HomeMy WebLinkAboutRFP - 7344 NATURAL AREAS SOFTWAREAddendum 1 – Natural Areas Software Page 1 of 7
ADDENDUM No. 1
SPECIFICATIONS AND CONTRACT DOCUMENTS
Description of RFP 7344: NATURAL AREAS SOFTWARE
OPENING DATE: 3:00 PM (Our Clock) March 16, 2012
To all prospective bidders under the specifications and contract documents described above,
the following changes/additions are hereby made and detailed as follows:
1. ADDENDUM ITEM
Required Deliverables: Migrate existing data into new site. The majority of data is
currently housed in an Excel spreadsheet format. Additional data will be delivered in a
comma-delimited format.
2. QUESTIONS & ANSWERS
1 Q. How may total or desired users will there be running the system internal to the City or
as City employees?
1.A. The CFC expects to maintain 5 - 10 internal users who would have full rights
on the system. These users potentially could access the system
simultaneously. Future growth could impact those numbers.
2.Q. How many users will be accessing the system, at the same time, which are internal
to the City or as City employees?
2.A. 5 - 10 are possible. Future growth could impact those numbers.
3.Q. How many users does the vendor need to provide for in the licensing that will support
non-City personnel who will access the system remotely?
3.A. Bidder should present their licensing packages and pricing structure unique
to this RFP. The Natural Areas program expects a volunteer roster of 1000+.
Most are considered “occasional” users of the current software systems.
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
Addendum 1 – Natural Areas Software Page 2 of 7
4.Q. Please provide the minimum and maximum number of licenses that the vendor
needs to quote for the number of users that the City needs to support for the system.
4.A. Bidder should present their licensing packages and pricing structure unique
to the information outlined in this RFP.
5.Q. What number of mobile users must the system support on a simultaneous basis?
5.A. Considering the amount of volunteers in the program, it is unknown how
many mobile users will be considered, now, or in the future. Bidder should
present their licensing packages and pricing structure unique to this RFP.
6.Q. Has the City determined that there is not a Commercial-Off-The-Shelf system
available that could meet all the required deliverables and Optional Module?
6.A. The City did not find a system compatible with it’s’ needs and expectations. It
is the goal of this RFP to secure a system in accordance with the scope of
work and required deliverables.
7.Q. Will the City reject as non-responsive proposals that offer a COTS or packaged
solution vs. a software architect/developer who can build a custom system?
7.A. The City will consider all proposals that meet the terms and expectations of
the RFP. Any system or proposal not capable of delivering all CFC
requirements will not be considered. It is the desire of Natural Areas staff to
secure a system designed around its’ work process, not to adapt their work
process around an inadequate software system.
8.Q. There is no timeline or delivery date set in the RFP. Please provide a timeline
showing award development schedule goals and final delivery goals?
8.A. Timelines and delivery date schedules will be negotiated with the awarded
bidder. Work can begin once the contract is approved by both parties.
9.Q. When is the earliest date that the vendor can start working with your staff on the new
system planning?
9.A. Upon award of contract. Specific date not known.
10.Q. By what date will the vendor selection be made?
10.A. Unknown at this time. Selected vendors will be chosen to advance to the
interview process leading to contract award.
11.Q. If the vendor selection date is extended will the delivery date be extend?
11.A. Delivery dates to be negotiated with vendor upon award of contract.
Addendum 1 – Natural Areas Software Page 3 of 7
12.Q. Are funds allocated for this purchase?
12.A. Yes.
13.Q. Please provide a budget range for this procurement.
13.A. Not available.
14.Q. The RFP did not specify a deadline for questions. Is there a cutoff date?
14.A. Addendum deadline is 9-10 days before proposal due date. We try to address
as many as we can without having to extend the proposal due date.
15.Q. What growth rate do you expect in the number of new programs, volunteers (on-
going and one-time), mobile, MN, VRA, Citizen Scientists and other users of the
system on an annual basis?
15.A. The software designed and developed must accommodate future program
expansion, regardless of size and scope.
16.Q. Would it be possible to expand number of pages for the Required Deliverables to 6
so vendors can provide more details on their plan?
16.A. No. Give us your “executive summary” as requested in the RFP document. It
is the evaluation team’s opinion that this is sufficient for our preliminary
evaluation.
17.Q. Can the Qualifications and Experience be expanded to 6 pages
17.A. No. See response to #16, above.
18.Q. How many City staff members will be assigned to this project? Will this staff be
permitted to support the project on a full time basis when necessary? If not, what is
the maximum amount of time per week that City staff will be available to work with
the contractor?
18.A. The City is open for vendor bidding on hosting and support of the system.
The CFC will provide an “Owner” for the software to work with the selected
vendor. Hours per week availability are not known.
19.Q. Are any Federal Government funds being used in relation to this RFP?
19.A. No.
20.Q. Based upon the answers to these questions we may have further questions. Would it
be possible to permit more then one round of questions and answers?
20.A. No. See response to #14, above.
Addendum 1 – Natural Areas Software Page 4 of 7
21.Q. Has the City reviewed materials and or received demonstrations from vendors who
have systems that fully or partially meet the needs listed in the RFP? If so can the
City provide a list of these vendors and systems?
21.A. While the City is aware of systems utilized by other municipalities, no
demonstrations have been received by the RFP review team.
Vendor/developer information is not available.
22.Q. What mobile phones or devices will the system be required to support?
22.A. The City expects a responsive web design that will accommodate a variety of
mobile devices (i.e.; Android, iOS tablets and phones).
23.Q. Is it the City’s intention to replace all of the existing systems both internally
developed, CSU developed as well as the solution from Volgistics?
23.A. Yes. All systems will be combined into a single application.
24.Q. What are the databases (MS Access, MS SQL, MySQL or Excel) used to maintain
the data for RecTracs, Volgistics, VRA and Citizen Science systems?
24.A. Existing data will be delivered to the vendor in the following format for import
into the new application: RecTracs (Excel, CSV), Volgistics (Excel), VRA
Website (Comma-delimited file), Evaluation Results (Excel).
25.Q. Will the physical DB files for all systems be available to the contractor at the start of
the project?
25.A. Yes. The vendor will be required to migrate all archived data into the newly
developed database.
26.Q. Is it possible for the City to provide the table structures for all the existing databases
being used?
26.A. Table fields and format will be discussed during the design phase.
27.Q. Current Systems: Are you looking to replace these systems or integrate with these
systems to establish the functionality of the new system.
27.A. All systems will be combined into a single application.
28.Q. Mobile Apps: The RFP is not clear on what the Mobile App specifically needs to do.
How will the mobile app be used?
28.A. The mobile application should accommodate all portions of the regular
system (outlined in the RFP) and will be utilized by citizens and staff.
Addendum 1 – Natural Areas Software Page 5 of 7
29.Q. How does the City currently manage facilities rentals, is there a system for this?
29.A. Some rentals require staff interaction and will not be added to the software
application. Other rentals are minor in nature and will comprise a small part of
the application.
30.Q. Does the City currently have an online payment system in place for other functions?
30.A. There is currently no online payment system. It is a module that will, in all
likelihood, be added in the future.
31.Q. Automatic reminder functionality: How will volunteers and events be filtered so
volunteers get only what is of interest to them?
31.A. Automatic reminders refer to the auto e-mail of activity reminders to a
volunteer. In addition, our current Volgistics systems allows for the filtering of
events and volunteer opportunities through previously entered criteria.
32.Q. Hosting Costs: Will this new system be hosted internally, or is the City looking to host
this with an external provider?
32.A. Although either option will be considered, it is the preference of the City to
obtain a web-based solution.
33.Q. Will online payments be specifically for event registration? If no, what other online
payments are needed?
33.A. Some fees are charged for events. The delivered application should have the
capacity to build an on-line payment feature in the future.
34.Q. What features of the software need to be mobilized?
34.A. Most of the software features should be mobilized. Detail will be outlined
during the design process.
35.Q. Page 7 bullet point 1 “User-friendly, with customizable features (check out Volgistics
for this component. They’ve done a great job of making the records customizable
while protecting the user from making fatal errors). We don’t want to have to contact
the original designers every time we need to make a small change.” Is this referring
to being able to add additional ‘fields’ to records in the system? For example, if the
Volunteer record did not have a “Preferred Contact Method” field you could add it
and then use it in reports?
35.A. This request addresses the need to customize reports, not add fields or
modify tables. Staff has the need to select various fields and run reports
based on the selected criteria.
Addendum 1 – Natural Areas Software Page 6 of 7
36.Q. Is a web-based solution acceptable? Or are you looking for a desktop application?
36.A. Although either option will be considered, it is the preference of the City to
obtain a web-based solution.
37.Q. Are you willing to work with a phased implementation strategy (i.e. agile
development) rather than the traditional waterfall approach (all the analysis done up
front)?
37.A. “Waterfall” (one-time delivery) approach is the implementation strategy
required. Phased-in solutions will not be considered.
38.Q. The RFP mentions wanting access to the source code. Do they have a software
platform preference? For example ASP.NET vs. PHP. How about database? Server
OS?
38.A. Source code reference is specific to whether or not the vendor makes it
available to the customer. No platform preference.
39.Q. What infrastructure does the City have to support this effort? IT infrastructure
including servers, workstations, software, databases, development, tool versions and
other tools that will be used or available for use to develop the systems listed in the
RFP.
39.A. The CFC infrastructure includes 70 virtualized servers in a VMware 4.1
environment, with three Google Search Appliances and a database
environment which is primarily Oracle based but also MS SQL Server,
MySQL, and MS Access.
40.Q. Who is currently supporting these systems? Is it the City's IT department or a
contractor? Please provide the name of the contractor(s) if there are any supporting
these systems.
40.A. The CFC IT department provides support for the bulk of the City’s technology
needs. Various outside resources are also consulted on an “as needed”
basis. Information on these vendors is not available.
41.Q. If there is a contractor or City IT department supporting these systems are they
permitted to bid on this RFP?
41.A. The RFP is available to any person or organization that meets City bidding
requirements.
42.Q. The Citizen Science Database was developed by CSU. Is CSU currently supporting
this system?
42.A. Yes.
Addendum 1 – Natural Areas Software Page 7 of 7
43.Q. Will the source code of all systems be available to the contractor?
43.A. Since much of the environment is currently hosted by external providers,
source code cannot be made available.
44.Q. Is it desired that the systems be developed on the CFC infrastructure so that the City
can support and enhance the systems after the contractor has completed
development?
44.A. It is the preference of the City to obtain a web-based “cloud” solution.
Nonetheless, all proposals will be considered and thoughtfully ranked
according to how well they meet the City scope of work and required
deliverables.
Please contact Ed Bonnette, CPPB, CPM, Buyer, Buyer at (970) 416-2247 with any questions
regarding this addendum.
RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT
ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN
RECEIVED.
RFP 7344 Natural Areas Software Page 1 of 21
REQUEST FOR PROPOSAL
7344 NATURAL AREAS SOFTWARE
The City of Fort Collins is requesting proposals from qualified firms to create a
partnership with a single software development company to produce and administer a
unique application for the Natural Areas Department.
Written proposals, seven (7) copies, 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 16, 2012 and
referenced as Proposal No. 7344. 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 Managers
Steve Bonham, Business Analyst, MIS, 970-221-6236 (Office), 970-631-4609 (Cell), or
sbonham@fcgov.com ; or Susan Schafer, Education and Volunteer Coordinator, City of
Fort Collins Natural Areas, 970-416-2480 (Office), 970-631-5982 (Cell) or
sschafer@fcgov.com.
Questions regarding bid submittal or process should be directed to Ed Bonnette, CPPB,
C.P.M., Buyer (970) 416-2247 or ebonnette@fcgov.com.
A copy of the Proposal may be obtained as follows:
1. Download the Proposal/Bid from the BuySpeed Webpage,
www.fcgov.com/eprocurement
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,
Financial Services
Purchasing Division
215 N. Mason St. 2nd Floor
PO Box 580
Fort Collins, CO 80522
970.221.6775
970.221.6707
fcgov.com/purchasing
RFP 7344 Natural Areas Software Page 2 of 21
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
RFP 7344 Natural Areas Software Page 3 of 21
REQUEST FOR PROPOSAL
7344 Natural Areas Software
General Description/Purpose of RFP:
The City of Fort Collins (CFC) is seeking to create a partnership with a single software
development company to produce and administer a unique application for the Natural
Areas Department. This company will work with City staff to plan, design, develop and
deploy the application upon award of the contract. Once implemented, the consultant
will troubleshoot issues with the implementation of the application and perform
requested modifications and upgrades. Internal or hosted applications will be
considered. Mobile capability is also a requirement. The vendor selected by CFC may
also serve in an advisory/consultative role for future application modifications and
enhancements.
Background:
The CFC Natural Areas Department, in partnership with the Management Information
Services (MIS) Department is looking for creative proposals that can provide the
necessary application development and consulting support. The Natural Areas
Department manages 35,000 acres of protected land on 43 different sites. A priority of
the department is to provide a diversity of educational and recreation experiences to the
public through school field trips, guided programs, volunteer projects and much more.
Throughout this document the word “program” refers to educational classes, hikes or
school field trips.
Currently the department has over 500 on-going volunteers and works with
approximately 1,000 one-time volunteers every summer. The largest volunteer groups
are:
Master Naturalists and Assistants (MN) (130 active) serve as public educators.
Master Naturalists (MN’s) sign up to lead school field trips, guided hikes and any
other public event that we host. They interact with all public programs. They
manage their own schedule and interact with participants who are signed up for their
programs. In addition, MN’s register for monthly continuing education opportunities.
Volunteer Ranger Assistants (VRA) (150 active) serve as public ambassadors on
the trail. They schedule themselves for patrols and then spend time in the natural
areas greeting visitors, offering hiking advice, giving directions etc. They then report
back to the rangers with detailed information about their patrols.
Citizen Scientists (numbers vary every year) are citizens trained to conduct
biological surveys in natural areas. Currently we have a frog survey and a rare plant
survey. These volunteers manage their schedule and report back their data.
Current Systems:
RFP 7344 Natural Areas Software Page 4 of 21
Our current operating procedures involve several different databases, which is labor
intensive, does not allow for online registration, challenging for our clients and our
volunteers to use, causes misreporting or under reporting of data, and is very
cumbersome. The key databases/systems that we use are:
RecTracs is designed to help manage event participants. Public programs are
entered into RecTracs and a catalogue is then published advertising our summer
programs. Natural Areas staff enters citizen sign-up requests, or citizens register
online (cumbersome interface), rosters are printed and e-mails sent to participants.
Our new system will need to be less cumbersome, less confusing and labor
intensive, allowing a more streamlined user experience for program participants and
volunteer leaders.
Volgistics is our volunteer management database. It is a web-based system that
anyone can pay a subscription to use. It was designed for any generic volunteer
agency possessing the capacity for customization. This is where we keep all
volunteer records. We enter all our programs into Volgistics; create openings and
then the system posts the openings on the specified volunteer calendars. A free trial
of this can be found at www.volgistics.com. This application allows you to easily
move or delete data, allows customizable reports along with plenty of useful
“canned” reports, provides a user-friendly and fairly intuitive to use and is fairly
inexpensive (about $73/month). Our new system will need to have the ability to add
text to any reports, provide more detailed reporting capability for our Volunteer
Ranger Assistants and will need to track our program data (i.e. program
attendance).
Customized Volunteer Ranger Assistant (VRA) Website was designed by the
CFC MIS Department. The info VRA’s send us is used to generate maintenance
reports that are utilized by various staff crews. In addition, VRA’s keep records of
public contacts (dog’s off-leash, first aid, vandalism, etc). This site records sign up
for patrols, events and report hours. Our new system will need to allow us to limit the
number of people who sign up for events and patrols (like Volgistics does) and
provide more robust reporting options complete with customization capability.
Citizen Science Database we currently use a website called www.citsci.org that
was developed by Colorado State University staff. Survey volunteers use this
application to report their data. This free application allows volunteers to interact with
Google Maps so they don’t need to use a GPS to find their locations and
automatically inputs the coordinates. Since Volunteers also have to enter their hours
in Volgistics, this means they are using two different databases. Our new system will
need to provide the administrators to create a variety of reports “on the fly”.
Excel is used to track our education program participant numbers. We also use it to
track program evaluation results. While it is familiar and easy to use, it requires an
extra step in the data entry process, a step that is often overlooked by our
volunteers. This will be incorporated into the new system.
RFP 7344 Natural Areas Software Page 5 of 21
The CFC infrastructure includes 70 virtualized servers in a VMware 4.1 environment,
with three Google Search Appliances and a database environment which is primarily
Oracle based but also MS SQL Server, MySQL, and MS Access.
Scope of Work
The City of Fort Collins (CFC) is in need of a software architect/developer who can
assess this RFP and construct a single software application that will meet the needs of
the CFC Natural Areas Department. Records of over 300+ programs hosted annually by
over 500+ volunteers will be tracked and reported. Natural Areas supporters, e-
newsletter subscribers, potential donors and fee-based programs will also be tracked.
The mobile application will be utilized by rangers in the field and potentially by over
1000+ people on one-day service projects annually.
The awarded vendor will design, develop and deploy an application that will serve a
cross-functional team consisting of multiple work groups. Software will be thoroughly
tested and proven functional and meeting all specifications before deployment takes
place. User guide and software tutorial will be presented to CFC upon completion of
work.
Required Deliverables:
The CFC is leanly staffed and needs to improve the efficiency and productivity of our
limited staff by putting technology to work for us. We would like to provide better
customer service to our clients and volunteers by providing on-line registration and easy
to use online volunteer management. Ideally all of our databases would be incorporated
into one system, which would allow the following:
Enter all program data and volunteer opportunities into one database that will then
publish the programs to a website that the public can use to register online and if
necessary pay online and a separate interface that the volunteers can interact with
to sign up for programs, track their hours, access program rosters and email
registrants.
Track volunteer information as well as participant information and be able to
differentiate. Categories would include:
o Schools/teachers
o Facilities rentals
o Volunteers
o Public program registration
Allow citizens to inquire about facilities rentals and make payments on-line.
Allow the public to register on-line and automatically get confirmation letters, post-
program evaluations or other updates. Allow volunteer leaders to see their roster
and email participants.
Allow school teachers to view a calendar of open field trip dates, reserve a date and
receive electronic confirmation.
Allow access by multiple staff members simultaneously
RFP 7344 Natural Areas Software Page 6 of 21
Ability to export all data in to Excel so it can be manipulated by staff (example: sort
and export all volunteer names and contact information so we can enter it into Evite
for annual events).
Mobile applications for use in the field.
A one-stop shop for all volunteers
o Everyone can see a calendar that is customized based on the volunteer
groups they are in (i.e. VRAs only see posting for VRAs but if a MN is also a
Frog Survey volunteer they would see both of these opportunities). The
calendar should allow text so that volunteers can easily see what
opportunities are available on which days. Volgistics only has a “Help
Wanted” icon on each day so volunteers have to toggle back-and-forth
between the calendar and the descriptions. It is an extra step that they
dislike.
o Allow volunteers to sign up for projects that have no specific date. For
example, our Frog Survey volunteers can do their survey any day of the
month but we want to know WHEN and WHERE they are going.
o Potential volunteers can fill out an on-line application that then is sent to the
Volunteer Coordinator.
o Volunteers can sign up for jobs/programs, manage their schedule and
connect with each other. Volunteers should be able to post photos in a
gallery, print educational materials and email each other.
o Volunteers can interact with program participants—print rosters, utilize an
email feature and send participants a post-program survey.
o The system should automatically remind volunteers of upcoming events.
o The system should remind volunteers to enter their hours.
o Volunteers can report hours and fill out a customizable log/report.
VRAs should be able to post information on maintenance issues,
contacts, etc. It would be ideal if issues got reported to the party
directly responsible. For example if a VRA noticed that a fence was
down, when he reported this an email would go directly to the crew
chief. The crew chief could then respond directly to the volunteer.
MN’s should be able to report on program attendance and public
interactions.
o “Canned” and customizable reporting capability. Examples include:
Program rosters and attendance numbers
Volunteer hours—summary and detailed for individual volunteers and
groups.
Maintenance reports
Reports on program participant evaluations
Program statistics (adults/mixed ages/children, school programs/public
programs/booths)
Standard volunteer management reports such as name tags, address
labels, volunteer information reports, printable applications, birthday
card reminders, etc.
Ability to attach multiple documents to email (i.e. newsletter pdf)
RFP 7344 Natural Areas Software Page 7 of 21
o User-friendly, with customizable features (check out Volgistics for this
component. They’ve done a great job of making the records customizable
while protecting the user from making fatal errors). We don’t want to have to
contact the original designers every time we need to make a small change.
o Submission of user guide/tutorial and relevant documentation (i.e.; Server
architecture, user credentials etc.) required upon deployment
o Vendor to be available during CFC normal work hours (Mountain Standard
Time)
o Prospective vendor will provide hours of availability, guaranteed response
time (in hours), and a complete listing of cost per hour by skill-set.
o Vendor to quote licensing and hosting costs. City prefers unlimited user
access, both internal and external access.
o Please state in response whether or not source code will be made available
to City staff for potential modifications or editing.
Optional Module: (Please Quote Separately)
Citizen Scientist database
o Component 1: Staff can create customizable survey forms for volunteers to
fill out (e.g., Survey Monkey style) with range of options like drop down
menus, free text, etc. Survey data from all volunteers entering data on the
same project is then compiled and exported to an Excel file for NAP staff to
download.
o Component 2: Option to collect spatially-linked data from volunteers. For
certain citizen science projects, we want volunteers to be able to use a
Google-style map to enter survey locations and data so that they do not need
to use a GPS or other method to acquire coordinates. For example, the
volunteer clicks on a location in a natural area to identify their survey location,
and then the website automatically brings them to a customized survey form
for their project (this would be the same as Component 1). Map could be a
standard Google-style map, but we would want to be able to add data layers
(e.g., natural areas boundaries). Should include controls so that volunteers
have to zoom in to a specified resolution in order to enter coordinates. Most
useful data type for right now is point, but in the future we may want to allow
for volunteers to create lines and polygons with user-friendly editing tools.
Data for each project is compiled and exported as an ArcGIS shape file. NAP
staff should be able to control access permissions and determine if all
volunteers participating on a particular project can have access to view
everyone else’s data, or if data is sensitive and only accessed by authorized
people.
o Ideally this would be the same process as volunteers reporting hours and
filling out a customizable log for MN or VRA projects. It should be linked to a
volunteer’s schedule, so that if a volunteer signed up to do a citizen science
project and they haven’t entered their data yet, it would remind them or would
show up in a category on the website like “My Tasks” until they filled out their
info.
RFP 7344 Natural Areas Software Page 8 of 21
PROPOSAL SUBMITTAL REQUIREMENTS:
The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation
and presentation of their proposal. In order to simplify the review process and maximize
the degree of comparative analysis, the RFP Response should be organized in the
following manner:
1. Methods and Approach: Describe your expected or recommended approach,
including a clear and detailed description of your proposed “cutover strategy”.
Describe the anticipated interaction with the City. Provide an outline of your
anticipated schedule for completing consultant tasks.
2. Deliverables: Given the list above under Required Deliverables, provide us with
your plan to achieve them (not to exceed two pages).
3. Qualifications and Experience: Provide relevant information regarding previous
experience related to this or similar Projects, to include the following (Please
limit this to a maximum of two pages!):
Brief Company History including time in business
Minimum of three years experience working with similar Software
implementation and design.
Minimum of three projects that demonstrate experience with a similar
Software Deployment within the last 2 years. Name, address, and phone
number of agency contact overseeing the planning effort.
4. List of Project Personnel: This list should include the identification of the contact
person with primary responsibility for this contract, the personnel proposed for
this contract, and any supervisory personnel, including partners and/or sub
consultants, and their individual areas of responsibility. A resume for each
professional and technical person assigned to the contract, including partners
and/or sub consultants, shall be submitted. The résumés shall include at least
three references from previous assignments.
5. Organization Chart/Proposed Project Team: An organization chart containing the
names of all key personnel and sub consultants with titles and their specific task
assignment for this contract shall be provided in this section. NOTE: Any
Personnel Changes within the awarded Contract will need to be approved
by the City of Fort Collins Project Manager.
6. Availability: Describe the availability of project personnel to participate in this
project in the context of the consultant firm’s other commitments.
7. Estimated Hours by Task: Provide estimated hours for each proposed or optional
task, including the time required for meetings, conference calls, etc.
8. Schedule of Rates and Cost by Task: Provide a schedule of billing rates by
category of employee to be used during the term of the contract, and an
anticipated cost of each task identified in the section Required Deliverables or
for tasks that are recommended as part of this planning effort. All direct costs
(i.e., travel, printing, postage, etc) specifically attributed to the project and not
included in the billing rates must be identified.
RFP 7344 Natural Areas Software Page 9 of 21
Vendor Statement:
I have read and understand the specifications and requirements for this bid and I
agree to comply with such specifications and requirements. I further agree that
the method of award is acceptable to my company. I also agree to complete
PROFESSIONAL SERVICES WORK ORDER AGREEMENT with the City of Fort
Collins within 30 days of notice of award. If contract is not completed and signed
within 30 days, City reserves the right to cancel and award to the next highest
rated firm.
NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH
YOUR PROPOSAL.
FIRM NAME:
ADDRESS:
EMAIL ADDRESS: PHONE:
BIDDER’S NAME:
SIGNATURE:
PRIMARY SERVICES ISSUES CONTACT:
TELEPHONE: FAX:
EMAIL:
CELL: EMERGENCY:
BACKUP:
Award and Contract Process
1. 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.
2. 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).
3. 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.
RFP 7344 Natural Areas Software Page 10 of 21
Review and Assessment
Proposals will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals and any optional interview session. 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
FACTOR QUALIFICATION STANDARD
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 Work
Hours
Do the proposed cost and work hours compare
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?
RFP 7344 Natural Areas Software Page 11 of 21
References
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 If a study, did it meet the Scope of Work?
PLEASE GO TO www.fcgov.com/purchasing TO REGISTER IN OUR E-
PROCUREMENT SYSTEM FOR FUTURE BID OPPORTUNITIES! BE SURE TO
SELECT ALL APPROPRIATE COMMODITY CODES.
COMMODITY CODES USED FOR THIS RFP:
918-29 Computer Software Consulting
918-30 Computer Network Consulting
RFP 7344 Natural Areas Software Page 12 of 21
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 , 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 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 ,
20 , and shall continue in full force and effect until , 20 , unless sooner
RFP 7344 Natural Areas Software Page 13 of 21
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 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:
City of Fort Collins
Attn:
PO Box 580
Fort Collins, CO 80522
With Copy to:
City of Fort Collins
Attn: Purchasing
PO Box 580
Fort Collins, CO 80522
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, Project Insurance and Insurance Responsibility. The Professional shall
be responsible for the professional quality, technical accuracy, timely completion and
RFP 7344 Natural Areas Software Page 14 of 21
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
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 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.
RFP 7344 Natural Areas Software Page 15 of 21
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. 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 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.
RFP 7344 Natural Areas Software Page 16 of 21
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 shall be liable to the non-defaulting party for the
RFP 7344 Natural Areas Software Page 17 of 21
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/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
RFP 7344 Natural Areas Software Page 18 of 21
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.
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.
RFP 7344 Natural Areas Software Page 19 of 21
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.
RFP 7344 Natural Areas Software Page 20 of 21
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] or
Doing business as [insert name of business]
By: _________________________________
Title: _______________________________
CORPORATE PRESIDENT OR VICE PRESIDENT
Date: _______________________________
ATTEST:
_________________________________ (Corporate Seal)
Corporate Secretary
RFP 7344 Natural Areas Software Page 21 of 21
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:
_____________________________________________________________________
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: ____________________________