Rental Property Registration and Crime Free Housing Software RFP NO.: 13-11 Request for Proposal 19 December 2013 Page 1
TABLE OF CONTENTS Section 1 Introduction...3 General Information...4 RFP Submittal Requirements...5 Selection Process and Basis of Award...7 Additional Criteria...7 Summary of Important Dates...8 Section 2 Scope of Services - Software...9 Attachments Exhibit A Terms and Conditions...14... Page 2
Section 1 Introduction City of Freeport Request for Proposal Rental Property Registration and Crime Free Housing Software December 19, 2013 The City of Freeport is soliciting proposals from firms with demonstrated experience in designing and maintaining Rental Property Registration and Crime Free Housing Software solutions to include Website based registration and ecommerce payment solutions. Qualified firms interested in performing such services should obtain the detailed Request for Proposal package (of which this legal notice is a part) from the City of Freeport website at http://www.cityoffreeport.org or by e-mail request to jdrehoble@freeportpd.com The closing date and time for receipt of proposals is Monday January 3, 2014 at 1:00 p.m. prevailing time (CST), after which time additional proposals will not be accepted. Page 3
General Information The City of Freeport requests proposals to provide a web based Rental Property Registration and Crime Free Housing Software system which includes an ecommerce payment system. There are six components that are critical to this project and they are as follows: 1. External Web Server Interface for Landlords -- to allow Designated Agents to selfregister from any internet-connected device, such as a computer, wireless and mobile devices like smartphones, I-pad/Android tablets, internet-connected TV, etc. 2. Internal Web Server Interface for City Staff -- to allow Viewing/Displaying of the Designated Agent-entered database information, including payment information and viewable by City/ Police/Internal Staff / Police Cars, as well as any wireless devices available on the local Intranet. 3. Admin Windows Application for Management -- to allow Editing, Managing, Displaying data in the database, as well as Printing of Reports. 4. Automated Importer Automated Application to periodically auto-import Incident Records from City/Police/Fire CAD/911/Code Enforcement systems; import and update New/Modified Addresses and insert/update all appropriate tables in the database. 5. Automated Emailer and Text Notifications -- Automatically Email and or Text Incident Notifications to Registered Designated Agents that have Incidents occurring at their Properties (Notifications must be able to go to the Designated Agents email account and/or smart phone. 6. Ecommerce Payment The winning proposer must be able to provide a link from the Rental Property Registration Software to the city selected Ecommerce payment system and agree to work with the city selected vendor providing the Ecommerce payment system. The system must be able to track which registered properties had paid the registration fee and provide a report of such payments. 7. All questions and inquiries about this RFP are to be directed in writing by Email to: James Drehoble Deputy Chief Freeport Police Department 320 W. Exchange St. Freeport, IL 61032 Email: jdrehoble@freeportpd.com The inquiries about the RFP and our responses will be distributed to all participating companies by Email based upon the Email addresses supplied to the City by each prospective respondent. Page 4
RFP Submittal Requirements Three copies of your proposal, including all attachments, shall be submitted to the office of the Deputy Police Chief (address above) in sealed envelopes and clearly marked Rental Property Registration and Crime Free Housing Software RFP Response on or before 1:00 p.m. CST on January 3, 2014. Your response must be formatted correctly for your proposal to be considered compliant with the requirements of this RFP. The following section, Proposal Preparation and Format, provides guidance that will allow you to quickly and clearly prepare your proposal. All proposers must agree to hold their pricing and all other proposal terms for a period of at least forty five (45) days following the proposal due date of January 3, 2014 Proposal Preparation and Format Requirements The proposal contents shall be typed and presented in the following sequence to be compliant: Cover Page Table of Contents Transmittal Letter Provide a brief description of the firm with a list of the principals or officers. This letter must be signed by an officer of the company authorized to bind the company for this contract. Scope of Services Provide a detailed description of the proposed materials and services with any options. Present all data in a table format by including such information as: Software Software Modules Capabilities and limitations Required hardware or software needed to run the system Installation services Maintenance A clear description of the vendor services Proposed date to complete installation of software and provide training(must be on or before February 7, 2014, for a go-live date of February 10. 2014 Indicate the employee who will be the Project Manager or Coordinator for this project. Describe any customer responsibilities. Page 5
Proposed System Acceptance Criteria In table format, submit a list of functionality that will be provided by the proposed system at the completion of the project. For example, this should include such items as: Software External Web Server Interface for Landlords. Internal Web Server Interface for City Staff Admin Windows Application for Management Automated Importer Automated Emailer Ecommerce Payment Acceptance/Proof of Concept tests Functional certification process Demonstration of External Web Server Interface for Landlords Demonstration of Internal Web Server Interface for City Staff Demonstration of Automated Importer Demonstration of Admin Windows Application for Management Demonstration of Automated Emailer and Text Notification Demonstration of Link to Ecommerce Payment System Pricing Documentation package Software documentation As-built documentation Warranty Continuing services provided during the warranty period Provide an itemized price list for all materials and services plus any options that are being proposed. This must include separate cost itemizations for installation, testing, and cost of equipment and materials to be installed. A sample form is included in Attachment 2 as a reference. Requested Documents, Data and References Provide the following information as an attachment to your proposal: Page 6
Experience: A description of relevant prior experience providing Rental Property Registration and Crime Free Housing Software solutions to include Website based registration and ecommerce payment solutions and installation services. The description must include a list of prior projects with a description of specific services provided during each project. These projects should be representative of the type of services your firm can provide to the City of Freeport. References: A reference list for at least three similar projects installed during the last two years for local entities. The list must contain a brief scope of work and the names and contact telephone numbers for each reference. A sample form is included in Attachment 1. Subcontractors: Provide a list of sub-contractors to be used on this project if applicable. Subcontractors are subject to the same requirements and reference information as the prime contractor. Other Attachments Equipment features sheet or other relevant technical materials relevant to this RFP should be included in your proposal as attachments. Selection Process and Basis of Award City staff will perform an evaluation of the proposals submitted by the vendor community. Appropriate finalist(s) may be interviewed by the City, after which the City will select the final vendor. The City reserves the right to reject any or all proposals, to waive any informality or technical error and to accept any proposal deemed most favorable to the interests of the City. The City will review proposals based on the following criteria (listed in no particular order): 1. Prior experience with Rental Property Registration and Crime Free Housing Software solutions. 2. The ability of the firm to meet the technical requirements of the RFP. 3. Proposed cost and quality of the system, materials and installation services. 4. Overall quality, completeness and format of the proposal. 5. Customer and Trade References. Page 7
Additional criteria to be used include: The ability and skill of the firm to meet the requirements of the RFP and provide ongoing maintenance and remedial service. The ability to provide the service promptly within the time specified without delay or interference. The character, integrity, reputation, judgment, experience and efficiency of the firm. The quality of the performance on previous contracts for materials and services. The previous and existing compliance by the firm with laws and ordinances relating to the firm s services. The financial resources and ability of the firm to perform the contract and provide the required services. The terms and scope of conditions attached to the proposal. Summary of Important RFP dates: RFP Issued: December 19, 2013 Vendor Meeting: TBD. Questions accepted until: December 30 th, 2013 RFP due date: January 3, 2014 1:00pm CST Selected Vendor s Presentation to the January 21, 2013 City Council of Freeport Page 8
Section 2 Scope of Services - Rental Property Registration and Crime Free Housing Software This section contains the description of the Rental Property Registration and Crime Free Housing Software solutions required by the City of Freeport. No existing Rental Property Registration and Crime Free Housing Software solutions are currently in use. The Police Department wants to begin using a Rental Property Registration and Crime Free Housing Software solution. We believe that the following components are critical to the success of this program. 1. External Web Server Interface for Landlords -- to allow Designated Agents to self- Register from any internet-connected device, such as a computer, wireless and mobile devices like smartphones, I-pad/Android tablets, internet-connected TV, etc.. 2. Internal Web Server Interface for City Staff -- to allow Viewing/Displaying of the Designated Agent-entered database information and viewable by City / Police / Internal Staff / Police Cars, as well as any wireless devices available on the local Intranet. 3. Admin Windows Application for Management -- to allow Editing, Managing, Displaying data in the database, as well as Printing of Reports. 4. Automated Importer Automated Application to periodically auto-import Incident Records from City/Police/Fire CAD/911/Code Enforcement systems; import and update New/Modified Addresses and insert/update all appropriate tables in the database. 5. Automated Emailer and Text Notifications -- Automatically Email and/or Text Incident Notifications to Registered Designated Agents that have Incidents occurring at their Properties (Notifications must be able to go to the Designated Agents email account and/or smart phone 8. 6. Ecommerce Payment The winning proposer must be able to provide a link from the Rental Property Registration Software to the city selected Ecommerce payment system and agree to work with the city selected vendor providing the Ecommerce payment system. The system must be able to track which registered properties had paid the registration fee and provide a report of such payments. Vendors may submit alternative approaches if they believe their proposed system will meet or exceed the capabilities described by this section. Project Description The City of Freeport is soliciting proposals from firms with demonstrated experience in designing and maintaining Rental Property Registration and Crime Free Housing Software solutions to include Website based registration and ecommerce payment solutions Page 9
The Freeport Police Department currently has PCs running Windows XP /Windows 7with the latest patches and upgrades and Servers running VMWare with Windows Server 2003 and or 2008 R2 on 32 bit or 64bit environments. 1. All 6 Software programs/modules must be able to operate on the same database at the same time, without practical/functional limits on number of concurrent users, number of Property records, number of Landlords, number of Addresses, or number of Incident Notifications. 2. All 6 Software programs/modules must be able to operate on Windows Server 2003 and/or 2008 R2 and on 32- or 64-bit environments, as well as a Virtual Machine environment such as VMWare virtualized environment. 3. Both the External and Internal Web Server Interfaces must be able to run in a DMZ and connect/communicate to the database which resides behind the City s firewall. System Warranty The software shall be provided with: 1. Unlimited Support for all systems for software functionality; must be available 24/7/365 with a USA-based support center; must be familiar with all aspects of the all Web and Windows software as well as all database management and functionality; must include a toll-free number; must provide internet-based live support such as GoToMeeting for direct help. 2. Unlimited Training for all City / Police staff must be included and available for the initial 6-month New User period and then at regularly scheduled intervals thereafter. 3. Include all utilities necessary for the proper operation of the system 4. All licenses and product identification numbers Further Information and Assumptions The City will assign a project manager as a single point of contact for this project. The project manager will assist with the coordination of City personnel, access and information that may be required to implement this project. Proposal Response Proposals must include a listing of all services to be provided by the vendor and any services or Page 10
material that must be provided by the City. Contractor must provide an itemized table based quote that shows materials and labor. In your proposal address the following: Warranty Describe manufacturer and installer warranties that are provided as part of your proposal. Describe any required maintenance the system will require during the warranty period. Repair and Maintenance services - Maintenance responsibilities and services with related costs should be described. Schedule Provide a proposed schedule for the work describing tasks and times. Ownership of equipment - The proposal must indicate that the City will own all equipment and software upon acceptance of the completed installation. Cost - The proposal must address initial capital costs for installation, required maintenance services, and any other related costs. Total costs must be itemized. Standards As-Built Documentation The Contractor will provide final "as built" documentation that includes: Specifications for computer systems and software. Attachments The information in the following attachments must be provided as indicated and returned as part of the price proposal: 1. Sample form for references. 2. Sample Price Proposal form Exhibits A. Terms and Conditions Page 11
ATTACHMENT 1 Return with Quote CUSTOMER REFERENCES Bidder Instructions: Each contractor shall provide no less than three references for the installation of Rental Property Registration and Crime Free Housing Software solutions to include Website based registration and ecommerce payment solutions that demonstrates the skills proposer has proposed in the response to this RFP. BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: MANDATORY INFORMATION BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: BUSINESS: ADDRESS: CONTACT PERSON: PHONE NUMBER: APPROXIMATE DATE: Page 12
ATTACHMENT 2 Price Proposal This document is an example of the required table based price proposal that must be submitted: VENDOR NAME: Software and Services Software Installation Additional programming costs TOTAL Guaranteed Maximum Price $ $ $ $ Total Cost $ Maintenance Services for one year $ Place a detailed bill of materials on a separate form. Page 13
Exhibit A Terms and Conditions 1. Any contract or agreement resulting from the acceptance of this proposal by the City shall be on forms either supplied by or approved by the City s Legal Department, and shall contain, as a minimum, applicable provisions of this Request for Proposal. The City reserves the right to reject any agreement that does not conform to the Request for Proposal and any City requirements for agreements and contracts. Vendors should include any standard contract documents with their proposal. 2. If, through any cause, the firm fails to fulfill any of the obligations agreed to in a timely and proper manner, the City shall have the right to terminate the contract by notifying the firm in writing of such termination at least 15 calendar days in advance of such termination. 3. The City reserves the right to request clarification of information submitted and request additional information as needed. Page 14