HomeMy WebLinkAboutRFP - P874 INVENTORY ASSET WORK MANAGEMENT SYSTEMCity of Fort Collins
Administrative Services
Purchasing Division
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
Proposal Number P-874
INVENTORY/ASSET[WORK MANAGEMENT SYSTEM
The City of Fort Collins Traffic Operations Department is soliciting proposals for a comprehensive,
integrated software system.
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 2:30 p.m. (our
clock), January 30, 2003. Proposal No. P-874. If delivered, they are to be sent to 215 North Mason
Street, 2Id 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 Sandy Aragon, Project
Manager at 970-224-6103.
Questions regarding proposals submittal or process should be directed to Jim Hume, CPPO, Senior
Buyer, 970-221-6776.
A copy of the Proposal may be obtained as follows:
1. Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to
request document #30874 (The RFP number must be preceded by a 30 when
using the Fax -line.)
2. Download the Proposal/Bid from the Purchasing Webpage,
www.fcqov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2" d 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.
Sincerely,
�vAe-
a s B. O'Neill II, CPPO, FNIGP
D' ctor 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
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. Proiect 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 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
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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.
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 of ten (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
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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. 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.
17. 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.
THE CITY OF FORT COLLINS, COLORADO
By:
John F. Fischbach
City Manager
By:
James B. O'Neill ll, CPPO, FNIGP
Director of Purchasing & Risk Management
DATE:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
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[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 Secretary
(Corporate Seal)
SA 10/97
Proposal No. 874
Inventory/Asset/Work Management System
Section 1.0: Proposal Requirements
1.1 General Description
The City of Fort Collins Traffic Operations Department is soliciting proposals for a comprehensive,
integrated software system that has the following capabilities:
1. Transportation Asset Inventory — Identify location, placement and attributes of Signs,
Pavement Markings and Traffic Signals and position in a Geographic Information System
(GIS).
2. Maintenance Management and Work Order System — Generate and track work
orders/projects from estimates to final invoicing and the associated costs.
3. Work Management — Tracks labor, materials and equipment along with activities and
accomplishments and the associated costs.
4. Stand Alone, Network and/or Web Based capabilities — with options to purchase software
outright.
Using a staff of 30 personnel, the department manages approximately 20,000 signs, 7 miles of
pavement markings and 200 traffic signals. The department is responsible for installation and
maintenance of these assets.
The department server & client operating system is MS Windows 2000. Other software used
include: ESRI ArcView 3.2 and ArcGIS; MS Access XP; MS Excel XP; Oracle and Novell Group
Wise e-mail system. The number of Inventory/Asset/Work Management System users is to be
determined. The current estimate is 20 to 30 users with capabilities to add additional users.
Further, the proposed system must be able to be customized to department needs and
convert/import existing data into system. It must also be database independent and must support
multiple relational databases using native database drivers with customizable screens and menus.
ODBC connectivity required.
Vendor is to install all software, train department personnel and ensure system is fully operational.
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 in providing Inventory/Asset/Work Management
System, as described in the scope of work. Include a written statement outlining
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your firm's qualifications, customer support capability and support philosophy.
b. The name of the company representatives responsible for coordinating the
purchase, installation, training and support requirements relating to the proposed
system.
C. References from five or more governmental organizations which have used your
company for Inventory/Asset/Work Management products and services within the
last two years.
d. A written description of the proposed products and services as required below. Such
description should emphasize any requested features which are not available with
the proposed solution. Indicate type of networks supported (IE, p-p, client/server).
e. Pricing, as requested.
Proposals must be laid out in the following order:
1. Company history and experience statement, as requested.
2. The name and office address of the project manager who will direct the work
and a description of similar projects managed or participated in by this
individual.
3. Names of key staff who will be working on the contract and their relevant
project experience.
4. References.
5. Description of proposed system with features and functions listed in the order
given in 2.0 Scope of Services.
6. Pricing.
7. A summary of the current workload and commitments of key team members.
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.
Section 2.0: Scope of Work
The following features and functions are to be included in the proposed basic system:
2.1 Inventory/Asset Management:
a. Provides for the fast and efficient capture and mapping of all transportation assets:
a. Signs — Includes but is not limited to Regulatory, Guide, Warning, Parking and
Custom signage, including sign supports and banding. No maximum limits on
number of signs on sign support.
b. Pavement Markings — Includes but is not limited to Longitudinal and Transverse
Lines, Arrows and other markings.
c. Traffic Signals — Includes but is not limited to Poles, Cabinets, Controller, Heads and
Utilities.
b. Provides a user friendly inventory database to identify assets and position information into
an integrated Geographic Information System (GIS).
c. Must have the ability to import GIS, Access, Oracle, MUTCD database information.
d. Ability to inventory and analyze the City's transportation assets for conformance to the
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MUTCD, Gasb34 and FHWA. This includes but is not limited to determining GIS
coordinates, roadway placement, size, condition and costs.
e. Quality controlled data entry.
f. Ability to customize database including but not limited to options and fields.
2.2 Work Requests / Work Orders — Corrective & Preventive Maintenance:
a. Provides for the identification (and related look -up -tables) of all items associated with
the work — requester; location; sub -location; equipment ID; trade; labor category;
type of work; priority; assigned staff; schedules; labor, material, and contractor
costing; labor standards; scope of work; customer accounts; project ID,
b. Must be able to track multiple work orders relative to a master work order,
C. Have PM procedures & task standards library,
d. Have on -screen PM scheduling. Scheduling based on seasonal, floating, and fixed
dates,
e. Must have functionality for use of a PDA to download / upload work order data and
bar coded inventory information, and
g. Linkage to inventory control function to expense used inventory items.
2.3 Reports / Report generation to provide / show:
a. Work backlog & status information,
b. Trend, performance, and cost charts,
C. Equipment, Labor and Materials costs by Work Order and activity,
d. Various budget / expense data,
e. Capability for user defined reports & extensive query capability,
f. Various labor usage and productivity data,
g. Charge back accounting & billing capability, and
h. Inventory control information.
2.4 Equipment data to include:
a. Equipment list / data for equipment by specific locations,
b. Warranty information & tracking,
C. Life cycle history of maintenance & repairs, and
d. PM task requirements & schedules.
2.5 Personnel data to include:
a. Employee, craft, and contractor profiles,
b. Ability to track individual attendance, non -productive work hours,
C. Provide individual overtime / comp. time history, and
d. Individual pay rates and history.
S
2.6 Accessory Modules - features & functions that are of future interest:
a. Ability/manpower to assist with signage, pavement marking and traffic signal
inventory,
b. Integration with City's JD Edwards financial system,
C. Functionality with City's Intranet, and
d. Wireless connectivity for mobile computers.
2.7 Computer Hardware
a. Availability for purchase and/or support of GPS, GIS, computer hardware for use in this
project.
2.8 Training:
a. Vendor to provide a minimum of 40 hours of on -site staff system training and one
year of telephone support at no additional cost.
b. Option for further training and support with customization of system.
2.9 Future Releases & Updates: All updates, revisions, or releases are to be provided at no
cost for the first year after successful installation.
Section 3.0: Pricing
In your written response to this proposal provide pricing to cover the following items:
a. Cost of the Inventory/Asset/Work Management System, as specified.
b. Additional cost for database licensing per user, if required.
C. Cost of annual maintenance after warranty period expires.
d. Cost of future software upgrades.
e. Costs of features and functions in 2.6 Accessory Modules.
f. Costs of additional available features.
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Section 4.0: Evaluation
4.1 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. Firms shall be evaluated on the following criteria. Up to three firms
maybe invited to participate in a product demonstration/interview. Such demonstration/interview will
be evaluated using the same 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
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 the project?
2.0
Assigned Personnel
Do the persons who will work on the contract have
the necessary skills? Are sufficient people of the
requisite skills assigned to the contract?
1.0
Availability
Can the work be completed in the time frame
required?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost
Are the proposed costs reasonable?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
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4.2 Reference Evaluation (Top -ranked firms)
The Project Managers will check references using the following criteria. The evaluation rankings will
be labeled Satisfactory / Unsatisfactory.
4.3 Qualification and Standard
a. Overall Performance - Would you hire this company again?
b. Timetable - Was the original Scope of Work completed within the specified time?
C. Completeness - Was the company responsive to client needs? Were problems
solved quickly and effectively?
d. Budget - Was the original Scope of Work completed within the project budget?
e. Job Knowledge - Did company personnel exhibit the knowledge and skills necessary
for the efficient completion of the Scope of Work?
Section 5.0: Proposal Acceptance
All proposals shall remain subject to initial acceptance 90 days after the day of submittal.
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PROFESSIONAL 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 ], hereinafter referred to as "Professional'.
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 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.
4. 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:
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Professional: 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, Proiect 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 negligent 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
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