HomeMy WebLinkAboutRFP - RFI 0001 ENTERPRISE ECOMMERCE SOLUTIONREQUEST FOR INFORMATION
CITY OF FORT COLLINS
ENTERPRISE E-COMMERCE SOLUTION
REQUEST FOR INFORMATION NUMBER R-0001
PROPOSAL DATE: 5:00 p.m. (our clock) February 11, 2003
c. Describe how the financial records work with currently installed City applications.
Software must be capable of a real-time connection and work seamlessly with JD
Edwards OneWorld and SCT Banner Oracle databases.
d. Describe any further enhancements such as standard queries and reports
provided to summarize credit card and ACH transactions.
e. Describe the back -end package capability to provide flow routing of approvals
(other than financial clearing).
f. Describe how the back -end package can send automatic email notices or
confirmation as stages of flow routing approval are completed.
g. Describe the proposed software capability for handling a single e-commerce
transaction (i.e., a customer purchases multiple items in one transaction)
distributed across multiple vendor numbers or financial institutions.
3.3 Payment Processing/Interface with Financial Networks (Curt)
a. Describe all payment types supported and certified, such as credit card types,
debit cards (online/offline), electronic bank account transfers (ACH), trust
accounts, electronic checks, etc.
b. Describe all credit card processing strategies supported and certified in the back -
end package.
3.4 Audit Trail and Financial Reporting
a. Describe all financial reporting included with the back -end package.
b. Describe methods for user created reporting from the back -end package.
c. Describe standard audit trails/methods for this system.
Section 4.0 Technology and Solution Support
4.1 Technology Specifications
a. List all of the operating systems, databases and web server platforms supported
by the product.
b. Refer to Section 2.0 of this document, and describe where your solution is
consistent with the City's IT standards, and where it is inconsistent.
c. Describe how your proposed solution supports open technology standards.
d. Describe how you would recommend configuring your solution in the context of
a firewall network structure in order to optimize security and performance.
e. Describe how you would recommend configuring your solution to support both
Internet and Intranet simultaneously.
f. Describe how security is addressed in your solution, and what steps are taken to
protect credit card and other sensitive information within the system. Please
include in your response details on: Authentication methods employed; data
encryption supported; password usage and storage; auditing capabilities; and
access restrictions to sensitive data.
g. What is the peak transaction processing throughput that the proposed solution is
capable of handling for authorizations?
h. Are there any limits to monthly or other periodic transaction thresholds?
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i. Describe hardware required for optimal implementation of proposed solution.
j. List any other software or hardware components or licenses that are required
but not included in your proposed solution.
k. Describe Fort Collins access to tables and indexes. Proposed software must
allow reporting via standard tools, including PL/SQL, iSQL, Discoverer and MS
Access 2000 and be done through standard database drivers (e.g., ODBC).
4.2 Administration Description
a. Describe how the proposed solution can be administered to incorporate the
City's desired business rules for risk management, scheduling of payment
processing, security, and interface to multiple front-end e-commerce
applications and multiple back -end payment processors. Can the solution be
configured differently on an application by application basis?
b. Describe the different functions or roles required for administering and
maintaining the proposed solution, and annual estimated support effort (in
hours) for City staff to carry out these functions.
c. Describe and application programming interfaces (API's) or other interfaces your
solution provides that allow integration with other applications.
d. Describe any additional training required for City staff to perform routine system
administration.
4.3 Application System Modifications
a. Describe whether the source code for the proposed solution will be made
available to the City.
b. Will the solution require that the vendor (or business partners) access City
systems for any reason? If yes, describe how remote access is accomplished.
c. What types of maintenance and modifications must be made exclusively by the
solutions provider(s).
d. Describe how the proposed solution can be customized by City staff.
4.4 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 5.0 Installations and References
a. How many customers do you have using the proposed solution (total
installations)?
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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 (JDE OneWorld ERP, 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.
Section 6.0 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
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City of Fort Collins
Administrative Services
Purchasing Division
REQUEST FOR INFORMATION
CITY OF FORT COLLINS
Request for Information: R-0001
The City of Fort Collins is seeking proposals on e-commerce solutions that will integrate with its
current revenue collection services and offer online payment for services as an option to
customers .
The City of Fort Collins will utilize the RFI responses to evaluate solution partner product options,
including but not limited to, product functionality, services, compatibility, cost, and availability.
Please review the attached Request for Information and submit your e-commerce solution to the
City of Fort Collins. If you have any questions, please contact Curtis Miller, (970) 221-6673 or
Opal Dick, CPPO, Senior Buyer, (970) 221-6778.
Written proposals, a minimum of five (5) 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
before5:00p.m. (our clock), February 11, 2003. Information Proposal No. R-0001. If delivered,
they are to be sent to 215 North Mason Street, 2"d Floor, Fort Collins, Colorado 80521. If mailed,
the address is P.O. Box 580, Fort Collins, 80522-0580.
A copy of the Request for Information may be obtained as follows:
Download the Request from the Purchasing Webpage, www.fcgov.com/purchasing.
2. Come by Purchasing at 215 North Mason St., 2"d 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,
J me . O'Neill II, CPP�)i(NIGP `
re r 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
Request for Information
No. R-001
Enterprise E-Commerce Solution
Section 1.0 Background Information
1.1 City Organization
The City of Fort Collins is a municipal organization of approximately 1550 employees
and a total City budget of over $430M in 2002. 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 water reclamation)
1.2 Community and Customer Profile
Fort Collins, known as the "Choice City, is home to over 128,000 residents. It is situated
at the eastern base of the "Front Range" of the Rocky Mountains, approximately 65
miles north of Denver and 45 miles south of Cheyenne, Wyoming. The community has
benefited from its association with Colorado State University, which remains the largest
employer in the city and an enrollment of more than 22,000 full-time students. Fort
Collins has also become home to a number of high technology firms including Agilent,
Celestica, Hewlett-Packard, LSI Logic and Woodward Governor.
As can be seen in the above list of major service areas, the City provides a wide variety
of services to its primary customers, the citizens and businesses of Fort Collins. In a
survey conducted by the City in 2001, most residents gave fairly high ratings to the City
organization in providing services. Problems mentioned most often by citizens related to
Fort Collins' tremendous population growth in recent years. Fort Collins is a
progressive, well-educated community. A key finding from the 2001 survey is that more
than 80 percent of residents have Internet access at home, at work or at both locations.
The City of Fort Collins desires an e-commerce solution that integrates with its current
revenue collection services. As an element of the City's overall financial and revenue
collection process, it is governed by sections of the City's Charter.
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Under Section 22, the City's Financial Officer "shall have charge of the financial records
and general and special funds ... and shall collect, receive, and disburse all money
belonging to the city and shall have all other duties required to administer properly the
financial affairs of the city."
Under Section 24, "All money belonging to the city and the custody of city employees
shall be paid daily to the Financial Officer."
The successful e-commerce solution will support and enhance these concepts of internal
control and prudent financial management.
1.3 Organizational Interest in E-Commerce
As part of an overall E-Government strategy, the City is pursuing several projects that
will enable our citizens and customers to conduct more of their business with us online.
As part of this strategy, it is the City's desire to offer our customers the option to pay for
City services online by deploying web applications that can accept online payments. At
a minimum the City plans to accept payments using major credit cards (Visa,
MasterCard, and Discover/Novus) in all e-commerce applications, as well as bank
account transfers using the ACH (Automated Clearing House) network. In the future the
City would like to have the option to accept other non -cash forms of payment such as
debit cards or checks online. Any online services needs to strategically dovetail with the
City's call center credit card processing.
Initially the City plans to enable its customers to make online payments for utility bills.
Over time, multiple e-commerce applications could be developed and/or deployed by the
Solutions Partner, the City or other application software providers of the City.
The City anticipates deploying both external (Internet) and internal (Intranet) web -based
e-commerce applications. Each City department involved in e-commerce has at least
one credit card vendor number and at least one revenue account. Departments may
have many vendor numbers and revenue accounts. These departments reconcile daily
transactions internally, and the FC Finance Department reconciles accounts in
aggregate and audits departmental accounting.
Services and applications that are candidates for online payment capabilities are
identified below (the list below is based on current knowledge and could expand as new
ideas for online services are brought forward):
Services/Applications
Description
Online payment of utility bills
. Four utility services provided: electric, water,
wastewater, and storm water
Approx. 60,000 customers
• Plan to offer online payments using credit cards
or electronic bank account transfers
Back -end application is SCT Banner Customer
Information System
Recreation program registration
. Citizens have requested ability to register and
and payment
pay for City recreation programs online
An online registration and payment capability is
currently provided on City web site, but is not
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integrated with the back -end
application/database nor with any payment
processing network
• Anticipate this will be one of highest volume e-
commerce applications, as citizens register for
programs during short open enrollment periods
• Back -end application is currently Vermont
S stem's RecTrac system
Permit applications and payments
. City will be allowing customers to apply and pay
for building permits online; this same capability
may be implemented for other types of City
permits later
• Anticipate that credit cards will be accepted for
minor permits, with trust accounts being used for
larger permits
• Back -end application is Accela permitting
system
Services/Applications
Description
Performing arts ticketing
• Allow customers to reserve and pay for tickets
with credit card to events at City performing arts
center
• Back -end application is currently ArtSoft, which
was acquired by tickets.com
Parking tickets
. Allow citizens to make online payments for
parking tickets issued by the City
City online stores for museum,
. City staff would like to sell products to customers
health/wellness items, etc.
and other internal staff
Payments for traffic citations
. Allow citizens to make online payments for traffic
citations that are handled by Municipal Court
• An online payment capability is currently
provided on City web site, but is not integrated
with any back -end application/database nor with
any payment processing network
Reservation and payment for use
• The City has a variety of facilities that are
of City facilities
available for public use, and could be reserved
and paid for online: meeting and banquet rooms,
picnic shelters, recreation facilities, etc.
There currently is no central back -end
application in place for this purpose
Parking permits
. City would like to sell permits online for it's
parking structures (includes both the public and
City employees), as well as permits for surface
lots and for a possible future
residential/neighborhood permits program.
• Another option the City is looking at is selling
smart cards online that would be used for on -
street pay parking.
Accident reports
• Police Services plans to offer online payment for
accident reports requested by outside entities
insurance companies, etc.
Bus passes/Dial-A-Ride
• Offer capability to sell passes for City -owned
transportation systems, including TransFort
busses and Dial -A -Ride
Golf tee times and tournament
. City owns and operates several golf courses in
reservations
the community, and plans to offer online
reservation and payment for tournaments and
tee times
Preference is to provide this capability in-house
rather than outsourcing
Library fines and lost books
. Offer library patrons the capability to pay online
for library overdue fines and lost books
• Automated library system utilized is from
Innovative Interfaces, Inc. III
Registration and payment for
• Registration for training programs offered by the
employee training programs
City HR Department could be handled online,
with payments being automatically charged to
appropriate City account numbers.
Insurance premium payments for
• Enable City retirees and those eligible for
COBRA and City retirees
temporary insurance coverage through COBRA
to make insurance premium payments online.
1.4 Project Purpose and Scope
As previously stated, the City desires to offer online payment for services as an option to
its customers. In anticipation of several departments/service areas offering online
payment for services, the City's objective is to provide a flexible, robust tool to build
front-end e-commerce applications; and to consolidate online payment processing onto
a common hardware/software/services solution that will meet all of our business needs.
The City believes that such a comprehensive enterprise -wide approach to enabling e-
commerce will be more cost-effective and maintainable than pursuing a piecemeal,
departmental or application -specific approach. Thus, the City is seeking an e-commerce
solution (application development tool and middleware) that will address the following
general requirements:
• Integrate with third party commercial application packages, and enable custom e-
commerce applications to be rapidly and easily created.
• Provide flexible, single source interface with backend Internet payment gateway
service(s) to enable real-time processing and authorization of online credit card
and bank account transfer/ACH payment requests.
• Interface with City's Internet Merchant Bank for purposes of sending e-commerce
transaction data and receiving verified transaction/settlement data.
• Provide interface for Accounts Receivable (A/R)/settlement file into City's JD
Edwards ERP system.
• In addition to integration of Financials, the product(s) anticipated with this RFI will
be integrated with several existing and future City applications. The preferred
connection mechanism is through established application programming
interfaces (APIs) with user selectable options.
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• Capability to support multiple online payment methods, and to easily establish
user -defined business rules or parameters for different e-commerce applications.
• Provide a complete audit trail and reporting capabilities for all online transactions
across the entire City enterprise.
The City is also seeking a solutions partner that can provide consultation, programming
and implementation assistance for their proposed solution.
1.5 City's Technology Environment and Standards
The City of Fort Collins currently hosts and supports a public web site (www.fcqov.com),
as well as a private Intranet site. The City's network infrastructure represents the
foundation for the delivery of e-Government services and applications. The fiber optic
network is the backbone of this infrastructure, interconnecting city departments in
multiple locations to access enterprise applications, enable data transfer, and access to
the Internet. The City has a high speed connection to the Internet through a community
network partnership, and currently purchases 3 Mbps capacity. We are planning for
expansion to speeds to 100 Mbps, 1 Gbps and beyond in the future. The internal City
network can currently handle servers at 100 Mbps with higher speeds planned in the
future. Any Internet -accessible applications (e.g., e-commerce) are protected by a
firewall that currently can also handle 100 Mbps speeds at the network level.
The City has adopted, and reviews and updates annually, a set of IT standards that
govern the planning and implementation of technology in the organization. The following
standards represent the strategic direction for application/system deployments, and will
be given high priority when evaluating solutions:
• Operating system: HP/UX 11.0 or greater, Red Hat Linux or Windows 2000 in NT
domain
• Database: Oracle 8i or above
• Web server software: Apache
• Web -based application development: PHP4, Server -side JavaScript
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 an e-
commence product. 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.
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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 five (5) information packages will be received at the City of Fort Collins'
Purchasing Division, 215 North Mason Street, 2"d 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 PM, February 11,
2003.
Submittals should be presented in an organized and concise manner. It is desirable that
submittals be received electronically if convenient for solution provider.
Electronic Responses can be delivered using either of the following options
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a. Mail (enclose five CD's or diskettes):
City of Fort Collins
Purchasing Division
b. Email (Attach Documents):
odick@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:
Curtis Miller
cmiller@fcgov.com
970-221-6673
Questions regarding information submittal or process should be directed to Opal Dick,
CPPO, Sr. Buyer, 970-221-6778.
2.2 Submittal
A minimum of the following information should be provided:
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a. A brief company history and experience in developing and deploying e-
commerce solutions.
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, sample RFP's
and any other information which might be helpful. DO NOT include proprietary
information.
e. Pricing or price ranges. Costs shall be providing for full functionality. Include
software, hardware, services costs, and any other costs required.
f. A reference list of current governmental installs (see Section 5.0).
Section 3.0 Functional Specifications and Requirements
3.1 Front -End E-Commerce Applications
a. Describe the front-end application development tool and user modes of
customization.
b. Describe user selection and programming methods/options.
c. Describe capabilities to globally change look and feel of the customer
experience.
d. Describe the standard interfaces to the e-commerce front-end package for JD
Edwards Financials and for SCT Banner.
e. Describe how the front-end application development tool can manage inventory
(sale items or class slots available).
f. Describe the front-end development tool capability to provide work -flow routing of
approvals (other than financial clearing).
g. Describe the front-end development tool capability to send automated advisories,
notifications and confirmations.
h. Describe how the front-end development tool can send automatic email notices
or confirmation as stages of flow routing approval are completed.
i. Application Programming Interfaces (API's) should be defined in Section 4.1 of
this document.
3.2 Integration with Back -end Systems
a. Describe how the proposed software will track credit card and bank account
electronic fund transfers (ACH) and note how it will incorporate methods that
enable tracking from origin through accounting, reporting and auditing. The
process must coordinate and track transactions for multiple institutions and
vendor numbers. It should either incorporate user customizable reports or
enable reporting by other standard tools.
b. Describe how the proposed software can insert daily totals of these
departmental/vendor transactions into the JD Edwards OneWorld database.
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