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HomeMy WebLinkAboutRFP - 9224 GOLF OPERATIONS MANAGEMENT & POINT-OF-SALE SYSTEMRFP 9224 Golf Operations Management & Point-of-Sale System Page 1 of 29 REQUEST FOR PROPOSAL 9224 GOLF OPERATIONS MANAGEMENT & POINT-OF-SALE SYSTEM PROPOSAL SUBMISSION DEADLINE: 3:00 PM MT (RMPES Clock), DECEMBER 11, 2020 The City of Fort Collins is requesting proposals from qualified Application Service Providers (ASP) to provide a “full-featured” Golf Operations Management system that is hosted in a high availability, secure data center environment. The proposed solution shall include a point-to-point full-featured Web-Based Point-Of-Sales (POS) System. As part of the City’s commitment to Sustainable Purchasing, proposals should be submitted online through the Rocky Mountain E-Purchasing System (RMEPS) at http://www.bidnetdirect.com/colorado/city-of-fort-collins. Note: please ensure adequate time to submit proposals through RMEPS. Proposals not submitted by the designated Opening Date and Time will not be accepted by the system. All questions should be submitted, in writing via email, to Beth Diven, Buyer at bdiven@fcgov.com no later than 5:00 PM MST (our clock) on November 30, 2020. Please format your e-mail to include: RFP 9224 Golf Operations Management & Point-of-Sale System in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by Bidnet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 208-18 Bar Code Software 208-21 Business Intelligence Software 208-32 Customer Relationship Management Software 208-37 Database Software 208-53 Integrated Software 208-55 Inventory Management 208-65 Point of Sale Software 208-80 Software, Microcomputer (Not Otherwise Classified) 209-22 Bar Code Software 209-38 Database Software 209-54 Internet and Web Site Software for Main Frame Computers 209-56 Inventory Management 209-66 Point of Sale Software 920-03 Application Service Provider (Web Based Hosted) 920-04 Applications Software (For Main Frame Systems) 920-05 Application, Infrastructure, Hosting and Cloud Computing Services 920-07 Applications Software for Microcomputer Systems 920-14 Applications Software for Minicomputer 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 RFP 9224 Golf Operations Management & Point-of-Sale System Page 2 of 29 Prohibition of Unlawful Discrimination: The City of Fort Collins, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The City strictly prohibits unlawful discrimination based on an individual’s gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 years or older, marital status, disability, sexual orientation, genetic information, or other characteristics protected by law. For the purpose of this policy “sexual orientation” means a person’s actual or perceived orientation toward heterosexuality, homosexuality, and bisexuality. The City also strictly prohibits unlawful harassment in the workplace, including sexual harassment. Further, the City strictly prohibits unlawful retaliation against a person who engages in protected activity. Protected activity includes an employee complaining that he or she has been discriminated against in violation of the above policy or participating in an employment discrimination proceeding. The City requires its vendors to comply with the City’s policy for equal employment opportunity and to prohibit unlawful discrimination, harassment and retaliation. This requirement applies to all third-party vendors and their subcontractors at every tier. Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. ASPs may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version of the proposal, the ASP may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. Vendor Registration: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 or W-8BEN/W8-BEN-E(international firms) and requires all Vendors to accept Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal; however, if you take exception to participating in Direct Deposit (Electronic) payments please clearly note such in your proposal as an exception. The City may waive the requirement to participate in Direct Deposit (Electronic) payments at its sole discretion. 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. RFP 9224 Golf Operations Management & Point-of-Sale System Page 3 of 29 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. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected ASP shall be required to sign the City’s Services Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director RFP 9224 Golf Operations Management & Point-of-Sale System Page 4 of 29 I. BACKGROUND & OBJECTIVE / OVERVIEW A. Objective The City of Fort Collins is requesting proposals from qualified Application Service Providers (ASP) to provide a “full-featured” Golf Operations Management system that is hosted in a high availability, secure data center environment. The proposed solution shall include a point-to-point full-featured Web-Based Point-Of-Sales (POS) System. B. Background Fort Collins is a vibrant community of approximately 170,000 located 65 miles north of Denver, at the base of the foothills of the Rocky Mountains. The City is 56 square miles in size and is the northern extension of the “Colorado Front Range” urban corridor. The City’s population includes over 24,000 college students. The City of Fort Collins operates two 18-hole golf courses and a nine-hole course. The City sub-contracts with three golf professionals who maintain their own hard goods inventory while also providing golf lessons and event administration. In addition, the golf professionals receive a portion of the revenue generated through greens fees, cart rentals, and range ball sales. In combination, the courses generate approximately 80,000 18-hole equivalent rounds per year. The courses rely heavily on league rounds. More information can be found at www.fcgov.com/golf/. Fort Collins Golf Division seeks to upgrade its current point of sale and tee sheet management software systems to get better reporting of utilization, demographics, data bases, user profiles and finances. The Golf Division also looks to modernize its tee sheet software to make it easier for our guests to manage tee times via multiple platforms. Fort Collins also wants to make it easier for the golf shops to manage the tee sheets. II. SCOPE OF PROPOSAL A. Scope of Work 1. General Requirements: • All-in-one Point of Sales (POS) system. SAAS model is preferred. • Ease of setup and use out of the box. • Easy-to-use sign off/on process. • Conduct regular transactions and accept multiple forms of payment. • Safeguard customer's data with the latest in security technology including data tokenization and encryption. • Compatibility with different merchant services should City of Fort Collins decide to stay with the current merchant provider is preferred. • No credit card or customer information is stored on the devices or displayed on receipt • 24/7 Customer Service via phone and/or email and chat. • Capability to export reports to an Excel spreadsheet or CSV. RFP 9224 Golf Operations Management & Point-of-Sale System Page 5 of 29 • PCI compatible Network fail safe (keep entering cash sales information at the register while network is down) offline mode. • Wi-Fi /IP mobile connectivity options. • Track inventory. • Employee timecards. • Barcode system. • Provide powerful tools and advanced reporting capabilities for centralized and remote management of the POS system. • Use industry standard, non-proprietary equipment, including PC or tablet, cash drawers, receipt printer and bar code scanners. • Supports multiple user networking. • Provide user login IDs and passwords for users to uniquely authenticate themselves. • Provide different levels of user roles and access. • Have adequate security controls for user access. • Support and incorporate a mix of operational and financial data. • Provide robust reporting tools and features, including variance reports that offer real-time and historical data. The proposed software must be a web-based Point-Of-Sales System that can effectively provide the above-mentioned capabilities and services in a user-friendly and flexible manner for Participants and their Authorized Users. The ASP shall allow the City of Fort Collins to remain the sole and exclusive owner of all data entered or generated by the proposed software. Respondent shall not use any of said data in any form including, but not limited to, raw data, blended data, stripped data, aggregated data, and usage or statistical information derived from or in connection with the Data, except as it is necessary to fulfill its obligations to provide the proposed Software. 2. Software Requirements a) POS (Point of Sales) • Cloud based or SAAS model preferred · Integrated credit card processing/authorization. • Support for Touch POS with easy design and modifications, with multiple menu levels. • Support Multiple Tenders (Cash, Visa, Discover, Money Order, Check, Store Credit, Gift Certificate, etc.). • Allow user definable tenders. • Allow split tender capability on invoice. • Search for items by SKU. RFP 9224 Golf Operations Management & Point-of-Sale System Page 6 of 29 • Search for items by model. • Search for items by description. • Display item availability/stock level. • Display item order date. • Display item description. • Display serial numbers. • Display item picture. • Scan merchandise barcodes at POS. • Quick-Sale functionality. • Issue discounts and change prices by line item or entire invoice. • Ability to adjust line items on-the-fly. • Issue store credits. • Issue discounts and change prices by a certain percent or dollar amount. • Issue discounts by redemption items (coupons, rebates, etc.) • Track multiple promotions. • Flag or display a message when discount is below cost. • Require management review when price is below cost. • Override automated discount (with appropriate user rights). • Specify salesperson. • Specify more than one salesperson. • Issue a refund at the POS. • Print cash receipts. • Email customer receipts. • Print gift or premier card usage customer receipts. • Customize receipts and invoices by adding a logo. • Record lost sales from POS. • User definable keyboard shortcuts (Does not require mouse). • Allows sale voids. • Manager tracking of refunds and cancellations by clerk/drawer. b) Inventory Management • Individual inventory locations. • Store and view item number information. • Store and view description information. RFP 9224 Golf Operations Management & Point-of-Sale System Page 7 of 29 • Allow user defined fields for each item. • Ability to add merchandise to inventory by reading manufacturer barcode tag. • Generate and print standard merchandise bar code labels. • Store and view a bar code number. • Assign and view a category for each item. • Track items by serial number if applicable. • Allows multiple serial numbers per item. • Search for inventory items by product line, item number, serial number, and description. • Automatically compute min-max inventory level based on sales history. • View usage history for each item. • Unlimited associated items or aliases. • Track offline inventory, items not for sale. • Manual update of inventory quantities with proper approval. • Allocation of inventory at time of sales. • Audit trail of inventory adjustments for reporting Inventory reporting. c) Pricing • Assign a different price level at the POS (Senior price, school discount, etc.) • Assign and calculate and display sales tax based on predefined tax schedules. • Create price tables/matrixes that allow multiple pricing level. • Assign price levels based on customer type, department, category, price range, or region. • Set prices based on a pre-defined profit margin (Calculate price based on cost and margin) • Allow mark down or discount merchandise with proper approval • Audit trail of mark down, discount, and any other price adjustments for reporting d) Tee Times Management: • Electronic tee sheet capabilities. Tee sheet color coded for reserved, check- in, tee-off and make the turn. • Ability for each location to view and book tee times for all courses. • Ability to “squeeze,” move and place customer’s times on the tees sheet. • Ability to cancel squeeze times. RFP 9224 Golf Operations Management & Point-of-Sale System Page 8 of 29 • Indicate “Paid.” • Player tee time notes, • Fully integrated tee times that allows POS from within the tee sheet. • Online tee times supporting the following web browsers. Firefox, Google Chrome, Microsoft Edge and Apple Safari. • Online tee time reservations cancellations • Ability to prepay online for reservations. • Golfer future tee times. • Ability to track no-shows and cancellations. Reporting for no-shows. • Locations of carts on course through integrate GPS. e) Customer Management • Customer accounts with personal information for names, addresses, phone numbers, email, transaction/purchase history, memberships, notes. • Creation of sub-accounts for family members. • Member web portal for account management, member information updates. • Account financial snapshot. • Play history. • Send SMS for confirmations, birthday benefits, surveys, specials. • Ability to generate mailing lists for pass renewals, annual pass memberships. • Ability to send targeted email blast from the city’s email domain, golf@fcgov.com. • Golf League management. • Loyalty Program. • Rain-check Program. Must be able to prorates based on the number of holes played and assign a monetary redemption value. f) Financial • Multiple tax tables. • Tax revenue report. • G/L Based back-office setup. • Ability to assign account numbers used by the city’s enterprise ERP system to G/L codes. • Multi-location setup for inventories, passes, greens fees, service items, range ball dispensers. • Gift card creation, sales and redemption. Third-party solution not accepted. RFP 9224 Golf Operations Management & Point-of-Sale System Page 9 of 29 • Creation of Annual, age-group and special use passes. • Ability to use pre-printed passes with pre-assigned numbers with associated bar code. • Ability to renew passes. • Ability to cancel passes and track reason. • Ability to set pass status to active, expired, hold. • Ability to batch process pass expiration dates and/or status. • Dynamic pricing. g) Employee Management • Track and manage employee information • Record every transaction made by sales staff and supervisors · Generate employee log reports with an audit trail. • Assign security levels to each employee h) Security • Require management approval for the cashier to enter opening or closing amount. • Require management approval for cashier to change price at POS. • Allow item cost display at POS. • Require management approval for cashier to cash out at the closing. • Require management approval for manual discount. • Require management approval for sale voids. i) Sales Reports • Sales totals by specified time of day, week, month or year. • Sales totals for each department, category, manufacturer or supplier. • Sales totals for each rep or cashier. • Sales totals for each register. • Cash drawer reconciliation report (Breakdown totals for each drawer and account for monies started in the cash register and monies to be left for the next day in the cash register). • Daily sales transaction details by casher. • Number of items sold by time of day, week, month or year. • Number of items sold for each category · Number of items sold based on top seller. • Number of items sold based on lowest seller. • Income statement report. RFP 9224 Golf Operations Management & Point-of-Sale System Page 10 of 29 j) Inventory Reports • On hand inventory valuation reporting by item number, product line, category, and description. • Inactive, excess or obsolete inventory. • Fast- and Slow-moving inventory report. • Inventory transactions by item number, transaction type, category, or description • Inventory status by item number, SKU, and serial number. • Serial number/SKU list. • Inventory turnover. • Track historical data, compare and contrast with variance reports. k) Event Management & Reports • Detailed event reports for leagues and tournaments. • Ability to block off days for special events. • Online event registrations. • Online event calendars. • Event reports for course maintenance operations. l) Backoffice Reports (Business Analytics) • Management snapshots for hour, day, week, month and year for plays by age group, pass type usage, discount type. • Course closure reason, i.e. weather, maintenance. • Sales by inventory or service items. • Sales by location (course). • Chart of account revenues and activity. • Pay Type report for Cash, Credit Card, Gift Card, Internal adjustment. • City Sales Tax Report. • Total sales. • Period comparison reporting by year, quarter and month. Minimum of 2 years. • Ability to schedule reports to generate by template and scheduled time. m) Hardware • Cash drawer controlled by the POS application. • Change dispenser. • Signature capture pad. RFP 9224 Golf Operations Management & Point-of-Sale System Page 11 of 29 • Touch screen monitor support for existing ELO touch displays. • Receipt printer. • Bar code scanner minimally capable of supporting Code 128, UPC-A, UPC- E, EAN-13 and EAN-8, ITF-14, and Code 39. • Portable data terminal (PDT) for physical inventory counting. n) Backup and Disaster Recovery • Ensure full weekly backup of the database with snapshots at multiple intervals during the day. Database backups are to be retained for 6 years. • In event of a system failure that results in loss of data, the selected ASP must be capable of restoring from full backups and snapshots within 4 hrs. following the data loss. Available Mon – Sun. • Offline mode in the event of internet service outage. o) Required Add-Ons and Integrations • E-Commerce/website integration for Tee Times and Pre-Payments • Direct Integration with Range Ball Dispensers, specifically Range Servant (Describe functionality and API). Ranger Servant server resides back of the city’s secure enterprise firewall. Provide detailed description of integration. • External integration with the city’s credit card processor NCR Payment Solutions using an API with full support for EMV devices (terminals) • Daily GL export to the City’s accounting and Financial system, JD Edwards One World. The City of Fort Collins will provide the export layout. • Integration with Weather Stations for conditions tracking. p) Regulatory Compliance • Hosting sites to reside on US Soil. • PCI-DDS. • Customer Data Privacy (PII). • System/Data Breach notification process. q) Training and Support • Initial training to be provided on City premise. • Training to be provided by job function, i.e. Pro Shop POS Users, Administration, Technical Support. • Product support by phone, email, knowledge base, chat. 7-days a week availability. • After-business hours system updates. • Application enhancements and fixes. (define expectations) RFP 9224 Golf Operations Management & Point-of-Sale System Page 12 of 29 B. Minimum Qualifications • Must have experience with municipal golf course operations. • Two (2) year experience as a SaaS provider. • Vertical Market ASP. • Must undergo regular third-party security audits. • Regular 3rd party penetration testing. • Track record of “High Availability.” • Multiple, secure, disaster-tolerant data centers. • Experience with 3rd party integrations. • Backend database – Microsoft SQL Server 2016, Oracle 18c. • Comprehensive Service Level Agreement. • Customer data remains the sole property of the City of Fort Collins and cannot be sold or shared. • Active Intrusion Detection. • 24x7 security monitoring. • Must possess certifications for s • Security practices. • Minimum uptime of 99.5%. • Back-up servers so that there are no service disruptions is a piece of hardware fails. • Regular enhancement cycles, providing new feature a bug resolution. • Off-hour application upgrades. C. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • RFP issuance: November 13, 2020 • Question deadline: 5:00 PM MT on November 30, 2020 • Proposal due date: 3:00 PM MT (our clock) on December 11, 2020 • Interviews (tentative): Week of December 28, 2020 • Award of Contract (tentative): January 2021 D. Interviews In addition to submitting a written proposal, the top-rated ASPs may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. Because of recent events involving COVID-19, the City may use non-traditional methods for the optional interview phase of the assessment process. The City will receive and score written proposals. However, instead of traditional in-person interviews for the optional interview session, the City may opt to use alternate methods including, but not limited to remote interviews through a platform such as Microsoft Teams or Zoom. RFP 9224 Golf Operations Management & Point-of-Sale System Page 13 of 29 E. Subcontractors ASPs will be responsible for identifying any subcontractors in their proposal. Please note that the City will contract solely with the awarded ASP; therefore, subcontractors will be the responsibility of the ASP. F. Laws and Regulations The ASP agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. G. Invoicing and Payment Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the ASP each month following the submittal of a correct invoice by the ASP indicating the project name, Purchase Order number, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the ASP and the City will negotiate an appropriate unit price for the service prior to the ASP initiating such work. The City pays invoices on Net 30 terms. H. COVID-19 Compliance. The ASP and its subcontractors shall comply with all state, county, and local laws, ordinances, and public health orders established to reduce the spread of COVID-19, as applicable. The ASP shall ensure employees and subcontractors with COVID-19 symptoms do not report to the job site. ASP must organize work to ensure individuals minimize contact and maximize social distancing. Individuals must wear all standard worksite personal protective equipment (PPE). In addition, individuals should wear a mask or cloth face covering consistent with OSHA and other applicable safety requirements. III. PROPOSAL SUBMITTAL Please limit the total length of your proposal to a maximum of fifty (50) double sided or one hundred (100) single sided 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and ASP Statement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page. Please, no embedded documents. Proposals that do not conform to these requirements may be rejected. ASPs are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what ASPs propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. RFP 9224 Golf Operations Management & Point-of-Sale System Page 14 of 29 Responses must include all the items in the order listed below. It is suggested that the ASPs include each of the City’s questions with their response. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. ASP Information 1. Describe the ASP’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete Section V, ASP Statement. C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider. 2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. Include a description regarding how the analysis will be performed for the various identified areas identified, the methods and assumptions used, and the limitations of the analysis. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. 4. Include a description of the software and other analysis tools to be used. 5. Identify what portion of work, if any, may be subcontracted. 6. How will you ensure compliance with Covid-19 requirements? D. Firm Capability & Assigned Personnel Provide relevant information regarding previous experience related to this or similar Projects, to include the following: RFP 9224 Golf Operations Management & Point-of-Sale System Page 15 of 29 1. Provide an 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 Agreement shall be provided in this section. 2. A list of qualifications for your firm and qualifications and experience of the specific staff members proposed to perform the consulting services described above. 3. References (current contact name, current telephone number and email address) from at least three similar projects with similar requirements that have been completed within the past five (5) years and that have involved the staff proposed to work on this project. Provide a description of the work performed. The ASP authorizes City to verify any and all information contained in the ASP’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give. 4. Please speak to the issues and/or opportunities related to the remote working situation. Specifically, what are ways to keep the project on schedule and still facilitate meetings with stakeholders and property owners? 5. What adjustments to your processes have you made and do you plan to make due to COVID-19? 6. Some functions of this project may require the use of sub-consultants. If you intend to utilize sub-consultants, you must list each and provide resumes for their key personnel. E. Availability 1. Can the work be completed in the necessary timeframe, with target start and completion dates met? 2. Describe the availability of project personnel to participate in this project in the context of the ASP’s other commitments. Are other qualified personnel available to assist in meeting the project schedule if required? 3. Is the project team available to attend meetings as required by the Scope of Work? 4. Provide an outline of the schedule for completing tasks. F. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe your organization’s commitment to sustainability and supporting values. Address how your firm strives to incorporate all three aspects (social, environmental, and economic) of Triple Bottom Line (TBL) sustainable practices into the workplace. Provide examples along with any metrics used to measure success within your firm. Also provide examples of how your firm has incorporated all three aspects of TBL sustainable practices in previous similar projects. Some examples are provided below: 1. Environmental – Experience delivering projects / programs focused on environmental health priorities in the areas of climate resiliency, water quality and watershed protection, regulatory performance, management systems, air quality, RFP 9224 Golf Operations Management & Point-of-Sale System Page 16 of 29 renewable energy, sustainable building and design, construction materials management, and solid waste reduction. 2. Economic – Experience working and delivering projects with an emphasis on strategic financial planning, job creation, business development, asset management, various project delivery methods, value engineering, regional partnerships, transparency, stakeholder engagement, strategic investments, aging infrastructure, repurposing of existing facilities, and competing financial priorities. 3. Social - Experience working and delivering projects, programs, and/or initiatives that support Equity, Diversity, and Inclusion throughout your firm’s workplace, including leadership, and supply chain. Examples of this may be demonstration of working within cultural and language gaps, development of diversity programs, diverse project teams, equitable opportunity vendor supply chain, and how your firm has applied an equity lens to processes such as recruitment, hiring, purchasing, career pathways, salaries, and staff engagement. Each element of the TBL sustainability criteria will receive equal consideration in determining the final Sustainability/TBL score. G. Cost and Work Hours Reasonable expenses will be reimbursable as per the current rates found at www.gsa.gov. ASP will be required to provide original receipts to the City for all reimbursable expenses. In your response to this proposal, please provide the following: 1. Estimated Hours by Task: Provide estimated hours for each proposed task by job title and employee name, including the time required for meetings, conference calls, etc. 2. Cost by Task: Provide the cost of each task identified in the Scope of Proposal section. Provide a total not to exceed figure for the Scope of Proposal. Price all additional services/deliverables separately. 3. Schedule of Rates: Provide a schedule of billing rates by category of employee and job title to be used during the term of the Agreement. This fee schedule will be firm for at least one (1) year from the date of the Agreement. The fee schedule will be used as a basis for determining fees should additional services be necessary. Include a per meeting rate in the event additional meetings are needed. A fee schedule for sub-consultants, if used, shall be included. 4. All direct costs (i.e., travel, printing, postage, etc.) specifically attributed to the project and not included in the billing rates must be identified. Travel expenses may be reimbursable as per the attached Fort Collins Expense Guidelines. ASP will be required to provide original receipts to the City for all travel expenses. 5. Include any applicable costs for support & maintenance for 5 years. H. Additional Information Provide any information that distinguishes ASP from its competition and any additional information applicable to this RFP that might be valuable in assessing ASP’s proposal. Explain any concerns ASP may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. RFP 9224 Golf Operations Management & Point-of-Sale System Page 17 of 29 Exceptions to the Scope of Services and City Agreement (a sample of which is attached in Section VI) shall be documented. IV. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria ASPs will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated ASPs may be conducted. The rating scale shall be from 1 to 10, with 1 being a poor rating, 5 being an average rating, and 10 being an outstanding rating. WEIGHTING FACTOR QUALIFICATION STANDARD 3.0 Scope of Proposal Does the proposal address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 2.0 Firm Capability & Assigned Personnel Does the firm have the resources, financial strength, capacity and support capabilities required to successfully complete the project on- time and in-budget? Has the firm successfully completed previous projects of this type and scope? 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 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 3.0 Cost & Work Hours Does the proposal included detailed cost break- down for each cost element as applicable and are the line-item costs competitive? 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 by each project task or phase? RFP 9224 Golf Operations Management & Point-of-Sale System Page 18 of 29 B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this ASP 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 ASP responsive to client needs; did the ASP 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? If ASP administered a construction contract, was the project functional upon completion and did it operate properly? Were problems corrected quickly and effectively? RFP 9224 Golf Operations Management & Point-of-Sale System Page 19 of 29 V. ASP STATEMENT ASP hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, ASP hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the ASP’s knowledge and belief. b. ASP commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. ASP further agrees that the method of award is acceptable. e. ASP also agrees to complete the proposed 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. f. ASP acknowledge receipt of addenda. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: ASP STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. Official Purchasing Document Last updated 10/2017 Services Agreement Page 20 of 29 VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN ) SERVICES AGREEMENT THIS AGREEMENT made and entered into the day and year set forth below by and between THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the "City" and , hereinafter referred to as "Service Provider". 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 Service Provider agrees to provide services in accordance with the scope of services attached hereto as Exhibit A, consisting of ( ) page(s) and incorporated herein by this reference. Irrespective of references in Exhibit A to certain named third parties, Service Provider shall be solely responsible for performance of all duties hereunder. 2. The Work Schedule. [Optional] The services to be performed pursuant to this Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit , consisting of ( ) page(s), and incorporated herein by this reference. 3. Time of Commencement and Completion of Services. The services to be performed pursuant to this Agreement shall be initiated within ( ) days following execution of this Agreement. Services shall be completed no later than . Time is of the essence. Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties. 4. Contract Period. This Agreement shall commence , 20 , and shall continue in full force and effect until , 20 , 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. Written notice of renewal shall be provided to the Service Provider and mailed no later than thirty (30) days prior to contract end. 5. Delay. If either party is prevented in whole or in part from performing its obligations by unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so prevented shall be excused from whatever performance is prevented by such cause. To the extent that the performance is actually prevented, the Service Provider must provide written notice to the City of such condition within fifteen (15) days from the onset of such condition. 6. 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 Official Purchasing Document Last updated 10/2017 Services Agreement Page 21 of 29 termination to the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this Agreement shall be effective when mailed, postage prepaid and sent to the following addresses: Service Provider: City: Copy to: Attn: City of Fort Collins Attn: PO Box 580 Fort Collins, CO 80522 City of Fort Collins Attn: Purchasing Dept. PO Box 580 Fort Collins, CO 80522 In the event of early termination by the City, the Service Provider shall be paid for services rendered to the date of termination, subject only to the satisfactory performance of the Service Provider's obligations under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such termination. 7. Contract Sum. The City shall pay the Service Provider for the performance of this Contract, subject to additions and deletions provided herein, ($ ) as per the attached Exhibit " ", consisting of page(s), and incorporated herein by this reference. 8. City Representative. The City will designate, prior to commencement of the work, its representative who shall make, within the scope of his or her authority, all necessary and proper decisions with reference to the services provided under this agreement. All requests concerning this agreement shall be directed to the City Representative. 9. Independent Service provider. The services to be performed by Service Provider are those of an independent service provider and not of an employee of the City of Fort Collins. The City shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose. 10. Subcontractors. Service Provider may not subcontract any of the Work set forth in the Exhibit A, Statement of Work without the prior written consent of the city, which shall not be unreasonably withheld. If any of the Work is subcontracted hereunder (with the consent of the City), then the following provisions shall apply: (a) the subcontractor must be a reputable, qualified firm with an established record of successful performance in its respective trade performing identical or substantially similar work, (b) the subcontractor will be required to comply with all applicable terms of this Agreement, (c) the subcontract will not create any contractual relationship between any such subcontractor and the City, nor will it obligate the City to pay or see to the payment of any subcontractor, and (d) the work of the subcontractor will be subject to inspection by the City to the same extent as the work of the Service Provider. 11. Personal Services. It is understood that the City enters into the Agreement based on the special abilities of the Service Provider and that this Agreement shall be considered as an agreement for personal services. Accordingly, the Service Provider shall neither assign any Official Purchasing Document Last updated 10/2017 Services Agreement Page 22 of 29 responsibilities nor delegate any duties arising under the Agreement without the prior written consent of the City. 12. Acceptance Not Waiver. 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 or cause of action arising out of performance of this Agreement. 13. Warranty. a. Service Provider warrants that all work performed hereunder shall be performed with the highest degree of competence and care in accordance with accepted standards for work of a similar nature. b. Unless otherwise provided in the Agreement, all materials and equipment incorporated into any work shall be new and, where not specified, of the most suitable grade of their respective kinds for their intended use, and all workmanship shall be acceptable to City. c. Service Provider warrants all equipment, materials, labor and other work, provided under this Agreement, except City-furnished materials, equipment and labor, against defects and nonconformances in design, materials and workmanship/workwomanship for a period beginning with the start of the work and ending twelve (12) months from and after final acceptance under the Agreement, regardless whether the same were furnished or performed by Service Provider or by any of its subcontractors of any tier. Upon receipt of written notice from City of any such defect or nonconformances, the affected item or part thereof shall be redesigned, repaired or replaced by Service Provider in a manner and at a time acceptable to City. 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 thereof. 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. Indemnity/Insurance. Official Purchasing Document Last updated 10/2017 Services Agreement Page 23 of 29 a. The Service Provider agrees to indemnify and save harmless the City, its officers, agents and employees against and from any and all actions, suits, claims, demands or liability of any character whatsoever brought or asserted for injuries to or death of any person or persons, or damages to property arising out of, result from or occurring in connection with the performance of any service hereunder. b. The Service Provider shall take all necessary precautions in performing the work hereunder to prevent injury to persons and property. c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall provide and maintain insurance coverage naming the City as an additional insured under this Agreement of the type and with the limits specified within Exhibit , consisting of one (1) page, attached hereto and incorporated herein by this reference. The Service Provider before commencing services hereunder, shall deliver to the City's Purchasing Director, P. O. Box 580, Fort Collins, Colorado 80522, one copy of a certificate evidencing the insurance coverage required from an insurance company acceptable to the City. 18. Entire Agreement. This Agreement, along with all Exhibits and other documents incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations not contained in this Agreement shall not be binding on the parties. 19. 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. 20. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101, C.R.S., et. seq., Service Provider represents and agrees that: a. As of the date of this Agreement: 1. Service Provider does not knowingly employ or contract with an illegal alien who will perform work under this Agreement; and 2. Service Provider 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. Service Provider 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. Official Purchasing Document Last updated 10/2017 Services Agreement Page 24 of 29 c. Service Provider 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 Service Provider obtains actual knowledge that a subcontractor performing work under this Agreement knowingly employs or contracts with an illegal alien, Service Provider shall: 1. Notify such subcontractor and the City within three days that Service Provider 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 Service Provider 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. Service Provider 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 Service Provider 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, Service Provider shall be liable for actual and consequential damages to the City arising out of Service Provider’s violation of Subsection 8-17.5-102, C.R.S. g. The City will notify the Office of the Secretary of State if Service Provider violates this provision of this Agreement and the City terminates the Agreement for such breach. 21. Special Provisions. Special provisions or conditions relating to the services to be performed pursuant to this Agreement are set forth in Exhibit - Confidentiality, consisting of one (1) page, attached hereto and incorporated herein by this reference. Official Purchasing Document Last updated 10/2017 Services Agreement Page 25 of 29 THE CITY OF FORT COLLINS, COLORADO By: Gerry Paul Purchasing Director DATE: ATTEST: APPROVED AS TO FORM: SERVICE PROVIDER'S NAME By: Printed: Title: CORPORATE PRESIDENT OR VICE PRESIDENT Date: Official Purchasing Document Last updated 10/2017 Services Agreement Page 26 of 29 EXHIBIT A SCOPE OF SERVICES Official Purchasing Document Last updated 10/2017 Services Agreement Page 27 of 29 EXHIBIT (BID SCHEDULE/COMPENSATION) Official Purchasing Document Last updated 10/2017 Services Agreement Page 28 of 29 EXHIBIT INSURANCE REQUIREMENTS 1. The Service Provider will provide, from insurance companies acceptable to the City, the insurance coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations covered, effective dates and date of expiration of policies, and containing substantially the following statement: “The insurance evidenced by this Certificate will not reduce coverage or limits and will not be cancelled, except after thirty (30) days written notice has been received by the City of Fort Collins.” In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and may deduct the cost of such insurance from any monies which may be due or become due the Service Provider under this Agreement. The City, its officers, agents and employees shall be named as additional insureds on the Service Provider 's general liability and automobile liability insurance policies for any claims arising out of work performed under this Agreement. 2. Insurance coverages shall be as follows: A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the life of this Agreement for all of the Service Provider's employees engaged in work performed under this agreement: 1. Workers' Compensation insurance with statutory limits as required by Colorado law. 2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease aggregate, and $100,000 disease each employee. B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this Agreement such commercial general liability and automobile liability insurance as will provide coverage for damage claims of personal injury, including accidental death, as well as for claims for property damage, which may arise directly or indirectly from the performance of work under this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of insurance for each coverage, Commercial General and Vehicle, shall not be less than $1,000,000 combined single limits for bodily injury and property damage. In the event any work is performed by a subcontractor, the Service Provider shall be responsible for any liability directly or indirectly arising out of the work performed under this Agreement by a subcontractor, which liability is not covered by the subcontractor's insurance. Official Purchasing Document Last updated 10/2017 Services Agreement Page 29 of 29 EXHIBIT CONFIDENTIALITY IN CONNECTION WITH SERVICES provided to the City of Fort Collins (the “City”) pursuant to this Agreement (the “Agreement”), the Service Provider hereby acknowledges that it has been informed that the City has established policies and procedures with regard to the handling of confidential information and other sensitive materials. In consideration of access to certain information, data and material (hereinafter individually and collectively, regardless of nature, referred to as “information”) that are the property of and/or relate to the City or its employees, customers or suppliers, which access is related to the performance of services that the Service Provider has agreed to perform, the Service Provider hereby acknowledges and agrees as follows: That information that has or will come into its possession or knowledge in connection with the performance of services for the City may be confidential and/or proprietary. The Service Provider agrees to treat as confidential (a) all information that is owned by the City, or that relates to the business of the City, or that is used by the City in carrying on business, and (b) all information that is proprietary to a third party (including but not limited to customers and suppliers of the City). The Service Provider shall not disclose any such information to any person not having a legitimate need-to-know for purposes authorized by the City. Further, the Service Provider shall not use such information to obtain any economic or other benefit for itself, or any third party, except as specifically authorized by the City. The foregoing to the contrary notwithstanding, the Service Provider understands that it shall have no obligation under this Agreement with respect to information and material that (a) becomes generally known to the public by publication or some means other than a breach of duty of this Agreement, or (b) is required by law, regulation or court order to be disclosed, provided that the request for such disclosure is proper and the disclosure does not exceed that which is required. In the event of any disclosure under (b) above, the Service Provider shall furnish a copy of this Agreement to anyone to whom it is required to make such disclosure and shall promptly advise the City in writing of each such disclosure. In the event that the Service Provider ceases to perform services for the City, or the City so requests for any reason, the Service Provider shall promptly return to the City any and all information described hereinabove, including all copies, notes and/or summaries (handwritten or mechanically produced) thereof, in its possession or control or as to which it otherwise has access. The Service Provider understands and agrees that the City’s remedies at law for a breach of the Service Provider’s obligations under this Confidentiality Agreement may be inadequate and that the City shall, in the event of any such breach, be entitled to seek equitable relief (including without limitation preliminary and permanent injunctive relief and specific performance) in addition to all other remedies provided hereunder or available at law.