and note what Proposers you partner with or recommend and/or support. 9. Do you certify your system will run on virtual servers (VMWARE) specify version? 10. Do you certify your system will run on for terminal server use? 11. In terms of hardware configuration, describe the recommended server configuration in your proposed 32 P a g e

33 solution using the table below. List the conditions in which the preferred hardware platform would change. A hardware configuration, which takes into account the size of the, application modules, database size, and anticipated growth, must be provided. Server Type Hard Drive Space and Design (e.g., RAID) RA M Processor /and Speed # Processors Other Requirements 12. Identify the communication protocols and networking requirements that are required for implementation and operation of the proposed system. In the event that there are multiple communication systems and/or protocols available, list all options. Take into account the City of West Palm Beach s current WAN and remote computing requirements and indicate what changes are required or recommended. 13. Describe the system administration tools that are used to manage the application including any data archival tools, tools for managing application updates, online help management tools, etc. 14. Describe the network management systems that either your system uses, interoperates/integrates with, or you recommend. Please specify. 15. Describe what, if any, footprint (e.g. local software artifacts such as DLLs) exists on the user s client applications (e.g. desktop, browser, etc.). 16. Describe the minimum and optimal hardware, software, storage, memory, operating system and other requirements for desktop computers to access the application such that the can determine the extent to which existing computers must be upgraded or replaced. 17. Please describe the physical and technical preferences for a user acceptance testing (UAT) environment? 33 P a g e

34 18. Describe your system s ability to operate within a thin client environment? 19. Provide a complete description of the minimum laptop or desktop computer hardware specifications necessary to run the software. 20. Complete the following table to specify any third-party software products that are required (including plug-ins), other than database management software and operating systems. Add copies of the table as necessary. Other Software Software product: Version number: Reason for product: Product Information 21. Please complete the following table to specify any third-party hardware products that are required. Add copies of the table as necessary. Other Software Manufacturer: Hardware product: Product model #: Reason for product: Product Information System Performance 1. System response time must not impede the ability for departmental staff to perform their required job functions using the system. Will your system be available 99.5% of the time, except for planned downtime? 2. Can you guarantee a 3-second maximum response time? 3. What are your guarantees on system performance? 4. Is 100% of your product s functionality available through a browser-based interface? If not, describe 34 P a g e

35 the components that are not browser-accessible. Data Storage and Recovery 1. Describe how your proposed solution supports data archiving. 2. Describe how your proposed solution facilitates high availability. 3. Describe any performance monitors built into your proposed solution. 4. How is backup accomplished with your proposed solution? 5. Please describe the services you provide around disaster recovery and business continuity planning in conjunction with your client. Security 1. Describe the identification and authorization capabilities of your proposed solution for users. 2. Describe how your system interoperates with Active Directory. 3. Describe the security audit capabilities of your proposed solution. 4. What functions does your proposed system have to protect the privacy of information designated private (e.g. personally identifiable, SSN, credit card, ACH, HIPAA, etc.) that it processes or stores? 5. What will you do to address vulnerabilities in your product discovered subsequent to us deploying your code? In what time interval will they be fixed (Critical & non-critical)? At what cost to the City of West Palm Beach? 35 P a g e

36 6. What is your process for notifying the customer and fixing bugs once they have been identified? 7. Please describe your client support model including: cost structure for support calls during business and non-business hours. 8. Describe the use of Active Directory in controlling access within the application/single sign-on. Can access levels be controlled through Active Directory security groups or are they handled natively within the application? For Hosted and SaaS Solutions Only 1. Describe your Proposer hosted model, including: hosting, integration, user support help desk, provisioning and desktop management capabilities, deployment model (dedicated servers, shared environment, etc.). 2. Will your company host the solution or will this be managed by a third party? 3. Where are the data center and storage facilities? Please include: locations, staffing, physical security, environmental controls (including redundant power), redundancy/load balancing capabilities, and data backups. 4. Describe your logical security of your hosted environment, including: firewall security, authentication controls, and data encryption capabilities. 5. Describe your systems security administration/management capabilities including: monitoring of performance measures, intrusion detection, and error resolution. 6. Provide the total number of clients and corresponding number of end-users of hosted solutions currently supported by your proposed solution. 7. Does the system fully support a browser interface with or without the help of additional components? 36 P a g e

37 8. Explain how hosted software applications are deployed for use by numerous customers (dedicated servers for each hosted customer, or is a single set of applications utilized for all customers)? 9. What system/application availability and response time will your proposed system meet? What are the s responsibilities to ensure this level of performance? 10. How do you track monthly usage for subscription-based services? 11. How much notification will you give the in advance of any scheduled downtime? 12. Describe the disaster recovery site and methodology used to maintain availability. 13. Describe your requirements for data communications. 14. Where would local support be located for a client in West Palm Beach, FL in terms of time zone considerations? What support hour arrangements are provided for business and non-business hours (e.g. standard vs. premium support tiers)? 15. Are support calls included in annual maintenance fees, or charged on a per call basis? If on a per-call basis, please specify rates and billing method 16. Please describe the minimum commitment term (in years) for a Proposer-hosted option and note the term assumed for determining the proposed costs. 17. Describe your solutions systems administration/management capabilities including monitoring of performance measures, intrusion detection, and error resolution. 37 P a g e

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39 18. Please describe your firewall security (technology, failover) and data encryption capabilities. 19. Please describe your data back-up, restore point objectives (data retention), and disaster recovery capabilities. 20. What steps are taken to ensure uptime per SLA for the application in the event of a hardware, system or power failure? 21. Describe how scheduled downtime/maintenance periods are managed and disruption to services is minimized. 22. Please describe your proposed service level agreement for uptime, including any tiered levels of service, response times, and standard metrics. Please summarize your standard SLA agreement terms. 23. Please list the connectivity options and carriers available at your hosting facility. 24. Estimate the bandwidth that your solution will require based upon users, application environment, and any other factors. How has this been validated? 25. Provide technology requirements for the client in support of proposed solution such as network topology and equipment, security, local storage, local virtual servers, etc. In this response, assume the client does not have any infrastructure. 26. Provide all peripheral technical specifications in support of solution proposed such as desktops, printers, and typically peripheral devices. 27. Please discuss options and terms providing for an uncoupling plan where hosting services would be transitioned to an alternate hosting provider or be insourced back to the client. Describe how you will help the move to a new operation at the end of the contract term or if the contract is terminated, including the process for notifying of termination. 39 P a g e