1 · web viewthese hours should also include other project activities such as administration, staff...

Consolidated Customer Service Suite Technical Uplift RFP

City of SeattleRequest for Proposal

RFP No. 2635TITLE: Consolidated Customer Service Suite Technical Uplift Project

Closing Date & Time: 4:00 p.m. Pacific Time, Friday, 10/30/09

Schedule of Events Deadline Date(s)RFP Release date 9/30/09

Pre-Proposal Conference10:30 a.m. – 11:30 a.m. P.T.

10/08/09

Deadline for Questions 10/15/09Sealed Proposals Due to the City

4:00 p.m. P.T.10/30/09

Initial Proposal Evaluations 11/5/09* Reference Checks 11/12/09*

Anticipated Contract Award 12/16/09**Estimated Dates

The City reserves the right to modify this schedule at the City’s discretion. Notification of changes in the response due date will be posted on the City website or as otherwise stated herein.

All times and dates are Pacific Standard Time.

PROPOSALS MUST BE RECEIVED ON OR BEFORE THE DUE DATE AND TIME AT THIS LOCATION:

If delivered by the U.S. Postal Service, it must be addressed to:Vivian UnoCity of Seattle Purchasing and Contracting Services PO Box 94687Seattle, WA 98124-4687

If delivered by a courier, overnight delivery or other service, address to:Vivian UnoCity of Seattle Purchasing and Contracting Services Seattle Municipal Tower700 5th Ave., #4112Seattle, WA 98104-5042

Consolidated Customer Service Suite RFP 2635 City of SeattleRequest for Proposal

Version 4.0 XX/XX/09


TABLE OF CONTENTS

SECTION 1: PURPOSE, BACKGROUND AND OBJECTIVES...........................................................................101 Purpose, Background and Objectives..............................................................................................10

1.1 Purpose..........................................................................................................................................10

1.1.1 Award.................................................................................................................................... 11

1.1.2 City Commitment to the Project............................................................................................12

1.1.3 Project Success...................................................................................................................... 13

1.2 City of Seattle Background:............................................................................................................13

1.3 Seattle City Light Background........................................................................................................13

1.4 Seattle Public Utilities Background................................................................................................14

1.5 CCSS and Project Background........................................................................................................14

1.6 Objectives...................................................................................................................................... 15

1.6.1 RFP Objectives.......................................................................................................................15

1.6.2 Technology Objectives...........................................................................................................16

SECTION 2: PROJECT SCOPE................................................................................................................162 Project Scope..................................................................................................................................17

2.1 Project Preparation Activities........................................................................................................17

2.1.1 Other Systems impacted........................................................................................................17

2.1.2 Developing Interfaces............................................................................................................18

2.1.3 Developing Test and Development Environments.................................................................18

2.2 Project Activities............................................................................................................................18

2.3 Preliminary Project Phasing Proposals...........................................................................................19

2.4 CCSS Technical Uplift Technical Scope...........................................................................................19

2.4.1 CCSS Phasing Strategy............................................................................................................19




2.4.2 CCSS Organizational Scope.................................................................................................... 19

2.5 Work to be performed...................................................................................................................20

2.5.1 Application Software..............................................................................................................20

2.5.2 Future Work...........................................................................................................................21

2.6 Technical Scope............................................................................................................................. 21

2.6.1 Platform Architecture............................................................................................................21

2.6.2 Interface Scope......................................................................................................................22

2.6.3 Technical Assumptions..........................................................................................................23

SECTION 3: STATEMENT OF WORK (SOW) OVERVIEW............................................................................243 Statement of Work (SOW) Overview...............................................................................................24

3.1 High Level Roles – Technical Uplift................................................................................................24

3.2 Key Project Activities for each Role...............................................................................................25

3.3 Key Assumptions............................................................................................................................26

3.4 High Level Roles – Ongoing Maintenance and Support.................................................................26

3.5 Key Activities for each Role............................................................................................................27

3.5.1 General Project Assumptions.................................................................................................27

3.5.2 Staffing Assumptions – Technical Uplift.................................................................................28

3.5.3 Staffing Assumptions – Ongoing Maintenance and Support..................................................29

3.5.4 Independent Contractor and City Space Requirements.........................................................29

3.5.5 Background Checks................................................................................................................30

SECTION 4: MINIMUM QUALIFICATIONS................................................................................................314 Minimum Qualifications..................................................................................................................31SECTION 5: MANDATORY TECHNICAL REQUIREMENTS..........................................................................325 Mandatory Technical Requirements................................................................................................32SECTION 6: MINIMUM LICENSING AND BUSINESS TAX REQUIREMENTS.................................................336 Minimum Licensing and Business Tax Requirements.......................................................................33

6.1 Mandatory Seattle Business Licensing and associated taxes.........................................................33




6.2 Mandatory State Business Licensing and associated taxes............................................................34

SECTION 7: CONTRACT BOND................................................................................................................357 Contract Bond.................................................................................................................................35SECTION 8: INSTRUCTIONS AND INFORMATION....................................................................................358 Instructions and Information..........................................................................................................35

8.1 Proposal Procedures and Process..................................................................................................35

8.1.1 Communications with the City...............................................................................................35

8.2 Pre-Proposal Conference...............................................................................................................36

8.3 Questions.......................................................................................................................................37

8.4 Changes to the RFP/Addenda........................................................................................................37

8.5 Receiving Addenda and/or Question and Answers........................................................................37

8.6 Proposal Response Date and Location...........................................................................................38

8.7 No Reading of Prices......................................................................................................................40

8.8 Offer and Proposal Form................................................................................................................40

8.9 No Best and Final Offer..................................................................................................................40

8.10 Contract Terms and Conditions.....................................................................................................40

8.11 Prohibition on Advance Payments.................................................................................................41

8.12 Partial and Multiple Awards..........................................................................................................41

8.13 All or None Proposal......................................................................................................................42

8.14 Seattle Business Tax Revenue Consideration.................................................................................42

8.15 Taxes..............................................................................................................................................42

8.16 Inter-local Purchasing Agreements................................................................................................42

8.17 Equal Benefits................................................................................................................................42

8.17.1 Completing the Equal Benefits Compliance Form..................................................................43

8.17.2 Evaluation Steps.....................................................................................................................45




8.18 Affirmative Efforts for Women and Minority Subcontracting........................................................46

8.19 Insurance Requirements................................................................................................................47

8.20 Effective Dates of Offer..................................................................................................................47

8.21 Proprietary Proposal Material.......................................................................................................47

The State of Washington’s Public Records Act (Release/Disclosure of Public Records)............................47

Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary)........................48

Requesting Disclosure of Public Records...................................................................................................48

8.22 Cost of Preparing Proposals...........................................................................................................49

8.23 Readability.....................................................................................................................................49

8.24 Proposer Responsibility.................................................................................................................49

8.25 Changes in Proposals.....................................................................................................................49

8.26 Proposer Responsibility to Provide Full Response.........................................................................49

8.27 Errors in Proposals.........................................................................................................................50

8.28 Withdrawal of Proposal.................................................................................................................50

8.29 Rejection of Proposals, Right to Cancel.........................................................................................50

8.30 Incorporation of RFP and Proposal in Contract..............................................................................50

8.31 New: Ethics Code.......................................................................................................................... 50

8.32 Non-Endorsement and Publicity....................................................................................................52

8.33 Proposal Disposition......................................................................................................................52

SECTION 9: PROPOSAL FORMAT AND ORGANIZATION...........................................................................539 Proposal Format and Organization..................................................................................................53

9.1.1 Cover Letter...........................................................................................................................54

9.1.2 List of Proposed Vendors.......................................................................................................54

9.1.3 Legal Name Certification........................................................................................................54




9.1.4 Vendor Questionnaire............................................................................................................54

9.1.5 Acceptance & Exceptions to City Contract.............................................................................54

9.1.6 Equal Benefits Declaration.....................................................................................................54

9.2 Vendor Qualifications....................................................................................................................54

9.2.1 Proposal Summary.................................................................................................................54

9.2.2 Vendor Overview and History................................................................................................54

9.2.3 Vendor Organization..............................................................................................................54

9.2.4 Financial Information.............................................................................................................55

9.2.5 Vendor Experience Summary.................................................................................................55

9.2.6 Project Experience and References.......................................................................................55

9.2.7 Terminations..........................................................................................................................55

9.2.8 Prime Contractor/Subcontractor History...............................................................................55

9.3 Project Approach...........................................................................................................................55

9.3.1 Project Management Approach.............................................................................................55

9.3.2 Implementation Approach.....................................................................................................55

9.3.3 Training and Knowledge Transfer Approach..........................................................................55

9.3.4 Fit Analysis Approach.............................................................................................................55

9.3.5 Applications Architecture and Technical Approach...............................................................55

9.3.6 Statement of Work – Technical Uplift and Ongoing Maintenance and Support....................55

9.4 Project Management and Team Qualifications..............................................................................55

9.4.1 Project Organization..............................................................................................................56

9.4.2 Project Staff List.....................................................................................................................56

9.4.3 Current Commitments...........................................................................................................56




9.4.4 Project Managers Background and Information....................................................................56

9.4.5 Project Key Staff Background and Information......................................................................56

9.4.6 Client Staff Requirements......................................................................................................56

9.5 Price Proposal................................................................................................................................56

9.6 Submittal Checklist........................................................................................................................ 56

SECTION 10: EVALUATION PROCESS.......................................................................................................5910 Evaluation Process..........................................................................................................................59

10.1 Evaluation Criteria......................................................................................................................... 60

10.2 Optional Finalist Presentations/Interviews....................................................................................61

SECTION 11: AWARD AND CONTRACT EXECUTION INSTRUCTIONS.........................................................6211 AWARD AND CONTRACT EXECUTION INSTRUCTIONS......................................................................62

11.1 Protests and Complaints................................................................................................................62

11.2 Instructions to the Apparently Successful Vendor(s).....................................................................62

11.3 Checklist of Final Submittals Prior to Award..................................................................................63

11.4 Taxpayer Identification Number and W-9......................................................................................63

SECTION 12: ATTACHMENTS..................................................................................................................6412 Attachments...................................................................................................................................64

12.1 Attachment #1, Obtaining High Security RFP Specification Materials...........................................64

12.2 Attachment #2, Insurance Requirements......................................................................................64

12.3 Attachment #3, Contract & Terms and Conditions........................................................................64

APPENDICES 65




SECTION 1: PURPOSE, BACKGROUND AND OBJECTIVES

1 Purpose, Background and Objectives

Proposers are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the Proposer agrees that the Proposer has read and understands the requirements and documents in this package.

1.1 Purpose

City of Seattle is seeking proposals from qualified vendors to perform a technical uplift of the City of Seattle’s version of Ventyx Customer Suite version 3.2 (internally referred to as CCSS-WEB) and to provide ongoing maintenance and support of CCSS-WEB for the City of Seattle. These proposals should address the vendor’s demonstrated experience in performing technical uplifts of Ventyx Customer Suite, demonstrated experience in supporting Ventyx Customer Suite, company strength and viability, and pricing.

The proposal consists of two separate bodies of work; a CCSS-WEB Technical Uplift and ongoing maintenance and support of the CCSS-WEB application for calendar years 2010 and 2011, with extension options for additional years.

The purpose of the Technical Uplift is to bring the database, application server, and Java Run Time Environment to more recent versions.

Ongoing maintenance and support for CCSS-WEB is to provide maintenance, application changes, training, phone support, on-site support, and troubleshooting of the application.

The awarded contract is expected to provide professional services to meet the needs of each project. Anticipated professional services should include, but are not limited to, project management, business analysis, technology development, unit testing, training, software implementation, and on-going software maintenance and support. The project scope is covered more fully in Section 2.




Project Primary Modules Target End Dates

CCSS Technical Uplift Oracle Database Version 9.2.0.5

Oracle Application Server 10gR1

Java Runtime Environment 1.3.

TBD 2010

Maintenance and support Enhancements

‘Bug’ Fixes

Troubleshooting

24 hour support for batch and online, Monday 6am – Saturday Noon with 2 hour response time

On-site support as requested

Training as needed

2010 and 2011, with extension options

1.1.1 Award

With this solicitation, Seattle City Light (SCL) intends to award a contract to the highest ranked vendor that will assume financial and legal responsibility for the contract, which will include the implementation of each body of work. Proposals that include subcontracted vendors must clearly identify one vendor as the “prime contractor” and all others as subcontractors. It is the City’s preference to award a contract to one vendor for both the CCSS Technical Uplift and the Maintenance and Support, however the City may, at its sole option, award one contract for the CCSS Technical Uplift and another contract for the Maintenance and Support.

In addition, SCL is seeking a vendor who will share project risk and commit to the success of the overall implementation by supporting key terms and conditions including:

Fixed Price Contract for CCSS Technical uplift

Fixed price contract for the end-to-end project life cycle with an allocated reserve “bucket of hours” for development work where scope is not fully defined.

The Vendor will assign Technical resources to provide a fixed number of hours of development support. This reserve “bucket of hours” will be estimated by the Vendor and should be sufficient to support the project work, based upon the defined Modifications, Interfaces, Conversions and Reports scope documented in the RFP (For more information, see Project Assumptions in Section 3).

Time and Materials Contract for Maintenance and Support

Contract award for Maintenance and Support will be for Time and Materials.




Software Warranty

Software warranty by Vendor includes system configuration and all custom code (interfaces, conversion, forms, and report modifications) developed on the project under the Vendor direction, including a 90 day warranty period.

Based on the evaluation of the written material, SCL may decide to invite selected respondents to present information and project plans, as well as to facilitate customer site visits for SCL stakeholders. At the conclusion of the project presentations, SCL anticipates selecting an apparent successful Vendor(s).

1.1.2 City Commitment to the Project

The Seattle City Council has approved funding for the CCSS Technical Uplift project and has the support of Jorge Carrasco, the Superintendent of Seattle City Light and Christine Ware, Director of Business Support Services for Seattle Public Utilities (SPU). The CCSS Technical Uplift project has also been endorsed by SCL’s Executive Team and has been identified as a high priority by the Department.

Christine Ware, the Director of Business Support Services for SPU and Kelly Enright, Director of Customer Care for SCL, are co-Executive Sponsors for the project. Roy Lum, Director of Information Technology Services Division for SCL and Tom Nolan, Director of Information Technology for SPU serve as advisors to the technical team.

1.1.3 Project Success

The technical uplift project will be considered successful when the application has been migrated to the new technologies in all environments and is fully functioning in production within the agreed upon project schedule and budget.

Success of ongoing Maintenance and Support will be considered successful upon completion of individual Statements Of Work (SOW).

1.2 City of Seattle Background:

SCL and SPU are municipal departments of the City of Seattle. Other City departments include Department of Information Technology, Department of Executive Administration, Seattle Fire Department, Seattle Police Department, Seattle Department of Transportation, and the Department of Planning and Development. As City departments, the Seattle City Council governs SCL and SPU by adopting their budgets, including specific programs within the budget. The Mayor governs City departments by reviewing and approving significant scope, policy, and budget changes to programs.




1.3 Seattle City Light Background

Seattle City Light is a city-owned utility that provides electricity service to the City of Seattle and some surrounding communities. There are 1,600 full-time equivalent (FTE) personnel. SCL is organized into six business units: Customer Service & Energy Delivery, Financial Services, Human Resources, Power Supply & Environmental Affairs, Compliance, and the Office of the Superintendent.

The SCL service area is located between Puget Sound and Lake Washington, and extends from Snohomish County on the north to Renton and 160th Street in the south. This area encompasses approximately 130 square miles. Within this area, and according to 2003 census data, SCL serves a population of 739,529, including 339,640 residential customers and 35,590 non-residential customers.

SCL’s electrical infrastructure includes:

15 major substations and 5 unit substations 56 commercial and industrial substation transformers 1,218 network transformers 657 transmission circuit miles 2,470 distribution circuit miles 391,446 meters 4kV, 13kV, 26kV and 34kV primary distribution voltages 120kV and 240kV transmission voltages

1.4 Seattle Public Utilities Background

Seattle Public Utilities is a city-owned utility that provides drinking water, solid waste, recycling, wastewater, and drainage services to the City of Seattle and wholesale water sales to surrounding communities.

SPU’s infrastructure includes:

1,800 miles of drinking water pipeline 104,000 acres in 2 watersheds 188,000 water meters 488 miles of sanitary sewers 67 pump stations 460 miles of storm drains 40,000 catch basins




56 commercial and industrial substation transformers

1.5 CCSS and Project Background

The City of Seattle has implemented a highly-customized version of Ventyx Customer Suite version 3.2 for its utility billing. Version 3.2 was installed in October 2006 as an upgrade from version 2.2.1.2 which was implemented in 2001. Since the upgrade began, the versions of Oracle database, Oracle Application server, and the desktop Java Run-Time Environment have become de-supported by their respective vendors. The City of Seattle anticipates using Ventyx Customer Suite for a number of years and is looking for an ‘uplift’ to supported versions of the previously mentioned software.

Utility billing is performed separately for the two City Departments. Most residential customers are billed bi-monthly and Commercial & Industrial customers receive monthly billing. Nightly batch cycles produce on average 8,000 SCL bills and 4,000 SPU bills. The batch cycle starts at 8:00pm and all nightly batch jobs are complete by 6:00am.

The City of Seattle utilizes the 'Multi-Company' feature of Ventyx Customer Suite with most major tables duplicated in 2 separate database schemas. A 'common' database schema also exists that holds the shared customer, premises, address, and phone number information. A City of Seattle utility customer will have a single customer and premises number which is used by both utilities. The production database is approximately 240gb. SCL and SPU have 30 million and 60 million UABOPEN rows, respectively. The City of Seattle does not have a Purge/Archive solution. The Oracle database is version 9.2.0.5 and runs on an 8-processor Logical Partition (LPAR) of an IBM P5-595 mainframe. The P5-595 is currently on AIX 5.3 TL10 SP1.

There are up to 400 concurrent online sessions which run on 2 middle tiers. Each tier is a separate 3-processor LPAR running Oracle Application Servicer 10gR1. Users are directed to the middle tiers upon login via a load balancer. Users are primarily from the 2 utilities, however there are users from several other city departments who use the application for payment receipt and other functions. The desktop environment is Windows XP, Internet Explorer 6.0, and JRE 1.3.1_18. Since each city department manages their own desktops, other desktop components vary slightly.

1.6 Objectives

1.6.1 RFP Objectives

As a result of this RFP, It is the City’s preference to award a contract to one vendor for both the CCSS Technical Uplift and the Maintenance and Support, however the City may, at its sole option, award one contract for the CCSS Technical Uplift and another contract for the Maintenance and Support.

Technical Uplift Vendor: The vendor that will lead SCL through this effort ideally will have:




Proven utility company experience performing a technical uplift of the Ventyx Customer Suite product.

Project management and key project team resources with proven experience and expertise in implementing specified Ventyx products in the utility industry.

Proven expertise in implementing Ventyx solutions through all phases of the project from project initiation to deployment and production stabilization.

Agreement with fixed price contract with clear definition of deliverables and completion criteria and minimal changes to the City’s standard terms and conditions.

A realistic project scope, schedule, budget, and resource requirements so the CCSS Technical Uplift project can be delivered by the committed end date and within budget.

Ongoing Maintenance and Support: The vendor that will lead SCL through this effort ideally will have:

Named personnel with experience in the following major areas of Ventyx Customer Suite: Credit and Payment Application Delinquency ChargeCalc and Bill Print Financial and other reporting iContact, UBAMBCA, and other online functionality

Named personnel with experience in the following technologies on the AIX platform: Oracle Database Oracle Application Server C and COBOL programming languages Oracle Forms Oracle Reports

Testing

1.6.2 Technology Objectives

The objective of the Technical Uplift is to bring the database, application server, and Java Run Time Environment to more recent versions.

SECTION 2: PROJECT SCOPEConsolidated Customer Service Suite RFP 2635 City of SeattleRequest for Proposal



2 Project Scope

Project activities, phasing strategies, and implementation scope for CCSS Technical Uplift are addressed in this section.

2.1 Project Preparation Activities

This section describes activities that SCL is undertaking in preparation for the CCSS-WEB Technical Uplift. There are currently three projects in progress to prepare for the uplift:

Documenting current source code inventory Creation of a development environment Project Planning using Primavera

Important Note: Vendors should not assume completion of these activities in responding to this RFP.

2.1.1 Other Systems impacted

There are 20 interfaces to CCSS-WEB which will require testing and may require modification for the technology uplift. Any modifications needed on the CCSS-WEB side of the interface to be performed by the selected Vendor.

1. ACH Daily Interface from BANNER payment processes. 2. CIDS SPU Data Warehouse. Daily3. CLAMS SCL Meter Inventory Application4. CMART SCL Data Warehouse Daily5. Collection

Agency 1-WayProvide information to DEA for Collection Agency action - Weekly

6. CRS Daily Interfaces RPS and OTC payment systems in the city financial system SUMMIT.

7. GIS 2-Way Includes SPU & SCL two way interface data - Monthly8. Itron - MRI Daily Pending meter reads to SCL9. Itron - MRE Daily Meter reads from SCL 10. Itron - MRI Daily Pending meter reads to SPU11. Itron - MRE Daily Meter reads from SPU12. IVR Two way interface with IVR software for selected service changes 13. MARC Daily SCL system used for changing meter reading route and instruction

code info.14. MAXIMO Real-time interface that will trigger the creation of work orders and

inventory in MAXIMO when specified service order types or inventory records are created in BANNER.

15. RPS Daily Captures and processes mailed payments.16. SCC-Outage

(SOARS)Enable SCC to receive outage service order info and update Banner s/o status codes.

17. Solid Waste - North

Daily Two way exchange w/ North Contractor; outgoing - Service level info, comment, service order info; incoming - extra garbage trans / cmnts

18. Solid Waste - South

Daily Two way exchange w/ South Contractor; outgoing - Service level info, comment, service order info; incoming - extra garbage trans / cmnts




19. Solid Waste Master File Update - North Contractor

Create an initial Garbage Service information (garbage, yard waste, recycling) database that contains all pertinent premises, customer, and service-related information.

20. Solid Waste Master File Update - South Contractor

Create an initial Garbage Service information (garbage, yard waste, recycling) database that contains all pertinent premises, customer, and service-related information.

2.1.2 Developing Interfaces

No new interfaces will be developed as part of the technology uplift project

2.1.3 Developing Test and Development Environments

The need for 4 test environments has been identified for the technology uplift project. Development

Test

Quality Assurance

Interface Testing/Training

The selected Vendor will modify the development environment as needed for the technology uplift. The other test environments may be set-up by City of Seattle employees using scripts created by the Vendor.

2.2 Project Activities

The scope of the implementation will include the following high level project activities:

Project Initiation, Environment Setup and Training Communications Planning and Implementation for the project Technical Scoping, Development and Systems Integration Testing Production Environment Design, Installation Load Testing, and Deployment User Acceptance Testing Production Go Live and Stabilization / Warranty Support




2.3 Preliminary Project Phasing Proposals

SCL looks to the Vendor to recommend the optimal phasing, based upon their experience with similar organizations, defined software scope, and SCL’s organizational/ cultural characteristics. In order to provide the Vendor with input to the phasing discussion, SCL has identified preliminary phasing ideas based on organizational and functional priorities.

2.4 CCSS Technical Uplift Technical Scope

This section describes the scope of the CCSS Technical Uplift implementation process.

2.4.1 CCSS Phasing Strategy

Initial work by the Vendor and City of Seattle resources will be in a development environment. Work will migrate from Development through Test and Quality Assurance environments.

The City of Seattle will work with the selected Vendor to determine the actual project phases.

2.4.2 CCSS Organizational Scope

The Customer Suite product has a varied user community. Accounting staff, Customer Service Representatives, Utility Account Representatives, Meter Reading, Technical Metering, and Information Technology can all be considered users of the system. Some will interact on a very hands-on capacity, while others may simply be read-only users.

City Department Number of Users(estimated)

Seattle City Light 448

Seattle Public Utilities 306

Department of Neighborhoods 28

Department of Executive Administration 22

Department of Planning and Development 22

Human Services 20

TOTAL 846 End Users




2.5 Work to be performed

2.5.1 Application Software

Modify the City of Seattle's customized version of Ventyx Customer Suite 3.2 as needed so it can operate in the following environment:

Oracle database 11g Oracle Application Server 10.1.2 Java Run-Time Environment 1.5

Approximately 300 hours of internal staff are available for Forms development work. Modify the City of Seattle's interfaces as needed for the new environment. A list of the

interfaces can be found in section 2.1.1. Modify the City custom reports as needed for the new environment Provide DBA support for the Oracle Application Server for the duration of the project, which

will include both the test and production environments. Provide documentation, turnover and training to existing staff. It is anticipated that much of this support may require an on-site presence.

2.5.2 Future Work

At SCL’s option, SCL may engage the Technology Uplift Vendor to perform additional work to support the CCSS-WEB applications that are not specifically identified. Any such additional work would require additional statements of work, work authorizations, and funding.

2.6 Technical Scope

Modify CCSS-WEB application code for newer versions of Oracle DB, OAS, and Java Run-Time. Modify the development, test, and production environments as needed.

2.6.1 Platform Architecture

CCSS-WEB is hosted on an IBM P5-595 Running AIX 5.3 with 16 activated processors and 116gb of memory. It’s divided into 4 LPARS, 3 of which are used for the production environment

CCSS4 8 processors, 41gb memory – Database ServerCCSS5 3 processors, 32gb – Mid-TierCCSS6 3 processors 36gb – Mid-Tier




2.6.2 Interface Scope

No additional interfaces will be created as part of the Technical Uplift. All existing interfaces must be tested and modified as needed for the uplift. A list of interfaces can be found in Section 2.1.1

2.6.3 Technical Assumptions

Project Tools Assumptions




SCL will provide technical tools to support development and testing activities as approved by SCL and Vendor Project Directors.

Existing Tools include:

Clear Quest - Work and Defect Tracking Perforce - Source Code Management




SECTION 3: STATEMENT OF WORK (SOW) OVERVIEW

3 Statement of Work (SOW) Overview

In this section of the RFP are the high level roles, activities, and assumptions required to support this project. Our general strategy for aligning roles is to have the Vendor provide ownership and leadership in those areas where they provide specific implementation expertise, especially in three areas:

Oracle functional expertise Technical and tools expertise Project planning and management

The City of Seattle has retained a leadership role for their areas where they have existing expertise or for those tasks requiring specific knowledge of the City of Seattle’s environment. In all areas, the Vendor will play an active role in providing management oversight and direction.

3.1 High Level Roles – Technical Uplift

Vendor The Vendor will accountable for the CCSS Technical Uplift and work effort. They will be accountable for all aspects of implementation comprising technical software configuration and knowledge transfer, as enforced by contract terms and conditions.

Seattle City Light SCL will support Implementation Vendor and work on assigned tasks such as business process support, departmental readiness, infrastructure support and staff augmentation.

In addition, a CCSS Technical Uplift Steering Committee is established that is responsible for project oversight, approving changes to scope, schedule, and budget, resolving escalated issues, and advocating for the new system.




3.2 Key Project Activities for each Role

Project Activity Vendor Seattle City Light Seattle Public UtilitiesProject Initiation Create project plans and

lead Project Kickoff.Participate in creating project planning documents. Participate in Kickoff.

Participate in creating project planning documents. Participate in Kickoff

Project Management Plan and coordinate Vendor project responsibilities, resolve issues, and facilitate project success. Accountable for project success.

Own and manage overall vendor relationships. Provide input on project plans, help resolve project deviations, manage SCL activities and staff, and resolve project issues. Be the focal point for City of Seattle communications. Facilitate project success.

Software Development Modify and unit-test CCSS-Web code. Create specifications and obtain specification sign-off.

Review and sign-off on specifications

Review and sign-off on specifications.

Quality Assurance Provide unit-test plan results as a project deliverable

Perform full-range of QA responsibilities.

User Acceptance Testing User Acceptance TestingDevelopment Environment

Create the development environment. Create how-to specification to be used by SCL for the other environments. Mentor DBA team as needed.

QA Environment Assist as needed Create QA Environment using Vendor how-to specification

Production Environment Assist as needed Create Production Environment using Vendor how-to specification.

Production Cutover Develop Cutover Assessment and address any readiness issues.

Prepare departments for cutover. Perform SCL cutover tasks. Jointly assess readiness for production.

Production Stabilization Provide fixes for critical Software defects.

Identify, triage and prioritize defects. Provide defect resolution support from SCL’s development staff.

The City of Seattle welcomes creativity and recommendations on approach based on Vendor experience with similar projects. If/where there are major differences in deliverables and work




activities, please include a brief explanation as to why. In Section 9 - Vendor Response Forms, there is a SOW Template with content requirements for inclusion in the Vendor’s Proposal.

3.3 Key Assumptions

The Vendor's and City of Seattle’s ability to complete the CCSS Technical Uplift project is predicated on this set of key assumptions. These should be included in the Vendor’s Statement of Work along with any other relevant project assumptions. These assumptions will be finalized as part of the Statement of Work.

3.4 High Level Roles – Ongoing Maintenance and Support

Vendor The vendor will be responsible for the quality of their product, meeting mutually agreed upon project milestones, and managing their resources.

Seattle City Light Seattle City Light will be responsible for the daily operations of the product. They will assign work to the vendor as a result of business needs, incidents, or defects; set deadlines for code delivery, and manage the business relations.

3.5 Key Activities for each Role

Project Activity Vendor Seattle City Light Seattle Public UtilitiesMaintenance and support Enhancements

‘Bug’ Fixes

Troubleshooting

24 hour support for batch and online, Monday 6am – Saturday Noon with 2 hour response time.

On-site support as requested

Training as needed

Requirements

Quality Assurance Testing

User Acceptance

Production Implementation

Online and batch support

Requirements

User Acceptance

3.5.1 General Project Assumptions

Technical Scope Resource Assumptions – Uplift ProjectThe CCSS Technical Uplift project is to be performed on a fixed price basis. However, there are some tasks for which labor and/or schedule caps will be defined and included in the contract. This reflects




the fact that a detailed scope will be determined during the project. The resources provided for these tasks are included in the overall fixed price.

These resources are assumed to be sufficient to complete the Vendor’s responsibilities, based on prior project experience and currently known project characteristics as described in this RFP. SCL will consider additions to budget only where there is a material scope increase required by SCL. To recognize the Vendor/SCL partnership and shared risk for properly scoping of development work, the Vendor will provide any additional developers required at 50% discount of standard vendor rates. The Vendor Project Manager will track the usage of the assigned hours by statement of work area and phase and will report status to SCL.

The Vendor will assign Technical resources to provide a fixed number of hours of development support for the project throughout the project to perform Vendor Responsibilities for the Activities below. This “roll up” number of hours will be estimated by the Vendor, based upon the defined Modifications, Interfaces, Conversions, and Reports scope documented in the RFP.

These hours should also include other project activities such as administration, staff meetings, and architect and leadership tasks that will take place during the above phases of the project, as well as support for Systems Integration and UAT testing.

Technical Scope Resource Assumptions – Ongoing Maintenance and SupportThe CCSS ongoing maintenance is to be performed on a time and materials basis.

These resources are assumed to be sufficient to complete the Vendor’s responsibilities, based on prior experience and currently known project characteristics as described in this RFP. SCL will have approval rights for all resources.

3.5.2 Staffing Assumptions – Technical Uplift

i. The core user functional team will be dedicated to support the project on a full-time basis.

ii. The Project Team, with the assistance of a Rapid Decision Team (to be formed) and Steering Committee, will be empowered to make decisions. Their empowerment will be clarified in the project partnering, kick-off, and start-up processes and communicated to SCL users and management.

iii. Vendor and SCL staffing for CCSS Technical Uplift should be documented in Vendor Response Staffing Form included in Section 9.

4. Vendor may direct SCL staff on some task assignments, as agreed upon with SCL. All SCL staff will report to SCL Management for personnel management.

5. Overtime on the part of SCL staff will be minimized and pre-approved by the SCL Project Manager.




6. Key Vendor staff will work on-site as needed alongside SCL project team staff.

7. The Vendor will recommend the number of technical and functional staff to be on-site with SCL during implementation and post-production stabilization.

8. The Vendor will provide staff continuity throughout the project. Key staff will be identified as part of the contract. Language related to the continuity of key staff (‘Key Staff Language’) is expected to be part of the Terms and Conditions.

9. SCL will provide ongoing access and participation from SCL user and technical personnel knowledgeable in the current systems as requested by the Vendor and anticipated by SCL.

3.5.3 Staffing Assumptions – Ongoing Maintenance and Support

1. Named personnel with experience in the following major areas of Ventyx Customer Suite will be available for production support issues, bug fixes, and enhancements:

Credit and Payment Application Delinquency ChargeCalc and Bill Print Financial and other reporting iContact, UBAMBCA, and other online functionality Oracle Database Oracle Application Server C and COBOL programming languages Oracle Forms Oracle Reports

Testing

3.5.4 Independent Contractor and City Space Requirements

The Vendor is working as an independent contractor. Although the City provides responsible contract and project management, such as managing deliverables, schedules, tasks and contract compliance, this is distinguished from a traditional employer-employee function. This contract prohibits vendor workers from supervising City employees, and prohibits vendor workers from supervision by a City employee. Prohibited supervision tasks include conducting a City of Seattle Employee Performance Evaluation, preparing and/or approving a City of Seattle timesheet, administering employee discipline, and similar supervisory actions.




The City expects that at least some portion of the project will require the Vendor workers to be on-site at City offices. This benefits the City to assure access, communications, efficiency, and coordination. Any vendor worker who is on-site remains, however, a vendor worker and not a City employee. The vendor shall ensure no vendor worker is on-site at a City office for more than 36 months, without specific written authorization from the City Project Manager. The vendor shall notify the City Project Manager if any worker is within 90 days of a 36 month on-site placement in a City office.

The City will not charge rent. The Bidder is not asked to itemize this cost. Instead, the vendor should absorb and incorporate the expectation of such office space within the vendor plan for the work and costs as appropriate. City workspace is exclusively for the project and not for any other vendor purpose. The City Project Manager will decide if a City computer, software and/or telephone is needed, and the worker can use basic office equipment such as copy machines. If the vendor worker does not occupy City workspace as expected, this does not change the contract costs.

3.5.5 Background Checks

The City may require background/criminal checks during the course of the contract for essential City purposes. The City does not intend to request background checks/verifications unless essential in the opinion of the City. Note that, in particular, Seattle City Light has regulatory requirements promulgated by organizations with jurisdiction over Seattle City Light, which require any contract worker that has access to certain locations/systems/data (“SCL Designated Access”) to undergo a background/criminal check before that worker can have authorized cyber or authorized unescorted physical access to those locations/systems/data. The requirements apply to all Vendor workers and mandate an appropriate Personnel Risk Assessment and security awareness training as directed by Seattle City Light. See the City Contract (Terms and Conditions).




SECTION 4: MINIMUM QUALIFICATIONS

4 Minimum Qualifications

a) Vendors that do not meet the following Minimum Qualification will not be considered:

More than 3 years experience providing on-going maintenance and support for Ventyx Customer Suite.

b) The following qualification is “highly desirable” to the City :

More than one successful uplift implementation of similar or larger size and scope.




SECTION 5: MANDATORY TECHNICAL REQUIREMENTS

5 Mandatory Technical Requirements

There are no mandatory technical requirements that are required for the Vendor’s proposal to be eligible for consideration.




SECTION 6: MINIMUM LICENSING AND BUSINESS TAX REQUIREMENTS

6 Minimum Licensing and Business Tax Requirements

This RFP and the resultant contract require proper business licensing as listed below. The Vendor must meet all licensing requirements immediately after contract award, or the City will retain the right to reject the Vendor.

Companies are required to license, report and pay revenue taxes for (1) a Seattle Business License and all associated taxes, and (2) a Washington State business License unless exempted by the State of Washington. Such costs should be carefully considered by the Vendor prior to submitting their offer.

6.1 Mandatory Seattle Business Licensing and associated taxes.

1. You must obtain a Seattle Business license and have taxes due paid to date before the Contract is signed. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the Vendor and not charged separately to the City.

2. The apparent successful Vendor shall immediately obtain the license and ensure all City taxes are current, unless exempted by City Code. Failure to do so will result in rejection of the proposal.

3. If you believe you are exempt, provide an explanation to the RFP Coordinator and/or confirmation by the Revenue and Consumer Affairs Office (RCA). Out-of-state and foreign-owned businesses are NOT exempt.

4. Questions and Assistance: The City Revenue and Consumer Affairs (RCA) is the office that issues business licenses and enforces licensing requirements. The general e-mail is [email protected]. The main phone is 206-684-8484. You may also call RCA staff for assistance: Anna Pedroso at 206-615-1611, Wendy Valadez at 206-684-8509 or Brenda Strickland at 206 684-8404.

5. The licensing website is http://www.seattle.gov/rca/taxes/taxmain.htm. 6. You may apply and pay for your Seattle License on-line:

https://dea.seattle.gov/self/Account/Login/selfHome.aspx7. A cover-sheet providing further explanation, along with the application and instructions for a

Seattle Business License is provided below for your convenience. 8. Please note that those holding a City of Seattle Business license may be required to report

and pay revenue taxes to the City. Such costs should be carefully considered by the Vendor prior to submitting your offer. The City retains the right to pursue compliance to taxes and license fees, including withholding of final invoice payments as provided for within SMC 5.45.060.



https://dea.seattle.gov/self/Account/Login/selfHome.aspx

http://www.seattle.gov/rca/taxes/taxmain.htm

mailto:[email protected]


6.2 Mandatory State Business Licensing and associated taxes.

Before the contract is signed, you must provide the State of Washington business license (a State “Unified Business Identifier” known as UBI #) and a Contractor License if required. If the State of Washington has exempted your business from State licensing (for example, some foreign companies are exempt and in some cases, the State waives licensing because the company does not have a physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State as a result of licensing shall be borne by the Vendor and not charged separately to the City. Instructions and applications are at http://www.dol.wa.gov/business/file.html.



http://www.dol.wa.gov/business/file.html


SECTION 7: CONTRACT BOND

7 Contract Bond

There is no requirement for a bond for the Vendor’s proposal to be eligible for consideration.

SECTION 8: INSTRUCTIONS AND INFORMATION

8 Instructions and Information

8.1 Proposal Procedures and Process

This chapter details City procedures for directing the RFP process. The City reserves the right in its sole discretion to reject the proposal of any Proposer that fails to comply with any procedure in this chapter.

8.1.1 Communications with the City

All Vendor communications concerning this acquisition shall be directed to the RFP Coordinator:

Vivian Uno(206) [email protected]

If delivered by the U.S. Postal Service, it must be addressed to:

Vivian UnoCity of SeattlePurchasing and Contracting Services DivisionPO Box 94687Seattle, WA 98124-4687

If delivered by a courier, overnight delivery or other service, address to:

Vivian UnoCity of SeattlePurchasing and Contracting Services DivisionSeattle Municipal Tower700 5th Ave., #4112Seattle, WA 98104-5042




Unless authorized by the RFP Coordinator, no other City official or City employee is empowered to speak for the City with respect to this acquisition. Any Proposer seeking to obtain information, clarification, or interpretations from any other City official or City employee other than the RFP Coordinator is advised that such material is used at the Proposer’s own risk. The City will not be bound by any such information, clarification, or interpretation.

Following the Proposal submittal deadline, Proposers shall not contact the City RFP Coordinator or any other City employee except to respond to a request by the City RFP Coordinator.

Contact by a vendor regarding this acquisition with a City employee other than the RFP Coordinator or an individual specifically approved by the RFP Coordinator in writing, may be grounds for rejection of the vendor’s proposal.

8.2 Pre-Proposal Conference

The City shall conduct an optional pre-proposal conference on the time and date provided in page 1. Presently this conference is expected to take place at the Seattle Municipal Tower, 700 5th Avenue, Suite 1600, Seattle, WA. Though the City will attempt to answer all questions raised during the pre-proposal conference, the City encourages Vendors to submit questions vendors would like addressed at the pre-proposal conference to the RFP Coordinator, preferably no later than three (3) days in advance of the pre-proposal conference. This will allow the City to research and prepare helpful answers, and better enable the City to have appropriate City representatives in attendance.

The RFP Coordinator will set up a conference bridge for Vendors interested in participating via conference call. Contact the RFP Coordinator (preferably via e-mail) at least three days in advance of the conference, to request access by phone. Since conference bridge line capacity is limited, Vendors call-in access will be restricted to a maximum of 1 or 2 locations per Vendor, depending on demand.

Proposers are not required to attend in order to be eligible to submit a proposal. The purpose of the meeting is to answer questions potential Proposers may have regarding the solicitation document and to discuss and clarify any issues. This is an opportunity for Proposers to raise concerns regarding specifications, terms, conditions, and any requirements of this solicitation. Failure to raise concerns over any issues at this opportunity will be a consideration in any protest filed regarding such items that were known as of this pre-proposal conference.

8.3 Questions

Questions are to be submitted to the Buyer (RFP Coordinator) no later than the date and time on page 1, in order to allow sufficient time for the City Buyer to consider the question before the proposals are due. The City prefers such questions to be through e-mail directed to the RFP Coordinator at: [email protected]. Conspicuously indicate in the Subject line of your e-mail: RFP 2635. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the vendor of any responsibilities under this solicitation or any subsequent contract. It is the





responsibility of the interested Vendor to assure that they received responses to Questions if any are issued.

8.4 Changes to the RFP/Addenda

A change may be made by the City if, in the sole judgment of the City, the change will not compromise the City’s objectives in this acquisition. A change to this RFP will be made by formal written addendum issued by the City’s RFP Coordinator Addenda issued by the City shall become part of this RFP and included as part of the Contract. It is the responsibility of the interested Vendor to assure that they have received Addenda if any are issued.

8.5 Receiving Addenda and/or Question and Answers

The City will make efforts to provide courtesy notices, reminders, addendums and similar announcements directly to interested vendors. The City intends to make information available on the City website.

The City website for this RFP and related documents is: http://www.seattle.gov/purchasing/pan.htm

Notwithstanding efforts by the City to provide such notice to known vendors, it remains the obligation and responsibility of the Vendor to learn of any addendums, responses, or notices issued by the City. Such efforts by the City to provide notice or to make it available on the website do not relieve the Vendor from the sole obligation for learning of such material.

All Proposals sent to the City shall be considered compliant to all Addendums, with or without specific confirmation from the Proposer that the Addendum was received and incorporated. However, the Buyer can reject the Proposal if it doesn’t reasonably appear to have incorporated the Addendum. The Buyer could decide that the Proposer did incorporate the Addendum information, or could determine that the Proposer failed to incorporate the Addendum changes and that the changes were material so that the Buyer must reject the Offer, or the Buyer may determine that the Proposer failed to incorporate the Addendum changes but that the changes were not material and therefore the Proposal may continue to be accepted by the Buyer.

8.6 Proposal Response Date and Location

1. Proposals must be received into the City Purchasing Offices no later than the date and time given on page 1 or as revised by Addenda.

2. Responses should be in a sealed box or envelope clearly marked and addressed with the RFP Coordinator, RFP title and number. If RFP’s are not clearly marked, the Vendor has all risks of the RFP being misplaced and not properly delivered. The RFP Coordinator is not responsible for identifying responses submitted that are not properly marked.



http://www.seattle.gov/purchasing/pan.htm


3. The City requires one original hard-copy delivered to the City and six (6) hard copies. The City requests a CD containing the Vendor’s entire response in Office 2003 Word and Excel formats.

4. Fax, e-mail and CD copies will not be accepted as an alternative to the hard copy requirement. If a CD, fax or e-mail version is delivered to the City, the hard copy will take priority and be the official document for purposes of proposal review.

5. The RFP response may be hand-delivered or must otherwise be received by the RFP Coordinator at the address provided, by the submittal deadline. Please note that delivery errors will result without careful attention to the proper address.

If delivered by the U.S. Postal Service, it must be addressed to:

Vivian UnoCity of SeattlePurchasing and Contracting Services DivisionPO Box 94687Seattle, WA 98124-4687

If delivered by a courier, overnight delivery or other service, address to:

Vivian UnoCity of SeattlePurchasing and Contracting Services DivisionSeattle Municipal Tower700 5th Ave., #4112Seattle, WA 98104-5042

6. All pricing is to be in United States dollars.

7. Proposals should be prepared on standard 8 ½” by 11” paper printed double-sided. Copies should be bound with tabs identifying and separating each major section as specified in Section 9. Confidential Proprietary Information should be bound and sealed in separate volume, and limited to only that material which is proprietary given the definition provided by the City in these instructions. Foldouts are permissible, but should be kept to a minimum. Manuals, reference material, and promotional materials must be bound separately.

8. RFP responses should be tabbed and then stapled, with no binder or plastic cover or combed edging unless necessary to provide proper organization of large volume responses. The City prefers to limit use of binders and plastic covers, but acknowledges that responses of sufficient size may require a binder for proper organization of the materials. If using a binder, use a recycled or non-PVC product.




9. The submitter has full responsibility to ensure the proposal arrives to the City Purchasing Office within the deadline. The City assumes no responsibility for delays caused by the US Post Office or any other delivery service. Postmarking by the due date will not substitute for actual receipt of response by the date due. Proposals will be opened after the due date and time. Responses arriving after the deadline may be returned, unopened, to the Proposer, or may simply be declared non-responsive and not subject to evaluation, or may be found to have been received in accordance to the solicitation requirements, at the sole determination of City Purchasing.

10. RFP responses shall be signed by an official authorized to legally bind the Proposer.

11. The City will consider supplemental brochures and materials. Proposers are invited to attach any brochures or materials that will assist the City in evaluation.

8.7 No Reading of Prices

The City of Seattle does not conduct a proposal opening for RFP responses. The City requests that companies refrain from requesting proposal information concerning other respondents until an intention to award is announced, as a measure to best protect the solicitation process, particularly in the event of a cancellation or re-solicitation. With this preference stated, the City shall continue to properly fulfill all public disclosure requests for such information, as required by State Law.

8.8 Offer and Proposal Form

Proposer shall provide the response in the format required herein and on any forms provided by the City herein. Proposer shall quote prices with travel and living included. All prices shall be in US Dollars.

8.9 No Best and Final Offer

The City reserves the right to make an award without further discussion of the responses submitted; i.e. there will be no best and final offer procedure associated with selecting the Apparently Successful Vendor. Therefore, Vendor’s Response should be submitted on the most favorable terms that Vendor can offer.

8.10 Contract Terms and Conditions

The contract terms and conditions adopted by City Purchasing are included in this RFP. This includes special provisions and specifications, as well as standard terms embedded on the last page of this RFP. Collectively, these are referred to as “Contract” in this Section, and the City will also incorporate the Vendor’s proposal into the Contract as adopted by the City.




Vendor agrees, as a condition of submitting an RFP response, to enter into the Contract as provided in this RFP.

If Vendor is awarded a contract and refuses to sign the Contract as provided in this RFP, the City may reject the Vendor and disqualify the Vendor from future solicitations for this scope of work. Vendors are to price and submit proposals to reflect the Contract provided in this RFP. Under no circumstances shall Vendor submit its own boilerplate of terms and conditions.

That being said, if a Vendor seeks to modify any Contract provision, the Vendor must submit a request with their proposal, as an “Exception” for City consideration. The Vendor must state the issue and propose alternative language. The City is not obligated to accept the Exceptions. The City may accept some or all exceptions or may refuse. Proposed exceptions to the Contract will be evaluated by the City; exceptions that materially change the character of the contract may result in rejection of the proposal as non-responsive.

The City will not modify provisions mandated by Federal, State or City law or policy, or provisions specifically defined for this project, including but not limited to Equal Benefits, Affirmative Action, Confidentiality, Contract Bond form, Insurance, and Debarment. The City does not expect to change Indemnification or Audit (Review of Vendor Records and may reject all exceptions to those sections.

The City shall accept or reject exceptions, and will present a final contract for Vendor signature. The Proposer should be prepared to receive the contract for signature without discussion or negotiation.

Nothing herein prohibits the City from opening discussions with the highest ranked apparent successful Proposer, to negotiate modifications to either the proposal or the contract terms and conditions, in order to align the proposal or the contract to best meet City needs within the scope sought by the RFP.

The City will not sign a licensing or maintenance agreement supplied by the Vendor. If the Vendor requires the City to consider otherwise, the Vendor is also to supply this as a requested exception to the Contract and it will be considered in the same manner as other exceptions.

8.11 Prohibition on Advance Payments

No request for early payment, down payment or partial payment will be honored except for products or services already received. Maintenance subscriptions may be paid in advance provided that should the City terminate early, the amount paid shall be reimbursed to the City on a prorated basis; all other expenses are payable net 30 days after receipt and acceptance of satisfactory compliance.

8.12 Partial and Multiple Awards

The City reserves the right to name a partial and/or multiple awards (e.g. one for Technical Uplift Project and one for ongoing maintenance and support), in the best interest of the City. Proposers are to prepare proposals given the City’s right to a partial or multiple awards. If Proposer is




submitting an All or None offer, such offer must be clearly marked as All or None Request in the cover letter response form. Further, the City may eliminate an individual line item when calculating award, in order to best meet the needs of the City, if a particular line item is not routinely available or is a cost that exceeds the City funds.

8.13 All or None Proposal

All or None proposals do not generally apply to an RFP. However, should a Proposer be submitting an All or None offer, such stipulation must be clearly marked in the proposal, or the City may utilize the City right to otherwise conduct multiple and/or partial awards. The City may evaluate proposals based on partial awards to achieve the most favorable overall pricing, and an All or None proposal may therefore be less favorable than the overall calculation of partial awards from multiple Proposers.

8.14 Seattle Business Tax Revenue Consideration

SMC 3.04.106 (H) authorizes that in determining the lowest and best Proposer, the City shall take into consideration the tax revenues derived by the City from its business and occupation or utility taxes and its sales and use taxes from the proposed purchase. Businesses that are located and licensed within the Seattle City limits are eligible for Seattle tax consideration for purposes of calculation of low offer. This shall be equivalent to a reduction of the cost for purposes of evaluation only, of .025.

8.15 Taxes

If Applicable, the City is exempt from Federal Excise Tax (Certificate of Registry #9173 0099K exempts the City). Washington state and local sales tax will be an added line item although not considered in cost evaluations.

8.16 Inter-local Purchasing Agreements

This is for information and consent only, and shall not be used for evaluation. The City has entered into Inter-local Purchasing Agreements with other governmental agencies, pursuant to RCW 39.34. The seller agrees to sell additional items at the offer prices, terms and conditions, to other eligible governmental agencies that have such agreements with the City. The City of Seattle accepts no responsibility for the payment of the purchase price by other governmental agencies. Should the Proposer require additional pricing for such purchases, the Proposer is to name such additional pricing upon Offer to the City.

8.17 Equal Benefits

Proposers must submit an Equal Benefits Compliance Form with their RFP response (See Section 9 Proposal Format and Organization). If not submitted, your proposal will be rejected. If your company does not comply with Equal Benefits and does not intend to do so, you must still submit the Form




with your proposal. If you do not submit the EB Declaration, your bid may be rejected unless the RFP Coordinator (“Buyer”) can reasonably determine the bidder intent from other bid documents.

8.17.1 Completing the Equal Benefits Compliance Form

1. Fill out the form properly. It is essential to your standing in the evaluation process, so it is important to understand and complete the Form properly.

2. The RFP Coordinator can answer many of your questions. However, the office that handles special Equal Benefit issues for the City is the Contracting Services Section. The general phone number is 206-684-0430. If you have any questions, you may call either the RFP Coordinator or the Contracting Services Section to ensure you correctly complete the form properly before you submit your proposal. If you are not receiving a response in the time frame you require to submit your proposal on time, e-mail the RFP Coordinator for direction.

3. There are 6 options on the Form to pick among. They range from full compliance (Options A, B, C), to several alternatives that require advance authorization by the City before you send in your proposal (Option D, E), to Non Compliance. Select the option that is true of your company intention if you win an award. You are not allowed to change your answer after you submit the Form, except through the process of clarification initiated by the RFP Coordinator

4. IMPORTANT: Fill out the form to reflect the commitment you are making if you are to win an award. If you intend to be Equal Benefit compliant should you win an award, answer the form accordingly.

5. Definition of Domestic Partner: The Seattle Municipal Code defines domestic partner for purposes of compliance as follows (see SMC 20.45.010 Definitions):

“Domestic Partner” means any person who is registered with his/her employer as (having) a domestic partner, or, in the absence of such employer-provided registry, is registered as a domestic partner with a governmental body pursuant to state or local law authorizing such registration. Any internal employer registry of domestic partnership must comply with criteria for domestic partnerships specified by rule by the Department.

Whether through employer registration or through a public agency registration, the definition of domestic Partner, by City Rule, can not be more restrictive than that provided below:

Share the same regular and permanent residence; and Have a close, personal relationship; and Are jointly responsible for "basic living expenses" as defined below; and




Are not married to anyone; and Are each eighteen (18) years of age or older; and Are not related by blood closer than would bar marriage (in the state in which the

individual resides); and Were mentally competent to consent to contract when the domestic partnership

began; and Are each other’s sole domestic partner and are responsible for each other’s

common welfare.

"Basic living expenses" means the cost of basic food, shelter, and any other expenses of a Domestic Partner which are paid at least in part by a program or benefit for which the partner qualified because of the Domestic Partnership. The individuals need not contribute equally or jointly to the cost of these expenses as long as they agree that both are responsible for the cost.

If the employer does not have a registration system and does not intend to implement as part of the Equal Benefits compliance, the City of Seattle has a registration system as an option. Information is available at: http://www.seattle.gov/leg/clerk/dpr.htm

6. Note that if you have multiple offices, you can be compliant to Equal Benefits by offering Equal Benefits to only those employees in Seattle office locations and in those offices doing work on the City contract. Fill out the form with consideration of the locations that will be providing services in the Seattle contract.

7. Option D (Substantial Compliance) and Option E (Reasonable Measures) may be checked at time of bid submittal, but require authorization from the Contracting Services Division (206-684-0430) and submit a request for authorization before you submit your proposal. If available, attach the authorization with your EB Declaration. If Contracting Services Division staff are not available or not responding in the time frame you require, call the Buyer for assistance. The Form provides the RFP Coordinator your declared EB status. However, the City issues the final determination of your EB status for purposes of proposal evaluation.

8. If information on your form is conflicting or not clearly supported by the documentation that the City receives, the RFP Coordinator may reject your proposal or may seek clarification to ensure the City properly classifies your compliance.



http://www.seattle.gov/leg/clerk/dpr.htm


8.17.2 Evaluation Steps

Equal Benefits (EB) makes a significant difference in your standing as a Proposer. Here are the evaluation steps:

1. If one or more vendors comply (having properly selected any option from A through E) then:

Only EB compliant vendors continue towards evaluation.

Any non-compliant vendor would be rejected and not evaluated. These include vendors that select the option of “Non Compliance” (they do not comply and do not intend to comply) or those that the City finds Non Compliant upon review (such as those that select Option D or E and do not have a waiver from the City to select that option, or where the form is blank, or where the Proposer worksheet proves non-compliance even if they checked a compliance option).

2. The City occasionally receives responses where every Vendor is non-compliant to EB. If every vendor is non-compliant then:

All proposals or responses that are otherwise responsive and responsible proposals will continue forward for scoring and evaluation.

This is used when every vendor either selects Non Compliance (that they do not comply and do not intend to comply) or is found by the City as Non Compliant upon review.

3. The Equal Benefit requirements are established under Seattle Municipal Code 20.45. Compliance to the Equal Benefits statements made by the Vendor is required through the duration of the Contract. If the Vendor indicates that the Vendor provides Equal Benefits, and then discontinues during the term of the contract, this can cause contract termination and/or Vendor debarment from future City contracts. Equal Benefits may be audited at any time prior to contract award or during the contract. See the City website for further information: http://www.cityofseattle.net/contract/equalbenefits/default.htm

8.18 Affirmative Efforts for Women and Minority Subcontracting

Under SMC 20.42.010, the City finds that minority and women businesses are significantly under-represented and have been underutilized on City Contracts. Additionally, the City does not want to enter into agreements with businesses that discriminate in employment or the provision of services. The City intends to provide the maximum practicable opportunity for increased participation by minority and women owned and controlled businesses, as long as such businesses are underrepresented, and to ensure that City contracting practices do not support discrimination in employment and services when the City procures public works, goods, and services from the private sector. The City shall not enter into Contracts with Vendors that do not agree to use Affirmative Efforts as required under SMC Chapter 20.42 or violate any provisions of that chapter, or those requirements given below.



http://www.cityofseattle.net/contract/equalbenefits/default.htm


As a condition of entering into a contract with the City, Proposers must agree to take affirmative efforts to assure equality of employment, and subcontracting opportunities when subcontracting is required to fulfill the work required within the Statement of Work for the Contract. Such affirmative efforts may include, but are not limited to, establishing employment goals for women and minorities and establishing goals for subcontracting to Women and Minority Businesses.

Vendors entering into Contracts shall actively solicit the employment of women and minority group members. For Contracts that require subcontracting in order to fulfill the Statement of Work, Vendors shall actively solicit proposals for subcontracts to qualified, available, and capable Women and Minority Businesses to perform commercially useful functions. At the request of the City, Vendors shall furnish evidence of the Vendor's compliance with these requirements to document: 1) Affirmative Efforts to employ women and minority group members; 2) Affirmative Efforts to subcontract with Women and Minority Businesses on City Contracts; and 3) the Vendor’s non-discrimination in the provision of goods and services.

Terms and conditions for affirmative efforts in subcontracting and employment are within the Contract Terms and Conditions. Proposers are encouraged to review those obligations and be aware of them as a condition of bidding.

8.19 Insurance Requirements

Insurance requirements presented in the Contract requirements shall prevail. If formal proof of insurance is required to be submitted to the City before execution of the Contract, the City will remind the apparent successful Proposer in the Intent to Award letter. The apparent successful Proposer must promptly provide such proof of insurance to the City in reply to the Intent to Award Letter. Contracts will not be executed until all required proof of insurance has been received and approved by the City.

Vendors are encouraged to immediately contact their Broker to begin preparation of the required insurance documents, in the event that the Vendor is selected as a finalist. Proposers may elect to provide the requested insurance documents within their Proposal.

8.20 Effective Dates of Offer

Proposer submittal must remain valid until City completes Contract award or all proposals are rejected. Should any Proposer object to this condition, the Proposer must provide objection through a question and/or complaint to the RFP Coordinator prior to the proposal due date.

8.21 Proprietary Proposal Material

The State of Washington’s Public Records Act (Release/Disclosure of Public Records) Under Washington State Law (reference RCW Chapter 42.56, the Public Records Act) all materials received or created by the City of Seattle are considered public records. These records include but are not limited to bid or proposal submittals, agreement documents, contract work product, or other bid material.




The State of Washington’s Public Records Act requires that public records must be promptly disclosed by the City upon request unless that RCW or another Washington State statute specifically exempts records from disclosure. Exemptions are narrow and explicit and are listed in Washington State Law (Reference RCW 42.56 and RCW 19.108).

Bidders/proposers must be familiar with the Washington State Public Records Act and the limits of record disclosure exemptions. For more information, visit the Washington State Legislature’s website at http://www1.leg.wa.gov/LawsAndAgencyRules).

If you have any questions about disclosure of the records you submit with bids or proposals please contact City Purchasing at (206) 684-4440.

Marking Your Records Exempt from Disclosure (Protected, Confidential, or Proprietary) As mentioned above, all City of Seattle offices (“the City”) are required to promptly make public records available upon request. However, under Washington State Law some records or portions of records are considered legally exempt from disclosure and can be withheld. A list and description of records identified as exempt by the Public Records Act can be found in RCW 42.56 and RCW 19.108.

If you believe any of the records you are submitting to the City as part of your bid/proposal are exempt from disclosure , you can request that they not be released before you receive notification. To do so, you must complete the City Non-Disclosure Request Form (“the Form”) in the Vendor Questionnaire embedded in Section 9. You should very clearly and specifically identify each record and the exemption(s) that may apply. (If you are awarded a City contract, the same exemption designation will carry forward to the contract records.)

The City will not withhold materials from disclosure simply because you mark them with a document header or footer, page stamp, or a generic statement that a document is non-disclosable, exempt, confidential, proprietary, or protected. Do not identify an entire page as exempt unless each sentence is within the exemption scope; instead, identify paragraphs or sentences that meet the specific exemption criteria you cite on the Form. Only the specific records or portions of records properly listed on the Form will be protected and withheld for notice. All other records will be considered fully disclosable upon request.

If the City receives a public disclosure request for any records you have properly and specifically listed on the Form, the City will notify you in writing of the request and will postpone disclosure. While it is not a legal obligation, the City, as a courtesy, will allow you up to ten business days to file a court injunction to prevent the City from releasing the records (reference RCW 42.56.540). If you fail to obtain a Court order within the ten days, the City may release the documents.

The City will not assert an exemption from disclosure on your behalf. If you believe a record(s) is exempt from disclosure you are obligated to clearly identify it as such on the Form and submit it with your solicitation. Should a public record request be submitted to City Purchasing for that (those) record(s) you can then seek an injunction under RCW 42.56 to prevent release. By submitting a bid document, the bidder acknowledges this obligation; the proposer also acknowledges that the City will have no obligation or liability to the proposer if the records are disclosed.



http://www1.leg.wa.gov/LawsAndAgencyRules


Requesting Disclosure of Public RecordsThe City asks bidders/proposers and their companies to refrain from requesting public disclosure of proposal records until an intention to award is announced. This measure is intended to shelter the solicitation process, particularly during the evaluation and selection process or in the event of a cancellation or re-solicitation. With this preference stated, the City will continue to be responsive to all requests for disclosure of public records as required by State Law.

8.22 Cost of Preparing Proposals

The City will not be liable for any costs incurred by the Proposer in the preparation and presentation of proposals submitted in response to this RFP including, but not limited to, costs incurred in connection with the Proposer’s participation in demonstrations and the pre-proposal conference.

8.23 Readability

Proposers are advised that the City’s ability to evaluate proposals is dependent in part on the Proposer’s ability and willingness to submit proposals which are well ordered, detailed, comprehensive, and readable. Clarity of language and adequate, accessible documentation is essential.

8.24 Proposer Responsibility

It is the Proposer responsibility to examine all specifications and conditions thoroughly, and comply fully with specifications and all attached terms and conditions. Proposers must comply with all Federal, State, and City laws, ordinances and rules, and meet any and all registration requirements where required for Vendors as set forth in the Washington Revised Statutes.

8.25 Changes in Proposals

Prior to the Proposal submittal closing date and time established for this RFP, a Proposer may make changes to its Proposal provided the change is initialed and dated by the Proposer. No change to a Proposal shall be made after the Proposal closing date and time.

8.26 Proposer Responsibility to Provide Full Response

It is the Proposer’s responsibility to provide a full and complete written response, which does not require interpretation or clarification by the RFP Coordinator. The Proposer is to provide all requested materials, forms and information. The Proposer is responsible to ensure the materials submitted will properly and accurately reflects the Proposer specifications and offering. During scoring and evaluation (prior to interviews if any), the City will rely upon the submitted materials and shall not accept materials from the Proposer after the RFP deadline; however this does not limit the right of the City to consider additional information (such as references that are not provided by the




Proposer but are known to the City, or past experience by the City in assessing responsibility), or to seek clarifications as needed by the City.

8.27 Errors in Proposals

Proposers are responsible for errors and omissions in their proposals. No such error or omission shall diminish the Proposer’s obligations to the City.

8.28 Withdrawal of Proposal

A submittal may be withdrawn by written request of the submitter, prior to the quotation closing date and time. After the closing date and time, the submittal may be withdrawn only with permission by the City.

8.29 Rejection of Proposals, Right to Cancel

The City reserves the right to reject any or all proposals at any time with no penalty. The City also has the right to waive immaterial defects and minor irregularities in any submitted proposal.

8.30 Incorporation of RFP and Proposal in Contract

This RFP and the Proposer’s response, including all promises, warranties, commitments, and representations made in the successful proposal, shall be binding and incorporated by reference in the City’s contract with the Proposer.

8.31 New: Ethics Code

The Seattle Ethics Code was recently revised. New requirements become effective June 22, 2009 for City employees and elected officials. Beginning October 22, 2009, the Code covers certain vendors, contractors and consultants. Please familiarize yourself with the new code: http://www.seattle.gov/ethics/etpub/et_home.htm. Attached is a pamphlet for Vendors, Customers and Clients. Specific question should be addressed to the staff of the Seattle Ethics and Elections Commission at 206-684-8500 or via email: (Executive Director, Wayne Barnett, 206-684-8577, [email protected] or staff members Kate Flack, [email protected] and Mardie Holden, [email protected]).

8.31.1 No Gifts and Gratuities

Vendors shall not directly or indirectly offer anything of value (such as retainers, loans, entertainment, favors, gifts, tickets, trips, favors, bonuses, donations, special discounts, work, or meals) to any City employee, volunteer or official, if it is intended or may appear to a reasonable person to be intended to obtain or give





http://www.seattle.gov/ethics/etpub/et_home.htm


special consideration to the Vendor. An example is giving a City employee sporting event tickets to a City employee that was on the evaluation team of a bid you plan to submit. The definition of what a “benefit” would be is very broad and could include not only awarding a contract but also the administration of the contract or the evaluation of contract performance. The rule works both ways, as it also prohibits City employees from soliciting items of value from vendors. Promotional items worth less than $25 may be distributed by the vendor to City employees if the Vendor uses the items as routine and standard promotions for the business.

8.31.2 Involvement of Current and Former City Employees

If a Vendor has any current or former City employees, official or volunteer, working or assisting on solicitation of City business or on completion of an awarded contract, you must provide written notice to City Purchasing of the current or former City official, employee or volunteer’s name. The Vendor Questionnaire within your bid documents prompts you to answer that question. You must continue to update that information to City Purchasing during the full course of the contract. The Vendor is to be aware and familiar with the Ethics Code, and educate vendor workers accordingly.

8.31.3 Contract Workers with more than 1,000 Hours

The Ethics Code has been amended to apply to vendor company workers that perform more than 1,000 cumulative hours on any City contract during any 12-month period. Any such vendor company employee covered by the Ethics Code must abide by the City Ethics Code. The Vendor is to be aware and familiar with the Ethics Code, and educate vendor workers accordingly.

8.31.4 No Conflict of Interest.

Vendor (including officer, director, trustee, partner or employee) must not have a business interest or a close family or domestic relationship with any City official, officer or employee who was, is, or will be involved in selection, negotiation, drafting, signing, administration or evaluating Vendor performance. The City shall make sole determination as to compliance.

8.32 Non-Endorsement and Publicity

In selecting a Vendor to supply to the City, the City is not endorsing the Vendors products and services or suggesting that they are the best or only solution to the City’s needs. Vendor agrees to make no references to the City or the Department making the purchase, in any literature, promotional materials, brochures, news releases, sales presentation or the like, regardless of method of distribution, without prior review and express written consent of the City RFP Coordinator.




The City may use Vendor’s name and logo in promotion of the Contract and other publicity matters relating to the Contract, without royalty. Any such use of Vendor’s logo shall inure to the benefit of Vendor.

8.33 Proposal Disposition

All material submitted in response to this RFP shall become the property of the City upon delivery to the RFP Coordinator.




SECTION 9: PROPOSAL FORMAT AND ORGANIZATION

9 Proposal Format and Organization

Note: Before submitting your proposal, make sure you are already registered in the City Vendor Registration System. Women and minority owned firms are asked to self-certify. If you do not have computer access, call 206-684-0444 for assistance. Register at: http://seattle.gov/purchasing/VendorRegistration.htm

Legal Name. Many companies use a “Doing Business As” name, or a nickname in their daily business. However, the City requires the legal name of your company, as it is legally registered. When preparing all forms below, be sure to use the proper company legal name. Your company’s legal name can be verified through the State Corporation Commission in the state in which you were established, which is often located within the Secretary of State’s Office for each state. Go to: www.coordinatedlegal.com/SecretaryOfState.html

Submit proposal in the format specified below in Office 2003 Word and Excel formats. Specific instructions are provided with each response form, including requirements for attachments.

Forms need to be completed for the primary vendor, as well as any major subcontracting vendors, where specified. For the purposes of this RFP, a major subcontracting vendor is one that the primary vendor proposes completes at least 25% of total proposal hours or 25% of the total proposed fixed price (excluding Workspace facilities). In some cases, completed forms will be requested for all subcontracting vendors, regardless of level of participation in Proposer Statement of Work(s).

Separate responses into the following sections, separated by tabs:

9.1 Vendor Qualifications

9.2 Project Approach

9.3 Technical Uplift Project Statement of Work

9.4 Maintenance and Support Statement of Work

9.5 Technical Uplift Project Management and Team Qualifications

9.6 Maintenance and Support Team Qualifications

9.7 Price Proposal



http://seattle.gov/purchasing/VendorRegistration.htm


The embedded document above contains the following forms:

9.1.1 Cover Letter

9.1.2 List of Proposed Vendors

9.1.3 Legal Name Certification

9.1.4 Vendor Questionnaire

9.1.5 Acceptance & Exceptions to City Contract

9.1.6 Equal Benefits Declaration


This response is mandatory and will be evaluated in Round 2 of the evaluation process described in Section 10.


9.2.1 Proposal Summary

9.2.2 Vendor Overview and History

9.2.3 Vendor Organization

9.2.4 Financial Information

9.2.5 Vendor Experience Summary

9.2.6 Project Experience and References

9.2.7 Terminations




9.2.8 Prime Contractor/Subcontractor History




9.3.1 Project Management Approach

9.3.2 Implementation Approach

9.3.3 Training and Knowledge Transfer Approach

9.3.4 Fit Analysis Approach

9.3.5 Applications Architecture and Technical Approach

9.3.6 Statement of Work – Technical Uplift and Ongoing Maintenance and Support

9.4 Project Management and Team Qualifications






9.4.1 Project Organization

9.4.2 Project Staff List

9.4.3 Current Commitments

9.4.4 Project Managers Background and Information

9.4.5 Project Key Staff Background and Information

9.4.6 Client Staff Requirements

9.5 Price Proposal


9.6 Submittal Checklist

Each complete proposal submittal to the City must contain the following:

Name of Form

Maximum Number of Pages per Form Comments

9.1 Minimum Requirements and Responsiveness

9.1.1 Cover Letter 1-2 pages

9.1.2 List of Proposed Vendors 1 page Lists primary vendor (prime) and subcontracting vendors (subs).

9.1.3 Legal Name Certification 1 form each 1 for prime and 1 for each major sub.

9.1.4 Vendor Questionnaire 1 page each 1 for prime and 1 for each major sub. Need Authorized Signature.

9.1.5 Letter of Commitment from Bond Agency 1 page From a qualified Bond Agency.

9.1.6 Acceptance & Exceptions to City Contract 1 page Attach City Contract with exceptions in track mode, if applicable.

9.1.7 Equal Benefits Declaration 1 form 1 for prime and 1 for each major sub.




Name of Form



9.2.1 Proposal Summary 2 pages Outreach attachment needed for prime and all subs.

9.2.2 Vendor Overview and History 1 page each 1 for prime and 1 for each major sub.

9.2.3 Vendor Organization 1 page each 1 for prime and 1 for each major sub.

9.2.4 Financial Information 1 page each 1 for prime and 1 for each major sub.

9.2.5 Vendor Experience Summary 2 pages each 1 for prime and 1 for each major sub.

9.2.6 Project Experience and References 10+ pages No limit on number of project forms.

9.2.7 Terminations 1 page each 1 for prime and 1 for each major sub.

9.2.8 Prime Contractor/Subcontractor History 1 page + 1 chart for

each

1 page for prime and 1 chart for each major sub. Outreach attachment needed for prime and all subs.


9.3.1 Project Management Approach 5 pages

9.3.2 Implementation Approach 8 pages + sample docs

Includes separate Project Plans and Schedules for Technical Uplift and Ongoing Maintenance and Support. Attach sample deliverables.

9.3.3 Training and Knowledge Transfer Approach 2 pages

9.3.4 Fit/Gap Analysis N/A

9.3.5 Technical Approach 4 pages

9.3.6 Statement of Work No limit 1 SOW for each Project (Technical Uplift and Ongoing Maintenance and Support)

9.4 Project Management and Team Qualifications

9.4.1 Project Organization 3 pages 1 for each body of work (Technical Uplift Project and Ongoing Maintenance and Support), showing overlap, if applicable

9.4.2 Project Staff List 1 page each 1 List for each body of work (Technical Uplift and Ongoing Maintenance and Support), showing overlap, if applicable

9.4.3 Current Commitments 1-2 pages

9.4.4 Project Managers Background and Information

1-3 pages each PM

1 form for each Project Manager. Must include references. Attach resumes in an appendix.




Name of Form


9.4.5 Project Key Staff Background and Information 1-3 pages each

1 form for each key staff member. Must include references. Attach resumes in an appendix.

9.4.6 Client Staff Requirements 1-2 pages each

1 for each body of work (Technical Uplift Project and Ongoing Maintenance and Support), showing overlap, if applicable

9.5 Price Proposal

9.5.1a Fixed Price Proposal – Customer Service Suite Technical Uplift

3 pages Includes Hourly Rates for optional additional work. Need authorized signature

9.5.1b Time and Materials Price Proposal – Ongoing Maintenance and Support

3 pages Includes Hourly Rates for optional additional work. Need authorized signature

9.5.2 Payment Schedule 1-2 1 for each body of work (Technical Uplift Project and Ongoing Maintenance and Support)




SECTION 10: EVALUATION PROCESS

10 Evaluation Process

Proposers will be evaluated using the multi-tiered approach described below. Proposers must pass through each evaluation round to proceed forward to the next round. The committee may contact any Proposer and/or any utilities that use the proposed systems as part of its evaluation and selection process.

Round 1 – Minimum requirements and responsiveness: City Purchasing shall first review submittals for initial decisions on responsiveness and responsibility. Those found responsive and responsible based on this initial review will be selected to move on to the next round.

Round 2 – Competitive Screen: Leads from the City's Evaluation Committee will evaluate Vendor Qualifications based on response forms. Proposals will be ranked from relative scores and semi-finalist Proposers will be selected to move on to the next round.

Round 3 – Full Proposal evaluation: The City's Evaluation Committee will evaluate proposals from responses. At the City’s option, vendor and project staff reference calls may be made. Proposals will be ranked and Finalist Proposers will be selected to move on to the next round based on the scores and, at SCL’s option, reference checks.

Round 4 – Customer interviews: The City will interview existing utility customers/users of the Proposers considered the most competitive, and further evaluate Proposers on the basis of these interviews. Customer interviews will be held for each firm proposed, as well as for proposed key project staff.

Round 5 – Selection of apparent successful Proposer: If interviews and/or presentations are conducted, the final ranking of firms shall be determined by the City using the combined results of Proposer presentations, customer interviews and proposal submittals. The Evaluation Committee will then make its recommendation for the apparent successful Proposer. The Proposers not selected will be notified in writing of the selection outcome.

10.1 Evaluation Criteria

Proposers will be evaluated for Technical Uplift Project and ranked according to the following weighting criteria:

1. Prior experience performing a Technical Uplift Project in Customer Suite 3.x – 25%2. Project Management Qualifications – 15%3. Project Team Qualifications – 20%




4. Customer Interviews – 10%5. Reference checks for Key Staff –5%6. Price Proposal – 25%

Some key factors in evaluating the above criteria include:

1. Proven track record of successful project implementation of similar type, size and complexity2. Financial stability of proposed firms3. Level of compliance with Terms and Conditions4. Comprehensive informed project approach that addresses RFP requirements5. Qualifications, experience and commitment of key resources, including project managers, as

well as functional and technical experts6. Results of Customer interviews and key staff reference checks

Proposers will be evaluated for Ongoing Maintenance and Support and ranked according to the following weighting criteria:

1. Current experience performing ongoing maintenance and support for a utility of similar size in Customer Suite 3.x – 25%

2. Team Qualifications – 15%3. Customer Interviews – 20%4. Reference checks for Key Staff – 15%5. Price Proposal – 25%

Some key factors in evaluating the above criteria include:

Results of Customer interviews and key staff reference checks

Qualifications, experience and commitment of key resources, including project managers, as well as functional and technical experts

Note that SCL intends to validate any information in this proposal. Most validations will be done by contacting current customers. Inaccurate answers will be weighed heavily in regards to the Vendor(s)’s reputation and credibility.

10.2 Optional Finalist Presentations/Interviews

If needed, the City will conduct on-site Finalist Presentations/interviews at the City as part of the selection process.




Repeat of Evaluation Steps: If no Vendor is selected at the conclusion of all the steps, the City may return to any step in the process to repeat the evaluation with those proposals that were active at that step in the process. In such event, the City shall then sequentially step through all remaining steps as if conducting a new evaluation process. The City reserves the right to terminate the process if it decides no proposals meet its requirements.

Points of Clarification: Throughout the evaluation process, the City reserves the right to seek clarifications from any Vendor.

Award Criteria in the Event of a Tie: In the event that two or more vendors receive the same Total Score, the contract will be awarded to that Vendor whose response indicates the ability to provide the best overall service and benefit to the City.




SECTION 11: AWARD AND CONTRACT EXECUTION INSTRUCTIONS

11 AWARD AND CONTRACT EXECUTION INSTRUCTIONS

The City RFP Coordinator intends to provide written notice of the intention to award in a timely manner and to all Vendors responding to the Solicitation. Please note, however, that there are time limits on protests to proposal results, and Vendors have final responsibility to learn of results in sufficient time for such protests to be filed in a timely manner.

11.1 Protests and Complaints.

The City has rules to govern the rights and obligations of interested parties that desire to submit a complaint or protest to this RFP process. Please see the City website at http://www.seattle.gov/purchasing/pan.htm for these rules. Interested parties have the obligation to be aware of and understand these rules, and to seek clarification as necessary from the City.

11.2 Instructions to the Apparently Successful Vendor(s).

The Apparently Successful Vendor(s) will receive an Intention to Award Letter from the RFP Coordinator after award decisions are made by the City. The Letter will include instructions for final submittals that are due prior to execution of the contract or Purchase Order.

If the Vendor requested exceptions per the instructions (Section 6), the City will review and select those the City is willing to accept. There will be no discussion on exceptions.

After the City reviews Exceptions, the City may identify proposal elements that require further discussion in order to align the proposal and contract fully with City business needs before finalizing the agreement. If so, the City will initiate the discussion and the Vendor is to be prepared to respond quickly in City discussions. The City has provided no more than 15 calendar days to finalize such discussions. If mutual agreement requires more than 15 calendar days, the City may terminate negotiations, reject the Proposer and may disqualify the Proposer from future submittals for these same products/services, and continue to the next highest ranked Proposal, at the sole discretion of the City. The City will send a final agreement package to the Vendor for signature.

Once the City has finalized and issued the contract for signature, the Vendor must execute the contract and provide all requested documents within ten (10) business days. This includes attaining a Seattle Business License, payment of associated taxes due, and providing proof of insurance. If the Vendor fails to execute the contract with all documents within the ten (10) day time frame, the City may cancel the award and proceed to the next ranked Vendor, or cancel or reissue this solicitation.



http://www.seattle.gov/purchasing/pan.htm


Cancellation of an award for failure to execute the Contract as attached may result in Proposer disqualification for future solicitations for this same or similar product/service.

11.3 Checklist of Final Submittals Prior to Award.

1. The Vendor(s) should anticipate that the Letter will require at least the following. Vendors are encouraged to prepare these documents as soon as possible, to eliminate risks of late compliance.

1. Ensure Seattle Business License is current and all taxes due have been paid.2. Ensure the company has a current State of Washington Business License.3. Supply Evidence of Insurance to the City Insurance Broker if applicable4. Special Licenses (if any)5. Proof of certified reseller status (if applicable)6. Contract Bond (if applicable)

11.4 Taxpayer Identification Number and W-9.

Unless the apparently successful Vendor has already submitted a fully executed Taxpayer Identification Number and Certification Request Form (W-9) to the City, the apparently successful Vendor must execute and submit this form prior to the contract execution date.




SECTION 12: ATTACHMENTS

12 Attachments

For convenience, the following documents have been embedded in Icon form within this document. To open, double click on Icon.

12.1 Attachment #1, Obtaining High Security RFP Specification Materials

The City may have additional RFP materials which are high security and of interest to Proposers, although none have been identified at this time. In the event that high security materials are identified, those Vendors interested in receiving these materials must provide a Non-Disclosure Statement to the City RFP Coordinator before the secured materials will be released. This must be an original, signed hard-copy statement, mailed to the RFP Coordinator. A sample agreement is included below.

12.2 Attachment #2, Insurance Requirements

12.3 Attachment #3, Contract & Terms and Conditions




APPENDICES

APPENDIX NAME FILE LINK

No Appendices



1 · web viewthese hours should also include other project activities such as administration, staff...

Documents