Loading...
HomeMy WebLinkAboutRFP - 8167 VOLUNTEER MANAGEMENT APPLICATIONADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 1 of 11 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS DESCRIPTION OF RFP: 8167 VOLUNTEER MANAGEMENT APPLICATION OPENING DATE: 3:00 PM (Our Clock) October 5, 2015 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made in relation to RFP 8167 and detailed in the following sections of this addendum: 1. The due date to submit proposals has been changed to accommodate revisions to be made to proposals in accordance with Exhibit 1-A and 1-B incorporated herein. The Opening Date is now: 3:00 PM (OUR CLOCK) OCTOBER 5, 2015 2. EXHIBIT 1-A: QUESTIONS AND ANSWERS 3. EXHIBIT 1-B: QUESTIONS REGARDING THE VOLUNTEER MANAGEMENT APPLICATION SPREADSHEET: SERVICE CAPABILITIES Please contact Jill Wilson, Buyer at (970) 221-6216 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE PROPOSAL STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. 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- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 2 of 11 EXHIBIT 1-A QUESTIONS AND ANSWERS 1. Q: What is the implementation timeline? When does this system need to be live? A: The City anticipates the system to be live in January-February 2016. 2. Q: Are you looking for annual subscription (Saas)? Or, purchasing licenses with an annual maintenance agreement? A: This cost should be clearly stated in the proposal as the City will evaluate the cost of licensing/maintenance and how it is structured. 3. Q: Scalability: on page two it has max = 2 pages, on #10 it’s max = 1 page. A: Please follow instructions on page 10 of the RFP in regards to the Sustainability provision. 4. Q: What does Outlook integration mean and what is required? E-mails are delivered by VSys directly. Outlook is run on the desktop and isn't a server application. A: We want to ensure that emails from the application are pushed to the Administrator’s email account. We happen to use Outlook. In addition, if an event is created in the application, it can be exported as an Outlook calendar item. 5. Q: Requirements document, "Does not require software or plug-ins on local PC" - is this for volunteers to access the system or staff administrators? A: Preferably both but definitely for the volunteers. 6. Q: If you have any specs on "Integration with software Cornerstone on Demand" and/or "Integration with JD Edwards Oracle to track employee-volunteers" we can do some checking as to whether these can be handled with the existing tools or would require writing something new. A: There are no set integrations in mind with JDE and Cornerstone, but it is something we anticipate exploring in the future with the vendor we select. 7. Q: "Email ticketing and phone support for volunteer users" - for the volunteers themselves (10,000+) or for the administrators? A: For the volunteers themselves. We understand this will be a challenging request for many vendors. 8. Q: Can you provide any more information about what you're looking for with the "Optional Registration System for members of the public"? We are not sure what you're really looking for here. A: We are looking for a system that allows non-volunteers to sign up for volunteer-led programs. The registration system would ask for their name, email address, and allow them to create an account where they could register themselves and RSVP with a number of guests to a City sponsored program. If there was an emergency and the volunteer needed to contact the registrant, they could email them through the application without sharing contact information directly. Registrants would ideally receive a satisfaction survey after the event they registered for ends. 9. Q: Is the City interested in having a developer write the code for the application and then a separate company manage the application’s maintenance? A: Our intention is to contract w/ one company and ensure the scope of work is all- inclusive. 10. Q: How many unique programs and departments require a unique landing page? A: Each Department has varying level of volunteer opportunities and programs. Depending on the functionality of the selected application, and the growth of the program, this number may ADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 3 of 11 change. The estimated number of unique landing pages right now is 10 and the departments are as follows: a. Human Resources b. Recreation c. Utilities d. FC Moves e. Restorative Justice f. Lincoln Center g. Gardens on Spring Creek h. Neighborhood Services i. Parks j. Sustainability Services Operation Services k. City Attorney’s Office 11. Q: What registration history needs to be captured in the registrations system? A: Name, email address, number of people in group (if applicable), what event they signed up for, date and time of the event. 12. Q: What are your specifications for e-signatures? A: We would like to have a full name entered with the ability to retrieve evidence that it was signed by the volunteer at any time, including what day it was signed. The City has not yet determined if there is a need for the e-signature component but vendors are encouraged to relay if their system can meet our requirements without another vendor’s involvement in the e- signature process. 13. Q: May we use “P” in the compliance column of the response to indicate partial compliance and add additional notes to explain? A: Yes. Please keep additional notes brief and add them to the column to the right of the COMPLY Y/N column on the Volunteer Management Application spreadsheet. 14. Q: When responding to questions under “Volunteer Management Application Specifications” can vendors include explanations of how the system does (or does not) meet requirements? A: Yes. Please see answer to Q13 above. 15. Q: When you state "Ad-hoc queries on all data” are you referring to direct calls on the database using SQL or the ability to search through software’s interface on all data? If you are looking for direct calls on the database using SQL, will a vendor be ruled out immediately if this is not supported? A: We would want the ability to run ad-hoc queries as needed to meet organizational needs/requests. We do not require direct access to the application’s database, but it would be a requirement to have the ability to create custom reports and/or ad-hoc queries. The City is open to discussing direct access to the database. Selected vendors will have to demonstrate custom report/query functionality and/or services provided to meet custom report writing needs. 16. Q: Can you provide any further details on the data to be imported? It is a challenge to provide fixed pricing on an import without seeing the data. It would be helpful to know the number of different departments that will have data for us to import and how many fields will be involved, excluding volunteer contact details. Can data importation be quoted as a range? A: Data importation can be quoted as a range or as a per hour rate. 17. Q: What kind of training does the City require? Train the trainer? End-user and/or Admin? In person or web-based? A: Admin training and train the trainer- about 30 people will be trained initially. ADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 4 of 11 18. Q: Do you anticipate data migration from legacy systems to this new application? If so, how many records do you anticipate migrating over? Accounts? Contacts? Activities? A: 2000 volunteer accounts. A billable amount per hour would be useful. 19. Q: There are references to estimates of both 80 and 90 volunteer administrators in the RFP. Which is the more accurate estimate? A: 80- with the potential to grow quickly! 20. Q: Will you be holding a scheduled bidder conference call? A: There is not a conference call scheduled for this RFP. 21. Q: In the RFP on page 15, the City has placed a copy of their Sample Services Agreement. Is it the intent of the City to use their agreement or is the City open to using the agreement of the vendor? A: The City will require the awarded vendor to sign the City’s Services Agreement and reserves the right to award to the next highest ranked vendor should the selected vendor not comply. 22. Q: Is the City open to an order of precedence should they require their agreement be used? A: The City will require the awarded vendor to sign our Agreement. Proposals will be evaluated on compliance to agree to the Terms and Conditions delineated in the sample Services Agreement. 23. Q: It is assumed that the City is aware of any budget constraints or other issues which may cause the City to cancel their agreement. Is it possible for the City to change provision #6 in their agreement to make the notice period 30 days? We would like to help the City work through any items that would prevent any termination. A: Terms and Conditions can be discussed after notice of award; however, if an agreement is not reached within a reasonable time frame, the City reserves the right to award to the next highest ranked vendor. 24. Q: In section #10, Subcontractors, would the City be willing to trust the established subcontractor relationships held by the vendor prior to awarding the agreement to the vendor so long as the vendor agrees to take full legal and contractual responsibility for its subcontractors? Or does the vendor need approval of their established relationships before awarding? A: The vendor is required to notify the City of all subcontractor relationships, to which the City must approve prior to starting any work. 25. Q: Is the City open to reviewing the warranty and indemnification sections currently offered by the vendor should said vendor receive the awarded contract? A: Terms and Conditions can be discussed after notice of award; however, if an agreement is not reached within a reasonable time frame, the City reserves the right to award to the next highest ranked firm. The essence of the indemnification and warranty requirements are not waived. 26. Q: Does the City require insurance documentation prior to being awarded the contract or will documentation be acceptable during the contracting phase? A: The insurance documents are attached simultaneously during contract signing. PLEASE NOTE: the contract will not be considered executed until the required insurance certificate(s) is/are attached. ADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 5 of 11 EXHIBIT 1-B QUESTIONS REGARDING THE VOLUNTEER MANAGEMENT APPLICATION SPREADSHEET: SERVICE CAPABILITIES .xls line # RFP Requirement Vendor Questions User Interface and Technology 20 Integration with software Cornerstone on Demand for e-trainings and internal job postings Please provide the following: There are no set integrations in mind with JDE and Cornerstone, but it is something we would hope to look into in the future with the vendor we select. If vendor has an existing integration, please explain in proposal. 1. List of fields or description of data that will be exchanged. 2. The direction(s) of data flow. 3. Frequency of synchronization (live, nightly, etc.) 4. Preferred method of integration 5. Whether or not Cornerstone has an Application Program Interface. 21 Integration with JD Edwards Oracle to track employee-volunteers Please provide the following: There are no set integrations in mind with JDE and Cornerstone, but it is something we would hope to look into in the future with the vendor we select. If vendor has an existing integration, please explain in proposal. 1. List of fields or description of data that will be exchanged. 2. The direction(s) of data flow. 3. Frequency of synchronization (live, nightly, etc.) 4. Will integration utilize the Oracle API Gateway? If not, what method of integration will be utilized. 5. If the vendor provides its own API will Ft. Collins I.T. personnel be completing and testing the integration? 6. Please describe the platform and hosting used by Ft. Collins for JD Edwards Oracle and any special security considerations that would impact an external integration. 7. Does Ft. Collins expect existing employee credentials to be utilized when they register as volunteers? If so, should vendors also bid integration with a single sign-on capability? If so, please describe the platform, protocols and specifications typically used by Ft. Collins for SSO. 8. Does Ft. Collins anticipate that employees will use existing credentials to access the volunteer management software provided by the vendors? If so will these employees also be potential volunteers? ADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 6 of 11 System Administration 23 Ability to pull e-signed waiver, acknowledged policies and export at any time, uses e-signature instead of check box to acknowledge. 1. Please provide the vendor name of the e-signature software the vendor will be required to integrate with. There is no required software vendor, or even a requirement to integrate with a system. The only requirement from our City Attorney’s Office is the ability to have a field for the volunteer to type name, and ability to pull up evidence of that signature at any time. Vendors shall use their discretion in selecting an e-signature vendor, if necessary. 2. Should vendors include costs for integrating with the e-signature vendor in the cost proposal for this RFP? If it is necessary to procure an e-signature vendor to meet City Attorney’s Office requirements, than please include the cost of the vendor in the proposal. 3. Are you expecting a third party integration such as DocuSign or RightSign for third party electronic signature validation and storage? Is it only vital to meet the requirements of the June 30, 2000 Electronic Signature Act or are there more stringent requirements? There is no required vendor. The only requirement from our City Attorney’s Office is the ability to have a field for the volunteer to type name, and ability to pull up evidence of that signature at any time. Vendors shall use their discretion in selecting an e-signature vendor, if necessary. 24 Database accommodates 10,000+ volunteers (users), with 60% of those being regular users, contributing 150,000+ hours annually, 90+ Volunteer Managers (administrators), with 1-2 Citywide Program Managers (super users) that can view all data; user counts are estimates and do not constitute a commitment by the City to purchase specific number of licenses 1. Will the approximately 90 Volunteer Managers all be on-boarded with the new system during the 1st performance year? Approximately 20-30 Volunteer Managers will be on-boarded with the new system. The initial 30 Volunteer Managers will train other Volunteer Managers across the organization. 2. If not, please define how many licenses will be deployed in half-year (6 month) increments throughout the initial performance period. 0-6 mos- 30 6-12 mos- 45 12-18 mos- 60 26 Volunteer/Coordinator/Pr ogram/Division/Departm ent/City-wide relationship configuration Can you elaborate on this? Are you seeking the ability to have fields be optional for each Volunteer Application? For example, on some applications the birth year is required and on others it is not? We think it is in our legal interest to have the field of birth year optional on the application, ADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 7 of 11 Volunteer Application / Profile 37 Ability to change volunteer's status in recruitment process- with unique requirements depending on opportunity; i.e. orientation completed, background check passed Are you looking for a checklist or something more elaborate? Would the user be required to denote the volunteer had completed orientation prior to changing the status? A checklist would be sufficient. 41 Prompts e-sign when changes occur to policies. 1. Can you elaborate on this? What policies are you referring to? Is this something that needs to occur at the department level or city wide? City-wide 2. Will this e-sign be through the e-signature software referenced on line 23? Yes- see response to 23. No software required unless vendor thinks it is necessary to meet City Attorney’s Office requirements. 45 Tracks background checks, motor vehicle records, other volunteer requirements, sends auto reminders to volunteer and supervisor 1. Can vendors assume that Verified Volunteers is the sole source for the referenced background checks? No. Verified Volunteers is our current vendor. We are open to any other background check vendor that provides a similar service at a comparable price. 2. If not please describe any other sources that may be used in special situations (i.e. police department records, local courts, FBI, fingerprinting, etc.) The Police Services Department runs its own volunteer background checks internally. This integration is not required. 3. If there are other sources of records should vendors plan on exchanging data with these – as well as Verified Volunteers – as part of this requirement to “track background checks”? Manual override by a volunteer manager to verify another copy of background check is present. There are no other required sources of background checks. Having the ability to integrate with the National Sex Offender registry could be useful for all volunteers. 46 Volunteer profile can be linked to a volunteer group 1. Please provide more detailed description of the various ways volunteers might be connected with/to groups. The volunteer would be part of a: business, school, club, organization, etc. 2. Does the vendor need to provide a separate application form for groups? Are you asking for a different profile per department with different profile information at the group or department level? A separate application form and profile for groups should be provided by vendors. The profile would be shared between City departments. 3. Does the vendor need to provide a separate searching and service dashboard for groups? No 4. Please describe any automatic or manual reports that need to be generated for ADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 8 of 11 48 Authenticate user (volunteer) ID by using social media integration Does this mean that volunteers should be able to utilize existing social media credentials when accessing volunteer functionality on the new Ft. Collins system, such as a Facebook login? Which other social media integrations are you expecting? Yes- Facebook is ideal. LinkedIn could be useful. 49 Document Library Please describe when and how this document library will be accessed for purposes of volunteer or opportunity management. Volunteers will be able to look at updated policies, risk management information, training materials, work plans, etc. Communications 53 Email volunteers based on customizable set of fields Can you elaborate on this? If a volunteer is registered as a Youth Sports Coach, but has checked a box indicating they have an interest in volunteering for City wide special events, we will be able to email/pull a report of email addresses of all volunteers that are interested in helping with City wide special events and send them an email inviting them to volunteer for a City wide special event we need help with. 57 Automatic email reminders to volunteers Please define what types of reminders the system should send. Examples might be “shift reminders,” “credential expiration reminders,” “please log your hours…”, etc.  Shift reminders  Credential expiration reminders  Please log your hours  You have a notification waiting  You are invited to an appreciation event  Please fill out this survey about your volunteer experience at your last shift  Please fill out this survey about your Volunteer Experience in 2015 (City wide) 60 Email integrates with Microsoft Outlook email system Can you elaborate on this item? How are you imagining this integration operates? This integration is up to the vendor’s discretion, as there were no set functionalities required. Being able to export a scheduled shift to the Outlook calendar, email forwarding from the system/application to the Volunteer Manager’s email account, and replying to a volunteer using Outlook instead of the system/application are examples of possible integrations. 66 Forum feature for specific sub-sets of volunteers There are many excellent free-ware forum and collaboration sites. Does Ft. Collins have or prefer existing forum software that the vendor should integrate with? If so, please describe situations in which the volunteer system will “engage with” the external forum software. We do not prefer existing forum software. A group of City of Fort Collins Volunteer Managers informally uses Salesforce Chatter to keep in touch. This forum feature would be useful for our Boards and Commissions Volunteers because virtual volunteering is becoming more appealing to leaders of this volunteer group. Scheduling 70 Sign up to apply for specific roles or shifts ADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 9 of 11 72 Prequalified volunteers can self-schedule according to pre-set rules set by administrator Can you elaborate? What kind of rules would allow a volunteer to self-schedule?  If a volunteer has passed their background check, they can sign up for a youth sports coach season;  If a volunteer has passed their motor vehicle check and turned in appropriate paperwork, they can sign up for a role where driving is required; and  If a volunteer has attended a required training, they can sign up for roles that require that training 74 Group scheduling 1. Does this refer to individual members of groups being able to schedule their services as part (or not) of the group to which they belong? Yes- precisely. This does raise the problem of liability waivers for the group. If there is a potential solution to send a liability waiver to a list of volunteers, or the individual that signs up the group can share a link with the liability waiver, we would be open to discuss it. Otherwise, the workaround is to have paper waivers. 2. How should the system handle the reporting of hours in situations where members of groups also volunteer as individuals? The option for the volunteer to choose when they sign up for a shift if it is part of their associated group or on their own would be ideal. If not, it would be up to the Volunteer Manager to manually enter the hours as appropriate. 80 Name tag printing for one-day events 1. Does Ft. Collins have an existing badge printing software – and associated hardware – with which the vendor should plan on integrating? If so, please define which software and hardware. No. We are looking at purchasing a name badge printer for long-term volunteer ID badges. 2. If there is external software and hardware should vendors include integration costs with this bid? No- we will purchase. 81 Volunteer shift leaders scheduling without full admin rights 1. What does “scheduling” specifically mean/refer to in this requirement? Can you elaborate? A volunteer shift leader can view volunteer schedules as it pertains to the shift leader’s volunteer project. This would be a restricted administrator account. 2. How many “shift leaders without admin rights” does Ft. Collins anticipate? There is no estimate at this time. Around 40 is my estimate. These could be volunteer interns, volunteers promoted into a position of leadership, etc. 83 Calendar that displays current schedules, open slots, and placed volunteers Do you mean volunteer schedules? How do you envision this working?We envision a calendar tool for Volunteer Managers that would show an event schedule in a time format with open slots and volunteer color coding. There should also be a calendar or list view of volunteer shifts viewable on the volunteer’s side of the system. Tracking and Reporting 93 Volunteers can log hours through their volunteer portal, even if not ADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 10 of 11 98 Ability for administrator to approve hours by checking a box or other similar feature and if hours/days are the same each week and the option to enter a different time Can you elaborate? What is the problem you are trying to solve here? Say Doris the Front Desk Greeter Volunteer helps out every Friday from 9 a.m.-noon. The volunteer management application provided by the vendor will shoot an email to Doris’ supervisor reminding them to approve her hours after every shift. If Doris has to leave early and only volunteers from 9-11 a.m., the Administrator would be able to easily change that in the system. Support / Implementation / Legacy 107 Vendor must migrate historical data for approximately 2,000 volunteers from Excel, Volgistics, Volunteer Works including: Name and profile information; Certification Dates; Expiration Dates; Volunteer Coordinator contact; volunteer program affiliation; Service Hours; Service Award Is it possible to receive sample data for each of the data sets to be migrated? Can this item be bid separately on a dollar per hour basis? A dollar per hour basis would be sufficient. Due to the potential proprietary nature of the data, we cannot share at this time. 114 Vendor shall provide maintenance (enhancements, updates, upgrades, corrections, system configuration, later versions of the licensed product) for the service platform including hardware maintenance, patches, software upgrades, and bug fixes for the term of the contract at no additional cost Does Ft. Collins prefer to host the vendor solution internally or receive a separate bid for local hosting as an alternative to cloud-based? Hosting internally is the next alternative to cloud-based. Registration System 117 Public profile for participants only requires name, address, email address, phone number and registration history ADDENDUM 1- 8167 VOLUNTEER MANAGEMENT APPLICATION Page 11 of 11 any situation where volunteers transport clients to any activity). No 3. Regarding the ‘registration history’ component of this requirement. Do you mean a list or aggregation of all activities attended? Aggregation 118 Registration System for members of public attending volunteer-led programs, with capability for volunteers leading programs to directly communicate with participants within the system 1. If the answer to the HIPAA question (116-2, above) is “yes” does this “communication” need to occur securely? No 2. Please define examples of situations when volunteers “communicate directly” with public clients. Some examples are: If a location has changed; more details about the event become available; the program is cancelled; it is a weekend and a staff member is not there to notify the participants, etc. 1. Is this referring to situations where volunteers are providing services to specific members of the “public”? Yes 2. If so, are any situations where “public” clientele data may contain medically sensitive information that is protected under HIPAA laws (examples include “Meals-on-Wheels” programs where diet and disabilities are known by volunteers who deliver meals OR associated with scheduled opportunity Do you want Volunteers to be able to add hours for their own assignments? Would this need admin approval? Yes. This feature would only be for certain volunteer roles, i.e. unpaid Interns, Adopt-A- Neighbor volunteers that shovel snow from driveways, etc. Does this volunteer need to be approved by staff? Yes- but it depends on the role or shift. One-Day volunteers who sign up for a special event or one-day project do not need to be approved, for example. groups. 1) Number of groups 2) Number of volunteers in groups instead of required for submission. 31 Dashboard customizable by administrator for immediate access to features most useful and relevant for them Please provide a use case or example so we can understand what a dashboard consists of. Please see this dashboard example: https://djhconsulting.files.wordpress.com/2013/02/volunteers-dashboard.png