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HomeMy WebLinkAboutRFP - P630 CONSULTING SERVICESAdministrative Services Purchasing, Division CITY OF FORT COLLINS REQUEST FOR PROPOSAL FOR CONSULTING SERVICES TO ASSIST IN THE ACQUISITION AND IMPLEMENTATION OF A NEW UTILITY CUSTOMER INFORMATION SYSTEM PROPOSAL DATE: 3:00 p.m. (Our clock) MAY 28,1997 256 W. Mountain Avenue • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 information on the project as constructed. Drawings shall be of archival quality, prepared on stable mylar base material using a non -fading process to prove for long storage and high quality reproduction. 9. Monthly Report. Commencing thirty (30) days after the date of execution of this Agreement and every thirty (30) days thereafter, Professional is required to provide the City Representative with a written report of the status of the work with respect to the Scope of Services, Work Schedule, and other material information. Failure to provide any required monthly report may, at the option of the City, suspend the processing of any partial payment request. 10. jpfjeoenderd Contractor. The services to be performed by Professional are those of an independent contractor and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Professional's compensation hereunder for the payment of FICA, Workers' Compensation, other taxes or benefits or for any other purpose. 11. Personal Services. It is understood that the City enters into this Agreement based on the special abilities of the Professional and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Professional shall neither assign any responsibilities nor delegate any duties arising under this Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. The City's approval of drawings, designs, plans, specifications, reports, and incidental work or materials furnished hereunder shall not in any way relieve the Professional of responsibility for the quality or technical accuracy of the work. The City's approval or acceptance of, or payment for, any of the services shall not be construed to operate as a waiver of any rights or benefits provided to the City under this Agreement. 13. Defau Each and every tern and condition hereof shall be deemed to be a material element of this Agreement. In the event either party should fail or refuse to perform according to the terms of this agreement, such party may be declared in default. PSA 7/93 4 14. j3gQ>edie$. In the event a party has been declared in default, such defaulting party shall be allowed a period of ten (W) days within which to cure said default. In the event the default remains uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b) treat the Agreement as continuing and require specific performance; or (c) avail himself of any other remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting party's reasonable attorney fees and costs incurred because of the default. 15. Binding ffecl. This writing, together with the exhibits hereto, constitutes the entire agreement between the parties and shall be binding upon said parties, their officers, employees, agents and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives, successors and assigns of said parties. 16. Law/ everabilb. The laws of the State of Colorado shall govern the construction, interpretation, execution and enforcement of this Agreement. In the event any provision of this Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding shall not invalidate or render unenforceable any other provision of this Agreement. 17. Special Provisions. (Optional) Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit "C", consisting of 1 _ } page[s), attached hereto and incorporated herein by this reference. PSA 7/93 5 THE CITY OF FORT COLLINS, COLORADO By: James B. O'Neill 11, CPPO Director of Purchasing & Risk Management DATE: ATTEST: City Clerk APPROVED AS TO FORM: Assistant City Attorney [insert Professional's name] or [Insert Partnership Name] or [Insert Individual's name] Doing business as _ _[insert name of business] By: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date. ATTEST: (Corporate Seal) Corporate Secretary PSA 7/93 6 REQUEST FOR PROPOSAL CITY OF FORT COLLINS Consulting Services to Assist in the Acquisition and Implementation of a New Utility Customer Information System PROPOSAL NO. P-630 The City of Fort Collins Light and Power Department is seeking a consultant to assist in the purchase and installation of a new customer information system. Written proposals, sic (6) copes will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521. Proposals will be received before 3:00 p.m. (our dock), May 28, 1997. Proposal No. P-630 Questions concerning the scope of the project should be directed to the Project Manager, Gwyn Strand, Customer Information Administrator, (970) 221-6785. Questions regarding proposals submittal or process should be directed to Opal F. Dick, CPPO, Senior Buyer (970) 221-6775. Sales prohibttedlconflict of interest: No officer, employee, or their dependent or person residing in and sharing the expenses of their household, shall have a financial interest in the sale to the City of any real or personal property, equipment, material, supplies, or services. This rule also applies to subcontracts with the City. This shall not apply to members of any authority, board, committee or commission of the City, other than the members of the City Council. Soliciting or accepting any gift, gratuity favor, entertainment, kick -back 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. Any vendor knowing of this type of activity is encouraged to report in confidence to the Director of Purchasing and Risk Management, Director of Finance, City Attorney or City Manager so the matter can be dealt with. 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, Js a sO'Neill li; �zla�u, Purchasing & Risk Management a The City of Fort Collins Light and Power Department is seeking a consultant to assist in the purchase and installation of a new customer information system. The consultant must have extensive knowledge of the utility industry, customer information system software, and the software vendors. The city realizes that selecting the appropriate vendor is as important as selecting a customer information system. It is interested in establishing a long-term relationship with a customer inloration system vendor who is always enhancing and improving its product as well as providing a high level of customer service and support. The city has spent the past sixteen months gathering information about available customer information system software packages and hosting vendor demonstrations of these packages. It has developed system requirements for inclusion in its request for proposal document, prepared a Request For Proposal document and developed an evaluation methodology. Expectations are as follows: t. Scope of the project breaks into two major areas: A. Assist City staff in the process of selecting a customer information system. Review customer information system requirements developed by city staff for completeness and to recommend any changes which will further enhance the utility's ability to provide new services or products to its customers. Review the Request for Proposal document and evaluation methodology prepared by city staff for completeness and recommend changes to optimize the city's ability to select the vendor and customer information system that meets its business objectives. Encourage vendors that meet the City's profile to respond to the Request for Proposal. Assist in evaluating responses in terms of customer information system features and functionality. Perform hardware and software technical evaluation. Assist in evaluating the top three vendors selected in terms of vendor reliability: years In business, number and location of successful installations, financial strength, commitment to technology and feature advancement, commitment to software and hardware support for their customers. Analyze the risks and benefits of accepting each of the top three proposals. Actively participate in contract negotiations with the successful vendor to ensure the City's interests are protected. Finalized contract should cover. Cost of system with required system modifications. Cost of vendor provided services for installation and implementation of system. Time schedule designating completion dates for vendor performed tasks during the system installation and implementation phase of the project. Annual Ncense and maintenance fees with comprehensive list of services provided. B. Establish an implementation project schedule in conjunction with the vendor's implementation team. Monitor project progress during data conversion, testing, and implementation of the selected customer information system. TENTATIVE SCHEDULE FOR THE CIS SYSTEM IS: Proposals Out: July 1, 1997 Finalist Selected August 30, 1997 Demos After September 15, 1997 2. A breakdown cost for each task should be included in the proposal. 3. The City is not seeking a long -tern, on -going relationship with the consultant. It would like a flexible commitment from the consultant to provide expertise when needed by city staff during the life of this project. 4. The City for strategic business reasons may decide not to complete this project as described. Therefore, it reserves the right to terminate the consuftant's services upon thirty days written notice without obligation to pay for any work that has not been completed. 5. The City's first preference is to have a new system fully operational by Mar 1, 190. The primary driver of the schedule is the need to have a CIS that is readily adaptable to changes in business conditions. We have a year 2000 solution, and so have some flexibility in the schedule if there is a compelling reason to delay. We expect the consultant to: Recommend a schedule that includes all tasks in the RFP process, selection of a vendor, implementation, and project wrap-up. Monitor progress on the schedule, anticipate problems or delays, recommend corrective actions, and revise the schedule to accommodate changes. Provide the consulting services required to keep the schedule on time including mediation activities. B. We expect that the Consultant would be in regular contact and expeditiously execute a scheduled task list. Deliver requested investigative and/or research reports. 7. Please furnish the background and experience of your firm and profiles of your key people who would be assigned to the City's project. Professional firms will be evaluated on the following criteria. These criteria will be the basis for review of the written proposals and interview session. The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 4.0 Scope of Proposal Does the proposal show an understanding of the project objective, methodology to be used and results that are desired from the project? 3.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills? Are sufficient people of the requisite skills assigned to the project? 2.0 Availability Can the work be completed in the necessary time? Can the target start and completion dates be met? Are other qualified personnel available to assist in meeting the project schedule if required? is the project team available to attend meetings as required by the Scope of Work? 3.0 Motivation Is the firm interested and are they sufficiently motivated to deliver the desired product when needed? Are they flexible in meeting our needs as changes occur. 5.0 Cost and Work Hours Do the proposed cost and work hours compare favorably with the project Manager's estimate? Are the work hours presented reasonable for the effort required in each project task or phase? 3.0 Firm Capability Does the firm have the support capabilities the assigned personnel require? Has the firm done previous projects of this type and scope? 1 Reference evaluation (Top Ranked Firm) The project Manager will check references using the following criteria. The evaluation rankings will be labeled Satisfactory/Unsatisfactory. Overall Performance Would you hire this Professional again? Did they show the skills required by this project? Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Professional responsive to client needs; did the Professional anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge Was the system functional upon completion and did It operate properly? Were problems corrected quickly and effectively. 2 THIS AGREEMENT made and entered into the day and year set forth below, by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , [insert either a corporation, a partnership or an individual, doing business as 1, hereinafter referred to as "Professional". WITNESSETH: In consideration of the mutual covenants and obligations herein expressed, it is agreed by and between the parties hereto as follows: 1. Scooe of Services. The Professional agrees to provide services in accordance with the scope of services attached hereto as Exhibit "A", consisting of {_page[s], and incorporated herein by this reference. 2. The Woe& Schedule. (Optional) The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B", consisting of ( ) page[s], and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( _� days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time Limit set forth above must be agreed upon in writing by the parties hereto. 4. Early Termination by CiN. Notwithstanding the time periods contained herein, the City may terminate this Agreement at any time without cause by providing written notice of termination to the Professional. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. PSA 7/93 All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: If Professional: If City: With Copy To: In the event of any such early termination by the City, the Professional shall be paid for services rendered prior to the date of termination, subject only to the satisfactory performance of the Professional's obligations under this Agreement. Such payment shall be the Professional's sole right and remedy for such termination. 5. Design, Project Indemnity and Insurance Resoonsibility. The Professional shall be responsible for the professional quality, technical accuracy, timely completion and the coordination of all services rendered by the Professional, including but not limited to designs, plans, reports, specifications, and drawings and shall, without additional compensation, promptly remedy and correct any errors, omissions, or other deficiencies. The Professional shall indemnify, save and hold harmless the City, its officers and employees in accordance with Colorado law, from all damages whatsoever claimed by third parties against the City; and for the City's costs and reasonable attorneys fees, arising directly or indirectly out of the Professional's performance of any of the services furnished under this Agreement. The Professional shall maintain commercial general liability insurance in the amount of $500,000 combined single limits, and errors and omissions insurance in the amount of 6. CoMl2ensation. (Use this paragraph or Option 1 below.] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($_) plus reimbursable direct costs. All such fees and costs shall not exceed ($_�. Monthly partial payments based upon the Professional's billings and PSA 7/93 2 itemized statements are penrussible. The amounts of all such partial payments shall be based upon the Professionars City -verified progress in completing the services to be performed pursuant hereto and upon the Citys approval of the Professional's actual reimbursable expenses. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings, and other services rendered by the Professional shall become the sole property of the City. 6. ComRMsadon. [Option 1] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis according to the following schedule: Hourly billing rates: Reimbursable direct costs: with maximum compensation (for both Professional's time and reimbursable direct costs) not to exceed ($___J. Monthly partial payments based upon the Professional's billings and itemized statements of reimbursable direct costs are permissible. The amounts of all such partial payments shall be based upon the Professional's City -verified progress in completing the services to be performed pursuant hereto and upon the City's approval of the Professional's reimbursable direct costs. Final payment shall be made following acceptance of the work by the City. Upon final payment, all designs, plans, reports, specifications, drawings and other services rendered by the Professional shall become the sole property of the City. 7. CCit t Regresen ative. The City will designate, prior to commencement of work, its project representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the project. All requests for contract interpretations, change orders, and other clarification or instruction shall be directed to the City Representative. S. Pmiect Drawings. [Optional] Upon conclusion of the project and before final payment, the Professional shall provide the City with reproducible drawings of the project containing accurate PSA 7/93 M