Request For Proposal #15018 Registration & Scheduling System
CITY OF BELLEVUE
REQUEST FOR PROPOSAL RFP # 15018 Registration and Scheduling System
Issue Date: February 26, 2015 Due Date and Time: March 26, 2015 no later than 4:00 pm
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Request For Proposal #15018 Registration & Scheduling System
REQUEST FOR PROPOSAL Notice is hereby given that proposals will be received by the City of Bellevue, Washington for: RFP # 15018 Registration & Scheduling System by filing with the Procurement Services office of the Finance Department, 450 110th Avenue NE, Bellevue, Washington, 98004 until: Date: Time:
March 26, 2015 4:00 pm
Proposals submitted after the due date and time may not be considered. Vendors accept all risks of late delivery of mailed proposals regardless of fault. Detailed Request for Proposal (RFP) information including general information, general terms and conditions, requested services, proposal requirements and evaluation process is available on the City’s website at www.bellevuewa.gov, under “Departments”, “Finance”, “Bid Information” then “Solicitation Board”. The City of Bellevue reserves the right to reject any and all submittals and to waive irregularities and informalities in the submittal and evaluation process. This RFP does not obligate the City to pay any costs incurred by respondents in the preparation and submission of a proposal. Furthermore, the RFP does not obligate the City to accept or contract for any expressed or implied services. The successful Vendor must comply with the City of Bellevue equal opportunity requirements. The City is committed to a program of equal employment opportunity regardless of race, color, creed, sex, age, nationality or disability. Dated this 26th day of February, 2015
Jamie Robinson Procurement Services Manager Published: Daily Journal of Commerce, February 26th and March 5th, 2015 The Seattle Times, February 26th and March 5th, 2015
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TABLE OF CONTENTS REQUEST FOR PROPOSAL ........................................................................................... 2 Section 1 – General Information .................................................................................... 5 1.01 Introduction ........................................................................................................... 5 1.02 Purpose of RFP ..................................................................................................... 6 1.03 Definitions ............................................................................................................. 7 1.04 RFP Coordinator/Communications ....................................................................... 7 1.05 Preliminary Schedule ............................................................................................ 7 1.06 Response Format .................................................................................................. 8 1.07 Completeness of Proposal .................................................................................... 8 1.08 Proposal Response Date & Location .................................................................... 8 1.09 Required Number of Proposals ............................................................................. 9 1.10 Vendor’s Cost to Develop Proposals .................................................................... 9 Section 2 – Terms & Conditions .................................................................................. 10 2.01 Questions Regarding the RFP ............................................................................ 10 2.02 RFP Clarifications & Addendums ........................................................................ 10 2.03 Withdrawal of Proposal ....................................................................................... 10 2.04 Rejection of Proposals ........................................................................................ 10 2.05 Code of Conduct for Competitive Solicitation ...................................................... 11 2.06 Proposal Modification & Clarifications ................................................................. 11 2.07 Proposal Validity Period ...................................................................................... 11 2.08 Proposal Signatures ............................................................................................ 11 2.09 Public Records .................................................................................................... 11 2.10 Business Registration & Taxation ....................................................................... 12 2.11 Non-Endorsement ............................................................................................... 12 2.12 Non-Collusion Certificate .................................................................................... 12 2.13 Insurance Requirements ..................................................................................... 12 2.14 Equal Opportunity Requirements ........................................................................ 12 2.15 Non-Disclosure Agreement ................................................................................. 12 2.16 Other Compliance Requirements ........................................................................ 12 2.17 Ownerships of Documents .................................................................................. 12 2.18 Cooperative Purchasing ...................................................................................... 13 2.19 Confidentiality of Information ............................................................................... 13 Section 3 – Requested Services .................................................................................. 14 3.01 Duration of Services ............................................................................................ 14 3.02 Vendor Information .............................................................................................. 14 3.03 Performance Expectations .................................................................................. 14 3.04 Cost Requirements ............................................................................................. 14 3.05 Not to Exceed Contract Provision ....................................................................... 15 3.06 System Implementation ....................................................................................... 15 Section 4 – Technical Environment ............................................................................ 17 4.01 Network Architecture ........................................................................................... 17 4.02 Server Architecture ............................................................................................. 17 4.03 Database Architecture ......................................................................................... 17 4.04 Client Architecture ............................................................................................... 18 4.05 Monitoring & Support .......................................................................................... 18 4.06 Security ............................................................................................................... 18 4.07 Third Party Support Access ................................................................................ 19 4.08 Regulatory Policies ............................................................................................. 19 Page 3 of 82
TABLE OF CONTENTS (Cont.) Section 5 – Technical and Functional Requirements ................................................ 20 5.01 Activity Records Requirements ........................................................................... 23 5.02 Client Records ..................................................................................................... 27 5.03 Desktop Publishing/Activity Promotion ................................................................ 29 5.04 Financial Processing ........................................................................................... 30 5.05 Facility Reservations ........................................................................................... 35 5.06 General ............................................................................................................... 39 5.07 League Scheduling ............................................................................................. 41 5.08 Mailing Lists ........................................................................................................ 44 5.09 Master Records ................................................................................................... 45 5.10 Membership ........................................................................................................ 46 5.11 Point of Sale ........................................................................................................ 47 5.12 On Screen Viewing ............................................................................................. 48 5.13 Reports/Printing .................................................................................................. 49 5.14 Web Access ........................................................................................................ 53 Section 6 – Proposal Evaluation and Vendor Selection ............................................ 55 6.01 Evaluation Procedures ........................................................................................ 55 6.02 Scoring & Evaluation Factors .............................................................................. 55 6.03 Selection Process ............................................................................................... 56 6.04 Contract Award & Execution ............................................................................... 56 Form #1 Form #2 Form #3
Proposal Form ............................................................................................... 57 Vendor Information Requirements ................................................................ 59 Client References .......................................................................................... 62
Attachment “A” – Non-Collusion Certificate .................................................................... 63 Attachment “B” – Insurance Requirements ..................................................................... 64 Attachment “C” – Equal Opportunity Requirements ....................................................... 65 Affidavit of Equal Opportunity Compliance.......................................... 68 Attachment “D” – Non-Disclosure Agreement ................................................................ 69 Attachment “E” – Pricing ................................................................................................ 73 Attachment “F” – Technology Resource Usage Policy ................................................... 74 Attachment “G” – Information Security Requirements ................................................... 81
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Section 1 – General Information 1.01 Introduction The City of Bellevue is located three miles east of Seattle, between Lake Washington and Lake Sammamish, and about ten miles west of the foothills of the Cascade Mountain. The City’s resident population of ~134,400 and daily workforce of ~138,000 make it Washington’s fifthlargest city. Bellevue is a prosperous, increasingly diverse city that has evolved from a “bedroom community” into the economic and cultural hub of the Seattle area’s Eastside. The City has developed its downtown core into a major business and retail center while maintaining the safe, comfortable family neighborhoods for which it has long been popular. Parks & Community Services Department Bellevue Parks & Community Services manages a highly recognized and extensive, world class and award-winning park system which includes nearly 75 parks and natural areas totaling approximately 2,800 acres. The department provides a generous blend of structured and nonstructured recreation opportunities ranging from full cost recovery to full subsidy. The department manages and maintains: Five recreation facilities/community centers, one tennis center and three visitor/interpretive centers 92 structures with over 262,000 square feet One swimming pool complex, including warm water and standard pools Two golf courses, an 18-hole service course and an executive 9-hole course Six swimming beaches and two boat launches Four working farms Current Activity Registration System The current Activity Registration System is Class, provided by Active Network. The current database is SQL 2012 environment, with online and client server program registration modules in use. Bellevue Parks & Community Services processes activity registration and billing for over 28,000 transactions and tracks over $2 Million in Program Registration revenue through Class. The system also stores historical registration and revenue information used in many budgetary, planning, and forecasting processes. The current application interfaces with the City’s JD Edwards Enterprise One financial system and ArcGIS databases. The new system will need to be customer-driven and interface with these systems. The existing system has 173 user accounts with a variety of system access levels. There are approximately 6 users with system administrator privileges who utilize the system at differing times and days of the week. We believe a 130 concurrent user license agreement would be adequate. This estimate may need to be adjusted based on how concurrent use is defined in your system.
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Current Field and Facility Scheduling System Staff currently use Class to reserve indoor facilities (meetings, classes, wedding receptions, etc.), athletic fields (including baseball, softball, soccer, football, and baseball with soccer overlay fields), picnic sites, and rental equipment. This Facility Scheduling program handles an average of 11,000 rental reservations, and over 37,000 bookings handles hundreds of different fee codes, standard reports, queries, and tracks over $2 Million in revenue. We believe a 130 concurrent user license agreement would be adequate. This estimate may need to be adjusted based on how concurrent use is defined in your system. The present systems are performing satisfactorily for the facility scheduling functions we need. We expect the new system to achieve the following business objectives: Provide easy access to information, to learn and use Enable customer self-service via the Internet and be responsive to customers Allow the use of best business practices Support the City’s desired technical architecture Provide system that is PCI compliant Be technically up-to-date Be relatively easy to interface to other systems Provide staff with management reporting functionality to maximize revenue and efficiency of facility use The City believes that packaged solutions exist that can meet its core business requirements for this system. Given this premise, the City expects to make minimal modifications to the selected package. The intent of this strategy is to minimize vendor costs, expedite implementation, and ensure that the City will be able to take advantage of future upgrades. 1.02 Purpose of RFP The objective of this Request for Proposal (RFP) is to solicit proposals to provide Bellevue Parks & Community Services (the City) with a fully developed and previously implemented Registration and Scheduling System for its recreation and scheduling activities. In addition the City is looking for an integrated POS that will be used citywide. All interested vendors, whether previously contacted or not, are required to submit proposals in accordance with the conditions and dates outlined in this Request for Proposal (RFP). The City expects to develop a long-term, collaborative relationship with the selected vendor for this solution. The City intends to acquire software for performance of the following Parks & Community Services functions:
Activity Registration includes Web-based options Facility Scheduling includes Web-based options Web-based Customer Account Management League Scheduling includes Web-based options Point of Sale (POS) includes Web-based options Membership includes Web-based options Management Reporting Tennis Court Reservations includes Web-based options Ticket Sales includes Web-based options
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1.03
Definitions
City:
The City of Bellevue, Washington, and its departments.
Vendor:
The person or firm submitting the proposal and/or the person or firm awarded the contract.
Contract:
The agreement to be entered into for services between the City and the Vendor who submits the proposal accepted by the City.
RFP:
This Request for Proposal, including any amendments or other addenda hereto.
Selection Committee:
The RFP Selection Committee is comprised of the RFP Coordinator (defined in Section 1.04) and other City staff.
Short List:
Vendors selected to proceed for further evaluation.
1.04
RFP Coordinator/Communications
Upon release of this RFP, all vendor communications concerning this information request should be directed in writing to the RFP Coordinator listed below. Unauthorized contact regarding this RFP with other City employees may result in disqualification. Any oral communications will be considered unofficial and non-binding on the City. RFP Coordinator for this RFP will be: Name:
Angela Ferguson
Address:
City of Bellevue – Parks & Community Services 450 110th Avenue NE, Bellevue, WA 98005 PO Box 90012, Bellevue, WA 98009-9012
Telephone:
425-452-4180
E-mail:
[email protected]
1.05 Preliminary Schedule These dates are estimates and are subject to change by the City. Event Date & Time Release RFP to Vendors February 26, 2015 Vendor RFP Questions (if any) Due March 11, 2015 4:00 PM Answers to Vendor RFP Questions Released March 18, 2015 Proposal Responses Due March 26, 2015 4:00 PM Proposal Evaluation Complete April 9, 2015 Vendor Reference Checks Complete April 16, 2015 Vendor Short List Released April 16, 2015 Demo Scripts Sent April 21, 2015 Vendor Demonstrations Complete May 18, 2015 Announce Apparently Successful Vendor May 26, 2015 Contract Negotiations Complete July 6, 2015 Signed Contract Delivered To Vendor July 6, 2015 Council Approval July 20, 2015 Installation Begins September 2015 Page 7 of 82
1.06
Response Format
Proposals should be prepared simply, providing a straightforward, concise delineation of the approach and capabilities necessary to satisfy the requirements of the RFP. Technical literature and elaborate promotional materials, if any, must be submitted separately. Emphasis in the proposals should be on completeness, clarity of content and adherence to the presentation structure required by this RFP. Vendor proposals must be submitted in the format specified in Form #1 Proposal Form. Please provide responses in the format provided. Vendors that deviate from this format may be deemed non-responsive. 1.07
Completeness of Proposal
The vendor must attach the Form #1 Proposal Form signed by a vendor representative authorized to bind the proposing firm contractually. This statement must identify any exceptions that the Vendor takes to the City’s RFP, or declare that there are no exceptions taken to the RFP. Vendors that fail to complete this step may be deemed unresponsive. 1.08
Proposal Response Date & Location
Proposals must be submitted using one of the following methods:
Delivery to the City of Bellevue Service First Desk located on the 1st floor lobby of Bellevue City Hall. The Official Clock for submissions is located at the Service First Desk (address listed below).
Delivery through the City of Bellevue’s online eProcurement system (WebProcure). If you are not already registered in the system, please visit the website below for registration instructions. Once registered, you may submit your proposal through WebProcure. www.sharedprocurementaportal.com
All proposals and accompanying documentation will become the property of the City and will not be returned. Faxed or emailed proposals will not be accepted. Vendors accept all risks of late delivery of mailed proposal regardless of fault. The Service First Desk may be contacted at: Office Location Bellevue City Hall 450 110th Avenue NE Bellevue, WA 98004 Ph: 425-452-7876
Mailing Address City of Bellevue Service First Desk P0 Box 90012 Bellevue, WA 98009-9012
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1.09
Required Number of Proposals
A total of one original, 5 copies and an electronic copy of the vendor’s proposal, in its entirety, must be received as specified in Section 1.08. If submitting via WebProcure, one digital copy will be acceptable. The City, at its discretion, may make additional copies of the proposal for the purpose of evaluation only. The original proposal will include original signatures, in ink, by authorized personnel, on all documents that require an authorized signature. 1.10
Vendor’s Cost to Develop Proposals
Costs for developing proposals in response to the RFP are entirely the obligation of the vendor and shall not be chargeable in any manner to the City.
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Section 2 – Terms & Conditions 2.01
Questions Regarding the RFP
Oral interpretations of the RFP specification are not binding on the City. Request for interpretation or clarification of the RFP specifications must be made in writing and submitted to the RFP Coordinator indicated in Section 1.04. 2.02
RFP Clarifications & Addendums
The City reserves the right to clarify or change the RFP or issue addendums to the RFP at any time. The City also reserves the right to cancel or reissue the RFP. All such addenda will become part of the RFP. In the event that it becomes necessary to revise any part of this RFP, the City will issue addenda relating to these specifications on the City’s website at http://www.bellevuewa.gov under “Departments”, “Finance”, “Bid Information” then “Solicitation Board”. It is the vendor’s responsibility to confirm as to whether any addenda have been issued. 2.03
Withdrawal of Proposal
Proposals may be withdrawn at any time prior to the submission time specified in Section 1.08, provided notification is received in writing. Proposals cannot be changed or withdrawn after the time designated for receipt. 2.04
Rejection of Proposals
The City reserves the right to reject any or all proposals, to waive any minor informalities or irregularities contained in any proposal, and to accept any proposal deemed to be in the best interest of the City. 2.05 Code of Conduct for Competitive Solicitations Definitions: Solicitations: Method of acquiring goods, services, and construction for public use in which offers are made to the City between two or more sources. Typical documents used by the City are titled: Invitation to Bid, Invitation to Quote, Request for Proposals, Request for Qualifications Request for Information, or any other method of obtaining competitive offers. Blackout Period: The period between the time a solicitation is issued by the City and the time the City awards the contract. Lobbying: The attempt to persuade or influence any City employees, officials, or representatives responsible for reviewing, evaluating, ranking or awarding the work or contract for goods or services for or against any solicitation; provided, however, that lobbying shall not include the submission of required materials in direct response to the solicitation according to the instructions to respondents in such solicitation. Conduct of Participants: After the issuance of any solicitation, all bidders, proposers, contractors, consultants or individuals acting on their behalf are hereby prohibited from lobbying any City employee, official or representative at any time during the blackout period.
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Sanctions: The City may reject the submittal of any bidder, proposer, contractor and/or consultant who violates the policy set forth herein. 2.06 Proposal Modification & Clarifications The City reserves the right to request that any vendor clarify its proposal or to supply any additional material deemed necessary to assist in the evaluation of the proposal. Modification of a proposal already received will be considered only if the request is received prior to the submittal deadline. All modifications must be made in writing, executed and submitted in the same form and manner as the original proposal. 2.07 Proposal Validity Period Submission of a proposal will signify the vendor’s agreement that its proposal and the content thereof are valid for 180 days following the submission deadline unless otherwise agreed to in writing by both parties. The proposal will become part of the Contract that is negotiated between the City and the successful Vendor. 2.08 Proposal Signatures 1) An authorized representative must sign proposals, with the vendor's address, telephone and email information provided. Unsigned proposals will not be considered. 2) If the proposal is made by an individual, the name, mailing address and signature of the individual must be shown. 3) If the proposal is made by a firm or partnership, the name and mailing address of the firm or partnership and the signature of at least one of the general partners must be shown. 4) If the proposal is made by a corporation, the name and mailing address of the corporation and the signature and title of the person who signs on behalf of the corporation must be shown. 5) The City reserves the right to request documentation showing the authority of the individual signing the proposal to execute contracts on behalf of anyone, or any corporation, other than himself/herself. Refusal to provide such information upon request may cause the proposal to be rejected as non-responsive. 2.09 Public Records Under Washington state law, the documents (including but not limited to written, printed, graphic, electronic, photographic or voice mail materials and/or transcriptions, recordings or reproductions thereof) submitted in response to this RFP (the “documents”) become a public record upon submission to the City, subject to mandatory disclosure upon request by any person, unless the documents are exempted from public disclosure by a specific provision of law. If the City receives a request for inspection or copying of any such documents it will promptly notify the person submitting the documents to the City (by U.S. mail and by fax if the person has provided a fax number) and upon the written request of such person, received by the City within five (5) days of the mailing of such notice, will postpone disclosure of the documents for a reasonable period of time as permitted by law to enable such person to seek a court order prohibiting or conditioning the release of the documents. The City assumes no contractual obligation to enforce any exemption.
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2.10 Business Registration & Taxation The vendor awarded the Contract will be subject to City of Bellevue Business Registration and Business Taxation as presented in the Bellevue City Code. Questions about the City’s Business and Occupation (B&O) tax should be directed to the City’s Tax office at 425-452-6851. 2.11 Non-Endorsement As a result of the selection of a vendor to supply products and/or services to the City, Vendor agrees to make no reference to the City in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the City. 2.12 Non-Collusion Certificate The proposal submitted for this RFP shall include the Non-Collusion Certificate (Attachment “A”). 2.13 Insurance Requirements The City will require the selected Vendor to comply with the Insurance Requirements listed in Attachment “B”. 2.14 Equal Opportunity and Title VI Requirements The City is an equal opportunity employer and requires all Vendors to comply with policies and regulations defined in the Equal Opportunity and Title VI Requirements defined in Attachment “C”. The Vendor, in the performance of the Contract, agrees not to discriminate in its employment because of the employee’s or applicant’s race, religion, national origin, ancestry, sex, age or physical handicap. The requirements of Bellevue City Code Section 4.28.143 entitled “Equal Opportunity” provided to the Vendor with the Request for Proposals, are hereby incorporated herein, and shall be binding on the vendor. 2.15 Non-Disclosure Agreement The City will require the selected Vendor to comply with the Non-Disclosure Agreement listed in Attachment “D”. Selected vendor will be required to execute this agreement. 2.16 Other Compliance Requirements In addition to non-discrimination and affirmative action compliance requirements previously listed, the Vendor awarded the Contract shall comply with federal, state and local laws, statutes and ordinances relative to the execution of the work. This requirement includes, but is not limited to, protection of public and employee safety and health; environmental protection; waste reduction and recycling; the protection of natural resources; permits; fees; taxes; and similar subjects. 2.17 Ownerships of Documents Any reports, studies, conclusions and summaries prepared by the Vendor shall become the property of the City.
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2.18 Cooperative Purchasing RCW 39.34 allows cooperative purchasing between public agencies (political subdivision) in the State of Washington. Public agencies which have filed an Intergovernmental Cooperative Purchasing Agreement with the City of Bellevue and which are actively participating may purchase from City of Bellevue contracts. Only those public agencies who have complied with these requirements are eligible to use this contract. The City of Bellevue does not accept any responsibility for purchase orders or contracts issued by other public agencies. The public agency accepts responsibility for compliance with any additional or varying laws and regulations governing purchase by or on behalf of the public agency in question. The City of Bellevue accepts no responsibility for the performance of any purchasing contract by the Vendor, and the City of Bellevue accepts no responsibility for payment of the purchase price for any public agency. 2.19 Confidentiality of Information All information and data furnished to the Vendor by the City, and all other documents to which the Vendor’s employees have access during the term of the Contract, shall be treated as confidential to the City. Any oral or written disclosure to unauthorized individuals is prohibited.
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Section 3 – Requested Services 3.01
Duration of Services
The term of the Contract with the selected Vendor shall be from the date of execution of the Contract to the completion of the work defined in the Scope of Work of the Purchase and Implementation Agreement. Additionally, it is expected that a Software License Agreement and/or Maintenance Agreement will be signed in conjunction with this agreement. 3.02
Vendor Information
The forms referenced below must be submitted with the vendor’s proposal. Please mark with an N/A those areas that do not apply to your proposal. Do not leave any space blank. Proposal Form - Complete Form #1 Vendor Information Requirements – Complete Form #2 Client References - Complete Form #3 3.03
Performance Expectations
If the vendor has had a contract terminated for default during the past five (5) years, all such incidents must be described. “Termination for default” is defined as notice to stop performance due to the vendor’s non-performance or poor performance, and the issue was either (a) not litigated; or (b) litigated and such litigation determined the vendor to be in default. Submit full details of all terminations for default experienced by the vendor during the past five (5) years, including the other party’s name, address and telephone number. Present the vendor’s position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the vendor’s proposal if the facts discovered indicate that completion of a contract resulting from this RFP may be jeopardized by selection of the vendor. If the vendor has experienced no such termination for default in the past five (5) years, so declare. If the vendor has had a contract terminated for convenience, non-performance, non-allocation of funds or any other reason, which termination occurred before completion of the contract, during the past five (5) years, describe fully all such terminations, including the name, address and telephone number of the other contracting party. 3.04
Cost Requirements
Since the City expects to complete a “not to exceed/fixed price” contract, the budget for the proposal must not exceed the specified amount, and must be broken down as to hours, hourly rates and expenses for each task and subtask. Please see Attachment “E” for pricing itemization. All prices are to be in U.S. dollars. All applicable taxes to be paid by the City must be separately shown. The vendor awarded the Contract will be subject to City of Bellevue business registration and business taxation as provide in Chapters 4.03 and 4.09 of the Bellevue City Code (for details call the City Tax office at 425-452-6851). Vendors must itemize the unit and extended price for each product and service proposed as part of the proposed solution. Cost information must include all expected implementation and operating costs, both one-time and ongoing. Specific model numbers and capacities should be Page 14 of 82
included. Information about license sizes must be provided. Vendors should describe and quote optional components (including query tools, report writers, etc.) as individual and separate items. Any upgrade to the base system needed for optional components must be included in the cost of those components (defined in Appendix E - Pricing). In addition to the breakdown of costs described above, the City of Bellevue would like to have a quoted hourly rate for professional services that may be required to complete our project, but were not anticipated and included in this RFP. The quoted rate(s) is expected to be applied for the duration of the project (as described herein). They should include, but are not limited to: training, project management, programmer/analyst, and technical support analyst. Included within your cost proposal, please attach a proposed payment schedule. With each date and amount, explain why those particulars were chosen. 3.05
Not to Exceed Contract Provision
Given that the City is requesting a “not to exceed/fixed price” proposal, it is expected that the Apparently Successful Vendor will conduct a discovery effort, at vendor’s expenses, which will include complete needs assessment and fit analysis. 3.06
System Implementation 3.06.01 Data Conversion The City intends to convert the historical customer data to implement the new system. Types of records to be converted into the new RSS include:
Account Information for 60,000 Customers Balance Forwards (including credits) Two years of full activity history including registration, rental, POS, and adjustments 5 years of history for POS (some projects go on for several years)
Describe the data conversion tool(s) and processes you propose to use to efficiently convert this data from the current RSS application to the proposed system. 3.06.02 Project Implementation and Training Plan The vendor shall include a typical timeline with this proposal including major milestones for tasks and subtasks, dates and both vendor and customer resources. The required format for the timeline is MS Project format. The plan should adhere to any pertinent milestone dates in the RFP Schedule in Section 1.05. Include a description of your overall approach to each of the following task areas (if applicable):
System installation System configuration Data conversion Training [A sample of training materials & documentation should be included] Test planning and execution System interface design and support System roll-out, procedures, and support
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3.06.03 Project Management Methodology The City has learned that a successful implementation requires a solid project management methodology. Please describe your current project management methodology and include samples of the following project management deliverables used in your process:
Status Reports Change Management Plan Communication Plan Risk Management Plan
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Section 4 – Technical Environment This section documents the technical environment and support metrics in use by the City of Bellevue and requests information from the vendor that is to be provided in accordance with the instructions contained in Section 1. It is expected that all proposed solutions will be compatible and operate within the technical environment described below. 4.01
Network Architecture
The City’s data infrastructure is a managed TCP/IP network with Gigabit Ethernet Switched architecture over fiber between geographically dispersed buildings and remote locations. The City's core network connects to multiple locations via privately owned fiber optic cable, including the Bellevue Service Center and Communications Center. Database, application, enterprise, and web servers are located at City Hall. 4.02
Server Architecture 4.02.01 Data Center Environment The City of Bellevue's Data Center has monitored physical access, a raised floor, and is a temperature and humidity controlled environment. Servers are a combination of VMWare’s ESXi 5.1 hypervisor platform machines and physical servers. VMware hosts are connected to a 10 GB network and storage is provided via a NetApp Storage Area Network. CPU and RAM are assigned as requirements are needed. The Physical standard configuration are mounted with redundant power supplies connected to dual power distribution units, Smart Array SCSI controllers, Ultra 320 SCSI disk drives, and the built-in Ethernet 10/100/1000 network cards. CPU and RAM are assigned as requirements are needed. Typically for Physical Servers, three or more drives are configured as RAID5 and two drives are mirrored to act as the system drive in a RAID1 configuration. 4.02.02 Server Operating System Requirement City standards for the servers specify the operating system to be Microsoft Server 2008 R2 or Windows Server 2012 R2 ( Patched to latest version), IIS 6/7+ with 4.0 .net framework. Operating System is installed on the C partition. Applications are restricted to residing on non-O/S disk partitions.
4.03
Database Architecture Our standard is the Microsoft SQL Server database. MS SQL Server 2012 or at minimum MS SQL Server 200 Release 2. The city runs in a clustered SQL environment.
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4.04
Client Architecture 4.04.01 Hardware Requirement The City of Bellevue uses HP desktops and laptop PCs. The minimum existing workstation for running the client application is an HP Pro Desk 600 G1 Intel Core i54570 3.2G 6M HD 4600 CPU processor; 4GB DDR3-1600 RAM; 500GB 7200 RPM 3.5 HDD, LCD monitors. We have some tablets (iPads) and 2-in-1s (Lenovo Helix). 4.04.02 Operating System Requirement For Desktops and Laptops: Windows 7 Enterprise 32-bit and\or 64 bit operating system with Office 365 Pro Plus. For Tablets and touch-sensitive devices: Windows 8.1 All client workstations run City-provided Microsoft Systems Endpoint antivirus software, as well as the Microsoft Systems Management Server client. All client workstations are patched regularly according to City standards. The City would prefer that there is no requirement for the client to download software for the use of the application (i.e. Java applets). 4.04.03 Web Browser Requirement Internet Explorer 10 with additional support for the latest Firefox, Safari and Chrome if compatible with applications.
4.05
Monitoring & Support
All servers are backed up on a regular schedule using CommVault Simpana software, and all servers have Microsoft System Center Endpoint Protection clients installed. CommVault has backup agents for various types of database backups as well as snapshotting virtual servers and various Operating Systems. 4.06
Security
Minimum Security Requirements for applications: HTTPS and SSL encryption must be enabled for all traffic between Web server and users. There must be authentication and session management to prevent attackers from compromising passwords, keys, session tokens, and any efforts to assume the identities of the other users. There must be Input validation against Cross Site Scripting and SQL Injection attack. It is critical that sensitive data (credit/debit card or bank account number) must be encrypted when stored or transmitted. The Point of Sale component of this solution must meet Payment Card Industry – Data Security Standard version 3.0 requirements.
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4.07
Third Party Support Access
The City currently provides two methods of secured remote network access: F5 VPN and CITRIX MetaFrame. The VPN solution is utilized by vendors and contract employees that need access to servers and network infrastructure components. The CITRIX solution is for City employees needing access to applications from locations other than City LAN/WAN sites. The City prefers: All applications be compatible and able to perform to Service Level Agreement (SLA) defined metrics within our current infrastructure. Response from the vendor service desk to non-emergency calls within four hours and a response to critical calls (delay in work or loss of data due to system failure) within 1 hour. 4.08
Regulatory Policies
All applications should comply with: Department of Justice's Section 508 of the Disabilities Act City of Bellevue Website Policies and Procedures (Attachment “F”) Information Security Requirements (Attachment “G”)
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Section 5 – Technical & Functional Requirements The matrices on the following pages identify the technical and functional needs that the proposed system should meet and provide the required format for vendor responses. Vendors must provide and answer for every requirement. If the requirement does not pertain to the proposal being submitted, “N/A” must be placed in the requirement. Use this key to determine which code to place in each of the requirement matrices below. Matrix Column Solution Functional Requirements Code
Description This column presents desired functionality, technical, and interface capability. 3 - System can completely meet this requirement with no custom code and no additional expense. For example, this code should be used when the requirement can be met by populating a table or modifying a screen so long as these tables or screen changes would not affect system update. 2 - System can meet requirement with minor code modifications with no impact on future releases. Modifications are placed in production by the implementation date with no additional cost for modification; the modification becomes part of the next system release. 1 - System will not meet requirement and will require modification(s). Testing and production of modifications will be in place prior to implementation date; however, the customer will assume a cost above the basic system cost for future updates. 0 - System will not meet requirement, and modification in time for implementation is not possible. N/A – The requirement does not apply to the proposal
Comments
In this column, please provide additional information about your responses. In particular, we want to know: If your description includes any features that are not part of the base system package. If your response includes uses of third party software, ad-hoc query tools, “creative” use of exiting features, or custom modifications Although costs are requested in a separate section, please provide a realistic dollar estimate if there is additional cost associated with your solution, and whether that cost is due to additional software purchase or modification work.
The vendor will also provide a technical architecture diagram(s) documenting the key components of the solution and their inter-relationships. The vendor will document any exceptions to the requirements and compatibility stated in the Technical Environment section.
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Below Section to be completed for All Solutions (regardless of On-Premise or Hosted) # T-1
T-2 T-3
T-4 T-5 T-6
T-7 T-8
T-9 T-10
T-11
T-12 T-13
T-14
Solution Requirements
Code
General Application can be modified and enhanced to meet the City’s business requirements while still maintaining vendor support. User configurable menus, fields and screens. Multiple security/limited view levels that include group, role-based or user access (view, modify, report) . Granularity exists in user security (i.e. page, table, field level). User access can be integrated with Microsoft Active Directory. Application provides for application and data integration via methods such as Web Services, REST. Ability to import/export data in a variety of formats e.g. Excel, XML. Does your product integrate with Microsoft Office e.g. export to Excel, Word, Exchange. Ability for users to execute standard reports. Ability for user to create ad-hoc queries and reports with the ability to save these for future use. Solution includes on-line help, user manuals, installation procedures, configuration and maintenance procedures, and operations manuals. Vendor publishes a hot fix and upgrade schedule. Vendor provides support for software/service accessible 7 days a week, 6am – 10pm Pacific Standard Time. Are customers in production with the solution that you have proposed? If so, how many.
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Comments or Additional Information
Below section to be completed if the proposed solution is On-Premise (i.e. solution resides at the city) #
Solution Requirements
Code
Comments or Additional Information
Servers and Operating System T-15
Support for Microsoft Windows Operating System 2012
T-16
Number of Virtual Servers Required
T-17
Operating System(s) with Version #
T-18
Recommended drive space requirements
T-19
Recommended RAM (GB)
T-20
Recommended # Processors (and Speed if Physical)
T-21
Pre-requisite configuration and software to be installed on Operating System, if any Relational Database Management System
T-22
Support for Microsoft SQL Server 2012 or MS SQL Server 2008 R2
T-23
Estimated database size requirements
T-24
Specific database configuration requirements, if any
Below Section to be filled out if proposed solution is hosted by vendor (i.e. Software as a Service) #
Solution Requirements
T-25
Is your environment Single or Multi-Tenant? If multi-tenant, how do you ensure segregation of client data?
T-26
Do you publish a standard Service Level Agreement?
T-27
What is your application availability as a percentage?
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Code
Comments or Additional Information
5.01
Activity Records Requirements
#
Solution Requirements
AR-1
Activity data fields are to include all of the following elements: Activity number (Course Number) Activity name Season (Trimester) Category Sub-Category Instructor Location – Parent/Child Staff Supervisor Activity Status Start and End Date Start Date and time for resident, nonresident and member resident registration Minimum and maximum age by year Minimum and maximum age by month Minimum and maximum enrollment levels Prerequisite activity Text areas for catalog, receipt notes, and internal staff notes, supply lists Calculation and storage of all session dates, times, and hours Multiple activity fees per activity by defined criteria Class Descriptions for Parent and Child activities (i.e. one description for overall day camp, and one description for each individual week of camp.) Scholarship Information The software supports entry of all data elements defining an activity. Define recreation activities by season (i.e. trimester or annual) Assign user-defined categories and subcategories to recreation activities. Indicate level of proficiency necessary for participation in recreation activities. Assign a location including building and room in which a recreational activity will meet.
AR-2 AR-3 AR-4 AR-5 AR-6
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Code
Comments or Additional Information
#
Solution Requirements
AR-7
Track clients waiting for a specific class or activity (wait lists) Ability to provide priority registration for returning clients to the same activity in different seasons (trimesters)/sessions. Provide the ability to batch roll over programs. Assign the time of day and day of the week recreational activities are to meet. Automatically indicate next client on the wait list of oversubscribed classes in the event of a cancellation or refund request by another client. Maintain a description of all classes/activities offered. The system will denote each activity that has a waiting list for easy identification when viewing an activity list. Allow the transfer of clients from one section, class or activity to another with similar or different fees. Provide the capability to manually override/adjust class roster limits. Identify activities that do not meet minimum registration limits and provide a mechanism to easily cancel the activity from the same screen. Provide an “instant” registration allowing for real time client registration and confirmation/receipt emailing or printing. The software will automatically calculate all session meeting dates and generate a complete list of all dates, total session meetings and total session hours. Special notes; prompts; may be assigned to individual activities, a special enrollment notes screen will automatically appear during any enrollment in this activity. A participant can be enrolled in multiple activities without having to reselect or reinput the participant’s name each time. A browse list of activities in alphabetical order would display multiple field information from the courses. The software must support the batch advance of participants to the next age and/or grade level as a function of the system.
AR-8
AR-9 AR-10 AR-11
AR-12 AR-13
AR-14
AR-15 AR-16
AR-17
AR-18
AR-19
AR-20
AR-21
AR-22
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Code
Comments or Additional Information
#
Solution Requirements
AR-23 System allows new enrollment, refunds, adjustments, scholarships, transfers, wait list entries, credits (refundable and nonrefundable) and voids. AR-24 The software must accommodate skip days assigned to individual activities in addition to the skip days assigned globally. AR-25 Software allows for “retiring” of enrollment data and rosters at the end of a season to allow for easy setup of the software to handle the upcoming season. Retired data is stored in a historical file, and is accessible for marketing purpose. (Retiring should not be done automatically). AR-26 Software will allow for registration of participants into activities offered in multiple seasons at the same time, such as registration in both late Summer and early Fall programs. Software does not require one season to be closed before starting another allowing simultaneous operation of multiple seasons. AR-27 Software operates simultaneously with and shares data with the Internet registration module to allow customers to register themselves into activities via the web. AR-28 When interfacing with league scheduling, the activity registration module can accept enrollments into team sports activities and automatically add players onto a league scheduling team roster. AR-29 When interfacing with facility reservation module, the activity registration module will automatically calculate all activity session meeting dates and allow facilities to be scheduled and reserved as new activities are entered. AR-30 System includes a designated function that is specific to group or mass registration, allowing a large number to be registered quickly. AR-31 System will allow one person to purchase programs at different price points. For example; an adult can purchase 3 adult tickets at $74 each and 2 children tickets at $47 each for zip tour. AR-32 Multiple instructors can be assigned to each activity.
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Code
Comments or Additional Information
#
Solution Requirements
AR-33 Software automatically checks and notifies the operator if there is a conflict with the attempt to enroll a participant into an activity. AR-34 System tracks all of the following instructor information: Instructor Last Name Instructor First Name Address Multiple Phone number(s) Indication of whether phone numbers can be released to students Instructor ID number Instructors skills Instructor’s attributes; i.e.: certificates, awards, etc. Default type of payment, including fixed fee, percentage, or variable fee Link to instructor professional services agreement in Document Management System. AR-35 System will be able to track multiple waivers per registration, including: Waiver of Liability Photo Release Waiver Scanned copies of waivers, or verification of electronic signature for online waivers, can be attached to each registration. Waiver status can be modified after the registration is completed. AR-36 System will be capable of capturing data via custom forms (i.e. child information forms for camp programs, etc.). Custom forms can be developed by system administrators.
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Code
Comments or Additional Information
5.02 #
Client Records Solution Requirements
Code
CR-1
Participant data fields include all of the following: First name Last name Middle Initial Address Multiple fields for phone numbers including area code Birthdate and auto-calculated age Residency status integrated with city GIS to automatically validate entry Gender Participant ID number Family or household ID number Denotation of head of household Customer balance Customer/Account Type Text notes Email address Participant photograph Email Communication Opt-Out CR-2 Software allows search on multiple fields including the use of wildcard character(s). CR-3 Track participant records by individual, organization and household. CR-4 Software is able to use GIS or other mapping tool to verify a customer’s residency status. CR-5 System should have waivers with date range of when waiver has expired. CR-6 Maintain participant liability waiver/release history. CR-7 Maintain participant history of classes and check against any prerequisites for registration CR-8 Maintain participant photo waiver/release history. CR-9 Maintain a participant history file with relevant medical history information within the HIPPA laws. CR-10 Provide additional fields for recording demographic information on participants. Page 27 of 82
Comments or Additional Information
#
Solution Requirements
Code
CR-11 Maintain a participant history file with emergency contact including name, telephone number, and relation to client. CR-12 Search for participants through use of bar code/magnetic stripe scan from ID card. CR-13 Allow storage of multiple addresses for a client. CR-14 Support categorization of participant addresses (i.e. mailing addresses, mother’s address, work address, etc.) CR-15 Allow special discounts for frequent or special category participants. CR-16 Ability to apply payment to someone else’s account. Third-party payment. CR-17 Ability for client to create account online in real time.
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Comments or Additional Information
5.03
Desktop Publishing/Activity Promotion
#
Solution Requirements
DP-1
Provide the ability to custom-generate a report using embedded InDesign Markup Language tags, including: Activity and Course Title Activity and Course Description Course Number Start and End Date Start and End Time Days of Week Location (Facility and/or Room) Direct URL for course registration Instructor Name and profile Instructor Credentials Export should be to a text file, and have the ability to be customized. Software will export activity data into a file for use with a desktop publishing program for the production of an activity guide, course catalog, or activity flyers. Provide the ability to export email addresses by account type (family, business, league contact), including: Email Address Last Name First Name Account ID Number The export should be to a CSV file. The export should be able to be filtered by any type of data captured in the system. including – but not limited to: Super users can access data within the system via ODBC connection and rolebased permissions to data. Views created to pull the data into a usable format. Reports available as Views.
DP-2
DP-3
DP-4
Code
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Comments or Additional Information
5.04
Financial Processing
#
Solution Requirements
FP-1
Flag accounts with problems, (i.e. missing records, balances due, etc.) Multiple transactions can be combined to a single receipt, such as combining a new enrollment, a refund, and a transfer onto a single receipt to meet overall POS needs. Allows for multiple customization of receipt format. Different sites have different receipt formatting needs. Software allows designated fields to be mandatory to fill out. Provide the ability to reprint current receipts, and to easily search historical receipts and reprint them. Provide the ability to email receipts. Software must support the assignment of an multiple fees for each activity and the ability to assign each fee to a different revenue account. Software can interface to and automatically trigger a cash drawer. Software can maintain an audit log of automatic and manual cash drawer operations. Software will produce customer invoices. Software automatically calculates the cost of activities as participants enroll including calculating pro-rated fees for missed sessions. These fees may be overridden with proper security/authorization. Software allows deposit to be accepted for activities, including partial payment at the time of enrollment and later collection of the remaining balance. If a partial payment is received, software will allow and automatically create a payment plan for the customer. Payment plan can be manually overridden. Interface with accounts receivable and the general ledger system to allow data exchange in both directions. A customer account management and accounts receivable system is included to track customer balances and provide reports for all payments coming due.
FP-2
FP-3
FP-4 FP-5
FP-6 FP-7
FP-8 FP-9
FP-10 FP-11
FP-12
FP-13
FP-14
FP-15
Code
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Comments or Additional Information
#
Solution Requirements
Code
FP-16 Individual instructor’s pay calculations methods can be entered for one or more instructors per activity. Payment methods include: Percent of revenue collected Fixed contract fee Variable fee Hourly pay Any combination of the above FP-17 Software will produce instructor payment reports, showing total of all payments due, payments made to date and balance owed. Calculations will be performed automatically, as necessary, by determining the payment type, number of students enrolled, etc. FP-18 Prompt the user when over-or underpayment occurs. FP-19 System will track and record deposits from activities, memberships, rentals and leagues. FP-20 Prepare periodic billing for activities, rentals and memberships with balances. FP-21 Integrated credit card processing with EMV standards. FP-22 Print client payment history. FP-23 Allow billings to be split between individuals and/or group. FP-24 Allow for refund processing of activity registrations, rental league, memberships, and deposits. FP-25 Allow both refundable and non-refundable credits on client’s account. FP-26 Able to create, generate and track scholarships, family discounts, variable discounts, etc. FP-27 The software must allow for entry of rental charge data into a facility rental price list. The price list will be used automatically to price charge new reservations, including hourly charges and deposits. New charges include fees for deposits, rental, customer type, facility use type, scaled fees, group size, date/time of use, and appropriate facility charges. FP-28 Software must track revenue by room/facility or other user-defined subset. Page 31 of 82
Comments or Additional Information
#
Solution Requirements
Code
FP-29 Facility rental prices list allows unique charges for each facility and variable charges based on customer types such as resident, non-resident, profit, nonprofit. Software will allow entry of multiple customer types. FP-30 Facility rental prices list entries to include identification and handling of deposits. The system will automatically generate a list of deposits to be refunded unless withheld for damage or other reasons. FP-31 Software able to generate multiple taxes. FP-32 Software must track income and revenue for each module’s package type, broken down by individual fee charged, adjustments, and net revenue. FP-33 System is independent of the payment processor. FP-34 System is able to apply multiple GL accounts to any POS, activity, rental, membership or league. FP-35 Set up of an unearned/deferred revenue account is optional within the system should the City decide to immediately recognize revenue. FP-36 System should be configurable to limit the number of users who can flag GL accounts as taxable or non-taxable. FP-37 Auditors should be able to trace every transaction back to its source within the system. FP-38 System should have a method for converting outstanding balances from the old system to the new (unearned revenue, receivables outstanding, NSFs, credit card in process, etc.) FP-39 Ability for Accounting and/or Treasury divisions within Finance to have read-only access to account/master data setup. FP-40 Invoice search fields include but are not limited to: dollar amount, customer number/account, customer name, account type, account number, street address, invoice date, transactional group (a configurable field for the purpose of distinguishing functional groups within the City). Ability to configure those invoice search fields by transactional group.
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Comments or Additional Information
#
Solution Requirements
Code
FP-41 Override auditing when a completed transaction needs to be modified. A report that details all overrides over a user-defined period of time (by user, terminal, date transaction overridden). Optional configuration to require high security level users to override transactions. FP-42 System needs to interface to/from multiple existing systems at the detailed transaction level, including but not limited to JD Edwards (GL/invoice lookups, AR/GL exports, refunds), Advanced Utility Systems CIS (billing/address lookup, payments), CSDC Systems Amanda software (permitting information and payments). Update frequencies between systems should be as close to real time as possible. FP-43 “End of day” button or automated process that ensures transactions for the day are reset or committed and cannot be modified by cashiers (with option to reset per terminal, location, by user, or any combination thereof). FP-44 Check endorsement, receipt, credit card swiping devices, credit card “dipping” functionality. FP-45 Software is compatible with new EMV terminal chip and pin/chip and sign technology. FP-46 CVV or PIN credit card data is not retained once a transaction is complete. FP-47 Software is compatible with printers capable of franking checks with “Electronically Represented”. FP-48 The system can issue refunds electronically for any type of payment that originated with the system (permits, utilities, deposits, etc.) FP-49 If a refund is issued electronically, the system knows if the credit card used for the original payment has expired. Approved staff can go into the system to provide options to change refund type from original payment type to alternate refund type for credit cards only and tracks reason for change (i.e. Card cancelled, stolen, disabled w/comments). Page 33 of 82
Comments or Additional Information
#
Solution Requirements
Code
FP-50 Sensitive customer data (bank card, bank account number, customer’s name and other identifying information) can be protected by restricting access to the data. FP-51 For one-time transactions, the 16 digit credit card number and expiration date will be retained for 30 days. Only the last 4 digits of the credit card number will be retained after 30 days. FP-52 System may still record transactions when the network is down and upload transactions and confirm valid bank cards once the network is back up. FP-53 System shall accommodate cash basis, modified-accrual, and other accounting methods. FP-54 System should incorporate Generally Accepted Accounting Principles (GAAP), as it relates to Governmental Standards, in all modules. This includes, but is not limited to, internal controls, audit trail, revenue tracking, etc. FP-55 System will allow sale of “debit cards” that can be preloaded for a dollar value that can be used for any offerings in our Parks organization. (i.e. zip tour, membership, tennis, program activity, etc.) FP-56 Software is compatible with printers capable of endorsing checks. FP-57 System must be able to process payments for goods and services that were not originated within the system. FP-58 High security level users are able to run end of day deposit reports for each terminal.
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Comments or Additional Information
5.05 #
Facility Reservations Solution Requirements
FR-1
Facility data fields are to include all of the following elements: Facility Code/ID Facility Name Center/Complex Address Day and evening phone Staff supervisor Facility type Area default usage type (hourly or daily) Opening and closing times Overlapping facilities and facility attributes Text facility notes Facility and field “skip dates” Default Use permit disclaimer Custom contract form to use Minimum reservation time, in minutes Denotation of whether facility is open 24 hours per day Alternate contact Alternate contact information (telephone number(s)) Closure information (holidays, maintenance, etc.)
FR-2
Software allows entry and management of multiple centers, facility types, and facilities. Software can search for facilities based on any one or combination of parameters. The software will automatically accept field and facility reservations as new league schedules are created, without requiring any duplicate or additional entry. Software will also allow the League Scheduling module to access field and facility reservation data so that it will create new schedules and “schedule around” any field dates and times already reserved or already in use. The software must accommodate individual skip days for each Center and Facility in addition to those days assigned globally. Software able to provide security level restriction for booking facilities.
FR-3
FR-4
FR-5
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Code
Comments or Additional Information
#
Solution Requirements
FR-6
Software allows for user definable periodic retirement of old reservation data. Retired data is stored permanently in a historical file, and is accessible for marketing purposes. Software will allow reservations to be processed for up to 2 years in the future. The software allows for the tracking of equipment inventory within each facility, center, and across facilities and centers. Facility reservations may be entered by the staff person that has access to that center or facility. Any staff with the appropriate access, may enter a facility reservation. Software to produce a facility statistics report, with all of the following elements: Center name Facility type Facility name Total days available Total hours available Total days reserved Total hours reserved Usage percentage by day Usage percentage by hour Attendance/participation Breakdown by usage type (activity, rental, league, administrative booking, etc.) Revenue by usage type Software allows for default charges to be entered for facility types and customer types. Charges can also be designated for individual facilities. Software enables all of the following: Entry of new reservations Generation of permit contracts Generation of payment receipts Prevention of facility double booking Generation of custom set-up forms Software allows multiple facilities to be rented by a single customer in one step, without requiring multiple permits or duplicate data entry.
FR-7 FR-8
FR-9
FR-10 FR-11
FR-12
FR-13
FR-14
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Code
Comments or Additional Information
#
Solution Requirements
FR-15 Software provides a user-configurable onscreen scheduling calendar, which displays existing reservations and allows “point and click” selection (via mouse) of new dates and times to reserve. FR-16 On-screen scheduling calendar is userconfigurable by view by day, by week, or by month at a glance. Time increments in the scheduling calendar may be set as low as 5 minute increments up to 2 hour increments. FR-17 Software handles 24 hours, overnight, and multiple day reservations. FR-18 Software allows searching for unique keywords within specific facilities, such as searching meeting rooms by also being able to specify that the desired room must have a cable TV hookup. FR-19 Software will search and display for multiday or multi-facility reservations. FR-20 The software will allow attachment of one or more user-definable Condition of Use text boxes along with each reservation that is processed. The disclaimer text will appear on permit contracts which are produced. FR-21 The software will allow reservations to be processed for individuals, companies or both. If a company is used, the software will allow entry of contact persons. FR-22 Software to track event name and number of person attending for each reservation. After the reservation is completed, the event name is displayed in the scheduling calendar. FR-23 Software to allow entry and storage of standard set-up instructions, which can be individually stored and customized for each type of facility. When a reservation is processed, the software will allow attachment of standard setup instructions, and also allow entry of specialized or custom set-up instructions. FR-24 Software to notify a user or participant if there is a conflict with the time attempted to reserve. FR-25 Software must produce reservation permit contracts on demand or printed in batches. FR-26 Software allows reservation permit contracts to be emailed as PDF files.
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Code
Comments or Additional Information
#
Solution Requirements
FR-27 Software allows reservation inquiry by person’s name or facility name, and provides printed reports or on-screen review of all reservations. FR-28 Software produces a reservation master report, including all of the following options and data elements: All reservations for a specific center All reservations for a specific facility; meeting room or ball field All reservations for a specific date range All reservations for a specific customer Combinations of the above FR-29 Software produces graphical usage calendars, in monthly, weekly, and daily format. These calendars can be printed or viewed on-screen. Usage calendars should include reservations, activities, leagues, and administrative bookings. FR-30 Software to produce a facility event set-up report for the maintenance staff, which includes all facility use for a selected date range, and includes set-up instructions. FR-31 Software allows existing permit contracts to be recalled for editing and changes. FR-32 Software will eliminate charges associated with an individual reservation due to rainout but maintain the reservation on the facility calendar. FR-33 Software allows the creation of a lightschedule table integrated with the scheduling program. When a facility reservation is entered which is subject to the light schedule, then the system will automatically charge for appropriate light fees. FR-34 System should allow for accounting separation of damage deposit and down payments. The two are often handled differently and it would be easier to track. FR-35 Software is integrated with Musco Control Link lighting control system. FR-36 Software allows existing permit contracts to be sorted by event date or chronologically.
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Code
Comments or Additional Information
5.06
General
# GN-1
GN-2
GN-3
GN-4 GN-5
GN-6
GN-7
GN-8
GN-9
Solution Requirements Proposed software is currently installed and operating at other customer locations in the United States with the proposed modules and configurations. Facility reservation software will generate league scheduling based on existing field usage and reservations to ensure there are no conflicts. All software modules may operate independently but have the ability to share common data for participants, and companies with the other software modules. Ability to generate Ad-hoc reports through use of queries on the fields of the screen. A printed user manual must be provided with the software in addition to online context sensitive help. Software allows entry of global skip days, such as Christmas day. These skip days will apply to all software modules but may be overridden manually with proper security/authorization. Software offers security features to grant/deny access to software functions for each user to the menu level. System provides user definable security supporting the restriction of access to system functions at the screen and function level. Information included in common data files, such as address; telephone number, etc. can be updated, changed, or deleted entirely from within each individual software module. This information can also be updated without entering any of the software modules through the use of account or client module. The software allows entry of a table that includes all pertinent zip or postal codes, and the corresponding city. During enrollment, the staff may enter a participant zip code, and the software will pre-fill the corresponding city name automatically. This table must be used by all software modules used in the system for this type of information. Page 39 of 82
Code
Comments or Additional Information
#
Solution Requirements
GN-10 System provides test and or training environment to sample data to demonstrate the functions available and aid in learning the new system. GN-11 Software can operate individually, or operate simultaneously and share data with “companion” software modules to provide an integrated solution. GN-12 System must have mechanism to list staff and instructors. GN-13 System peripheral devices are as small and quiet as possible (e.g., receipt printers). GN-14 System can require passwords to be changed at least every 90 days. GN-15 System is set up to allow for dashboard functionality that is easy to set up. GN-16 System is able to utilize a variety of social media outlets for marketing. GN-17 Mechanism is place to transfer credits and outstanding balance from old system to the new system. GN-18 System is able to set up email reminders for a determined time for programs, personal trainer, tennis or tee times, etc.
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Code
Comments or Additional Information
5.07
League Scheduling
#
Solution Requirements
LS-1
The software must accommodate individual skip days for each league schedules in addition to those skip days defined globally. Software to track categories, such as softball, and allow multiple schedules to be produced for each category. Software to track team data, including team name, manager name and address, and any time restrictions when teams cannot play. Software must be capable of creating schedules without relying on pre-existing scheduling templates. Software must be able to read data on existing fields reservations, and create new schedules around any times currently reserved. If a time is reserved the software must attempt to schedule the next available time that day or the next game day if the time exceeds the hours of operation for the facility. After a schedule is produced, the software will automatically create field reservations in the facility reservation module without duplicate data entry. Software must be capable of producing schedules based upon a user-specified number of round robins and a userspecified number of weeks. Software must allow the user to specify the number of times per week a team will play up to the maximum number identified game days per week. The software will then use this information in scheduling the league. Software must use time restrictions entered for each team to prevent automatic scheduling of games during these restricted time slots. However, the system must include a mechanism for manually overriding these restrictions with proper security/authorization. Software must allow the user definition of multiple time-slots for each play day of the week, such as 6, 7, 8 and 9PM on Monday evenings.
LS-2
LS-3
LS-4
LS-5
LS-6
LS-7
LS-8
LS-9
LS-10
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Code
Comments or Additional Information
#
Solution Requirements
LS-11
Software must be capable of automatically scheduling dissimilar times on different and multiple days of the week, such as only 7pm on Mondays, but also 1, 2, 3 or 4pm on Saturdays. Software must be capable of automatically scheduling double headers. Software to create schedules for as few as 3 and up to 99 teams. If double headers have been specified, the software must allow the user to choose whether or not to schedule the double headers back to back. Software must automatically balance schedules, and offer the following balancing methods: Balance time slots evenly for each team. Balance time slots evenly for each team, with no time slot gaps. Balance sites/fields assignments evenly. Balance sites/fields assignments evenly, with no time slot gaps. Balance sites and time slots evenly for each team. Software must be capable of creating schedules using a single field or multiple fields. When automatically creating a schedule, the software must identify conflicts that cannot be resolved by the system. The user must then be permitted to manually resolve the scheduling conflicts. The software must include an on-screen customization feature, which displays the entire schedule and all pairings, and allows the user to make changes to existing schedules. If changes are made, the software must automatically detect and prevent corruption of the schedules such as double scheduling of games and double scheduling of fields. The software must allow scheduling of umpires/referees automatically but make it possible for the user with the appropriate access to manually override any assignments. Software uses an algorithm-based scheduling method.
LS-12 LS-13 LS-14
LS-15
LS-16
LS-17
LS-18
LS-19
LS-20
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Code
Comments or Additional Information
#
Solution Requirements
LS-21
Software to produce all of the following reports: Numbered pairing schedule Team name pairing schedule Individual team schedule Game distribution report Site distribution report Time distribution report Team vs. Team distribution report League ranking report League box scores report Software must track scores and standings, allowing entry of scores after games have been completed. The software must accommodate scheduling track and field events. Activities can be designated as team sports, such as soccer. When identified as a team sport activity, the software will: Automatically track player and team names during the enrollment process Track the maximum number of players per team and prevent over-enrollment Automatically assign players to teams if desired by staff Produce activity rosters that are sorted in order by teams and players Allow manual override of team assignments Allow players to be transferred between teams Ask for T-shirt Size Software must have a mechanism to generate suspensions for teams or individuals. Software must allow user-definable scoring methods in addition to the standard scoring methods. An example would be awarding points for sportsmanship. System must allow for referees, coaches and team members to access information about their team, league, practice and game schedules, playoffs, etc. System must allow for online display of team, league, practice, and game schedules, playoffs, standings, etc.
LS-22
LS-23 LS-24
LS-25
LS-26
LS-27
LS-28
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Code
Comments or Additional Information
5.08
Mailing Lists
#
Solution Requirements
ML-1
Software supports the creation and tracking of an unlimited number of mailing lists. Mailing labels and email lists can be produced for any individual or combination of rosters. Mailing labels and email lists can be produced for all or groups of instructors. Mailing labels and email lists can be generated to capture: Participants Specific city or combination Specific zip code or combination Resident or non-resident status Age User Group Season (Trimester) Gender Specific activity or combination Last registration date Activity wait list status Combinations of above The system must provide a mechanism for individuals to opt out from all mailing lists, while still retaining an email address in the system. Software must allow an unlimited number of mailing lists to be associated with a facility, registration, membership or league scheduling. Software must allow mailing lists to be exported to a comma-delimited format with the following fields: Last Name First Name Email Address Participant ID Number Mailing List Name User-definable field(s) Export must be compatible with ConstantContact or other export tool. Mailing list functionality (i.e. ability to access email functionality, etc.) must be able to be restricted based on user security permissions.
ML-2
ML-3 ML-4
ML-5
ML-6
ML-7
ML-8
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Code
Comments or Additional Information
5.09
Master Records
#
Solution Requirements
MR-1
Maintain a master listing of all facilities available for class activities including a description, address and directions. Maintain a master list of all rooms within a facility including occupancy limits and description of room. Maintain a master listing of instructor profiles including address, telephone, and certifications/qualifications. Maintain a master listing of all participants and family account information. Maintain a master listing of all leagues and teams. Maintain a master listing of all memberships. Maintain a master listing of classes/activities including detailed descriptions. Ability to revise notes, comment, etc. for each activity by season (quarter). Ability to update/revise master listings seasonally (by trimester) for any circumstances related to that season (trimester).
MR-2
MR-3
MR-4 MR-5 MR-6 MR-7
MR-8 MR-9
Code
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Comments or Additional Information
5.10 # M-1
M-2
M-3
M-4 M-5 M-6
M-7 M-8 M-9
M-10
M-11 M-12
M-13
M-14
Membership Solution Requirements Membership data fields are to include all of the following elements: Membership package number Membership package name Variety of membership package fees Discount Maximum number of uses Daily pass ID Package Description Software allows memberships to be renewed using the same/prior pass numbers Software supports use of existing membership cards and barcodes without re-issue, front desk or online. When card is scanned it records the visit and brings up a picture of the cardholder, so identity can be verified. Software shows credits and refunds of memberships. Software handles sales of daily passes Software allows pass numbers to be assigned to a customer either at the time of sale or at a later time. Software allows multiple memberships on a single card. Software supports use of bar code scanning. Software supports manual keyboard input member information in case of scanner failure. Software is compatible with creating membership cards with barcodes, using equipment that is either in place or optionally available. Software is capable of interfacing with identification card production systems. When the bar code reader scans a membership card, it automatically verifies the card to be valid and updates the member’s attendance record. Software produces a visual and audio warning if a scanned membership card is invalid. Software supports single membership for family on multiple cards. For each member their visit would be recorded regardless of the card used against the single membership. Page 46 of 82
Code
Comments or Additional Information
5.11
Point of Sale
#
Solution Requirements
POS-1
Software has the ability to calculate and track customer balances, accept customer payments on account. Software has the ability to post adjustments to a customer’s account balance. Software allows collection of payments by cash, check, credit card, gift certificate, or from account if the customer has a credit balance. Ability to make purchase at online POS without creating an account. Access for non-client transactions; i.e.: donations Incomplete payments can be accepted including “split” payments with part from different tender, part from account, etc. System is able to apply multiple GL account to any POS button. System is able to configure shortcut/function keys on screen that map to specific transaction types and business rule for processing. MyBuildingPermit (MBP), paperless permitting) integration with Amanda via POS for real time payments posted to Amanda and receipt generation back to customer. System allows online payment of services; currently due and advance payment, 24/7/365; (utility billings; misc. rentals, etc.) and payments posted the interfaced system as a completed transaction. POS functionality will include mobile application integration and meet all current PCI, NFC (near field communication) technology (i.e., Apple pay or Google Wallet) and EMV standards. Credit card reader allows customer to enter their email address if they prefer to have their receipt emailed to them. System has the ability to map long GL codes to “Speedy Codes” that allow user to enter a shortcut code that represent a single, full GL code. POS buttons and associated functionality are configurable per terminal and other functional groupings. Software allows offline transaction when network is down, to automatically upload when network is back up.
POS-2 POS-3
POS-4
POS-5
POS-6 POS-7
POS-8
POS-9
POS-10
POS-11
POS-12
POS-13
POS-14
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Code
Comments or Additional Information
5.12 # SV-1
SV-2 SV-3 SV-4 SV-5
SV-6 SV-7 SV-8 SV-9 SV-10 SV-11 SV-12
SV-13
SV-14
On Screen Viewing Solution Requirements Provide on-screen viewing for historical record of client registrations and financial information. Provide on-screen viewing of course descriptions. Provide on-screen viewing of instructor profile information. Provide on-screen viewing of multiple activities simultaneously. Provide on-screen viewing of historical record of any transaction previously generated. Provide on-screen view of participation reports/statistics. Provide on-screen viewing of reports, including financial reports. Ability to query on screen and view results. Provide on-screen viewing of transaction receipt records. Provide on-screen viewing of class/ activity rosters. User definable sort order for online viewing of class/activity lists. During enrollment, the receipt number is displayed on screen for recording on customer’s check even if the receipt is not printed. All reports may be printed and/or viewed on-screen. If viewed on-screen, a zoom feature is provided to enable closer examination of the report. Software allows inquiry by participant’s name, and on screen review of all registered activities current and historic and the current balance of the participant’s account.
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Code
Comments or Additional Information
5.13 # RP-1 RP-2 RP-3 RP-4 RP-5 RP-6 RP-7 RP-8 RP-9 RP-10 RP-11 RP-12
RP-13
RP-14 RP-15 RP-16 RP-17 RP-18
RP-19
RP-20
RP-21 RP-22 RP-23
RP-24
Reports/Printing Solution Requirements Software produces enrollment receipts either on demand or in printed batches. Print instructor profiles. Print equipment lists. Print all standard reports saved in the system. Print special instructions and comments. Print adhoc on-screen query results. Print wait list reports. Print activity attendance sheets. Print client payment history. Print facility location descriptions. Print program schedules by day, week or month. System includes a built-in financial report engine common to all modules that allows the export of financial data to an external accounting system at least once per day. Provide for customized agency logos to be printed on forms without the use of preprinted forms. Print or view activity/section rosters. Print or view activity program descriptions. Software is able to produce receipt printing based on user defined criteria. Able to print receipts and reports on plain/standard paper. Provide the ability to print month-end and season/quarter/trimester summary of financial records. Provide the ability to print season/quarter/trimester end summary of activity participation. Software is able to produce batch printing of client mailing lists based on user defined criteria. User definition of titles/footers on forms Print program, league, facility and membership fee matrices. Software produces net revenue reports, including a summary or detail format, and sorted by facility, center, or revenue account. Software allows rosters to be sorted and printed by a variety of queries from data fields. Page 49 of 82
Code
Comments or Additional Information
#
Solution Requirements
RP-25
Software produces attendance sheets that include actual session meeting date(s) and a capability to sign in and sign out. Software produces rosters, including all of the following options and data elements: Range of activity numbers Specific revenue account, category, instructor, or supervisor Activities starting within a specific date range Detail or summary roster formats. Printed rosters, or mailing labels for participants on a roster Inclusion/exclusion by enrollment type, such as wait list, etc. Software will produce and print wait list confirmations. Text to include on receipts, vouchers, and wait list confirmations is user definable. Software will produce and print all the following “End of Day” reports: Net Revenue by summary, by revenue account Receipt payment report, listing all receipts processed, payment type, and totals Payment distribution summary, showing all payment distributions Account transfer report, showing funds flow among revenue accounts Financial summary for “at a glance” executive review Software produces monthly and yearly reports similar to the End of Day reports. Daily, monthly, and yearly reports can be specified by date range, starting and ending receipt numbers and starting and ending gift certificate numbers, etc. Software produces summary and detail income, expense, and net revenue reports. Each of these reports can be sorted by activity, location, season (quarter/trimester), category (program area) or revenue account. Software produces refund report, showing all refunds for a specified date range. Software produces reports of all deposits coming due.
RP-26
RP-27 RP-28 RP-29
RP-30 RP-31
RP-32
RP-33 RP-34
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Code
Comments or Additional Information
I think this is overkill, it’s kind of covered
#
Solution Requirements
RP-35
Software produces registration trend reports by user-defined criteria (i.e. 5-year registration trend data for summer day camps for a specific date). Software produces all of the following activity reports: Master report listing all activities, descriptions, dates, times, etc. Report listing all activities and all text descriptions, notes, etc. Under minimum enrollment report Over Maximum enrollment report Full activity report Activity totals and statistics (registered, attended, historical comparisons) Facility usage by activities and sessions report Participants by school, age, area, city, zip code, etc. Resident and non-resident participation Duplicated and unduplicated participation Online vs front desk registration Print cash transaction report and receipts. Print refund vouchers. Print over/under payment report. Print general ledger summary. Compile and report statistics on types of and number of participants/clients. Compile and report statistics on the number of registrants. Compile and report statistics on the number and types of activities per session. Display statistics using graphics representations (i.e., pie charts, bar graphs). Software produces reports, by activity, for income, expenses, and net revenues. Facilities module allows reporting rain-out occurrences. Software will produce all of the following membership package reports: Basic report on packages, showing package ID, name and sales level Text report on each package, showing package description Sales report by package, including income, refund and net revenue totals. Voucher report by package, including
RP-36
RP-37 RP-38 RP-39 RP-40 RP-41 RP-42 RP-43 RP-44 RP-45 RP-46 RP-47
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Code
Comments or Additional Information
# RP-48 RP-49 RP-50 RP-51 RP-52 RP-53 RP-54 RP-55
RP-56 RP-57
RP-58
RP-59 RP-60 RP-61
RP-62 RP-63
RP-64
RP-65 RP-66
Solution Requirements refund information Software produces reports of membership rosters of each membership packages. Software produces renewal and non-renewal reports. Software produces membership usage reports. Software produces population and demographics reports. Software produces daily activity report. Software produces credit card expiration report. Software produces income reports by membership package. Software allows end users and/or system administrators (via role based permissions) to create custom reports for use by defined system users. Provide a sample of every report the system produces. Compile and report statistics on the revenue generated within a given time period by site, program, GL account, etc. System has a scheduler that allows reports and exports to be scheduled automatically and emailed to one or more individual or group email accounts. Detailed report about transaction history over a user-defined time period. Graphical display of busy and slow times of the day, by terminal. Software produces a refund report showing all refunds for a specified date range, center, or facility. Users can export the reports they are authorized to use to Excel. Receipts can be printed from the computer to a standard printer (8.5 x 11 paper) in lieu of a specific receipt printing device. Software to allow for management of and produce reports for all overlapping facilities, such as soccer field grassy area that overlaps the outfield area of a ballfield. Software to produce reports of all centers, facility types, and individual facilities. Software will produce an instructor payment history report.
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Code
Comments or Additional Information
5.14 # WA-1
WA-2
WA-3
WA-4
WA-5
WA-6
WA-7
Web Access Solution Requirements Web access registration must perform all functions as an operator assisted registration. This includes but is not limited to the following: Enforcement of all constraints Gathering information required for specific activities Interfaces with other modules for automatic update of information based on the function performed. Creation of client account Completion of transaction with option to print waivers, confirmations and receipts Software must utilize the information contained in the activity records to dynamically populate web pages for use in web-based activity registration. Software must be capable of displaying an activity and its corresponding description through direct entry of the activity number or by use of a hyperlink menu system. The software must dynamically utilize a hyperlink menu system based on the activities and categories in the activity registration system. The software must accommodate linking directly to a parent and/or child activity, an activity type, activities occurring at a specific facility, or activities returned as part of a search. The software must include a search capability to query different aspects of the website and return hyperlink results for easy navigation based on the search results. Search capability must allow users to query courses based on one or more of the following criteria: Location Date Time Participant Age Program Cost Keyword Keyword searches must query entire parent and child activity title and description, and not be character limited. The software must include search analytics, allowing system administrators to evaluate commonly used search terminology. Page 53 of 82
Code
Comments or Additional Information
# WA-8
WA-9
WA-10 WA-11
WA-12
WA-13
WA-14 WA-15
WA-16
WA-17
WA-18
WA-19
WA-20
WA-21 WA-22 WA-23 WA-24
Solution Requirements The software must be Google Analytics enabled, and be capable of recording a campaign code. The software must allow system administrators to edit style sheets and templates. The software must allow dynamic display of images associated with courses and facilities. All dynamically created pages must be capable of easily incorporating user defined information while maintaining their dynamic nature. Example: Changing the standard heading, title, or footer information while the page content is dynamically generated. The software must be capable of handling an unlimited number of simultaneous internet connections. The software must be capable of simultaneous participant registration on different internet connections. The software must accept and verify credit card payments. The system must utilize secure connections for accepting and transmitting all participant information. The software must provide the same functionality and security when accessed from any of the current versions of Microsoft Internet Explorer, Google Chrome, or Firefox. The software must dynamically generate web pages based on information contained in the facility scheduling records. The software must process facility booking application and mark the facility occupied pending approval/denial of the responsible staff member. The system must allow facilities, courses, memberships, leagues, etc., to be marked unavailable for web access or booking. The software must provide internal mechanisms for protections against unauthorized access to website information. The software must allow the inclusion of user generated web pages. Software must meet PCI requirements. Software must allow non-client account POS transactions. Software must interface with current City’s financial system.
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Code
Comments or Additional Information
Section 6 - Proposal Evaluation & Vendor Selection 6.01
Evaluation Procedures
Proposals will be evaluated by the Selection Committee. The Selection Committee will consider the completeness of a vendor’s proposal and how well the proposal meets the needs of the City. In evaluating the proposals, the City will be using a criteria evaluation process. Evaluations will be based on criteria as outlined in Section 6.02. All proposals will be evaluated using the same criteria and possible points. 6.02
Scoring & Evaluation Factors
The evaluation factors reflect a wide range of considerations. While cost is important, other factors are also significant. Consequently, the City may select other than the lowest cost proposal. The objective is to choose the vendor capable of providing quality vendor services that will help the City achieve the goals and objectives of the requested services within a reasonable budget. Evaluations will be based on criteria as defined below. All proposals will be evaluated using the same criteria and possible points. Possible Points
Evaluation Criteria Responsiveness/Completeness of Proposal (i.e., Were all the forms completed and everything included that was required by the RFP? Were explanations in Comments or Additional Information areas adequate?)
5
Experience/Qualifications (i.e., Vendor’s experience working within the requested services arena; vendor’s experience working with municipalities; vendor’s ability to successfully complete the scope of services on time and on budget; vendor’s ability to successfully work with City staff; vendor’s references)
15
Scope of Services (i.e., Does the vendor understand what it will take to successfully achieve the goals and objectives of the requested services? Did the vendor propose any revisions and/or changes to the draft Scope of Services that would better serve the City?)
10
Technical (i.e., How well does the vendor meet technical requirements?)
20
Integration (i.e. Does the solution integrate well with City’s other software?)
10
Functionality (i.e., How well does the vendor meet functional requirements?)
25
Budget (i.e., does the budget seem reasonable for the scope of services proposed; does the budget provide the City good value?)
15
Total Points Possible
100
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6.03
Selection Process
After the proposals are evaluated, the Selection Committee will determine whether formal presentations (product demonstration) and interviews are necessary, and if so, which vendors from the ‘short list’ may be invited to make a formal presentation and/or sit for a panel interview with the Selection Committee. If The City chooses to require formal presentations, demo scripts will be sent to each of the invited ‘short list’ vendors. The scripts are required to provide an objective tool for the scoring of the product demonstration. At this time, The City may choose to contact officials from other jurisdictions regarding the vendor, their prior work experience and their ability to successfully complete the scope of services. The City may request clarification or additional information from a specific vendor in order to assist in the City's evaluation of the proposed solution. Two finalists are typically announced and, at the City’s option, invited back for follow up demonstrations and questions. The Selection Committee will then formulate their recommendation for award of the Contract. 6.04
Contract Award & Execution
The City reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be initially submitted on the most favorable terms the vendor can offer. The City may require changes in the scope of services as deemed necessary by the City, before execution of the Contract. The City shall not be bound or in any way obligated until both parties have executed a vendor contract. The general conditions and specification of the RFP and the successful Vendor’s response, as amended by Contract between the City and the successful Vendor, including e-mail or written correspondence relative to the RFP, will become part of the Contract documents. Additionally, the City will verify vendor representations that appear in the proposal. Failure of a vendor to perform services as represented or any misrepresentations may result in elimination of the vendor from further competition or in Contract cancellation or termination. The vendor selected as the apparently successful Vendor will be expected to enter into a contract with the City. The City uses its standard Purchase Agreement, Software License Agreement and Software Maintenance Agreement templates. Those vendors qualifying as ‘short list’ vendors may receive these templates. The foregoing should not be interpreted to prohibit either party from proposing additional contract terms and conditions during negotiations of the final contract. If the selected Vendor fails to sign the Contract within ten (10) business days of delivery of the final Contract, the City may elect to cancel the award and award the Contract to the next-highest ranked vendor. No parties may incur any cost chargeable to the proposed contract before the date of execution of the Contract.
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RFP #15018 Registration and Scheduling System
Form #1 Proposal Form Vendor Name Vendor Address City, State, Zip Code Telephone Email Address
1. Response In response to the City’s Request for Proposal, we offer the following: I.
Cover Letter Signed by vendor representative authorized to bind the proposing firm contractually.
II.
Table of Contents
III.
Executive Summary A one-page high-level overview of the solution being proposed
IV.
Responses to Form 2 - Vendor Information Requirements A. Copy the requirement tables as they appear in Form #2. B. Be sure to provide an answer to each requirement. If the requirement does not pertain to your proposal, enter “N/A” in the table. If there is no table, be sure to provide the documentation requested. Leaving a requirement blank may deem the vendor unresponsive. C. The vendor requirements are: 1) Company Information 2) 3) 4) 5)
V.
Support Staff Information Form #3 Client References Contract Performance (must declare, as defined in Section 3.03) Cost Requirements (as specified in Section 3.04) using Pricing list (Attachment E). It is OK to add items, if appropriate, for clarity.
Responses to Section 4- Technical Architecture Requirements A. Copy the requirements as they appear in Section 4. B. Be sure to provide an answer to each requirement in all sections. If the requirement does not pertain to your proposal, enter “N/A” in the table. If there is no table, be sure to provide the documentation requested. Leaving a requirement blank may deem the vendor unresponsive.
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VI.
Responses to Section 5 - Functional Requirements A.
Copy the requirement tables as they appear in Section 5.
B.
Be sure to provide an answer to each requirement. If the requirement does not pertain to your proposal, enter “N/A” in the table. If there is no table, be sure to provide the documentation requested. Leaving a requirement blank may deem the vendor unresponsive. You are encouraged to include comments and provide exhibits, as needed.
VII. Attachments Please provide the following as attachments to your proposal: “A” Non-Collusion Certificate “B” Insurance Requirements
“C” Equal Opportunity Requirements
“D” Non-Disclosure Agreement “E”
Pricing
“F”
Copy of your software licensing agreement.
This certificate must be notarized and signed Please provide evidence of insurance in the required amounts or a statement indicating your firm will obtain the required coverages and amounts if awarded the contract. Please complete and sign the Affidavit of Equal Opportunity and Title VI Compliance form Please complete and sign the NonDisclosure Agreement Please provide a cost proposal for your proposed solution Please provide as an attachment to your proposal
2. Exceptions Except as noted below, the undersigned hereby agrees to comply with all the terms and conditions put forth in the City’s Request for Proposal.
Signed: __________________________________ Title: ____________________________________
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Dated: ____________________
RFP #15018 Registration and Scheduling System
Form #2 Vendor Information Requirements Company Information Question
Vendor Answer
Type of Proposal being submitted
In-House or ASP (please circle one)
Company Name Home Office Address Washington Business Address Website Address Name of Person to be contacted concerning the proposal Title Address Telephone Number Fax Number Email Address Name of parent company, if applicable Home Office Address Telephone Number Website Address Describe the parent company’s relationship with the vendor Does the person signing the proposal have the authority to sign on behalf of the vendor? Names of companies that will share significant and substantive responsibilities with the vendor in performing the scope of services under the Contract Length of time in business Gross revenue for the prior fiscal year (in US dollars) Percentage of gross revenue generated by implementation and licensing or use of proposed software Total number of clients with the proposed solution installed or in use
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Question
Vendor Answer
Total number of clients with the proposed solution installed or in use serving a customer base greater than 30,000 Total number of other WA City clients with the proposed solution installed or in use. Total number of employees Distribute your total number of employees into the following functional areas: Customer and software support Installation and training Product development Technical programming and customization Other professional services Sales, marketing, and administrative support National, Regional, & Local Office Information Location of national office Location of regional office nearest to Bellevue, WA Location of local office nearest to Bellevue, WA Identify the number of personnel at each location that would provide support for the proposed software (add lines as necessary) Job Title
Location
# of Employees
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Project Staff Information Please duplicate table below as necessary and complete the following table for each of the key project staff members (including subcontractors) who will be assisting the City with implementation and training: Staff member name Position in the company Length of time in position Project position and responsibilities Hours dedicated to project onsite Hours dedicated to the project remotely Education Certifications Previous work experience Technical skills and qualifications for the project Experience installing proposed system: Client name Contact person and phone # Client size (population or customers served) Project Position/responsibilities Start date Scheduled end date Actual end date
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RFP #15018 Registration and Scheduling System
Form #3 Client References Please duplicate form and provide three client references. Client Name Contact Name Title Phone Number Email Address Type of Services Provided Services Provided Similar to the City’s requirements?
Yes – Explain similarities:
No – Explain differences:
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Attachment “A” NON-COLLUSION CERTIFICATE STATE OF __________________________) ss. COUNTY OF ________________________)
The undersigned, being duly sworn, deposes and says that the person, firm, association, co-partnership or corporation herein named, has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competition in the preparation and submission of a proposal to the City of Bellevue for consideration in the award of a contract on the improvement described as follows:
RFP #15018 - REGISRATION AND SCHEDULING SYSTEM
_____________________________________________ (Name of Firm) By: __________________________________________ (Authorized Signature) Title: ________________________________________
Sworn to before me this _______ day of ______________________ 2015.
Notary Public
CORPORATE SEAL:
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Attachment “B” INSURANCE REQUIREMENTS The Contractor shall procure and maintain for the duration of this Agreement insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, his agents, representatives, employees or subcontractors. The cost of such insurance shall be paid by the Contractor. Insurance shall meet or exceed the following unless otherwise approved by the City. A. Minimum Insurance 1.
Commercial General Liability coverage with limits not less than $1,000,000 per occurrence / $2,000,000 annual aggregate.
2.
Commercial Automobile Liability coverage with limits not less than $1,000,000 per accident for any auto.
3.
Stop Gap/Employer’s Liability coverage with limits not less than $1,000,000 per accident/disease.
4.
Workers’ Compensation coverage as required by the Industrial Insurance Laws of the State of Washington.
5.
Consultant’s Errors and Omissions or Professional Liability with limits not less than $1,000,000 per claim and as annual aggregate.
6.
Network Security & Privacy Liability coverage with limits not less than $1,000,000 per occurrence and as an annual aggregate.
B. Self-Insured Retentions Self-insured retentions must be declared to and approved by the City. C. Other Provisions 1.
2.
Commercial General Liability policies shall be endorsed to: a. Include the City, its officials, employees and volunteers as additional insureds, b. Provide that such insurance shall be primary as respects any insurance or self-insurance maintained by the City, Contractor or its Insurance Agent/Broker shall notify the City of any cancellation, or reduction in coverage or limits, of any insurance within seven (7) days of receipt of insurers’ notification to that effect.
D. Acceptability of Insurers Insurance shall be placed with insurers with a rating acceptable to the City. E. Verification of Coverage Contractor shall furnish the City with certificates of insurance required by this clause. The certificates are to be received and approved by the City before work commences. The City reserves the right to require complete, certified copies of all required insurance policies at any time. F. Subcontractors Contractor shall require subcontractors to provide coverage which complies with the requirements stated herein.
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Attachment “C” EQUAL OPPORTUNITY and TITLE VI REQUIREMENTS General Instructions Applications: The following materials pertain to the Equal Opportunity Requirements of the City of Bellevue as set forth in Chapter 4.28.143 of the Bellevue City Code. All contractors, subcontractors, consultants, vendors and suppliers who contract with the City in a total amount of thirty-five thousand or more within any given year must comply with these requirements. Affidavit: Before being considered for a contract of the magnitude listed above, all contractors will be required to submit the “Affidavit of Equal Opportunity and Title VI Compliance” as part of their proposal/qualifications or upon the request of the Procurement Services Manager. Compliance: The City of Bellevue reserves the right to randomly select contractors, subcontractors, consultants, vendors or suppliers to be audited for compliance of the requirements listed. During this audit, the contractors, etc. will be asked for a specific demonstration of compliance with the requirements. Non-compliance: A finding of a non-compliance may be considered a breach of contract and suspension or termination of the contract may follow. City contact: The City’s Compliance Officer is the Procurement Services Manager, and specific questions pertaining to this section may be directed to the Procurement Services Division at 425452-7876. Bellevue City Code Excerpt Section 4.28.143 of the Bellevue City Code establishes the requirements for all contractual service providers: “All contractors, subcontractors, consultants, vendors and suppliers who contract with the City of Bellevue in a total amount of thirty-five thousand or more within any given year are required to take affirmative action and comply with the following requirements of this section. There shall be included in any contract between such contractual services provider and the City of Bellevue the following provisions: 1. Contractor shall make specific and constant recruitment efforts with minority and women’s organizations, schools, and training institutions. This shall be done by notifying relevant minority and women’s organizations. 2. Contractor shall seek out eligible minority and women contractors to receive subcontract awards. Appropriate minority and women contractors shall be notified in writing of any bids advertised for subcontract work. 3. Contractor shall provide a written statement to all new employees and subcontractors indicating commitment as an equal opportunity employer and the steps taken to equal treatment of all persons. 4. Contractor shall actively consider for promotion and advancement available minorities and women. 5. Contractor is encouraged to make specific efforts to encourage present minority and women employees to help recruit qualified members of protected groups. 6. Contractor is encouraged to provide traditional and non-traditional employment opportunities to female and minority youth through after school and summer employment. Page 65 of 82
7. Contractor is encouraged to assist in developing the skills of minorities and women by providing or sponsoring training programs. Willful disregard of the City’s non-discrimination and affirmative action requirements shall be considered breach of contract and suspension or termination of all or part of the contract may follow. All contractors, subcontractors, vendors, consultants or suppliers of the City required to take affirmative action must sign the affidavit of compliance and submit with the bid proposal or upon the request of the Procurement Services Manager. All documents related to compliance steps listed above shall be presented upon the request of the Procurement Services Manager. The Procurement Services Manager shall serve as the compliance officer for the city and is authorized to develop and issue procedures for the administration of this section.” Assurances for Consultants, Contractors, Subcontractors, Suppliers and Manufacturers 1. Compliance with Regulations: The Vendor shall comply with the Regulations relative to nondiscrimination in Federally assisted programs of the Department of Transportation (hereinafter DOT), Title 49, Code of Federal Regulations, part 21, as they may be amended from time to time, (hereinafter referred to as Regulations), which are herein incorporated by reference and made part of this contract. 2. Non-Discrimination: The Vendor, with regard to the work performed during the contract, shall not discriminate on the grounds of race, color, sex, or national origin in the selection and retention of subcontractor, including procurement of materials and leases of equipment. The Vendor shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the contract covers a program, set forth in Appendix B of the Regulations. 3. Solicitation for Subcontractors, Including Procurement of Materials and Equipment: In all solicitations either by competitive bidding or negotiations made by the Vendor for the work to be performed under a subcontract, including procurement of materials or leases of equipment, each potential subcontractor or supplier shall be notified by the Vendor’s obligations under this contract and the Regulations relative to the nondiscrimination on the ground of race, color, sex, or national origin. 4. Information and Reports: The Vendor shall provide all information and reports required by the Regulations or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the City of Bellevue or the Washington State Department of Transportation to be pertinent to ascertain compliance with such Regulations, orders and instructions. Where any information required of a Vendor is an exclusive possession of another who fails or refuses to furnish this information, the Vendor shall so certify to the City of Bellevue or the Washington State Department of Transportation as appropriate, and shall set forth what efforts it has made to obtain the information. 5. Sanctions for Non-Compliances: In the event of the Vendor’s noncompliance with the nondiscrimination provisions of this contract, the City of Bellevue and the Washington State Department of Transportation shall impose such contract sanctions as it, or the Federal Highway Administration may determine to be appropriate, including, but not limited to: a. Withholding of payments to the Vendor under the contract until Vendor complies, and/or; b. Cancellation, termination, or suspension of the contract, in whole or in part.
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6. Incorporation of Provisions: The Vendor shall include in provisions of paragraphs (1) through (6) in every subcontract, including procurement of materials and leases of equipment, unless exempt by the Regulations, or directives issued pursuant thereto. The Vendor shall take such action with respect to any subcontractor or procurement as the City of Bellevue or the U.S. Department of Transportation, Federal Highway Administration, may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, however, that in the event a Vendor becomes involved in, or is threatened with, litigation with a subcontractor or supplier as a result of such direction, the Vendor may request the City of Bellevue enter into such litigation to protect the interests of the City and, in addition, the Vendor may request the United States to enter into such litigation to protect the interests of the United States.
Interpretations In order to more readily determine compliance with BCC 4.28.143, the following interpretations are provided: Requirement 1. When a contractor needs to recruit, they must notify minority and women’s organizations, schools and training institutions. Such “notification” can be in the form of an advertisement in newspapers or trade journals of general circulation in the metropolitan Seattle area. When the contractor hires through a union hiring hall, the contractor must be able to provide confirmation, upon request by the City, that the hiring hall has an equal opportunity policy. Requirement 2. When a contractor intends to subcontract out any work they shall notify minority and women contractors for the subcontract work. The requirements to notify minority and women contractors of any bids can be satisfied by advertising in newspapers or trade journals that are of general circulation in the metropolitan Seattle area. Requirement 3. If and when a contractor hires new employees or contracts with subcontractors, the contractor must alert such employees and subcontractors to the contractor’s commitment as an equal opportunity employer, etc. This requirement may be complied with by posting a notice of equal opportunity commitment at the job shack, or by the time clock. Requirement 4. If and when a contractor promotes or advances employees, the contractor must consider all eligible employees. The City of Bellevue reserves the right to audit all contractors for compliance with the requirements set forth in BCC 4.28.143.
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AFFIDAVIT OF EQUAL OPPORTUNITY and TITLE VI COMPLIANCE certifies that: Respondent 1. If necessary to recruit additional employees, it has: a. notified relevant minority and women’s organizations, or b. hired through a union hall with an equal opportunity policy. 2. It intends to use the following listed construction trades in the work under the contract:
3. In sourcing subcontract work for trades listed above, it has notified in writing appropriate minority and women contractors of bids for subcontract work. 4. It will obtain from its subcontractors and submit upon request, an Affidavit of Equal Opportunity Compliance as required by these bid documents. 5. It has provided a written statement to all new employees or subcontractors indicating its commitment as an equal opportunity employer. 6. It has considered all eligible employees for promotion or advancement when promotion or advancement opportunities have existed.
By: (authorized signature) Time:
Date:
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Attachment “D” NON-DISCLOSURE AGREEMENT (STANDARD RECIPROCAL) This Non-Disclosure Agreement (the "Agreement") is made and entered into as of the later of the two signature dates below by and between CITY OF BELLEVUE, a Municipal corporation (“COB”), and corporation ("Company") and is entered into for software and implementation of a registration and scheduling system . IN CONSIDERATION OF THE MUTUAL PROMISES AND COVENANTS CONTAINED IN THIS AGREEMENT AND THE MUTUAL DISCLOSURE OF CONFIDENTIAL INFORMATION, THE PARTIES HERETO AGREE AS FOLLOWS: 1. Definition of Confidential Information and Exclusions. (a) "Confidential Information" means non-public information that a party to this Agreement (“Disclosing Party”) designates as being confidential to the party that receives such information (“Receiving Party”) or which, under the circumstances surrounding disclosure ought to be treated as confidential by the Receiving Party. "Confidential Information" includes, without limitation, information in tangible or intangible form relating to and/or including released or unreleased Disclosing Party software or hardware products, the marketing or promotion of any Disclosing Party product, Disclosing Party's business policies or practices, and information received from others that Disclosing Party is obligated to treat as confidential. For purpose of this agreement, this confidential information also includes but is no limited to the following types of information, whether in writing or not: all documentation, other tangible or intangible discoveries, ideas, concepts, drawings, specifications, techniques, data or any other information including any information the Disclosing Party obtains from another party which the Disclosing Party treats as proprietary or designates as confidential information whether or not it is owned by the Disclosing Party. Except as otherwise indicated in this Agreement, the term “Disclosing Party” also includes all Affiliates of the Disclosing Party and, except as otherwise indicated, the term “Receiving Party” also includes all Affiliates of the Receiving Party. An “Affiliate” means any person, partnership, joint venture, corporation or other form of enterprise, domestic or foreign, including but not limited to subsidiaries, that directly or indirectly, controls, are controlled by, or are under common control with a party. (b) Confidential Information shall not include any information, however designated, that: (i) is or subsequently becomes publicly available without Receiving Party's breach of any obligation owed Disclosing Party; (ii) became known to Receiving Party prior to Disclosing Party’s disclosure of such information to Receiving Party pursuant to the terms of this Agreement; (iii) became known to Receiving Party from a source other than Disclosing Party other than by the breach of an obligation of confidentiality owed to Disclosing Party; (iv) is independently developed by Receiving Party. 2. Obligations Regarding Confidential Information (a) Receiving Party shall: (i)
Refrain from disclosing any Confidential Information of the Disclosing Party to third parties for two (2) years following the date that Disclosing Party first discloses such Confidential Information to Receiving Party, except as expressly provided in Sections 2(b) and 2(c) of this Agreement; Page 69 of 82
(ii)
Take reasonable security precautions, at least as great as the precautions it takes to protect its own confidential information, but no less than prevailing standard of reasonable care in the Receiving Party’s industry, to keep confidential the Confidential Information of the Disclosing Party;
(iii)
Refrain from disclosing, reproducing, summarizing and/or distributing Confidential Information of the Disclosing Party except in pursuance of Receiving Party's business relationship with Disclosing Party, and only as otherwise provided hereunder; and
(iv)
Refrain from reverse engineering, decompiling or disassembling any software code and/or pre-release hardware devices disclosed by Disclosing Party to Receiving Party under the terms of this Agreement, except as expressly permitted by applicable law.
(b) Receiving Party may disclose Confidential Information of Disclosing Party in accordance with judicial action, federal or state public disclosure requirements, state or federal regulations, or other governmental order or requirement of law, provided that Receiving Party either (i) gives the undersigned Disclosing Party reasonable notice prior to such disclosure to allow Disclosing Party a reasonable opportunity to seek a protective order or equivalent, or (ii) obtains written assurance from the applicable judicial or governmental entity that it will afford the Confidential Information the highest level of protection afforded under applicable law or regulation. In the event the Disclosing Party elects to obtain a protective order or equivalent, or legally contest and avoid such disclosure, the Receiving Party shall fully cooperate with the Disclosing Party. (c) The undersigned Receiving Party may disclose Confidential Information only to Receiving Party's employees and consultants on a need-to-know basis. The undersigned Receiving Party will have executed or shall execute appropriate written agreements with third parties sufficient to enable Receiving Party to enforce all the provisions of this Agreement. (d) Receiving Party shall notify the undersigned Disclosing Party immediately upon discovery of any unauthorized use or disclosure of Confidential Information or any other breach of this Agreement by Receiving Party and its employees and consultants, and will cooperate with Disclosing Party in every reasonable way to help Disclosing Party regain possession of the Confidential Information and prevent its further unauthorized use or disclosure. Upon discovery of an inadvertent or accidental disclosure, the Receiving Party shall promptly notify the Submitting Party of such disclosure and shall take all reasonable steps to retrieve the disclosure and prevent further such disclosures. If the foregoing requirements are met, a Receiving Party shall not be liable for inadvertent disclosure. (e) The restrictions herein shall not apply with respect to Confidential Information which: (i) (ii) (iii) (iv)
is or becomes known to the general public without breach of this Agreement; or is or has been lawfully disclosed to a Receiving Party by a third party without an obligation of confidentiality; or is independently developed by a Party without access to or use of the Confidential Information; or at the end of the period of confidentiality set forth in this agreement.
(f) All tangible information, including drawings, specifications and other information submitted hereunder, by the Receiving Party to the other shall remain the property of the Disclosing Party. The Receiving Party promptly shall return Confidential Information, including all originals, copies, reproductions and summaries of Confidential Information and all other
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tangible materials and devices provided to the Receiving Party, and shall cease any further use thereof, upon the first to occur of the following events: (i) (ii) (iii)
written request of the Submitting Party; or termination of this Agreement; or completion of the purpose for which the Confidential Information was disclosed. In lieu of the foregoing, the Receiving Party, upon mutual consent, may destroy all copies of the Confidential Information and certify to the Submitting Party in writing that it has done so.
(g) The receiving Party shall not export, directly or indirectly, any Confidential Information or any products utilizing such data unless it first complies with any applicable laws and regulations pertaining thereto, including, but not limited to, U.S. export laws or traffic in arms regulations. 3. Remedies The parties acknowledge that monetary damages may not be a sufficient remedy for unauthorized disclosure of Confidential Information and that Disclosing Party shall be entitled, without waiving any other rights or remedies, to such injunctive or equitable relief as may be deemed proper by a court of competent jurisdiction. 4. Miscellaneous (a) All Confidential Information is and shall remain the property of Disclosing Party. By disclosing Confidential Information to Receiving Party, Disclosing Party does not grant any express or implied right to Receiving Party to or under any patents, copyrights, trademarks, or trade secret information except as otherwise provided herein. Disclosing Party reserves without prejudice the ability to protect its rights under any such patents, copyrights, trademarks, or trade secrets except as otherwise provided herein. Except as expressly herein provided, no rights, licenses or relationships whatsoever are to be inferred or implied by the furnishing of Confidential Information specified above or pursuant to this Agreement. (b) The terms of confidentiality under this Agreement shall not be construed to limit either the Disclosing Party or the Receiving Party’s right to independently develop or acquire products without use of the other party's Confidential Information. Further, the Receiving Party shall be free to use for any purpose the residuals resulting from access to or work with the Confidential Information of the Disclosing Party, provided that the Receiving Party shall not disclose the Confidential Information except as expressly permitted pursuant to the terms of this Agreement. The term "residuals" means information in intangible form, which is retained in memory by persons who have had access to the Confidential Information, including ideas, concepts, know-how or techniques contained therein. The Receiving Party shall not have any obligation to limit or restrict the assignment of such persons or to pay royalties for any work resulting from the use of residuals. However, this sub-paragraph shall not be deemed to grant to the Receiving Party a license under the Disclosing Party’s copyrights or patents. (c) This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof. It shall not be modified except by a written agreement dated subsequent to the date of this Agreement and signed by both parties. None of the provisions of this Agreement shall be deemed to have been waived by any act or acquiescence on the part of Disclosing Party, the Receiving Party, their agents, or employees, but only by an instrument in writing signed by an authorized employee of Disclosing Party and the Receiving Party. No waiver of any provision of this Agreement
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shall constitute a waiver of any other provision(s) or of the same provision on another occasion. (d) If either Disclosing Party or the Receiving Party employs attorneys to enforce any rights arising out of or relating to this Agreement, the prevailing party shall be entitled to recover reasonable attorneys' fees and costs. This Agreement shall be construed and controlled by the laws of the State of Washington, and the parties further consent to exclusive jurisdiction and venue in the federal courts sitting in King County, Washington, unless no federal subject matter jurisdiction exists, in which case the parties consent to the exclusive jurisdiction and venue in the Superior Court of King County, Washington. Company waives all defenses of lack of personal jurisdiction and forum non-conveniens. Process may be served on either party in the manner authorized by applicable law or court rule. (e) This Agreement shall be binding upon and inure to the benefit of each party’s respective successors and lawful assigns; provided, however, that neither party may assign this Agreement (whether by operation of law, sale of securities or assets, merger or otherwise), in whole or in part, without the prior written approval of the other party. Any attempted assignment in violation of this Section shall be void. (f) If any provision of this Agreement shall be held by a court of competent jurisdiction to be illegal, invalid or unenforceable, the remaining provisions shall remain in full force and effect. (g) Either party may terminate this Agreement with or without cause upon ninety- (90) days prior written notice to the other party. All sections of this Agreement relating to the rights and obligations of the parties concerning Confidential Information disclosed during the term of the Agreement shall survive any such termination. (h) This Agreement is not intended to constitute, create, give effect to, or otherwise recognize a joint venture, partnership or formal business entity of any kind and the rights and obligations of the Parties shall be limited to those expressly set forth herein. Any exchange of Confidential Information under this Agreement shall not be deemed as constituting any offer, acceptance, or promise of any further contract or amendment to any contract which may exist between the Parties. Nothing herein shall be construed as providing for the sharing of profits or losses arising out of the efforts of either or both Parties. Each Party shall act as an independent contractor and not as an agent of the other for any purpose whatsoever and neither shall have any authority to bind the other. Moreover, this Agreement shall create no obligation by either Party to disclose any particular kind or quantity of information to the other. IN WITNESS WHEREOF, the parties hereto have executed this Agreement. COMPANY: _________________________
CITY OF BELLEVUE
ADDRESS: _________________________
450 110th Avenue NE
_________________________
Bellevue, WA 980009-9012
By:
By:
Name:
Name:
Title:
Title:
Date:
Date:
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Attachment “E” PRICING Please complete this attachment by indicating all costs associated with each product and/or service included in the proposal. Also include aggregate pricing if price advantages are available. 1.
APPLICATION SOFTWARE MODULES (Please attach an itemized list of costs for each product; plus incremental license fee to add additional concurrent users)
2.
HARDWARE & EQUIPMENT– if applicable (Please attach an itemized list of cost for each product)
3.
SYSTEM INSTALLATION AND SETUP
4.
CONFIGURATION
5.
PROJECT MANAGEMENT SERVICES
6.
IMPLEMENTATION PLANNING & ASSISTANCE
7.
TRAINING
8.
SERVICE LAYER/INTEROPERABILITY LAYER DEVELOPMENT
9.
ANNUAL MAINTENANCE AND SUPPORT
10.
TRAVEL AND EXPENSES
11.
HOURLY RATE FOR ADDITIONAL PROFESSIONAL SERVICES
12.
OTHER – please itemize
Replacement of Existing System
2015 Maintenance
2016 Maintenance
Maintenance Hardware Software System Installation Configuration Project Mgmt Implementation Training Travel/Expenses Hourly Rate
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2017 Maintenance
2018 Maintenance
Attachment “F” TECHNOLOGY RESOURCE USAGE POLICY Executive Summary This policy is designed to establish acceptable and appropriate use of computer and information systems, networks and other information technology resources at the City of Bellevue. The purpose of these policies is to safeguard and protect all technology resources from anything other than authorized and intended use. The main points to remember are: 1. The City provides network, communications systems, equipment and devices. (”technology resources”) to carry out legitimate City business. By using the City’s technology resources, an employee consents to disclosing the contents of any data files, information and communications created on, stored on, transmitted, received or exchanged via its network, communications systems, equipment or devices. 2. There is no right to privacy in the use of City technology resources. By using the City’s technology resources an employee consents to monitoring, recording, and reviewing the use of that technology resource. 3. Users are expected to act lawfully, ethically and professionally, and to exercise common sense. Actions that are embarrassing to explain to the public, City Council, City Manager or media should be avoided. 4. Users who are granted access to critical data are responsible for its protection. 5. Incidental use for personal needs is allowed as long as that activity does not interfere with City business or conflict with any City policy or work rule. 6. Use of technology in violation of this policy is subject to disciplinary action up to and including termination. (Technology definitions provided in section 12) 1. Scope 1.1.
The following policies define appropriate use of the City of Bellevue network, computers, mobile computing devices, smart phones, all related peripherals, software, electronic communications, and Internet access. They apply to the access of the City’s network and use of computing technology resources at any location, from any device, via wired or wireless connection. They apply to all users of City technology resources regardless of employment status. Access to all networks and related resources require that each user be familiar with these policies and associated work rules. The City of Bellevue authorizes the use of computing and network resources by City staff, contractors, volunteers and others to carry out legitimate City business. All users of City computing and network resources will do so in an ethical, legal, and responsible manner. All use of technology resources must be consistent with the intent and requirements of all City policies and work rules. Technology resources may not be used to facilitate operation of a personal business such as sale of cosmetics, consulting, etc.
2. Ownership of Data 2.1.
The City owns all data, files, information, and communications created on, stored on, transmitted, received or exchanged via its network, communications systems, equipment and devices (including e-mail, voicemail, text messages and Internet usage logs even if such communications resides with a third party provider) and reserves the right to inspect and monitor any and all such communications at any time, for any business purpose and with or without notice to the employee. The City may conduct random and requested Page 74 of 82
audits of employee accounts (including accounts with commercial or other third party providers if used in the course of conducting City business) in order to ensure compliance with policies and requirements, to investigate suspicious activities that could be harmful to the organization, to assist Departments in evaluating performance issues and concerns, and to identify productivity or related issues that need additional educational focus within the City. Internet, e-mail, voicemail, text message communications and Internet usage logs may be subject to public disclosure and the rules of discovery in the event of a lawsuit. The City’s Internet connection and usage is subject to monitoring at any time with or without notice to the employee. There is no right to privacy in the use of City technology resources. 3. Personal Use 3.1.
Technology resources may be used for incidental personal needs as long as such use does not result in or subject the city to additional cost or liability, interfere with business, productivity or performance, pose additional risk to security, reliability or privacy, cause or tend to cause damage to the City’s reputation or credibility, or conflict with the intent or requirements of any City policy or work rule. Incidental personal usage should generally conform to limits typically associated with personal phone calls. This document does not attempt to address every possible situation that may arise. Professional judgment, etiquette, and common sense should be exercised while using City technology resources. Please note that any data stored on City systems including but not limited to email, word documents, and photos may be subject to public disclosure requests.
4. Internet/Intranet Usage 4.1.
This technology usage agreement outlines appropriate use of the Internet/Intranet. Usage should be focused on business-related tasks. Incidental personal use is allowed as discussed under this section, but there is no right to privacy in an employee’s use of the Internet/Intranet. Employee Internet usage is monitored. Web Usage Reports are provided to Directors to help them monitor their staff’s use of the Internet.
4.2.
Use of the Internet, as with use of all technology resources, should conform to all City policies and work rules. Filtering software will be used by the City to preclude access to inappropriate web sites unless specific exemptions are granted as a requirement of work duties (e.g., police have the ability to access sites on criminal activity, weapons etc.). Attempts to alter or bypass filtering mechanisms are prohibited. When it is available BellevueConnectStaff should be used for wireless access. Staff using City equipment should not use BellevueConnect, BellevueConnectOutdoor or other outside wireless services to bypass web filtering and monitoring.
4.3.
Except for City business related purposes, visiting or otherwise accessing the following types of sites is prohibited:
4.4.
“adult” or sexually-oriented web sites sites associated with hate crimes or violence personal dating sites gambling sites sites that would create discomfort to a reasonable person in the workplace The City recognizes that public Internet communications technologies (Web 2.0) are effective tools to promote community and government interaction and that employees want to participate in public communication via blogging, discussion forums, wikis, mashups, social networking, message boards, e-mail groups and other media that are now commonplace tools by which people share ideas and information. Page 75 of 82
However, since activities on public Internet communication sites are electronically associated with City network addresses and accounts that can be easily traced back to the City of Bellevue, the following rules must be followed for participation on these interactive public Internet communication sites: a.
When expressing staff’s personal view, make it clear that it does not necessarily represent the views of the City of Bellevue. Opinions or views other than those reflective of City policy must contain the following disclaimer: "The content of this electronic communication does not necessarily reflect the official views of the elected officials or citizens of the City of Bellevue."
b.
Always protect the confidentiality, integrity, and availability of all critical information.
c.
Employees must not post any material that is obscene, defamatory, profane, libelous, threatening, harassing, abusive, hateful, or embarrassing to or of any other employee, person, and/or entity.
d.
To protect staff’s privacy and the privacy of others, phone numbers or email addresses must not be included in the content body.
e.
Public Internet communications activity should contribute to staff’s body of work as an employee of the City and must not interfere with or diminish productivity.
5. E-Mail Usage 5.1.
E-mail content must be consistent with the same standards as expected in any other form of written (or verbal) communication occurring in a business setting where documents are subject to public disclosure.
5.2.
Users must manage their e-mail in accordance with records retention policies and procedures as defined and identified by the City Clerk’s Office.
5.3.
Use of the “Everyone_COB” or “Everyone_Staff” distribution lists is restricted to the City Manager’s Office, Department Directors and their specific designees. Under no circumstances should an employee “Reply to All” to an Everyone_COB or Everyone_Staff message.
5.4.
External mass distribution e-mails to 50 or more recipients are prohibited from City e-mail accounts. Staff communicating to distribution lists of 50 or more recipients should utilize GovDelivery “E-Mail Alerts,” (which allow people to sign up to receive e-mails whenever substantive changes are made to city web pages) or listserv technology.
5.5.
The City provides staff access to and support of the Exchange/Outlook messaging (email) system. Access or usage of any other messaging systems is not allowed unless it is web based. Subject to the personal use limitations explained above, staff may access web-based personal email but should not download personal documents or attachments from these sites. Staff may not install client based software such as AOL for internet service on city equipment.
5.6.
Users should be attentive to emails that have unusual or questionable subject lines to mitigate spam, phishing and script born viruses that come into the network through email attachments or by clicking on links that lead to hostile web sites. If you suspect phishing or script born viruses in email attachments immediately contact the support desk.
5.7.
The use of e-mail to send or solicit the receipt of inappropriate content such as sexually oriented materials, hate mail, content that a reasonable person would view as obscene, harassing or threatening and having no legitimate or lawful purpose or contents falling within the inappropriate categories for internet usage is prohibited.
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5.8.
The incidental personal use of e-mail from a City account to express opinions or views other than those reflective of City policy must contain the following disclaimer: "The contents of this electronic mail message do not necessarily reflect the official views of the elected officials or citizens of the City of Bellevue."
6. Security 6.1.
ITD must authorize all access to central computer systems. Each user is responsible for establishing and maintaining a password that meets City requirements as described in the City’s password policy. The use of another user’s account or attempt to capture other users’ passwords is prohibited. Each user is responsible for restricting unauthorized access to the network by locking their computer or logging out of their computer account when leaving their computer unattended. Staff who discovers unauthorized use of their accounts must immediately report it to IT Support at
[email protected] or call x2886.
6.2.
The City of Bellevue will take the necessary steps to protect the confidentiality, integrity, and availability of all of its critical information. Critical information is defined as information which if released could damage the City financially; put employees at risk; put facilities at risk; or could cause legal liability. Examples of critical data include: employee health information, social security numbers, credit card holder information, banking information, police crime investigation information, etc.
6.3.
Staff with access to critical information are responsible for its protection. Staff must take reasonable steps to ensure the safety of critical information including: avoid putting critical data on laptops; encrypting data any time it is electronically transported outside the City network; not storing, saving, or transmitting critical data to a home computer or other external computer; ensuring inadvertent viewing of information does not take place, and destroying or rendering the information unreadable when done with it.
6.4.
Staff should not transport critical City data on unencrypted devices such as thumb drives, CD’s, or Smartphones. The City has standards for encrypted USB drives that should be used for this purpose. Information about these standards can be obtained from ITD Support at
[email protected] or call x2886.
6.5.
Department ITGC representative approval is required prior to moving any and all physical media containing critical data (as defined in the City’s Data Classification Policy) from a secured area.
6.6.
The City will restrict access to critical information only to staff who have a legitimate business need-to-know. Each system owner is responsible for keeping an inventory of critical information and ensuring that access to it is limited.
6.7.
Staff will be assigned unique user IDs and passwords for network access. Access to systems and applications containing critical information will only be allowed via unique user IDs. Access will be monitored and actions will be traceable to authorized users.
6.8.
Staff are prohibited from sharing their passwords or allowing anyone else to use their network account for any reason.
7. Network Access and Usage 7.1.
The Information Technology Department (ITD) must approve connecting devices to the City’s network. This includes PCs, network hubs and switches, printers, handhelds, scanners, remote connections, and wireless or wired devices The use of personal routers and wireless access points on the City network is not allowed.
7.2.
The installation, removal, or altering of any software on City-owned equipment is prohibited without authorization from a department manager or designee.
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7.3.
Smart phones (Internet and/or e-mail capable cell phones) must meet and adhere to the current standards for those devices as established by ITD. Personally owned smart phones may be connected to the City’s network after ITD approval. This approval will only be granted after verification that the phone meets City standards and staff have signed applicable smart phone and/or stipend agreements per the smart phone policy.
7.4.
Exploiting or attempting to exploit any vulnerability in any application or network security is prohibited. Sharing of internal information with others that facilitates their exploitation of a vulnerability in any application or network security is also prohibited. It is also prohibited to knowingly propagate any kind of spyware, and/or denial of service attack or virus onto the City network or computers. Staff who encounter or observe vulnerability in any application or network security must immediately report it to IT Support at
[email protected] or call x2886.
7.5.
Staff must follow the privacy and rules governing the use of any information accessible through the network, even if that information is not securely protected.
7.6.
Non-City staff (e.g. vendors, contractors) are required to have their personal computers (PC) scanned by ITD for virus detection prior to connecting to the City’s network. If the PC is going to continue to be connected (even occasionally) to the City's network it must be scanned a minimum of every 30 days. Representatives of the contracting departments are responsible for assisting their contractors to engage ITD to perform these services by contacting ITD Support at
[email protected] or calling x2886.
7.7.
Disabling, altering, over-riding, or turning off any mechanism put in place for the protection of the network and workstation environments is strictly forbidden. This includes the installation of any software designed to circumvent security measures.
7.8.
Because of band-width limitations inherent in any network system, use of the City’s network to download non-business related information is prohibited. Examples include streaming video of baseball games, streaming audio of radio programs, MP3 files, on-line games, etc.
7.9.
Transmission, distribution, or storage of any information or materials in violation of federal, state or municipal law is prohibited. Software that is copyrighted or licensed may not be shared or illegally distributed. Copyright violations are federal offenses that may result in civil and criminal penalties to employees and the City of Bellevue.
7.10.
Users must manage their electronic documents in accordance with records retention policies and procedures as defined and identified by the City Clerk’s Office. Documents past their retention schedules should be deleted from the network to save space and eliminate the need to backup unnecessary files.
7.11.
Access to the City’s network via VPN requires approval from ITD. VPN accounts will be audited quarterly. Accounts not actively being used will be deactivated or removed. Reactivation of intermittently used VPN accounts for vendor support purposes will be accommodated upon request. VPN users must have commercial up-to-date anti-virus software. Vendors accessing the City network via VPN must adhere to the rules in the Vendor VPN Access SOP
7.12.
Remote access to the City’s applications via Citrix requires approval from the employee’s manager or supervisor.
7.13.
At least annually, departments need to review and approve network accounts and accounts for their applications. ITD will assist as needed in doing these reviews.
8. Administration, Reporting and Violations/Discipline 8.1.
Each Department will designate specific employees who have the authority to authorize ITD to provide accounts and access to technology resources. Suspected violations or Page 78 of 82
concerns should be reported to IT Support at
[email protected] or by calling x2886. 8.2.
ITD, the Departments, and HR share responsibilities in enforcing the Technology Resource Usage Policy (TRUP) as follows
9. ITD Responsibilities 9.1.
ITD is responsible for recommending TRUP guidelines that are enforceable.
9.2.
ITD is responsible for enterprise monitoring of technology resources using security and monitoring tools. Security and monitoring information will be provided to HR as requested to support the investigation of TRUP or other policy violations.
9.3.
If, in the normal course of business activities, ITD discovers violations of the TRUP, ITD will report the activities to the employee’s supervisor, Director of HR, and/or to the City Manager depending upon the severity of the infraction.
10. Departments Responsibilities 10.1.
Departments assist in the development and adoption of the TRUP through ITGC.
10.2.
If, in the course of normal business activities, department management suspects an employee has or is violating the TRUP they must report the suspected infractions to Human Resources.
10.3.
Departments are responsible for carrying out any disciplinary actions in response to TRUP violations.
10.4.
Assist in education and communication on an ongoing basis
11. Human Resources Responsibilities 11.1.
Human Resources assists in the development and adoption of the TRUP through ITGC.
11.2.
Human Resources is responsible for integrating the TRUP into new hire orientation and training and ongoing training of City work rules and policies.
11.3.
Human Resources is responsible for the evaluation of reported TRUP infractions, and may request additional monitoring information (e.g., security logs) from ITD as part of their investigation and evaluation process
11.4.
Human resources is responsible for providing necessary information to Department Directors to facilitate and coordinate with department management the consistent application of disciplinary action when TRUP infractions occur.
11.5.
As with any set of policies or rules, exceptions may be granted and documented on a case-by-case basis. These require authorization from the Department involved as well as from ITD. Some exceptions may also require City Manager approval.
11.6.
Violations of the TRUP, work rules, or otherwise inappropriate use of technology resources are subject to disciplinary action up to and including termination. Actions that demonstrate a clear disregard for these policies and requirements and either resulted or could have resulted in damage or serious disruption to the City’s network, systems, services, or data; or either resulted or could have resulted in damage to the City’s credibility or reputation with the public may result in immediate discharge.
12. Definitions: (Courtesy of WebOpida.com and WikiPedia.com) 12.1.
Blog - Short for Web log, a Blog is a Web page that serves as a publicly accessible personal journal for an individual. Typically updated daily, blogs often reflect the personality of the author. Blogging is when one posts to a Blog.
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12.2.
Incidental use – The use of City systems for limited personal use such as Internet browsing to look for and order personal items. This use should be limited to personal time such as lunch and breaks.
12.3.
Mashup - a Web page or application that uses and combines data, presentation or functionality from two or more sources to create new services.
12.4.
Media – see Physical Media
12.5.
Phishing - The act of sending an e-mail to a user falsely claiming to be an established legitimate enterprise in an attempt to scam the user into surrendering private information that will be used for identity theft. The e-mail directs the user to visit a Web site where they are asked to update personal information, such as passwords and credit card, social security, and bank account numbers, that the legitimate organization already has. The Web site, however, is bogus and set up only to steal the user’s information.
12.6.
Physical Media – Media which is utilized to store data and could potentially be used to transport information out of secure areas. These include but are not limited to paper reports, faxes, thumb drives, and CDs.
12.7.
Spyware - Any software that covertly gathers user information through the user's Internet connection without his or her knowledge, usually for advertising purposes. Spyware applications are typically bundled as a hidden component of freeware or shareware programs that can be downloaded from the Internet; however, it should be noted that the majority of shareware and freeware applications do not come with Spyware. Once installed, the Spyware monitors user activity on the Internet and transmits that information in the background to someone else. Spyware can also gather information about e-mail addresses and even passwords and credit card numbers. Spyware is similar to a Trojan horse in that users unwittingly install the product when they install something else. A common way to become a victim of Spyware is to download certain peer-to-peer file swapping products that are available today.
12.8.
VPN – Short for virtual private network, a network that is constructed by using public wires to connect nodes. For example, there are a number of systems that enable you to create networks using the Internet as the medium for transporting data. These systems use encryption and other security mechanisms to ensure that only authorized users can access the network and that the data cannot be intercepted. VPN is used by outside computers to connect to the City of Bellevue network. \\\\\
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Attachment “G” INFORMATION SECURITY REQUIREMENTS Contractors with access to City data or systems shall provide their services in manner consistent with the City’s Information Security policies. This includes, but is not limited, to ensuring that user accounts are known only by the individual assigned access, and not shared with anyone unless approved by the City in advance. If contractors have remote access into systems with City data, Contractors shall ensure that the remote access is conducted from IT systems which have the latest security patches, anti-virus, and malware signatures. Contractors are required to protect City data per the following table: The most private and restricted type of data stored, processed or transmitted by the City (e.g. credit card data, individually identifiable health information, social security numbers). This type of data must be strictly monitored and controlled at all times. When in electronic form, such data must be stored and transmitted in encrypted form. The data also must be version controlled, and must not be sent or taken Critical outside of the City without explicit permission of a City department manager or the data owner. Such data must only be sent to business partners who have executed an approved non-disclosure agreement (NDA) with the City. Unauthorized disclosure or use of such data would violate laws, regulations or standards and/or cause a significant adverse impact to the City, its citizens, or business partners. Data that is private and restricted (e.g. detailed information about the City’s security controls or computer network, citizen account information, employee performance reviews). This includes data which by statute is specifically exempted from public disclosure. Such data must be restricted to those having a need for specific access in order to accomplish a legitimate task. When in electronic form, such data may be stored and transmitted in encrypted form. The data must not be Confidential sent or taken outside of the City without explicit permission of a City department manager or the data owner. Such data must only be sent to business partners who have executed an approved nondisclosure agreement (NDA) with the City. Unauthorized disclosure or use of such data may violate laws, regulations or standards and/or would likely cause a significant adverse impact to the City, its citizens, or business partners. A contractor responsible for providing managed hosting services (such as hosting a website on behalf of the City), the Contractor shall ensure that website, access control systems, and supporting Operating Systems and Applications are secure. At a minimum, this includes an annual review of all users with access to the systems, applications, and code provided by Page 81 of 82
Contractor, an annual independent security assessment which includes vulnerability scans, network and application layer penetration tests, code reviews. Independent shall mean that the persons conducting the security assessment will be independent of the design, installation, or maintenance of the systems. Contractor shall have a centralized logging, monitoring, and alerting systems in place such as an Intrusion Detection System (IDS) or Log Management Server. All systems which store, process, or transmit City data shall have updated anti-virus and updated security patches for all software that is no later than 30 days old. These requirements are not substitutes for the Contractor’s obligations under applicable regulatory requirements including, but not limited to, the Payment Card Industry (PCI), Criminal Justice Information System (CJIS), the Health Insurance Portability and Accountability Act (HIPAA), or State Laws. If Contractor has access or retains data that is considered critical or confidential by the City, Contractor acknowledges that it will properly turn over or destroy all data upon termination of the contract. Contractor agrees at reasonable times to provide to the City or to its assignees, the audit rights for all physical locations, systems or networks that store, process, or transmit data on behalf of the City, and will provide access to the independent security assessments within one (1) business day. Contractor shall provide prompt notice to the City of any confirmed or suspected security breach affecting the City's data or informational infrastructure that supports the City’s contracted services. Prompt notice shall mean within four (4) hours of discovery of the confirmed breach. Notice will be provided by e-mail and telephone to City's primary technical contact and primary business contact.
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