HomeMy WebLinkAboutRFP - 8167 VOLUNTEER MANAGEMENT APPLICATION (2)RFP- 8167 Volunteer Management Application Page 1 of 22
REQUEST FOR PROPOSAL
8167 VOLUNTEER MANAGEMENT APPLICATION
The City of Fort Collins (City) is requesting proposals from qualified firms to develop and
maintain a cloud-based volunteer management application for the City’s Volunteer Services
Program.
As part of the City’s commitment to Sustainable Purchasing, proposal submission via
email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file
under 20MB, along with a separate electronic Excel file as annotated in the following
Request for Proposal (RFP) document, and e-mailed to: purchasing@fcgov.com. If electing
to submit hard copy proposals instead, six (6) copies, will be received at the City of Fort Collins'
Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals
must be received before 3:00 p.m. (our clock), September 25, 2015 and referenced as
Proposal No. 8167. 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.
Please note, additional time is required for bids mailed to the PO Box to be received at
the Purchasing Office.
The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in
response to all requests for proposals. No individual or business will be discriminated against
on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level
playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award
and administration of all contracts.
Questions concerning the scope of the bid should be directed to Charlotte Boney at (970) 416-
4245 or cboney@fcgov.com.
Questions regarding bid submittal or process should be directed to Jill Wilson, Buyer at
(970) 221-6216 or jwilson@fcgov.com.
All questions must be submitted in writing via email to Charlotte Boney , with a copy to
Jill Wilson, no later than 5:00 PM our clock on September 14, 2015. Questions received
after this deadline will 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.
A copy of the RFP may be obtained at www.rockymountainbidsystem.com.
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. All provisions of any contract resulting from this request for proposal will be
public information.
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- 8167 Volunteer Management Application Page 2 of 22
New Vendors:
The City requires new vendors receiving awards from the City to fill out and submit an IRS form
W-9 and to register for 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.
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.
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.
Sustainability: Consulting firms/teams participating in the proposal are to provide an overview of
the organization’s philosophy and approach to Sustainability. In no more than two (2) pages
please describe how your organization strives to be sustainable in the use of materials,
equipment, vehicles, fuel, recycling, office practices, etc. The City of Fort Collins incorporates
the Triple Bottom Line into our decision process by including economic (or financial),
environmental, and social factors in our evaluation.
The selected Service Provider shall be expected to sign the City’s standard Agreement without
revision prior to commencing Services (see sample attached to this Proposal).
Sincerely,
Gerry S. Paul
Purchasing Director
RFP- 8167 Volunteer Management Application Page 3 of 22
REQUEST FOR PROPOSAL (RFP)
8167 VOLUNTEER MANAGEMENT APPLICATION
I. INTRODUCTION
The City of Fort Collins (City) is requesting proposals from qualified firms to develop and
maintain a cloud-based volunteer management application for the City’s Volunteer Services
Program.
At the City’s option, firms ranked highest based on evaluation of the written proposals will be
invited to present to the evaluation committee. During the oral interviews, selected firms will be
given the opportunity to demonstrate the software functionality and answer questions pertaining
to the proposed application and support. The anticipated week for interviews is the week of
October 26, 2015, but the City will notify finalists of the final date.
The City expects to enter into a Services Agreement (Agreement) with the awarded vendor. The
anticipated terms and conditions of the Agreement are set forth in attached Exhibit A; consisting
of eight (8) pages and referenced herein; however, the City may include additional terms and
conditions in the Agreement as deemed necessary.
The City anticipates the project allocation to be $60k-$100k.
II. BACKGROUND
The Volunteer Services Program of the City of Fort Collins was created in 2015. However,
citizens have been volunteering for decades. Volunteer Services is an overarching citizen
involvement program that improves the engagement of citizens as volunteers across the City.
We believe that our community is healthier, stronger, and more impactful because of the time
volunteers generously contribute.
Vision
Creatively engaging volunteers in their unique talents.
Mission
Promote volunteer involvement to improve services and create community.
III. SCOPE OF WORK
A. PROGRAM DESCRIPTION AND OVERVIEW
The Volunteer Services Program is housed in the City’s Human Resources Department. Over
9,000 volunteers donated approximately 130,000 hours in 2014; equivalent in time to over fifty-
five (55) Full Time Employees (FTE). We predict that the program will continue to grow.
Departments/Divisions/Programs currently engaging volunteers that are planning to utilize the
volunteer management application include:
Recreation- Adaptive Recreation Opportunities, The Farm, Northside Aztlan Center,
Senior Center, Sports
Streets- Adopt-a-Street, Graffiti Abatement
City Clerk’s Office- Boards and Commissions
FC Bikes- Bicycle Ambassadors, Bicycle and Pedestrian Counts, One-Day Events
RFP- 8167 Volunteer Management Application Page 4 of 22
FC Moves- Safe Routes to School, One-Day Events
Cultural Services- Gardens on Spring Creek, Lincoln Center
Neighborhood Services- Restorative Justice
Sustainability Services- Healthy Homes Program, Nature in the City
Parks Department
Police- Police Explorers, Victim Advocates
Utilities- Unpaid Interns, One-Day Groups
Human Resources- Office Volunteers, Wellness Interns
Potential volunteers engaged outside of these listed areas.
In addition, unpaid interns and one-day event volunteers are being utilized across the City.
These Departments/Divisions/Programs may be engaging several types of volunteers in their
work. Most of these listed programs need a unique landing page for their volunteer
management application.
Programs employ their own Volunteer Managers, who also have various other job duties.
Almost every program has a different way of recruiting, recognizing, and retaining volunteers.
Volunteer Management support ranges from no staff support with individual excel spreadsheets,
to one staff person with Volgistics/Volunteer Spot/Altru software, to several staff support
members using custom-built software. Volunteer recruitment, training, supervision, and work
assignments are specific to each program.
Volunteers are categorized in the following way:
1. Long-term Volunteers: Long-term Volunteers commit to regularly contributing time to
the City of Fort Collins for a period of at least one (1) year. Examples include:
Boards and Commission members that serve a term length
Education Docents lead tours at the Gardens on Spring Creek
Victim Services Volunteers for the Police Department- average length of volunteer
service is 10 years
2. Short-term Volunteers: Short-term Volunteers commit to contributing time to the City of
Fort Collins for less than a year, but more than one (1) day. Examples include:
Youth Sports Coaches for our Sports Division (part of the Recreation Department)
Unpaid Interns receiving college credit from a local university
Adopt-a-Street Volunteers that volunteer with a club, business, and/or other group
picking up litter on the same one-mile section of road at least three (3) times a year
3. One-day Volunteers: One-day volunteers commit to contributing time to the City for a
limited duration. They can volunteer for an event, service project, or other limited-
duration activity. They cannot volunteer in a position of trust with vulnerable populations.
The City collects minimal personal information for these volunteers. Examples of their
duties include, but not limited to:
Trail building
Gardening projects
Event staffing
RFP- 8167 Volunteer Management Application Page 5 of 22
Approximately 60% of City Volunteers are long-term or short-term, and 40% participate in one-
day opportunities.
B. VOLUNTEER MANAGEMENT APPLICATION SPECIFICATIONS
The following matrix lists the anticipated application features, including priority levels for non-
required features, for the application delineated in this RFP. A separate Excel file will
accompany the RFP and list a password to edit the “COMPLY Y/N” column ONLY. Please
include the spreadsheet as a separate Excel file with proposal, indicating either “Y” (for Yes) or
“N” (for No) in the “COMPLY Y/N” column for each application feature.
APPLICATION FEATURE REQUIRED PRIORITY
COMPLY
Y/N?
User Interface and Technology
Completely web-based, Cloud-based x
Supports all modern browsers; Responsive web design x
Mobile device compatible x
Does not require software or plug-ins on local PC x
Hosting provided with server monitoring x
Vendor will backup data; if data loss occurs 24 hour
maximum data recovery
x
Encrypted passwords x
Vendor will provide documentation on their security
governance program and their standards for security.
x
The vendor will provide notification of a breach not only if
data has been breached, but also if the vendor is in a
shared tenancy arrangement notification should be made in
the event of a breach of any shared tenant’s data.
x
The vendor will provide information on the physical location
of the application's data
x
The vendor will allow for audits, data requests, and routine
compliance checks
x
User and administrator functionality is intuitive and easy to
use
x
System must contain dropdown lists, text boxes, check
boxes, online signatures
x
The software must be branded for the City of Fort Collins
and each respective department/division/program on
volunteer public portal and separate unique landing pages
x
Integrates with Verified Volunteers background check
system
x
Drop down lists start filtering when typing begins Medium
Integration with software Cornerstone on Demand for e-
trainings and internal job postings
Medium
RFP- 8167 Volunteer Management Application Page 6 of 22
Integration with JD Edwards Oracle to track employee-
volunteers
Low
System Administration
Ability to pull e-signed waiver, acknowledged policies and
export at any time, uses e-signature instead of check box
to acknowledge
x
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
x
Data is configurable so the system can handle the addition
of new fields of information by system administrators at any
time
x
Volunteer/Coordinator/Program/Division/Department/City-
wide relationship configuration
x
Unlimited custom locations/sites of volunteer service x
Assign Administrator for each Department and Contact for
Volunteer Type
x
Classify Volunteer Roles one of three ways- long-term,
short-term, one-day
x
Assign volunteer opportunity to a defined job type category
unique to each department/division
x
Dashboard customizable by administrator for immediate
access to features most useful and relevant for them
Low
Volunteer Application/ Profile
General Volunteer application and waiver with addendums
of custom fields specific to the volunteer jobs the volunteer
is applying for; custom fields can be changed at any time
x
Volunteer application to include skills and interests check
boxes
x
Ability to set optional fields on the application (birth year,
demographics)
x
User can update contact details and profile information x
Ability to change volunteer's status in recruitment process-
with unique requirements depending on opportunity; i.e.
orientation completed, background check passed
x
Route applications/notifications to volunteer's supervisor;
applications and profiles not linked to a pre-set opportunity
default to database-super user as supervisor
x
Log hours and generate hours report, schedule, etc. x
Area to add notes and attach documents to volunteer
profile
RFP- 8167 Volunteer Management Application Page 7 of 22
Prompts e-sign when changes occur to policies x
Volunteer application includes an upload link for a resume
or other documents
x
"Forgot password" and "forgot username" option on sign-in
page
x
Ability to apply online for unlisted opportunities- or generic
internship or volunteer opportunity- can be sent to
volunteer manager
x
Tracks background checks, motor vehicle records, other
volunteer requirements, sends auto reminders to volunteer
and supervisor
x
Volunteer profile can be linked to a volunteer group High
Ability to upload photo to volunteer profile High
Authenticate user (volunteer) ID by using social media
integration
Medium
Document Library Medium
Volunteers can set Preferred Department/Program, they
will still have assignments from other departments
Medium
Communications
Email individuals and groups directly from the software x
Email volunteers based on customizable set of fields x
Saved email templates x
Supports links, attachments, customizable text in emails x
Communications Log with date and time stamp- saves user
and administrator emails
x
Automatic email reminders to volunteers x
Surveys sent after shift completed or other trigger events x
Volunteer coordinators are alerted for birthdays,
anniversaries, when volunteers reach service award level
x
Email integrates with Microsoft Outlook email system x
Text message reminders High
System sends notifications to solicit their assistance for
event, date, area, and customizable text based on
administrator-defined criteria
High
Invitations with RSVP status to appreciation events,
trainings, other functions
High
Mail merge for printed mailing labels Medium
Integration with social media Medium
Forum feature for specific sub-sets of volunteers Medium
Scheduling
Calendar view of open and upcoming volunteer
opportunities available online and to the public
x
RFP- 8167 Volunteer Management Application Page 8 of 22
List volunteer opportunities in system and posts on
website, both on Citywide volunteer page and department
specific pages
x
Sign up to apply for specific roles or shifts x
Auto record volunteer hours based on schedules x
Prequalified volunteers can self-schedule according to pre-
set rules set by administrator
x
Ad-hoc hours can be entered that were not scheduled
through database
x
Group scheduling x
Ongoing slots can use patterns i.e. Weekdays, 9-12 and
12-3
x
Shifts setup for a predefined maximum number of
volunteers
x
Export schedules/rosters as PDF, Word or Excel x
Volunteers with expired certifications/backgrounds
screening disabled from self-scheduling
Medium
View all volunteers who are currently available to volunteer
for a shift
Medium
Name tag printing for one-day events Medium
Volunteer shift leaders scheduling without full admin rights Medium
Easy to post, archive and reactivate opportunities, has
waiting list for one-day volunteers if opportunities are full
Medium
Calendar that displays current schedules, open slots, and
placed volunteers
Medium
Download shifts to online calendar Medium
Scheduling conflicts are displayed Low
Arrange for substitutes Low
See who else is scheduled on a shift (option) Low
Tracking and Reporting
View, export, and print volunteer hours and numbers by
multiple criteria
x
Report by type by filtering programs, divisions,
departments, or City-wide
x
Filter reporting by multiple criteria, including volunteer
profile data
x
Surveys/Feedback Log/Incidents Report/Questionnaires
associated with volunteer shifts
x
Volunteers can log hours through their volunteer portal,
even if not associated with scheduled opportunity
x
Data/Reports exported to CSV/XLS/TXT/PDF formats x
Master level administrator can pull data from all
departments
x
Ad-hoc queries on all data x
RFP- 8167 Volunteer Management Application Page 9 of 22
Set awards and goals levels, ability to enter retirement,
recognition, milestones, and other dates for volunteer
x
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
High
Track continuing education hours/training hours separately
from volunteer hours
High
Smartphone/tablet hours reporting Medium
Ability to assign a dollar value amount to each category
and make system-wide change
Medium
Time Clock Low
Support/ Implementation/ Legacy
All data is owned by the City of Fort Collins, including at
termination of agreement for any reason
x
System must allow customizations and configurations of
the system to be preserved during future updates and
enhancements to the system
x
Upon discontinuation of the system, the vendor must
provide all City of Fort Collins data in a non-proprietary
format and provide all related database documentation at
no additional cost
x
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
Awards
x
Vendor must provide a formal implementation plan and
project schedule
x
Vendor must provide a project manager to be main contact
throughout process
x
Multi-channel support should include both email and
telephone support. Unlimited telephone and email support
should be available during normal business hours M-F, 8
a.m.-5 p.m. MT. Ongoing training as well as training in
regards to upgrades should include documentation/user
guides, on-demand training videos (YouTube, Vimeo or
other web accessible format), and webinars
x
Initial On-site Training and configuration must be provided,
including configuration for each department/division, user
manuals for administrators, any configurations and set up
master values and tables
x
Historical hours are archived even if volunteer is deleted;
all data must be maintained for historical purposes
x
The vendor shall coordinate with the City with a minimum
of two weeks advance notice of any major upgrades to the
RFP- 8167 Volunteer Management Application Page 10 of 22
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
Medium
Email ticketing and phone support for volunteer users Medium
Registration System- PLEASE QUOTE SEPARATELY
Public profile for participants only requires name, address,
email address, phone number and registration history
OPTIONAL
Registration System for members of public attending
volunteer-led programs, with capability for volunteers
leading programs to directly communicate with participants
within the system
OPTIONAL
IV. SUBMITTAL REQUIREMENTS
The following information must be included in the proposal. Required proposal documents must
be arranged in the order listed below. Proposals shall be limited to twenty five (25) pages. The
City reserves the right to reject any proposal exceeding these limits or omitting any submittal
requirement.
1. Scope of Proposal
a. Vendor Compliance: Include a completed and signed copy of the Vendor Statement
Form incorporated in this RFP under Section VI, acknowledging your consent to
adhere to the Scope of Work and sample Services Agreement (including Insurance
Requirements) outlined in this solicitation as Exhibit A. Any deviations from the
Scope of Work must be clearly identified and explained on the form and will be
considered in the written evaluation.
b. Specifications: Include a separate electronic Excel file of the Volunteer
Management Application Specifications and note “Y” (for Yes) or “N” (for No) in
the “COMPLY Y/N” column for each application feature.
2. Assigned Personnel: Company profile to include key administrative personnel and
organizational chart of proposed project team, firm availability and years of experience
providing application implementation and design. NOTE: If awarded this contract, any
personnel changes will need to be approved by the City.
3. Availability: Describe your expected or recommended approach to this project; including
annual maintenance administration. Provide an outline of your anticipated schedule for
each phase of the project.
4. Sustainability: Provide an overview of your firm’s philosophy and approach to
sustainability. In no more than one (1) page, please describe how your firm strives to be
sustainable in the use of materials, equipment, vehicles, fuel, recycling, office practices,
etc.
RFP- 8167 Volunteer Management Application Page 11 of 22
5. Cost: Provide firm, fixed pricing to meet the needs of the Scope of Work and the
Volunteer Management Application Specifications annotated in this RFP. Please price
the following separately:
a. One time implementation services cost. Include data migration in cost.
b. On-site administrator training, which includes department setups and manuals.
c. Active volunteer user subscriptions annually (estimated 9,000 users, 60% of those
are active users, 40% use the system one time).
d. Volunteer Managers subscriptions per user annually (estimated 80 administrators).
e. Volunteer Services Program Coordinator (estimated 2 super users).
f. Annual maintenance fee.
g. Optional Registration System for members of the public attending volunteer-led
programs, with capabilities for volunteers leading programs to directly communicate
with participants within the system. Public profile for participants may only require
name, address, email address, phone number, and registration history. NOTE: it is
the City’s sole discretion to utilize this option.
6. Firm Capability: Describe three (3) projects that demonstrate experience with a similar
application deployment project within the last two (2) years. Include the name and
address of each referenced company, as well as the name, title, and phone number of
the referenced contact person.
V. SUBMITTAL TERMS AND CONDITIONS
The City assumes no responsibility for liability for any costs vendors may incur in responding to
this RFP; including attending meetings, site visits and/or contract negotiations.
In evaluating the proposals, the City may seek information from a Proposer to clarify the
proposal. In that event, Proposer must submit written and signed clarifications and such
clarifications shall become part of the proposal.
All proposals shall remain subject to initial acceptance ninety (90) days after the day of
submittal.
Based on the results of the submitted Proposals, and optional interview sessions, a notice of
selection will be sent to all Proposers.
This RFP may be amended and/or revoked at any time prior to final execution of an Agreement
with the City. The City reserves the right to reject any or all proposals, and to waive any
irregularities.
Commodity Codes used for this RFP include:
20837 Database Software
20938 Database
91829 Computer Software Consulting
92004 Applications Software
RFP- 8167 Volunteer Management Application Page 12 of 22
VI. VENDOR STATEMENT FORM
I have read and understand the specifications and requirements for RFP 8167 VOLUNTEER
MANAGEMENT APPLICATION and I agree to comply with such specifications and
requirements. I further agree to the submittal terms and conditions delineated in this RFP
and that the method of award is acceptable to my company. I agree to complete the
Services Agreement with the City of Fort Collins within ten (10) business days of notice of
award. If the Agreement is not completed and signed within ten (10) business days, the City
reserves the right to cancel and award to the next highest rated firm. By signing below, I
consent to adhere to the Scope of Work and Services Agreement (including Insurance
Requirements) outlined in this solicitation.
NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL.
FIRM NAME:
ADDRESS:
EMAIL ADDRESS: PHONE:
PROPOSER’S NAME:
SIGNATURE:
PRIMARY CONTACT:
TELEPHONE: FAX:
EMAIL:
CELL: EMERGENCY:
BACKUP:
Notes:_____________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
RFP- 8167 Volunteer Management Application Page 13 of 22
VII. REVIEW AND ASSESSMENT
Firms will be evaluated on the following criteria, based on the Submittal Requirements outlined
in this RFP. These criteria will be the basis for review and assessment of the written proposals
and optional interview/demonstration sessions.
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 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
Assigned
Personnel
Do the persons who will be working on the project have the
necessary skills and qualifications? Are sufficient people of
the requisite skills and qualifications 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
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?
2.0
Cost and
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?
2.0 Firm Capability
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?
RFP- 8167 Volunteer Management Application Page 14 of 22
VIII. REFERENCE EVALUATION (TOP RATED FIRM)
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?
Customer Relations Were problems corrected quickly and effectively?
IX. TIMETABLE
The following is a proposed timetable developed for this project. Firms will be notified of any
significant changes which might occur.
Item: Date:
Questions due to the City September 14, 2015
Written proposals due to the City September 25, 2015
Finalists notified Week of October 5, 2015
Finalists interviews/demos (at the City’s option) Week of October 26, 2015
Contract signed Mid- November, 2015
RFP- 8167 Volunteer Management Application Page 15 of 22
EXHIBIT A
SAMPLE SERVICES AGREEMENT
(For informational purposes, do not fill in or submit with proposal)
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 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 "B",
consisting of ( ) page , 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 , 200 , and shall continue in
full force and effect until , 200 , unless sooner terminated as herein provided.
In addition, at the option of the City, the Agreement may be extended for additional one
year periods not to exceed ( ) additional one year periods. Renewals and
pricing changes shall be negotiated by and agreed to by both parties. 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.
RFP- 8167 Volunteer Management Application Page 16 of 22
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
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 , 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.
RFP- 8167 Volunteer Management Application Page 17 of 22
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 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,
RFP- 8167 Volunteer Management Application Page 18 of 22
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.
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 Director of Purchasing and Risk Management, 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.
RFP- 8167 Volunteer Management Application Page 19 of 22
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.
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.
RFP- 8167 Volunteer Management Application Page 20 of 22
THE CITY OF FORT COLLINS, COLORADO
By:
Gerry Paul
Purchasing Director
DATE:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
SERVICE PROVIDER'S NAME
By:
Printed:
Title:
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
RFP- 8167 Volunteer Management Application Page 21 of 22
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.
RFP- 8167 Volunteer Management Application Page 22 of 22
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.
system, such as a version release
x
x