SELECTION CRITERIA AND PROCESS

Transcription

1 Page 12 of 49 / ATTACHEMENT 1 - ADDENDUM 3: replace pages with the following: Super User Training Admin Training Representatives from the IT, Legal, Finance, Neighborhood Services, and Police Departments that will log on to generate customized reports, administer hearings, fee payment and collection will need to be trained. These users should be trained extensively on configuration options as well as report creation and automation. Workflows need to be updated and clearly communicated to these representatives. User Training All users from the IT, Legal, Finance, Neighborhood Services, Parking, Fire and Police Departments that will need sufficient training commensurate with their usage level to ensure the effective use of the software solution proposed. SELECTION CRITERIA AND PROCESS PROCUREMENT SELECTION TEAM A selection committee comprised of City staff from departments such as the City Manager s Office, Legal Department, Police Department and IT Department may review, evaluate and score all proposals and interviews based on the criteria and weights defined below. In addition to the selection committee members, non-scoring subject matter experts (SME) may also participate in the proposal review and/or attend the interviews/demonstrations to provide SME perspective to the selection committee members regarding the procurement. SELECTION CRITERIA The RFP is not a bid. The City reserves the right, in its sole discretion, to reject all responses, reissue a subsequent RFP, terminate, restructure or amend this procurement process at any time as may be in the City s best interests. The City may reject a response to the RFP if it does not specifically respond to the scoring items listed below. A selection committee shall be formed to evaluate the responses to this RFP. Each member of the selection committee shall score each response to the RFP based on the following: SELECTION CRITERIA WEIGHTED % Experience, Qualifications, and References of the Proposer Suitability and Quality of the Software Solution Suitability and Quality of the Implementation Innovation and Additional Services Provided 10 Cost of the Software Solution 20 Locality of the Vendor 10 5 Site Visits, Interviews, and Demonstrations 25 TOTAL: 100

2 Page 13 of 49 / ATTACHEMENT 1 - ADDENDUM 3: replace pages with the following: SELECTION PROCESS The three highest scoring proposers may be asked to make a brief presentation and may be interviewed by committee members. The final recommendation will be made by the selection committee from the three highest scoring proposers. The final selection and award of any contract rests solely with City Council. Once a selection is made the City will commence negotiation with the selected proposer. If a contract cannot be negotiated for City Council s consideration for award, the City will reject the selected firm and may negotiate with one of the remaining two firms. City Council shall have no obligation to award any negotiated contract. IV. TECHNICAL PROPOSAL RESPONSE FORMAT The Technical Proposal outlines the proposer s qualifications and proposed plan for addressing the requested item or service. The proposer shall be evaluated based on the information supplied in the Technical Proposal. Technical Proposals should specifically address each of the following elements. Proposers should present their proposal in the same sequence and with the same numbering scheme and headings shown in this section. If the proposer believes that a subject has been adequately addressed in another part of the Technical Proposal, then a cross-reference to the appropriate part of the narrative must be provided. 1. EXPERIENCE, QUALIFICATIONS, AND REFERENCES OF PROPOSERS (20%) (15%) 1.1 Overview of the Responding Organization Provide an overview of the company including but not limited to the company s legal name and corporate structure, location of headquarters, technical staff and field offices, number of years in business and providing the requested services, and bankruptcy filings and/or data breaches in the last 3 years. High scoring proposals will be able to demonstrate longevity of the company and principals with at least 3 years of experience and professionalism. 1.2 Staffing Please provide an organizational chart that identifies the key team members by name and role, including the individual proposed as the Project Manager and the Integration Consultant. Resumes of identified team members shall be provided to outline their experience in this type of work. High scoring proposals will also be able to demonstrate that the proposed Project Manager and other key staff members have experience in performing projects of a similar size and scope. If any portions of the project will be subcontracted, please indicate which team members are subcontractors. If a subcontractor is being used, high scoring proposals will demonstrate that the subcontractor s team member(s) have worked with the responding vendor on similar projects in the past.

3 Page 14 of 49 / ATTACHEMENT 1 - ADDENDUM 3: replace pages with the following: 1.3 Clients and References Provide a list of all current and prior government agency clients and the length of time services were provided for the last 5 years. High scoring proposals will also provide at least five (5) references demonstrating experience working with other government agencies on projects with a similar scope of services. The references should include client name, contact person, phone number, address, scope of services provided, and length of time services were provided. If any aspect of the project is subcontracted, please provide at least three (3) references for the subcontractor. The references should include client name, contact person, phone number, address, scope of services provided, and length of time services were provided. High scoring proposals with subcontractors will include projects that the responding vendor and subcontractor have worked on together in the past. 1.4 Agreement It is the City s intention to negotiate and enter into an Agreement with the selected vendor. Please provide a copy of your standard Agreement for City review. 2. SUITABILITY AND QUALITY OF THE SOFTWARE SOLUTION (20%) (15%) 2.1 Application Software and Technical Infrastructure Provide detailed information related to the software solution that is being proposed and any hardware that is required to support the software, including but not limited to: a. Describe the overall proposed technology solution b. List and describe each product available within the proposed solution c. List and describe functionality/modules within each product d. Identify the reporting tools associated with the solution e. Describe any data exporting capability and in which format f. List and describe security measures including different levels of user access to the data and reporting capabilities (e.g. admin, super user, etc.) g. Describe any customer level troubleshooting capability h. Platforms support i. Identify the pros and cons associated with an on premise versus cloud based solution j. Optimal and minimum network requirements k. Optimal and minimum database requirements l. Optimal and minimum server requirements m. Optimal and minimum desktop/client requirements n. Can servers be virtualized? If so, which virtual platforms are supported o. What is the expected size of the database, both initially and 1-5 years of growth. p. Is content delivered through a web browser and which browsers are supported q. Describe the data management strategy including the ease of adding or customizing data, seamless data evolution in major release upgrades r. Describe capacity, performance and availability metrics (e.g. response time of user interfaces, reporting and data exporting tools, system up time)

4 Page 15 of 49 / ATTACHEMENT 1 - ADDENDUM 3: replace pages with the following: 2.2 Software Technology Roadmap Provide a description of the upgrades that were implemented to the software being proposed during the last 12 to 24 months and planned upgrades for the next 12 to 36 months. In addition, provide a description of the Proposer s philosophy as to how upgrades are identified, developed and implemented especially with data that may be specific or customized to a customer. 2.3 Strategic Partnerships Provide a list of software partners that you have integrated with your software. If you are recommending any third-party products as part of the proposed solution, the following information should be provided for each third-party product being proposed: a. Indicate the number of integrations you have previously performed with this partner b. Identify if one-way or two-way integration was performed for each client 3. SUITABILITY AND QUALITY OF THE IMPLEMENTATION (20%) (10%) 3.1 Project Plan Please provide your company s project management methodology. High scoring proposals will include: a. A detail of major tasks and subtasks, the work to be conducted in each, the roles and responsibilities performed by the Proposer and those performed by the City b. Appropriate assumptions and considerations identified that could impact the scope and timeline for completing each task 3.2 Training Please provide your company s general approach to customer training, your perspective on the train the trainers approach (e.g. pros and cons) and examples of your past training successes. High scoring proposals will include a comprehensive training plan with demonstrated successes. 3.3 Support Please provide information on your company s support structure and process. High scoring proposals will include a clear and comprehensive plan to support the following types of requests but not limited to: a. Questions on capabilities, features, configuration settings, etc. b. Customer reports of potential software defects c. Patches with bug fixes, Software Upgrades and delivery cadences d. Service Level Agreements for varying levels of defect severities e. Regular, proactive and highly responsive interactions with customers f. Backup, Disaster Recovery procedures if the software is a hosted solution 3.4 Project Schedule The City of Joliet is targeting to have the project completed with go-live on September 1, The proposer should indicate whether this is achievable and provide a project schedule based upon the project plan provided in Section 3.1, which indicates the key milestones and deliverables associated with this project.

5 Page 16 of 49 / ATTACHEMENT 1 - ADDENDUM 3: replace pages with the following: 3.5 Deliverables Please provide examples of specific deliverables that will be anticipated within this project. High scoring proposals will provide examples of: a. Sample relevant work flow analysis (before and after) b. Software integration diagrams including cyber security aspects c. Integrations previously completed with other software systems d. Reports and Outputs e. Training Materials 4. INNOVATION AND ADDITIONAL SERVICES PROVIDED (10%) 4.1 Innovation and Additional Services The City of Joliet is looking for innovative ideas and/or additional services concerning the enforcement of municipal violations. A detailed description of possible innovation methods and procedures or a listing of additional services that your company offers, which may be considered for implementation, shall be submitted as an attachment to this proposal and clearly marked as such. Any potential costs or savings, as a result of such innovative methods and procedures or additional services, shall be included in said attachment. High scoring proposals will be able to provide specific information that demonstrates innovation that aligns with desired outcomes specified in Scope of Services/Outcomes Desired. 5. COST OF SOFTWARE SOLUTION (20%) 5.1 Software Pricing Proposal Provide a pricing proposal to implement a turn-key municipal enforcement and administrative adjudication management software solution. The pricing proposal should delineate between recurring and non-recurring costs. 5.2 Total Cost of Ownership Proposals should clearly demonstrate the five-year Total Cost of Ownership for the proposed software solution. 6. LOCALITY OF VENDOR (10%) (5%) 6.1 Locality and Responsiveness Provide the office location of the employees that will be directly responsible for the account. 7. SITE VISITS, INTERVIEWS, AND DEMONSTRATIONS (25 %) 7.1 The City will conduct at least one (preferably two) onsite visit(s) to locations that currently utilize the vendor s municipal enforcement software. The City plans to review and evaluate the software and interview corresponding onsite references. The vendor shall also conduct a thorough demonstration of the software and all aspects thereof for the City Selection Committee.