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HomeMy WebLinkAboutRFP - P1105 UTILITY CUSTOMER INFORMATION SYSTEM CONSULTINGREQUEST FOR PROPOSAL P1105 Utility Customer Information System Consulting Fort Collins Utilities is interested in creating a partnership with a qualified company that can provide consulting on Oracle 10g and the Ventyx Customer Information System 4 1 Preferred method of submittal is to e-mail to odick(a)fcgov com If submitting a written proposal Mail two written copies of the proposal to City of Fort Collins Purchasing Division P O Box 580 Fort Collins CO 80522-0580 or delivery can be made to 215 North Mason St 2nd floor Fort Collins Co 80524 Proposals will be received before 3 00 p m (our clock) February 29 2008 Proposal No P1105 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 protect should be directed to Protect Manager Janice Jackson (970) 416-2134 Questions regarding proposals submittal or process should be directed to Opal F Dick CPPO Senior Buyer (970) 221-6778 A copy of the Proposal may be obtained as follows Download the Proposal/Bid from the BuySpeed Webpage httas //secure2 fogov com/bso/login iso 2 Come by Purchasing at 215 North Mason St 2nd floor Fort Collins and request a copy of the Bid The City of Fort Collins is subject to public information laws which permit access to most records and documents Proprietary information in your response must be clearly identified and will be protected to the extent legally permissible Proposals may not be marked Proprietary in their entirety Information considered proprietary is limited to material treated as confidential in the normal conduct of business trade secrets discount information and individual product or service pricing Summary price information may not be designated as proprietary as such information may be carried forward into other public documents All provisions of any contract resulting from this request for proposal will be public information 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 rev 01 /O8 proper decisions with reference to the protect All requests for contract interpretations change orders and other clarification or instruction shall be directed to the City Representative 9 Proiect Drawings Upon conclusion of the protect and before final payment the Professional shall provide the City with reproducible drawings of the protect containing accurate information on the protect as constructed Drawings shall be of archival prepared on stable mylar base material using a non -fading process to provide for long storage and high quality reproduction CD disc of the as -built drawings shall also be submitted to the owner in and AutoCAD version no older then the established city standard 10 Monthly Report Commencing thirty (30) days after Notice to Proceed is given on any 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 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 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 Utility PSA WO rev06/07 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 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 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 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/Severabdity 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 Prohibition Against Emoloving Illegal Aliens This paragraph shall apply to all Contractors whose performance of work under this Agreement does not involve the delivery of a specific end product other than reports that are merely incidental to the performance of said work Pursuant to Section 8-17 5-101 C R S at seq Contractor represents and agrees that Utility PSA WO rev06/07 As of the date of this Agreement 1 Contractor does not knowingly employ or contract with an illegal alien and 2 Contractor has participated or attempted to participate in the basic pilot employment verification program created in Public Law 208 104th Congress as amended and expanded in Public Law 156 108th Congress as amended administered by the United States Department of Homeland Security (the Basic Pilot Program ) in order to confirm the employment eligibility of all newly hired employees Contractor shall not knowingly employ or contract with an illegal alien to perform work under this Agreement or knowingly enter into a contract with a subcontractor that knowingly employs or contracts with an illegal alien to perform work under this Agreement c Contractor shall continue to apply to participate in the Basic Pilot Program and shall in writing verify same every three (3) calendar months thereafter until Contractor is accepted or the public contract for services has been completed whichever is earlier The requirements of this section shall not be required or effective if the Basic Pilot Program is discontinued d Contractor is prohibited from using Basic Pilot Program procedures to undertake pre -employment screening of job applicants while this Agreement is being performed e If Contractor obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien Contractor shall 1 Notify such subcontractor and the City within three days that Contractor has actual knowledge that the subcontractor is employing or contracting with an illegal alien and Utility PSA WO rev06/07 2 Terminate the subcontract with the subcontractor if within three days of receiving the notice required pursuant to this section the subcontractor does not cease employing or contracting with the illegal alien except that Contractor shall not terminate the contract with the subcontractor if during such three days the subcontractor provides information to establish that the subcontractor has not knowingly employed or contracted with an illegal alien f Contractor shall comply with any reasonable request by the Colorado Department of Labor and Employment (the Department ) made in the course of an investigation that the Department undertakes or is undertaking pursuant to the authority established in Subsection 8-17 5-102 (5) C R S g If Contractor violates any provision of this Agreement pertaining to the duties imposed by Subsection 8-17 5-102 C R S the City may terminate this Agreement If this Agreement is so terminated Contractor shall be liable for actual and consequential damages to the City arising out of Contractors violation of Subsection 8-17 5-102 CRS h The City will notify the Office of the Secretary of State if Contractor violates this provision of this Agreement and the City terminates the Agreement for such breach 19 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 Utility PSA WO rev06/07 THE CITY OF FORT COLLINS COLORADO By James B O'Neill II CPPO FNIGP Director of Purchasing & Risk Management Date [Insert Professionals name] or [Insert Partnership Name] or [Insert individual's name] ATTEST Doing business as _ [insert name of business] City Clerk APPROVED AS TO FORM Assistant City Attorney By Title CORPORATE PRESIDENT OR VICE PRESIDENT Date ATTEST Corporate Secretary (Corporate Seal) Utility PSA WO rev06/07 EXHIBIT A WORK ORDER FORM PURSUANT TO AN AGREEMENT BETWEEN THE CITY OF FORT COLLINS AND DATED Work Order Number Purchase Order Number Protect Title Commencement Date Completion Date Maximum Fee (time and reimbursable direct costs) Protect Description Scope of Services 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 The attached forms consisting of Exhibits , _ _ consisting of _ (_) pages are hereby accepted and incorporated herein by this reference and Notice to Proceed is hereby given Professional Date City of Fort Collins Submitted By Protect Manager Date Reviewed by Senior Utility Engineer Date Approved by Utilities General Manager Date Approved by Director of Purchasing & Risk Management (if over $30 000 ) Date cc Purchasing 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 Jame's 0 Neill II CPPO FNIGP Dxa6tor of Purchasing & Risk Management REQUEST FOR PROPOSAL P1105 Utility Customer Information System Consulting Fort Collins Utilities is interested in creating a partnership with a qualified company that can provide consulting on Oracle 10g and the Ventyx Customer Information System 4 1 The consultant must have demonstrated expertise with • Oracle 10g database • Oracle 10g Forms • Oracle 10g Report • Oracle 10g application server • Ventyx Customer Information System version 4 1 and database The consultant will be asked to customize Java Server Pages Oracle Portal Oracle Forms and Oracle Reports troubleshoot Oracle 10g application server and Ventyx CIS 4 1 write SQL Plus queries and scripts The consultant must be willing to • work from specification documents • be on -call to answer questions and troubleshoot • work remotely • document all edits and changes • turn -around work orders rapidly Contract award does not guarantee any minimum amount of dollars or hours for any of the vendors selected Background Platte River Power Authority PRPA operates and serves Ventyx Banner version 3 1 2 to Fort Collins Utilities and City of Longmont The Fort Collins instance is being upgraded to CIS 4 1 Version 4 1 is running in a test environment The upgrade involves a change from client -server to Oracle Application Server The new version runs under Oracle Portal and includes Java Server Pages as well as Oracle 10g Forms We have no previous experience with application server Portal or Java From time to time staff needs assistance with configuration editing anc troubleshooting 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 one written and one e-mail copy of the proposal with the following information o Attach a brief history of your firm s experience in this type of business including name location and resumes of key people who will be directly involved with this contract Please include a summary of your firm s experience with Oracle 10g application server Ventyx CIS and Java programming Utility PSA WO rev06/07 o Describe projects you have completed for other Ventyx CIS (or Banner) clients or your solutions for problems they have encountered o Provide two references that used your firm's services within the last two years Ventyx CIS (or Banner) customers are preferred o State hourly rates for resources fitting in the categories mentioned in Scope of Work below Also state any reimbursable expenses given a request for the consultant to be on -site o Provide the name of the person responsible for coordinating tasks between us Scope Of Work Following are services likely to be requested during the length of the contract Through the system life cycle there could be other services requested • Customize Java Server Pages • Customize Oracle Portal entries relating to Ventyx CIS • Customize Oracle 10g Forms • Customize Oracle 10g Reports • Advise on configuration of application server • Troubleshoot Oracle 10g application server • Troubleshoot Oracle messages • Troubleshoot Ventyx CIS 4 1 • Write PL SQL queries and scripts • Configure Ventyx "user exits • Alter or create icons • Document all edits and changes 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 These criteria shall be the basis for review of the written proposals and any required oral interviews 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 Recommended weighing factors for the criteria are listed adjacent to the qualification Utility PSA WO rev06/07 Evaluation Criteria Weight Factor Qualifications Standard 1 Scope of Proposal Does the proposal show an understanding of the contract objective methodology to be used and results that are desired from the contract? Is the proposal complete with all requested information? 2 Assigned Personnel Do the people who will be working on the contract have the necessary skills? Are sufficient people of the requisite skills assigned to the project? Are they familiar with the City of Fort Collins configuration? 2 Availability Are the response times reasonable? Can the work be completed in a realistic timeframe? Are other qualified personnel available to help meet the project schedule if required? Is the project team available to conference as the needs require? 1 Motivation Is the firm interested and are they capable of doing the work in an expeditious timeframe? 2 Cost and Work Hours Are the cost and work hours proposed reasonable for the effort required? 1 Firm Capability Has the firm executed other contracts of this type? Has the firm done work previously for the City of Fort Collins? Reference Evaluation (Top Ranked Firm) The project Manager will check references using the following criteria The evaluation rankings will be labeled Satisfactory or Unsatisfactory Qualification Standard Overall Would you hire this Professional again? Did they show the skills required? Performance Timetable Was the work completed within the specified and agreed upon 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 work completed within the project budget? Were there any extra charges that were not anticipated? Job Knowledge Does the organization have a comprehensive knowledge of Oracle application server Ventyx CIS Java Server Pages? After completing activities did the application operate properly? Were problems corrected quickly and effectively? Was there knowledge transfer? Utility PSA WO rev06/07 Proposal Acceptance • All proposals shall remain subject to initial acceptance 90 days after the day of submittal • The City shall issue a letter notifying the successful firm of the acceptance of their proposal • The selected Contractor shall be expected to sign the City s standard Professional Services Work Order Agreement prior to commencing Services (see sample attached to this Proposal) • The contract will be awarded for one year with annual reviews and potential one-year extensions up to a maximum five-year period • The City reserves the right to award directly as a result of the written proposals The City may or may not opt to conduct oral interviews • The City reserves the right to negotiate with any vendor as meets the needs of the City The City reserves the right to reject any or all proposals and to waive any irregularities Utility PSA WO rev06/07 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 hereinafter referred to as "Professional" WITNESSETH In consideration of the mutual covenants and obligations herein expressed it is agreed by and between the parties hereto as follows 1 Scope of Services The Professional agrees to provide services in accordance with any protect Work Orders for (RFP or protect 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 protect 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 Utility PSA WO rev06/07 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 1] 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 year periods not to exceed ( ) additional one year periods Renewals and pricing changes shall be negotiated by and agreed to by both parties The Denver Boulder Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a guide 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 With copy 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 Utility PSA WO rev06/07 6 Desion. Protect 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 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 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 Professionals City -verified progress in completing the services to be performed pursuant to the Work Order and upon approval of the Professionals 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 protect representative who shall make within the scope of his or her authority all necessary and Utility PSA WO rev06/07