HomeMy WebLinkAboutRFP - 7086 ACCELA APPLICATION CONSULTINGCity ®f Financial Services
Purchasing Division
■ 215 N. Mason St. 2nd Floor
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C0141, I I i S Fort
Box 580
Fort Collins, CO 80522
� 970.221.6775
(— U iCil a S I n 970.221.6707
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9 fcgov.com/Purchasing
REQUEST FOR PROPOSAL
7086 Accela Application Consulting
The City of Fort Collins wants to create a partnership with at least two (2) qualified companies to
provide Accela Automation application consulting. This partnership will work with the City's staff
to configure new modules, set up new functionality, create efficiencies, and troubleshoot issues
with the Accela Automation, add-ons and workflows. These firms may also provide consultants
to create customizations using the Accela Automation scripting and'write reports using the
Accela Report Writer and Crystal Reports. Preference will be given to businesses that are
Accela,business partners.
Contract award does not guarantee any minimum amount of dollars or hours for any of the
vendors selected. The City is looking to award multiple vendors in order to contract with varying
skill sets and/or to gain additional scheduling flexibility.
Written proposals, seven (7) 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), October 30, 2009. Proposal No. 7086. 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 Dan
Coldiron, (970) 221-6844.
Questions regarding bid submittal or process should be directed to Ed Bonnette, C.P.M., CPPB,
Buyer, (970)416-2247.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
www.fcqov.com/eprocurement
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,
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
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
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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. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101,
C.R.S., et. seq., Professional represents and agrees that:
a. As of the date of this Agreement:
1. Professional does not knowingly employ or contract with an illegal alien
who will perform work under this Agreement; and
2. Professional will participate in either the e-Verify 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 "e-Verify Program") or the Department Program (the
"Department Program"), an employment verification program established
pursuant to Section 8-17.5-102(5)(c) C.R.S. in order to confirm the employment
eligibility of all newly hired employees to perform work under this Agreement.
b. Professional 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. Professional is prohibited from using the e-Verify Program or Department
Program procedures to undertake pre -employment screening of job applicants while this
Agreement is being performed.
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d. If Professional obtains actual knowledge that a subcontractor performing work
under this Agreement knowingly employs or contracts with an illegal alien, Professional
shall:
1. Notify such subcontractor and the City within three days that Professional
has actual knowledge that the subcontractor is employing or contracting with an
illegal alien; and
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 Professional
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.
e. Professional 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.
f. If Professional 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, Professional shall be liable for actual and consequential
damages to the City arising out of Professional's violation of Subsection 8-17.5-102,
C.R.S.
g. The City will notify the Office of the Secretary of State if Professional violates this
provision of this Agreement and the City terminates the Agreement for such breach.
19. Amendment 54. To the extent that this Agreement may constitute a "sole
source government contract" within the meaning of Section 2(14.4) of Article XXVIII of the
constitution of the State of Colorado, about which the City makes no representation, Section 15
of said Article XXVIII, which reads as follows, is hereby incorporated into this Agreement and
made a part hereof:
a. Section 15. Because of a presumption of impropriety between contributions to
any campaign and sole source government contracts, contract holders shall contractually agree,
for the duration of the contract and for two years.thereafter, to cease making, causing to be
made, or inducing by any means, a contribution, directly or indirectly, on behalf of the contract
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holder or on behalf of his or her immediate family member and for the benefit of any political
party or for the benefit of any candidate for any elected office of the state (of Colorado) or any of
its political subdivisions.
20. 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.
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THE CITY OF FORT COLLINS, COLORADO
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
(Corporate Seal)
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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 costs):
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.
The attached forms, consisting of _ (_)
pages are hereby accepted and incorporated
herein, by this reference, and Notice to
Proceed is hereby given.
Professional
By:
Date:
City of Fort Collins
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
(over $60,000.00)
Date:
User
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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,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
where renewal is a way of life
Request for Proposal
7086 Accela Application Consulting
GENERAL DESCRIPTION
The City of Fort Collins wants to create a partnership with at least two (2) qualified companies to
provide Accela Automation application consulting. This partnership will work with the City's staff
to configure new modules, set up new functionality, create efficiencies, and troubleshoot issues
with the Accela applications. These firms may also provide consultants to create
customizations using the Accela Automation scripting and write reports using the Accela Report
Writer and Crystal Reports. Preference will be given to businesses,that are Accela business
partners.
Contract award does not guarantee any minimum amount of dollars or hours for any of the
vendors selected. The City is looking to award multiple vendors in order to contract with varying
skill sets and/or to gain additional scheduling flexibility. The highest -ranked proposer will serve
as the primary contractor and the second -highest ranked proposer will serve as the secondary
(backup) contractor. As a standard practice, it is the intent of the City that, as the need for
Accela Application Consulting arises, the City would contact the primary contractor regarding
the specifics of the need. If the primary contractor is unable to meet that need with sufficient
qualified resources in the time frame required, the secondary contractor would be contacted. If
neither contractor is able to meet the need, other contractors would be contacted.
BACKGROUND
The City of Fort Collins originally signed an implementation contract with Accela in 2004.
Application support in the past has been provided by Accela and billed through Accela, with
minor work being contracted through various vendors. The City of Fort Collins Management
Information Services (MIS) Department is looking for creative proposals that can provide the
necessary Application Consulting support. Incentives to the interested Proposers are that the
City is looking to award a renewable Professional Services Work Order Agreement to more than
one firm. This will enable the Project Manager to contract Work Orders out to whichever
awarded Vendor can provide the necessary Resources within the timeframe needed. In
addition, the City of Fort Collins allows other Public Agencies the opportunity to purchase off the
Award for this Bid, at the option of the Awarded Vendor(s).
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 seven (7) copies of the proposal with the following
information:
• Attach a brief history of your firm's experience in this type of business, including name,
location, and resume(s) of key person(s) who will be directly involved with this contract.
Please include a summary of your firm's experience in Accela Application Support, in
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• Please provide 2 municipal/public sector references (including contact information —
Company Name, Address, Company Representative, Phone #, email address) that used
your company for Accela Application Support in a contract of a year or more in the last 2
years.
• Pricing Options: Please state Hourly Rates for resources fitting in the categories
mentioned in Focused Services. Also, state any reimbursable expenses given a request
for the consultant to be on -site.
• Available Personnel: Please state the name of the company representative responsible
for coordinating tasks. Include a list of your Resources and their expertise; including
which resources are located within the US and which are located offshore. NOTE: Any
Personnel Changes within the awarded Contract will need to be approved by the City of
Fort Collins Project Manager.
SCOPE OF WORK
The following is an inclusive list of the modules and add-ons currently used by the City. The
scope of services that are most likely to be requested during the length of the contract include
business process review, workflow configuration, module implementation, scripting, and report
writing. There could be other, unidentified Accela Automation support and configuration services
required.
Focused Services
➢ Land Management
o Building Permits
o Code Enforcement
o Planning
➢ Add-Ons
o Accela Wireless
o Accela Citizen Access
o Accela GIS
o Accela IVR (Hosted through Accela)
➢ Miscellaneous
o Crystal Enterprise Integration
o APO Reference Data updated through import
Current Environment
➢ We currently deploy Accela Automation 6.7 with separate production and test
environments, using both classic and V360 interfaces. The database is Oracle 10g.
➢ Total — 115 across multiple departments throughout the city.
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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. Evaluation criteria and the weighing factors for the criteria are
listed adjacent to the qualification.
WEIGHT
FACTOR
QUALIFICATIONS
STANDARD
2.0
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?
3.0
Assigned
Do the persons who will be working on the contract have
Personnel
the necessary skills? Are sufficient people of the requisite
skills assigned to the ro'ect?
2.0
Cost and Work
Are the cost and work hours proposed reasonable for the
Hours
effort required?
3.0
Firm Capability
Has the firm executed the services successfully for other
agencies?
REFERENCE EVALUATION (TOP RANKED FIRM):
The project Manager may check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall
Would you hire this Professional again? Did they show the skills
Performance
required?
Was the work completed within the specified and agreed upon time?
Timetable
Were interim deadlines met in a timely manner?
Was the Professional responsive to client needs? Did the Professional
Completeness
anticipateproblems? Were problems solved quickly and effectively?
Was the work completed within the project budget? Were there any
Budget
extra charges that were not anticipated?
Does the organization have a comprehensive knowledge of Accela
Automation? After completing activities, was the application functional
Job Knowledge
upon completion and did it operate properly? Were problems corrected
quickly and effectively?
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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.
1. 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).
2. The contract will be awarded for one year with annual reviews and potential one-year
extensions up to a maximum five-year period.
3. 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.
4. 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.
PLEASE GO TO www.fcgov.com/purchasinq TO REGISTER IN OUR E-PROCUREMENT
SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO SELECT ALL APPROPRIATE
COMMODITY CODES!
Commodity Code(s) this solicitation is posted under include:
918-29 Computer Software Consulting
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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
WITNESSETH:
, hereinafter referred to as "Professional".
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 project Work Orders for , issued by the City. A blank sample of a work order is
attached hereto as Exhibit "A", consisting of ( ) pages and is incorporated herein by
this reference. 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. [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
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be used as a guide. Written notice of renewal shall be provided to the Professional 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 attorney's fees arising directly or indirectly out of the Professional's
negligent performance of any of the services furnished under this Agreement. The Professional
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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 "6", 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. 1 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. Project Drawings. 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, 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
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