HomeMy WebLinkAboutRFP - RFI004REQUEST FOR INFORMATION
CITY OF FORT COLLINS
Request for Information: R0004
The City of Fort Collins is seeking proposals on Performance Appraisal Systems . The City will
utilize the RFI responses to evaluate product options, including but not limited to, product
functionality, services, compatibility, cost, and availability.
Written proposals, a minimum of six (6) will be received at the City of Fort Collins' Purchasing
Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80521. Proposals will be
received before 5:00p.m. (our clock), April 16, 2004 Information Proposal No. R0004. If
delivered, they are to be sent to 215 North Mason Street, 2nd Floor, Fort Collins, Colorado
80521. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the planned project should be directed to the Project
Manager: Wynette L. Cerciello-Assistant Human Resources Director. (970) 221-6824,
wcerciello@fcgov.com.
Questions regarding information submittal or process should be directed to David Carey,
C.P.M., Buyer. (970) 416-2191, dcarey@fcgov.com.
A copy of the Request for Information may be obtained as follows:
1. Download the Request from the BuySpeed Webpage,
https://secure2.fcgov.com/bso/login.jsp
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and
request a copy of the Request package.
Sales Prohibited/Conflict of Interest: No officer, employee, or member of City Council, shall
have a financial interest in the sale to the City of any real or personal property, equipment,
material, supplies or services where such officer or employee exercises directly or indirectly
any decision-making authority concerning such sale or any supervisory authority over the
services to be rendered. This rule also applies to subcontracts with the City. Soliciting or
accepting any gift, gratuity favor, entertainment, kickback or any items of monetary value from
any person who has or is seeking to do business with the City of Fort Collins is prohibited.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be
rejected and reported to authorities as such. Your authorized signature of this proposal
assures that such proposal is genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any
irregularities or informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
Request for Information
No. R0004
Performance Appraisal System
Section 1.0 Background Information
1.1 City Organization
The City of Fort Collins is a municipal organization of approximately 1200
employees. It is a “full service”, Council-Manager form of government, organized
into the following major service areas:
• Administrative Services
• Communication & Technology Services
• Community Planning & Environmental Services
• Cultural, Library and Recreational Services
• Executive, Legal & Judicial Services
• Police Services
• Transportation Services
• Utility Services (includes electric, storm water, water and w ater
reclamation)
1.2 Organizational Interest in a Performance Appraisal System
As part of an overall performance management strategy, the City is evaluating
systems that will enable us to assess, manage and track the performance of our
1200 employees utilizing a functional, flexible and integrated system. As part of
this strategy, it is the City’s desire to provide our supervisors with an online
performance appraisal system that is user-friendly, reduces the administrative
burden of conducting performance appraisals and streamlines the workflow
between several satellite locations.
1.3 Project Purpose and Scope
As previously stated, the City desires to offer an online performance appraisal
system as a way for supervisors to conduct evaluations on their employees. In
anticipation of the implementation of a pay-for-performance system, the City’s
objective is to provide supervisors with a functional, flexible, and integrated system
so that supervisors can evaluate their employees’ performance. The City believes
that such an integrated approach to conducting performance appraisals will be
easier to administer and maintain. Thus, the City is seeking an online performance
appraisal system that will address the following general requirements:
• The ability to customize performance appraisal forms for approximately 450
positions.
• Document workflow capabilities to include multiple levels of review.
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• Tie to competencies for development purposes.
• The ability to utilize text-based answers and/or rating scales.
• Scoring and weighting capabilities.
• Electronic signature capability.
• Archival or stored history capabilities for past performance reviews.
• 360-degree feedback.
The City is also seeking a solutions partner that can provide consultation,
programming and implementation assistance for their proposed solution.
Section 2.0 Request for Information Rules and Process Requirements
2.1 Information and Preparation
It is the intent of the City to utilize the RFI responses to evaluate solution partner
product options, including but not limited to, product functionality, services,
compatibility, cost, and availability.
After analysis of RFI responses, the City will determine the feasibility of acquiring a
performance appraisal system. After analysis of RFI responses, the City will
determine its next action, including but not limited to, release of an official Request
for Proposal (RFP), purchase from existing contracts available to the City, or
determine to take no further action. If the City determines to purchase any tangible
goods as a result of the analysis of RFI responses, they will be acquired through
the City of Fort Collins Purchasing Department.
For the RFI, vendors are encouraged to submit information in partnership with
other vendors or to submit individual product information. Each RFI response
should indicate which other companies the vendor might be partnering with.
If multiple products are proposed, separate responses should be submitted for
each proposed solution. The product or solution name should be clearly indicated
at the top of each response. On-site or online demonstrations may be requested
by the City to confirm vendor responses, and to clarify product or service
capabilities. The City expects that all responses to this RFI have been reviewed by
the vendor for technical accuracy. Products or solutions proposed should be in
current production status (generally available for purchase, not in beta or pre-
release status).
A minimum of six (6) information packages will be received at the City of Fort
Collins’ Purchasing Division, 215 North Mason Street, 2nd Floor, Fort Collins,
Colorado 80524 if delivered. If mailed, the address is P.O. Box 580, Fort Collins,
80522-0580. Information packages shall be received by the Purchasing Office on
or before 5:00 p.m., Friday, April 16, 2004.
Submittals should be presented in an organized and concise manner. It is
desirable that submittals be received electronically if convenient for solution
provider.
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Electronic Responses can be delivered using either of the following options:
a. Mail (enclose six CD’s or diskettes):
City of Fort Collins
Purchasing Division
OR
b. Email (Attach Documents):
dcarey@fcgov.com
All information packages will be public record and solution providers shall include
no proprietary information.
Questions concerning the scope of the planned project should be directed to the
Project Manager:
Wynette L. Cerciello – Assistant Human Resources Director
wcerciello@fcgov.com
970-221-6824
Questions regarding information submittal or process should be directed to David
Carey, C.P.M., Buyer, 970-416-2191.
2.2 Submittal
A minimum of the following information should be provided:
a. A brief company history and experience in developing and deploying
performance appraisal systems .
b. Describe professional staffing capability to provide consultation,
programming, and implementation services.
c. The name of the company representative responsible for providing further
information.
d. A written description of the proposed products and services as described.
Include product brochures, flyers, electronic links, specifications and any
other information which might be helpful. DO NOT include proprietary
information.
e. Pricing or price ranges. Costs shall be for providing a performance
appraisal solution with full functionality. Include software, hardware,
services costs, and any other costs required.
f. A reference list of current governmental installs (see Section 4.0).
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Section 3.0 Technology and Solution Support
3.1 Technology Specifications
a. Describe the hardware and operating systems supported by your
performance appraisal system.
b. List the database management systems and versions supported.
c. List the web servers supported.
d. List the web browsers supported on the client.
e. List technical specifications required for your system. Please include
number and type of hardware servers, number of processors, memory,
disk space, client requirements, etc.
f. Please describe in detail the integration required with our PeopleSoft
Enterprise One System (formerly JD Edwards OneWorld). Has your
company integrated with PeopleSoft Enterprise One before?
g. Provide an architecture diagram showing how your system would interact
with client machines, database servers and our PeopleSoft Enterprise One
system.
h. List the report writing tools supported by your product.
i. Describe how your product integrates with Novell Groupwise e-mail.
j. Describe the workflow components of your product.
k. Describe security administration and levels of security within your product.
3.2 Solution Support
a. Describe how the solution is supported, and what options or levels of
vendor support are available.
b. Describe who provides what support for the solution, including: seller of
solution, business partners of seller, and the client (City).
c. Do you offer system integration consulting as part of your services?
d. How often are new releases or upgrades done, and how are these applied
to the City?
e. Describe any formal training offered on the product/solution.
f. Describe any documentation that you provide for the proposed solution.
Section 4.0 Installations and References
a. How many customers do you have using the proposed solution (total
installations)?
b. Please supply a list of at least three (3) customer references where the
solution is currently being used in production. The City prefers installation
references that are of a comparable nature in terms of similar size/volumes,
integration with same/similar applications (Peoplesoft Enterprise One ERP
(formerly JD Edwards OneWorld), SCT Banner, Accela permitting system,
etc.) governmental entities, and in the Rocky Mountain or high plains
region.
c. Please provide a summary of your firm’s qualifications for this project.
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Section 5.0 Cost Summary
Please provide a cost summary, including both one-time and ongoing costs, for
your proposed solution for each of the following categories:
a. Hardware products & maintenance agreements
b. Software products & maintenance agreements
c. Licenses & maintenance agreements
d. Consulting services
e. Implementation services
f. Training services
g. Other required products or services