HomeMy WebLinkAboutRFP - P821 FORMS PACKAGE SOFTWAREAdministrative Services
Purchasing Division
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
Proposal Number P-821
The City of Fort Collins is seeking proposals for a Forms Software Package.
Written proposals, five (5) will be received at the City of Fort Collins' Purchasing Division, 215 North
Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our
clock), January 25, 2002. Proposal No. P-821. If delivered, they are to be sent to 215 North Mason
Street, 2nd Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins,
80522-0580.
Questions concerning the scope of the project should be directed to Project Manager, Michelle
McDonough, (970)221-6369.
Questions regarding proposals submittal or process should be directed to Buyer, Keith I. Ashby,
CPPO, Buyer, (970)416-2191.
A copy of the Proposal may be obtained as follows:
Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #30821.
Download the Proposal/Bid from the Purchasing Webpage,
www.fcgov.com/purchasing.
Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a
copy of the Bid.
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.
rely,
��
J mes . O'Neill II, CPPO, FNIGP
Di sctof of Purchasing & Risk Management
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
8. City Representative. The City will designate, prior to commencement of the work,
its representative who shall make, within the scope of his or her authority, all necessary and proper
decisions with reference to the services provided under this agreement. All requests concerning
this agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider are
those of an independent service provider and not of an employee of the City of Fort Collins. The
City shall not be responsible for withholding any portion of Service Provider's compensation
hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any
other purpose.
10. Personal Services. It is understood that the City enters into the Agreement based
on the special abilities of the Service Provider and that this Agreement shall be considered as an
agreement for personal services. Accordingly, the Service Provider shall neither assign any
responsibilities nor delegate any duties arising under the Agreement without the prior written
consent of the City.
11. Acceptance Not Waiver. 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 or cause of action arising out of performance of this Agreement.
12. Warran .
(a) Service Provider warrants that all work performed hereunder shall be
performed with the highest degree of competence and care in accordance
with accepted standards for work of a similar nature.
(b) Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the most
suitable grade of their respective kinds for their intended use, and all
workmanship shall be acceptable to City.
(c) Service Provider warrants all equipment, materials, labor and other work,
provided under this Agreement, except City -furnished materials, equipment
and labor, against defects and nonconformances in design, materials and
workmanship/workwomanship for a period beginning with the start of the
work and ending twelve (12) months from and after final acceptance under
the Agreement, regardless whether the same were furnished or performed
by Service Provider or by any of its subcontractors of any tier. Upon receipt
of written notice from City of any such defect or nonconformances, the
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affected item or part thereof shall be redesigned, repaired or replaced by
Service Provider in a manner and at a time acceptable to City.
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 thereof.
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.
16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save
harmless the City, its officers, agents and employees against and from any and all actions, suits,
claims, demands or liability of any character whatsoever brought or asserted for injuries to or death
of any person or persons, or damages to property arising out of, result from or occurring in
connection with the performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work
hereunder to prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider
shall provide and maintain insurance coverage naming the City as an additional insured under this
Agreement of the type and with the limits specified within Exhibit _, consisting of (_)
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pages[s], attached hereto and incorporated herein by this reference. The Service Provider before
commencing services hereunder, shall deliver to the City's Director of Purchasing and Risk
Management, P. O. Box 580 Fort Collins, Colorado 80522 one copy of a certificate evidencing the
insurance coverage required from an insurance company acceptable to the City.
17. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or
representations not contained in this Agreement shall not be binding on the parties.
18. Law/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.
19. Special Provisions. [Optional] Special provisions or conditions relating to the
services to be performed pursuant to this Agreement are set forth in Exhibit _, consisting of
(_) page[s], attached hereto and incorporated herein by this reference.
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
John F. Fischbach
City Manager
By:
James B. O'Neill ll, CPPO, FNIGP
Director of Purchasing and Risk Management
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
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[Insert Corporation's name] or
[Insert Partnership name] or
[Insert individual's name]
Doing business as _[insert name of business]
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
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EXHIBIT B
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage
designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider
shall furnish the City with certificates of insurance showing the type, amount, class of operations covered,
effective dates and date of expiration of policies, and containing substantially the following statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten (10)
days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out
and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may
deduct the cost of such insurance from any monies which may be due or become due the Service Provider
under this Agreement. The City, its officers, agents and employees shall be named as additional insureds
on the Service Provider's general liability and automobile liability insurance policies for any claims arising
out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life
of this Agreement for all of the Service Provider's employees engaged in work performed under this
agreement:
1. Workers' Compensation insurance with statutory limits as required by Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease
aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this
Agreement such commercial general liability and automobile liability insurance as will provide
coverage for damage claims of personal injury, including accidental death, as well as for claims for
property damage, which may arise directly or indirectly from the performance of work under this
Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of
insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000
combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be responsible for
any liability directly or indirectly arising out of the work performed under this Agreement by a
subcontractor, which liability is not covered by the subcontractor's insurance.
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Proposal No. P-821
Forms Software Package
Section 1.0: Proposal Requirements
1.1 General Description
The City of Fort Collins is soliciting proposals for a Forms software package that will allow City
employees to create their own customized documents. The forms software package will be
integrated with the City's J.D. Edwards OneWorld Financial system.
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:
Company history and experience in the forms software industry as described in the
scope of work.
The name of the company representative responsible for coordinating any questions
about the forms software.
C. References from five or more organizations which have used your company for
similar products and services within the last two years, including all clients currently
using your forms software with J.D. Edwards OneWorld software.
A written description of the proposed products and services as required below.
e. Pricing, as requested.
The proposal must be signed by a duly authorized representative of the firm submitting the proposal.
The signature shall include the title of the individual signing the proposal. If delivered, they are to
be delivered to 215 North Mason Street, 2"' floor, Fort Collins, Colorado 80524. If mailed, the
mailing address is P.O. Box 580 Fort Collins, Colorado 80522-0580. Proposals will be received
before 3:OOPM(our clock), January 25, 2002.
Section 2.0: Background
The City of Fort Collins is currently using J.D. Edward's OneWorld Financial suite. The system
resides on a Hewlett Packard 9000 K Series platform running HP-UX 11.0. Check printing is done
on a Troy printer with MICR ink. The City is currently using another forms package. The goal is to
determine if the current package should be replaced with a less complex, easier to use and more
versatile package.
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Section 3.0: Specifications
J.D. Edward's OneWorld financial system provides output files that can be fed through a forms
package to create customized documents. The files from the OneWorld system are in an Adobe
Acrobat .PDF file format, so the forms package selected needs to be able to accommodate that
format.
The City is requesting responses to the following questions:
3.1 Can your software create the following required documents?
• Purchase Orders
• Accounts Payable checks
• Account Receivable Invoices
• Payroll checks
• Payroll stubs
• Timesheets
Other documents earmarked for "future" document creation.
Financial forms:
• 1099M forms
• 1099R forms
• W2's
• Credit Memos
Human Resource -related forms:
Employee Status:
• Employee Personal Action (change in classification, pay, or scheduled work
hours) form
• Employee Termination (to be filled out at time of employee termination) form
• Employee Contract (filled out for temporary/contractual employees) form
• End of Contract (to terminate contractual employees) form
Employee Benefits:
• Healthcare Benefits Open Enrollment Selection forms
• Benefits Statements
• Attachment A (current benefits listing for employee) form
• Quarterly Flexible Spending Account forms
• Employee and Family Benefits Coverage (current benefits listing for employee and
family) form
• COBRA notification form
• Leave of absence forms (FMLA, Emergency, Dependent Care, Unpaid, Military)
Misc. Employee:
• Photo ID cards
• Performance Review Reminder forms
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• Year End Labor Market Adjustment (cost of living raise notification) form
• Retirement Savings Projection form
3.2 Is your software capable of the following? Are there additional charges for any of the
functions given below? If there are additional charges please include them in the pricing
section.
• Creating and printing logos and pictures on documents.
• Creating and printing signatures on pay checks.
• Printing MICR lines on checks.
• Printing to perforated paper forms.
• Printing barcodes on a document.
• Printing multiple signatures on a document.
• Printing on both sides of a form.
3.3 Specifically, how does your software interact with J.D. Edward's OneWorld XE, service pack
15 software?
3.4 When a new JD Edwards service pack becomes available, how quickly does this product
become compliant?
3.5 Has your forms product received Interface Certification with JD Edward OneWorld XE?
3.6 How does your software handle JDE's file formats (PDF, excel CSV, OSI)?
3.7 Does this software create various output formats — email, fax, XML HTML?
3.8 How is the data from OneWorld incorporated into a form through your software?
3.9 From the OneWorld output file that is passed to your forms software, can information fields
(i.e. vendor address, employee name, etc.) be added or deleted on a form?
3.10 Can fields be pulled from the OneWorld database to be added to a form if they are not
included in the .PDF file?
3.11 Are there any types of printers that your software cannot interact with?
3.12 Can your product work with both PCL and Post Script printers?
3.13 Does this software have the ability to produce multiple copies with multiple formats which
will go to multiple printers (i.e. Accounts payable is produced in two formats that are
simultaneously sent to two different printers — a Troy and an HP Laser Jet)?
3.14 Does your software come with any pre -made forms, and can these forms be modified by the
City for use?
3.15 The City currently has a large supply of check stock (1003 Dupbl, checkseal , cfold, water
sealed, duplex) from CTP Station. Is this check stock useable with this software package?
3.16 What type of training do you offer?
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3.17 Which platforms can your software run on?
3.18 Is your software installed at the J.D. Edwards Enterprise level or at the print server level?
Please indicate the memory, drive space, and operating system requirements.
3.19 What type of development tool does your software utilize for clients to create forms?
3.20 As part of the software purchase, do you include conversion of existing documents?
a. If so, how many documents will be converted?
b. If not, how is the pricing of converting the documents determined?
3.21 How does your firm utilize the Internet, and what services do you provide via the Internet?
3.22 Is your product able to be installed off -the -shelf, or will modifications be necessary?
3.23 Who installs the software, you, or the City?
3.24 Do you have a user support group? How often does it meet? Do customers have input to
future software changes?
3.25 Do you offer telephone support? If so what are the hours, and is it included with the cost of
your software or maintenance, or does it cost extra?
3.26 How frequently do you offer software upgrades? Are upgrades included with the cost of
software, or is there an additional charge?
3.27 What is your firm's relationship to J.D. Edwards? Are you a J.D. Edwards business
partner?
3.28 How do you keep up with changes to the OneWorld software?
3.29 What products do you have available now, and what products do you plan to offer in the
future?
Section 4.0: Pricing
In your written response to this proposal provide pricing to cover the following items:
4.1 Pricing for your forms software.
• Describe your licensing structure
• Include prices for additional licenses
4.2 If any additional modules or equipment are required to run your software (i.e. front end
Windows application to design forms, etc.), please list their names and prices.
4.3 Cost of customizing your software to make it interact with the OneWorld system.
• List the modifications in detail
• Indicate whether the work will be done onsite or at your location
• Provide a time and cost estimate to complete the modifications
4.4 Annual software maintenance and customer support costs.
4.5 Training costs for any training your company can provide.
Section 5.0: Evaluation
5.1 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. Selection may be made based on written evaluations or interviews
may be held with up to three firms. Firms shall be evaluated on the following criteria for both written
and interview evaluations.
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
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used, and
results that are desired from theproject?
1.0
Requirements
Does the product meet the requirements as set
forth in Specifications, Section 3.0?
2.0
Availability
Is a product that works with OneWorld available for
immediate installation?
1.0
Motivation
Is the firm interested and are they capable of
delivering a forms software package in the required
time frame?
2.0
Cost
Do the proposed costs compare favorably with
other vendors proposals?
2.0
Firm Capability
Does the firm have the support capabilities the
project requires? Has the firm done previous
projects of this type and scope?
5.2 Reference Evaluation (Top -ranked firms)
The Project Managers will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory / Unsatisfactory.
5.3 Qualification and Standard
a. Overall Performance - Would you hire this company again?
b. Timetable - Was the form software delivered and implemented within the specified
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time?
C. Completeness - Was the company responsive to client needs; did the company
anticipate problems? Were problems solved quickly and effectively? Did the firm's
software interact properly with OneWorld, or were there problems? Did additional
modifications need to be made by the firm?
d. Budget - Was the total cost of the software and implementation within the original
project budget?
e. Job Knowledge - Did company personnel exhibit the knowledge and skills necessary
for the efficient completion of the project?
Section 6.0: Proposal Acceptance
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
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 , hereinafter referred to as "Service Provider".
W ITNESSETH:
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 Service Provider 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
execution of this Agreement. Services shall be completed no later than
(_) days following
Time
is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing
signed by the parties.
4. Contract Period. [Option 1] This Agreement shall commence upon the date of
execution shown on the signature page of this Agreement and shall continue in full force and effect
for one (1) year, unless sooner terminated as herein provided. In addition, at the option of the City,
the Agreement may be extended for an additional period of one (1) year at the rates provided with
written notice to the Professional mailed no later than ninety (90) days prior to contract end.
4. Contract Period. [Option 2] This Agreement shall commence , 200_, and
shall continue in full force and effect until , 200_, unless sooner terminated as herein
provided. In addition, at the option of the City, the Agreement may be extended for additional one
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year periods not to exceed _ (_) additional one year periods. Pricing changes shall be negotiated
by and agreed to by both parties and may not exceed the Denver - Boulder CPI-U as published by
the Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the
Service Provider and mailed no later than ninety (90) days prior to contract end.
5. Delay. If either party is prevented in whole or in part from performing its obligations
by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the
party so prevented shall be excused from whatever performance is prevented by such cause. To
the extent that the performance is actually prevented, the Service Provider must provide written
notice to the City of such condition within fifteen (15) days from the onset of such condition.
[Early Termination clause here as an option.
6. Early Termination by City/Notice. 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 Service Provider. 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:
City: Service Provider:
In the event of early termination by the City, the Service Provider shall be paid for services rendered
to the date of termination, subject only to the satisfactory performance of the Service Provider's
obligations under this Agreement. Such payment shall be the Service Provider's sole right and
remedy for such termination.
7. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, the sum of Dollars
($ ) [Option Cost Breakdown is attached Exhibit "C]
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