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HomeMy WebLinkAboutRFP - P694 REMOTE ACCESS PROVIDERAdmin alive Services ah Purchasing Division City of Fort Collins REQUEST FOR PROPOSAL CITY OF FORT COLLINS REMOTE ACCESS SERVICE PROPOSAL NO P-694 The City of Fort Collins is requesting proposals from firms for providing dial -in services to the City's computer network Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 256 West Mountain Avenue, Fort Collins, Colorado 80521 Proposals will be received before 2 30P M (our clock), September 3, 1998 Proposal No P-694 Questions concerning the scope of the project should be directed to the Project Manager, Dick Heyman (970) 221-6283 Questions regarding proposals submittal or process should be directed to Jim Hume, Buyer (970)221-6776 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 SlnCerely, J"e B O'Neill II, CPPO (t Director of Purchasing & Risk Management I 256 W Mountain Avenue • PO Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707 C: Exhibit "B" YEAR 2000 COMPLIANCE CERTIFICATION AND INDEMNITY Section 1 Contractor hereby certifies that all information resources or systems to be provided or used in connection with the performance of this Agreement are "Year 2000 Compliant", except as otherwise expressly described in Section 2, below "Year 2000 Compliant' shall mean that information resources meet the following criteria a Data structures (e g , databases, data files) provide 4-digit date century recognition For example, "1996" provides date century recognition, "96" does not b Stored data contains date century recognition, including (but not limited to) data stored in databases and hardware/device internal system dates c Calculations and programs logic accommodate both same century and multi - century formulas and date values Calculations and logic include (but are not limited to) sort algorithms, calendar generation, event recognition, and all processing actions that use or produce date values d Interfaces (to and from other systems or organizations) prevent non -compliant dates and data from entering any state system e User interfaces (i e , screens, reports, etc ) accurately show 4 digit years f Year 2000 is correctly treated as a leap year within all calculation and calendar logic Section 2 Contractor has identified the following information resources or systems that will be provided or used in connection with the performance of this Agreement that are not, or will not by December 1, 1998, be Year 2000 Compliant Section 3 a Contractor hereby certifies that the instances of information resources or systems not Year 2000 Compliant identified in Section 2, above, will be Year 2000 Compliant no later than December 1, 1998, and that Contractor shall notify the City of the status of Year 2000 Compliance for such resources or systems upon the earlier of the date Year 2000 Compliance is achieved or on June 30, 1999 1 b Contractor hereby certifies that the instances of information resources or systems identified in Section 2, above, as not Year 2000 Compliant, and for which Year 2000 Compliance is or will not be achieved by December 1, 1998, are not related to and do not impair the performance by Contractor of the terms of this Agreement, and do not produce new non -compliant information resources or systems Section 4 Contractor agrees to notify the City immediately of any information resources or systems that are not Year 2000 Compliant upon encountering the same in connection with the performance of the Agreement, including without limitation any information resources or systems in use by Contractor in the performance of the Agreement or information resources or systems of the City regarding which Contractor obtains information in the course of its performance of the Agreement Section 5 Contractor agrees to permit examination, by the City or agents thereof, of any and all information resources and systems in use in connection with this Agreement, and related Year 2000 Compliance implementation plans, in order to evaluate Year 2000 Compliance and potential implications of the same for the City and for performance of the Agreement Section 6 The Contractor shall indemnify and hold harmless the City, and its officers, agents and employees, from and against all claims, damages, losses, and expenses, including attorneys fees, arising out of or resulting from the Contractor's failure to disclose instances of information resources or systems that are not Year 2000 Compliant, or failure to comply with the terms of this Exhibit C 2 117 Exhibit "C" CONDFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the "City") pursuant to this Agreement (the "Agreement"), the Contractor hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as 'information") that are the property of and/or relate to the City or its customers or suppliers, which access is related to the performance of services that the Contractor has agreed to perform, the Contractor hereby acknowledges and agrees as follows That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary The Contractor agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City , or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City) The Contractor shall not disclose any such information to any person not having a legitimate need -to -know for purposes authorized by the City Further, the Contractor shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City The foregoing to the contrary notwithstanding, the Contractor understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required In the event of any disclosure under (b) above, the Contractor shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure In the event that the Contractor ceases to perform services for the City, or the City so requests for any reason, the Contractor shall promptly return to the City any and all information described heremabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access Y'` $ ✓ RAC The Contractor understands and agrees that the City's remedies at law for a breach of the Contractor's obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law 2 Aft Proposal No. P- 694 REMOTE ACCESS SERVICE PROVIDER Section 1.0: Proposal Requirements 1 1 General Description The City of Fort Collins is soliciting proposals for an organization to provide dial -in services to the City's computer network 1 2 Proposal Submittal The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal Firms submitting proposals shall submit five (5) copies of the proposal with the following information a Company history and experience with dial in services as described in the scope of work b The name of the company representative responsible for coordinating the remote access dial in services c A written description of the proposed products and services as required below d Pricing, as requested A duly authorized representative of the firm submitting the proposal must sign the proposal The signature shall include the title of the individual signing the proposal 1 3 Proprietary Information The City of Fort Collins is subject to public information laws, which permit access to most records and documents Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible Proposals may not be marked "Proprietary" in their entirety Information considered proprietary is limited to material treated as confidential in the normal conduct of business, trade secrets, discount information, and individual product or service pricing Summary price information may not be designated as proprietary as such information may be carried forward into other public documents All provisions of any contract resulting from this request for proposal will be public information 1 Section 2.0. Background 21 The City of Fort Collins has determined that the best solution to remote, dial -in access to the City's computer network is to use a dial -in service This service is to be provided by a private virtual circuit between the service provider and the City's Frame Relay network 22 The typical configuration for a client using this service could be a Windows 95 with Dialup Networking Installed (minimum required) b 28 8 Kbps or faster modem (28 8 is the minimum required - options for 56 Kbps or ISDN) c Reflections software (for Telnet sessions) d A client copy of J D Edwards OneWorld application e Novell GroupWise email client Section 3.0: Scope of Work 31 The selected vendor shall provide the following services a Dial up modem connections at 28 8 Kbps, 56 Kbps (V 90) and ISDN with access to faster speeds, as the technology becomes available in the area b Appropriate authentication of incoming calls with passwords for the different accounts and appropriate security audit capabilities c A Frame Relay connection, minimum T1, to be used to create a Private Virtual Circuit with the City's network d The company providing this service should have a telephone accessible help desk maintained twenty-four hours a day seven days per week The help desk will offer support to dial -in users to help with client connectivity setup and access This company will explain in detail how this service will be provided, including information like the help desk structure and resumes of the help desk personnel e The initial number of City users is estimated to be about fifty accounts, and is expected to increase to 300 or more users over the next few years 32 Vendors must certify that the hardware and software used to provide services to the City are and shall remain Year 2000 compliant See Exhibit "B" 33 Respondents should explain the special competitive advantages of their company, including any unique personnel, software, hardware or infrastructure features If there 2 0 Ea are any additional costs associated with any of these unique items, please indicate such costs in your proposal 34 The financial structure of the City requires billing to be made to individual departments Indicate how this requirement would be handled Section 4 0• Minimum Required Specifications Venders not able to meet these specifications will be disqualified Explain how you will meet these specifications a The network connectivity must allow TCP/IP and Novell IPX Microsoft NT domains within the City shall be accessible from the dial -in client b The network connectivity must isolate City users from normal Internet access on the providers network and any other networks served by the provider c The dial -in must allow City users access to the Internet via the City's current connection and firewall and not through the provider's connection to the Internet d The vendor must have Frame Relay access at T-1 or better bandwidth Indicate what bandwidth you will be providing and what you expect the City to pay for installation, set up and on -going costs of this circuit if any e Dial -in speeds of 28 8 Kbps, 56Kbps (v 90), and ISDN connections f The company shall allow a test period of thirty days to prove capability If the company can not successfully perform the services described above in the Scope of Work and the Required Specifications, service can be terminated at the City's discretion Section 5 0• Pricing In the written response to this proposal provide pricing to cover the following items a Itemized initial set up costs b Monthly connections cost for the first set of fifty accounts, itemized at a per account price c Per account costs for each additional account over the first set d Any discounts for large numbers of accounts e Any itemized costs for special features outlined in section 3 2 f Any and all other associated costs 3 E Section 6.0: Schedule If awarded the contract for services, specify how long would it take to set up the connection and accounts The expectation of the City is that initial connections can be made within two weeks Section 7.0: References Please provide references of customers of like services if available If these services are different from most prior accounts, please provide other business references Section 8.0: Evaluation 81 Evaluation and Assessment of Proposal An evaluation committee shall rank the interested firms based on their written proposals using the ranking system set forth below Firms shall be evaluated on the following criteria The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 an average rating, and 5 an outstanding rating Recommended weighing factors for the criteria are listed adjacent to the qualification Weighting Qualification Standard Factor 20 Scope of Proposal Does the proposal show an understanding of the protect objective, methodology to be used, and results that are desired from the project? 20 Help Desk and Do the persons who will work on the contract have Support Personnel the necessary skills'? Are sufficient people of the requisite skills assigned to the contract? 30 Availability of Will this company be able to provide a solution with Services and high availability of access? Is support easily Support available? 20 Cost Is the proposed cost competitive? Is the cost of expansion economical? 1 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? 4 AWL 82 Reference Evaluation (Top -ranked firms) The Protect Managers will check references using the following criteria The evaluation rankings will be labeled Satisfactory / Unsatisfactory a Overall Performance - Would you hire this company again? b Installation -Did the company deliver the service requested of them? Was the work completed in a timely manner? c Completeness - Did the company understand client needs? Did the company anticipate problems? Were problems solved quickly and effectively? d Budget -Were the costs presented for the service correct? Were there any extra costs that appeared late in the protect? If so, why? e Job Knowledge - Did company personnel exhibit the knowledge and skills necessary for the efficient completion of the Scope of Work? f Help Desk Services - Was there someone readily available when you called with a request? Were they responsive? Did they show good trouble -shooting skills? On a scale of one to five (five being the best) how would you rate the help desk service? Section 9.0• Proposal Acceptance All proposals shall remain subject to initial acceptance 90 days after the day of submittal E Exhibit "A" Sample SERVICES AGREEMENT 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 Scope 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 Work 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 Early Termination by City 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 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 Responsibility 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 $500,000 combined single limits, and errors and omissions insurance in the amount of 6. Compensation [Use this paragraph or Option 1 below ] In consideration of the services to be performed pursuant to this Agreement, the City agrees to pay Professional a fixed fee in the amount of ($ ) plus reimbursable direct costs All such fees and costs shall not exceed ($ ) Monthly partial payments based upon the Professional's billings and itemized statements 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 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 Compensation [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 ($ ) 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 City Representative 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 8 Project Drawinos [Optional] Upon conclusion of the protect and before final payment, the Professional shall provide the City with reproducible drawings of the protect containing accurate information on the protect 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 Independent 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 2 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 Default Each and every term 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 14 Remedies In the event a party has been declared in default, such defaulting party shall be allowed a period often (10) 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 Effect 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 LawLaw/Severability 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 ( ) page[s], attached hereto and incorporated herein by this reference 3