HomeMy WebLinkAboutRFP - P930 APPLICATION DEVELOPMENT SERVICESAdministrative Services
Purchasing Division
REQUEST FOR PROPOSAL
CITY OF FORT COLLINS
Proposal Number P930 Application Development Services
City of Fort Collins
e Ciry of r0TCollins, Information Technology Department ("IT"), is seeking a qualified, full service
Application Development Consultant ("Consultant") to provide application development services for
various information technology projects.
Written proposals, four (4) 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), March 18, 2004. Proposal No. P-930. 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 — IT Application Development Manager, IT Department (970) 221-6369.
Questions regarding proposals submittal or process should be directed to David M. Carey C. P. M.,
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 #30930.
2. Download the Proposal/Bid from the Purchasing Webpage,
www.fcqov.com/purchasina.
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 overthe 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.
Si rely,
a s B. O'Neill II, CPPO, FNIGP
ctor of Purchasing & Risk Management
2/9/00
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort Collins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
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 parry's reasonable attorney fees and costs incurred
because of the default.
16. 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.
17. 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.
18. Special Provisions. 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.
WOPSA 05/01 6
THE CITY OF FORT COLLINS, COLORADO
M
John F. Fischbach
City Manager
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
[Insert Professional's name] or
[Insert Partnership Name] or
[Insert individual's name]
Doing business as [insert name of business]
By:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
Corporate Secretary
WOPSA 05/01 7
(Corporate Seal)
EXHIBIT "A"
WORK ORDER FORM
PURSUANT TO AN AGREEMENT BETWEEN
THE CITY OF FORT COLLINS
AND
DATED:
Work Order Number:
Purchase Order Number:
Project Title:
Commencement Date:
Completion Date:
Maximum Fee: (time and reimbursable direct
Project Description:
Scope of Services:
Acceptance
Professional agrees to perform the services
identified above and on the attached forms in
accordance with the terms and conditions
contained herein and in the Professional Services
Agreement between the parties. In the event of a
conflict between or ambiguity in the terms of the
Professional Services Agreement and this work
order (including the attached forms) the
Professional Services Agreement shall control.
Professional
By:
Date:
WOPSA 05/01
1
User
The attached forms consisting of _ (_) pages
are hereby accepted and incorporated herein, by
this reference, and Notice to Proceed is hereby
given.
City of Fort Collins
By:
By:
Director of Purchasing and Risk Management
(over$30,000.00)
Date:
Proposal Number P930
Application Development Services
I. PURPOSE
The City of Fort Collins, Information Technology Department ("IT), is seeking a qualified full service
Application Development Consultant ("Consultant') to provide application development services for
various information technology projects. At times IT experiences temporary high workloads that
exceed the capacity of internal staff. Consequently, IT periodically needs to retain the services of a
Consultant as a means of completing necessary projects.
II. SCOPE OF SERVICES
The Consultant would work closely with IT Project Managers to provide a defined service from the list
below. The Consultant will provide project support as defined in an individual work order that will detail
services required for that defined work effort or project. The Consultants would be required to provide
detailed documentation for any service provided. They will be required to provide project status to the
appropriate IT manager.
Application Analysis
The consultant will need to understand many different application development platforms and
databases, and when it is appropriate, to use each. The consultant may need to interview users in
departments and document business requirements. These requirements would be used to create an
application design including recommending an architecture and application development platform from
the City of Fort Collins Information Technology Standards.
Application Development
The City of Fort Collins has a diverse set of application development platforms from which to choose.
Microsoft Access (utilizing VBA coding standards)
The City of Fort Collins has many existing Microsoft Access databases. Many have been migrated to
Microsoft Access 2002. A consultant would need to be familiar with VBA programming in Microsoft
Access to modify and support existing databases or creating new ones. The consultant would be
responsible for documenting any modifications or new applications.
Microsoft .Net
The City of Fort Collins is pursuing integrating the Microsoft.Net platform in a Visual BasicNisual
Studio environment into its application development standards. A consultant would be experienced
with developing .Net programs with Oracle and SQL Server back -ends in a Visual BasicNisual Studio
environment. There may also be some reporting using Crystal Reports required. The consultant
would be responsible for documenting any modifications or new applications along with any knowledge
transfer required for the City personnel to support and enhance the system.
PHP
The City of Fort Collins utilizes PHP as its web scripting development language at the enterprise level.
The City would require a consultant that was experienced with creating PHP applications, such as
web -based forms that use an Oracle or MySQL back -end database. Expertise in web/user interface
design and usability is also required. The consultant would need specific experience deploying
applications on a Linux/Apache web server platform. The consultant would be responsible for
documenting any modifications or new applications along with any knowledge transfer required for the
City personnel to support and enhance the system.
2/9/00
When submitting resumes for consultants, please document application development platforms and
the level of knowledge with each.
Our anticipated need for application development services work is expected to be on an "as needed"
basis. The Consultant should expect that services required for individual projects could range up to
200 hours depending on the complexity of the project(s), but the majority of projects will be in the 40 to
80 hour range. Any code or products created by the Consultant are the property of the City of Fort
Collins.
References
Please provide three (3) reference clients, including contact information and a brief description of the
work completed for each that can be contacted concerning your companies ability in the areas outlined
in the Scope of Services.
INSTRUCTIONS TO THE CONSULTANTS
Written proposals, four (4) 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), March 18, 2004. Proposal No. P-930. 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 — IT Application Development Manager, IT Department (970) 221-6369.
Questions regarding proposals submittal or process should be directed to David M. Carey C. P. M.,
Buyer (970) 416-2191.
Please include: resumes for the person or persons in your firm that you propose to provide the actual
application development services; an hourly cost rate; and a list of reimbursement rates that would be
associated with application development services. The resume should include: the person's
experience related to APPLICATION DEVELOPMENT SERVICES.
IV. SELECTION CRITERIA AND METHOD
Section VI, Review and Assessment prescribes the consultant selection criteria and method; a copy of
the rating criteria is attached. The City of Fort Collins may option to award two (2) contracts based on
expertise & availability.
V. TERMS AND CONDITIONS
The payment for services as described under the Scope of Services shall be based on unit prices,
hourly rates, and reimbursement rates for completed services.
The agreement will be effective fora period of one year from the date on the Services Agreement, and
will be renewable for four (4) additional one-year terms (one year at a time), at the option of the City
and if the Contractor is agreeable to the same terms as contained herein. Prices shall remain the
same for the first renewal term. A price increase may be negotiated for subsequent renewals. Such
2r9C00
increases shall not exceed the Denver -Boulder CPI index. Billings and payments will be made using
the prices listed on the agreed to Price Schedule. In the event that a service is requested, which is not
listed on the Price Schedule, the Consultant, and the City will negotiate an appropriate unit price for the
service. A copy of the City's standard Professional Services Agreement, Work Order Type is attached.
VI. REVIEW AND ASSESSMENT
Professional firms will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals and interview session. The City of Fort Collins may option to award
two (2) contracts based on expertise & availability.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and 5
being an outstanding rating.
WEIGHTING
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 be working on the project
have the necessary skills? Are sufficient people of
the requisite skills assigned to the project?
1.0
Availability
Can the work be completed in the necessary time?
Can the target start and completion dates be met?
Are other qualified personnel available to assist in
meeting the project schedule if required? Is the
project team available to attend meetings as required
by the Scope of Work?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost and
Do the proposed cost and work hours compare
Work Hours
favorably with the project Manager's estimate? Are
the work hours presented reasonable for the effort
required in each project task or phase?
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?
2/9/00
Reference evaluation (Top Ranked Firm)
The project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this Professional again? Did
they show the skills required by this project?
Timetable
Was the original Scope of Work completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness
Was the Professional responsive to client
needs; did the Professional anticipate
problems? Were problems solved quickly and
effectively?
Budget
Was the original Scope of Work completed
within the project budget?
Job Knowledge
a) If a study, did it meet the Scope of Work?
b) If Professional administered a construction
contract, was the project functional upon
completion and did it operate properly?
Were problems corrected quickly and
effectively?
WOPSA 05/01
PROFESSIONAL SERVICES AGREEMENT
WORK ORDER TYPE
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".
W ITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by
and between the parties hereto as follows:
Scope of Services. The Professional agrees to provide services in accordance with
any project Work Orders (RFP or project name), issued by the City. A blank sample of a work order
is attached hereto as Exhibit "A", consisting of one (1) page and is incorporated herein by this
reference. No Work Order shall exceed $ . The City reserves the right to independently bid
any project rather than issuing a Work Order to the Professional for the same pursuant to this
Agreement.
2. The Work Schedule. The services to be performed pursuant to this Agreement shall
be performed in accordance with the Work Schedule stated on each Work Order.
3. Time of Commencement and Completion of Services. The services to be performed
pursuant to this Agreement shall be initiated as specified on each Work Order. Time is of the
essence. Any extensions of any time limit must be agreed upon in writing by the parties hereto.
4. Contract Period. 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.
WOPSA 05/01 2
4. Contract Period. [Option 1] This Agreement shall commence and
shall continue in full force and effect until unless sooner terminated as herein
provided. In addition, at the option of the City, the Agreement may be extended for additional one
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. 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 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 address:
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.
6. Design, Project Insurance 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
WOPSA 05/01 3
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 $ combined single limits and errors and omissions
insurance in the amount of
7. Compensation. In consideration of services to be performed pursuant to this
Agreement, the City agrees to pay Professional on a time and reimbursable direct cost basis
designated in Exhibit "B", consisting of _ (_) page(s), attached hereto and incorporated herein by
this reference. At the election of the City, each Work Order may contain a maximum fee, which shall
be negotiated by the parties hereto for each such Work Order. 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 to the Work Order and upon approval of the Professional's direct
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.
8. 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.
9. 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.
10. Monthly Report. Commencing thirty (30) days after Notice to Proceed is given on any
WOPSA 05/01 4
Work Order and every thirty days thereafter, Professional is required to provide the City
Representative with a written report of the status of the work with respect to the Work Order, 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.
11. 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 forwithholding any portion of Professional's compensation hereunderfor the payment of
FICA, Workers' Compensation, other taxes or benefits or for any other purpose.
12. 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.
13. 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.
14. 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.
15. 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
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