REQUEST FOR PROPOSALS. (Safety Management Database) BID NO: Addendum 1

Transcription

1 REQUEST FOR PROPOSALS (Safety Management Database) BID NO: Addendum 1 BIDS DUE: 24 Aug 15@ 3:00 PM Central Time To report suspected ethics violations impacting the San Antonio Water System, please call

2 ***** This Addendum 1 is issued to make the following changes to RFP : 1. The proposal due date is extended from Mon, 17 Aug 15 to Mon, 24 Aug 15 at 3:00pm Central. 2. Page 3 of 54, Section C.1.: Subject Section is changed to read: Contract shall begin upon the effective date of award, or 06 Nov 15 whichever is later, and terminate on 05 Nov 16. Revised page 3 of 54, reflecting this change, is provided below. 3. Page 3 of 54, Section E.: Subject Section is changed to read: Estimated Timeline The dates listed below are subject to change without notice. Non-Mandatory Pre-Submittal Conference 06 Aug 15 Receipt of Written Questions Due 10 Aug 15 by 4:00 PM Central Time Proposals Due 24 Aug 15 by 3:00 PM Central Time Product Demonstration Sep 15 Selected Firm Notified 23 Sep 15 Non-Selection Notices mailed 25 Sep 15 SAWS Board Approval and Award 03 Nov 15 Start Work 06 Nov 15 Revised page 3 of 54, reflecting this change, is provided below. 4. Page 4 of 54, Section A.: Subject Section is changed to read: All proposals received will be evaluated by a Technical Evaluation Committee that will review, evaluate and rank the proposals according to a numerical scoring system based on the responses to the criteria listed below. The Technical Evaluation Committee may select one or more firms to be interviewed, based wholly on qualifications. The successful firm will be notified on or about 23 Sep 15. Revised page 4 of 54, reflecting this change, is provided below. 5. Page 4 of 54, Section B.: Subject Section is changed to read: Respondents shall be prepared to demonstrate the capabilities and versatility of their software via a web ex after receipt of bids, which is anticipated during the week of Sep 15. SAWS will provide each bidder with a tentative date and time upon receipt of bids. In order to ensure capability of the software to meet the requirements of this contract, Respondents shall be able to explain and demonstrate how their system will perform the tasks identified within the Scope of Services. Revised page 4 of 54, reflecting this change, is provided below.

3 6. Page 7 of 54, Section IV.A.: Subject Section is changed to read: Proposals are due no later than 3:00 PM Central Time on 24 Aug 15. Revised page 7 of 54, reflecting this change, is provided below. 7. Page 47 of 54, Exhibit F: Subject Exhibit is changed to read: Exhibit F Price Schedule Item Description Qt y. 1 Safety Management System Solution *Must include support for a minimum of 10 users, implementation, and integration 2 Pricing for Each Additional User (Fixed price for the life of the contract) Unit of Measure Unit Price Extended Price 1 Ea 3 Training 4 Base Year: Maintenance (06 Nov Nov 16) 5 Extension 1: Maintenance (06 Nov Nov 17) 6 Extension 2: Maintenance (06 Nov Nov 18) 7 Extension 3: Maintenance (06 Nov Nov 19) 8 Extension 4: Maintenance (06 Nov Nov 20) Revised page 47 of 54, reflecting this change, is provided below. 8. Provided are responses to the following questions/comments: TOTAL Question 1: How many users are anticipated to conduct the remote Audits? Response 1: 11 to 15 users at any one time. In addition, Items 1 and 2 of the Price Schedule have been revised to account for pricing for the first 10 users, and separate pricing for each additional user. Question 2: How many users are anticipated to access the system to review and manage the audit results and recommendations for follow up. Response 2: See Response 1.

4 Question 3: is able to offer a minimum of a 3 year contract period. Will this submission still be considered noting that it is out of compliance for the one year period requested? Response 3: The Price Schedule shall not be altered. Offerors shall submit their pricing in accordance with the prescribed format provided in Addendum 1. Question 4: Exhibits G-J are the base line for configuring the interview and incident screens for SAW s; some of these forms have Signature lines. Since this is an electronic form the user will not be able to provide a signature during the intake process on the form? Is this a requirement? Response 4: No. Question 5: Is it anticipated that the paper forms resembling the original forms will be able to be printed? Response 5: Yes. Question 6: Exhibit I is not able to support the creation of the Grid function to assist in describing the accident. Is this a requirement? Response 6: Offerors shall propose the technical approach that it determines will best meet the requirements of the RFP. Question 7: Do you know how many users SAWS in anticipating for the Safety Management Database? Response 7: Approximately users. In addition, Items 1 and 2 of the Price Schedule have been revised to account for pricing for the first 10 users, and separate pricing for each additional user license. Question 8: If so, do you know how many of each type of user there will be (i.e. Safety Professional, Manager, Employee) and what these users will be doing in the system? Response 8: The users and their role will be as follows. 1 Risk Manger will direct usage, provide guidance and corrective action. 1 Safety Manager will manage the overall database, analyze data entry, make changes provide recommendations, ensure corrective action and followup. 1 Senior Safety Professional oversee data entry of Safety Specialist and provide recommendations. 1 Safety Analyst (gatekeeper of the database) analyze data input from Safety Specialist and make changes as necessary. 7 Safety Specialist input data, make changes as necessary and follow-up. Question 9: Lastly is a vendor hosted (Software as a Service) solution acceptable? Response 9: Yes.

5 Question 10: Can you identify the anticipated number of concurrent users that will need to access the system? In other words, what is the maximum number of individual users that you anticipate having the need to access the system at any one given time. Response 10: It is anticipated that no more than 15 users will have the need to access the system at any one time. Question 11: How is Hazard Abatement currently Captured and/or Managed? Response 11: Primarily on Excel spreadsheets and/or word documents. Question 12: How is Risk identified? Response 12: Via Safety inspections/audits. Comment 13: Please clarify the total number of users and user type(s) (Role and Capacity). Response 13: See Response 1, 8, and 10. Question 14: Moreover, how will said user be using the Safety Management Database? Reactively (ex: to complete a task) versus pro-actively (ex: assign individual(s) to a task, modify a workflow etc). Response 13: The user will use the Safety Management Database both reactively and proactively. Question 15: Is it possible to get a Word version of the RFP? Response 15: It is not SAWS Purchasing Dept practice to make the entirety of any one acquisition package editable. Please specify which parts of the RFP are required in an editable format. Comment 16: We request a Proposal Submittal extension to August 31, Response 16: Proposal submittal due date is extended to 24 Aug 15. Question 17: I would like to request, if available, that the forms that require a response be provided in an editable format to ensure that we are able to ensure full compliance with our response. I have identified the following sections; however, if I have overlooked any sections or exhibits please include those as well at your discretion. Submittal Response Check List Respondent Questionnaire Exhibit B Exhibit C Exhibits F through J

6 Response 17: The following documents are provided in an editable format and included under separate attachment (Attch 1). Exhibit B Good Faith Effort Plan Other requested Forms are not provided; as either handwritten completion is acceptable, or other documents are intentionally provided in a locked format, so as to prevent inadvertent changes. ////////////////////Remainder of page intentionally left blank///////////////////////

7 h. Support i. Support for a development-test environment without additional license fees 1. It is desirable that the SMD platform provide for the following IT Requirements: a. Web based HTML 5 b. Windows 2012 R2 c. Microsoft SQL 2012 Standard Edition d. Run on VMware 5.1 e. Support for VMware vmotion f. Windows 8 g. Windows 10 Ready h. IE 11 or Newer i. Software support 24x7 with a 4 hour minimum response (phone, WebEx) C. Period of Contract 1. Contract shall begin upon the effective date of award, or 06 Nov 15 whichever is later, and terminate on 05 Nov At SAWS option, this Contract may be renewed under the same terms and conditions for four (4) additional one (1) year periods. Renewals shall be in writing and signed by SAWS Director of Purchasing or his designee, without further action by the San Antonio Water System Board of Trustees, subject to and contingent upon appropriation of funding therefore. 3. SAWS shall also have the right to extend this contract under the same terms and conditions beyond the original term or any renewal thereof, on a month to month basis, not to exceed 6 months. Said month to month extensions shall be in writing, signed by SAWS Director of Purchasing or his designee, and shall not require Board approval, subject to and contingent upon appropriation of funding therefore. D. Additional Requirements (RESERVED) E. Estimated Timeline The dates listed below are subject to change without notice. Non-Mandatory Pre-Submittal Conference Aug 15 Receipt of Written Questions Due Aug 15 by 4:00 PM Central Time Proposals Due Aug 15 by 3:00 PM Central Time Product Demonstration Sep 15 Selected Firm Notified Sep 15 Non-Selection Notices mailed Sep 15 SAWS Board Approval and Award Nov 15 Start Work Nov 15 3

8 I. Selection Process A. Selection All proposals received will be evaluated by a Technical Evaluation Committee that will review, evaluate and rank the proposals according to a numerical scoring system based on the responses to the criteria listed below. The Technical Evaluation Committee may select one or more firms to be interviewed, based wholly on qualifications. The successful firm will be notified on or about 23 Sep 15. B. Product Demonstration Respondents shall be prepared to demonstrate the capabilities and versatility of their software via a web ex after receipt of bids, which is anticipated during the week of Sep 15. SAWS will provide each bidder with a tentative date and time upon receipt of bids. In order to ensure capability of the software to meet the requirements of this contract, Respondents shall be able to explain and demonstrate how their system will perform the tasks identified within the Scope of Services. C. Evaluation Criteria Summary Respondents not providing a response to each of the criteria listed in this RFP shall be considered non-responsive and ineligible for consideration. Evaluation criteria are listed in order of priority: 1. Price Proposal 35 pts 2. Technical Approach 30 pts 3. Past Experience with Similar Projects 20 pts 4. Small, Minority and Woman Business 15 pts (SMWB) participation (Exhibit B Good Faith Effort Plan) 1. PRICE PROPOSAL (35 POINTS) Respondent provides pricing for each line item in the Price Schedule. 2. TECHNICAL APPROACH (30 POINTS) Scope of Services. Respondent demonstrates its technical approach in meeting the minimum requirements of this effort as specified in the Scope of Services above in satisfying this requirement. Strengths will be assessed to those bids that demonstrate exceedance beyond the minimum requirements as identified in Section I.B.4 above. Training. Respondent demonstrates its training approach in providing SAWS personnel with working knowledge and operational capability to utilize the SMD platform. Maintenance Plan. Respondent demonstrates its approach in providing maintenance of the SMD platform throughout the duration of the contract. If a Maintenance Agreement is to be utilized the Respondent shall provide with Bid Response. Sample Reports: Respondent demonstrates that sample reports satisfy minimum requirements of the Scope of Services. Demonstration: Respondent demonstrates their SMD platform will perform the tasks identified within the Scope of Services. 4

9 SMWB Questions 1. Respondents and/or their agents may contact Marisol V. Robles, SMWB Program Manager at for assistance or clarification with issues specifically related to the Small, Minority, and Woman Business (SMWB) Program policy and/or completion of the Good Faith Effort Plan, and S.P.U.R. System reporting. 2. Exhibit B contains the required forms in order to respond to this RFP. F. Submittal or Status Questions 1. For questions regarding this solicitation please contact Richard Marsh, Purchasing Specialist, via at richard.marsh@saws.org or by fax at To check the status of an RFP after the due date, visit our website located at select Business Center, Procurement Bids, then select Archive, scroll down to locate the RFP. The RFP status is indicated. If the website does not provide sufficient information, please call Richard Marsh, at for assistance. G. Submittal Clarification SAWS reserves the right to contact any Respondent for clarification after responses are opened and/or to further negotiate with any Respondent if such is deemed desirable by SAWS. II. Submitting a Response A. Deadline Proposals are due no later than 3:00 PM Central Time on 24 Aug 15. B. Submission 1. Submission of Proposals Submit the proposal in CD Format and hard copies. The CD should contain the entire Proposal as submitted, and be encased in a paper CD envelope, clearly marked with the RFP information. 2. One (1) hard copy shall be clearly marked as ORIGINAL on the document cover and on signature sheet. Seven (7) copies must also be submitted. The CD, original and all copies should be submitted in a sealed package, with the contract title and due date and time clearly identified on the outside of the package. San Antonio Water System Attn: Purchasing Department Administrative Building 2800 U.S. Hwy 281 North San Antonio, Texas Responses submitted via any form of electronic transmission, such as electronic mail, or facsimile, will not be considered. 4. If the submittal to this RFP is by any means other than personal delivery, then it is the Respondent s sole responsibility to ensure the submittals are delivered to the exact location by the time specified. 7

10 Exhibit F Price Schedule Item Description Qty. Unit of Unit Price Extended Price Measure 1 Safety Management System Solution *Must include support for a minimum of 10 users, implementation, and integration 2 Pricing for Each Additional User 1 Ea (Fixed price for the life of the contract) 3 Training 4 Base Year: Maintenance (06 Nov Nov 16) 5 Extension 1: Maintenance (06 Nov Nov 17) 6 Extension 2: Maintenance (06 Nov Nov 18) 7 Extension 3: Maintenance (06 Nov Nov 19) 8 Extension 4: Maintenance (06 Nov Nov 20) TOTAL 47

11 IT IS NECESSARY TO RETURN THIS ADDENDUM 1 AS PART OF YOUR PROPOSAL SUBMISSION All other terms and conditions of the original bid remain unchanged. ///////////////////////////END ITEM////////////////////////////