Pursuant to Competitive Contracting as per State Statute 40A:11-4.1

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1 REQUEST FOR PROPOSAL FOR A Pursuant to Competitive Contracting as per State Statute 40A: GCIA Issue and Task Tracking Software Services GLOUCESTER COUNTY IMPROVEMENT AUTHORITY SUBMISSION DEADLINE July 19, :00 P.M. ADDRESS ALL PROPOSALS TO: Danae Ciociola Director of Programs GLOUCESTER COUNTY IMPROVEMENT AUTHORITY 109 BUDD BLVD Woodbury, NJ 08096

2 1 SUMMARY The Gloucester County Improvement Authority is accepting proposals for GCIA Issue and Task Tracking Software Services. The purpose of this request is to provide a fair evaluation for all candidates and to provide the candidates with the evaluation criteria against which they will be judged. 2 PROPOSAL GUIDELINES AND REQUIREMENTS This is an open and competitive process. Proposals received after 2:00pm, Tuesday, July 19, 2011, will not be considered and will be returned unopened. The proposal must contain the signature of a duly authorized officer or agent of the company submitting the proposal. If you wish to submit alternate solutions, please do so. The price you quote should be inclusive. If your price excludes certain fees or charges, you must provide a detailed list of excluded fees with a complete explanation of the nature of those fees. If the execution of work to be performed by your company requires the hiring of sub-contractors, you must clearly state this in your proposal. Sub-contractors must be identified and the work they will perform must be defined. In your proposal, please provide the name, address, and EIN of the sub-contractor. The Gloucester County Improvement Authority will not refuse a proposal based upon the use of sub-contractors; however, we retain the right to refuse the sub-contractors you have selected. 3 CONTRACT TERMS The Gloucester County Improvement Authority will negotiate contract terms upon selection. All contracts are subject to review by GCIA legal counsel, and a project will be awarded upon signing of an agreement or contract, which outlines terms, scope, budget and other necessary items. 4 PURPOSE Gloucester County Improvement Authority is currently using some manual processes to organize, monitor, and manage issues and tasks among individuals, teams, and departments. They are looking to transform the way they manage various issues and tasks, by utilizing a software program that can coordinate all the various departments issues and tasks, and display a real-time management dashboard. Implementing an overall tracking methodology will help to ensure maximum user adoption and improved departmental outcomes. GCIA would like to use issue tracking and task management to increase operational efficiencies, which will provide dependable organization, and keep staff members focused, motivated, and organized. Meeting time is more productive due to statuses and progress being known beforehand, resulting in employees needing less time to prepare for these meetings. Managers do not have to go over every task and project throughout the meeting to make important decisions. Essentially, staff members can have the tools they need to do their job effectively, without the frustration of not knowing what needs to be done and when. Page 2 of 8

3 5 DESCRIPTION The Gloucester County Improvement Authority (GCIA) is a diverse entity providing services and facilities to several different markets, and has been a part of the community since 1963, and is uniquely qualified to serve municipalities and the business community. The GCIA has the power to acquire, build and finance most public facilities including municipal buildings, fire houses, schools, sewer plants, roads, bridges, parks, affordable housing and community complexes. In partnership with the Gloucester County Board of Chosen Freeholders, the GCIA remains dedicated to providing new and growing economic development tools and opportunities to the residents and businesses of Gloucester County. The GCIA can assist with redevelopment finance, housing finance, and offer benefits such as no down payment, flexible repayment plans, lease purchasing and CAP exemptions. 6 OBJECTIVES It is the Authority s intention for the successful vendor to facilitate and implement a full-service system Issue and Task-Tracking Software System, which will improve and integrate their departmental operations. GCIA hopes to create operational efficiencies and process automation by leveraging point product software. It is this process and the integration of a deliverable Issue and Task-Tracking Software System that must be evaluated. The desired result is an effective and operational software program that increases departmental services and reduces hours spent performing manual processes. GCIA would like to implement an overall issue and tracking software system that can easily automate most daily tasks, as well as have the ability to ensure seamless record keeping. A complete issue and task management system, which integrates throughout the entire Authority, supporting interoperability and scalability, is our goal. It is the Authority s intention for the successful vendor to provide an overall software solution to improve and integrate their systems operations. Our aim is to improve internal business task handling and organization for better time management and any external-facing services to the public. 7 SPECIFICATIONS (Please be sure to specifically provide your software specifications available for your Issue and Task Tracking Software Services, based on the data below.) 7.1 Operating System Windows XP / Network and Hardware Solution: Browser Client, Internet, LAN, WAN, SaaS Security Data Privacy Login / Access / Password Protection Data Backup Page 3 of 8

4 Secure x wireless infrastructure High-speed internet w/ redundancies Wi-Fi enabled hardware devices Mobile Access Web-Based Solution Basic System Requirements Web Server Database Server User Workstations 7.3 Applications / Features Dashboard Automation Assignments Reminders Integration Alerts & Notifications Self-Service Capability Escalations Recurring Issues Knowledge Base Service-Level Agreements Service Contracts Auditing Mobility Workflow Password Reset Process Management Issue Submission & Management Department Management Asset Management Project Tracking Reporting Capability Organization and Group Filters Attachments Embed Images Customizable Capability Accounting Surveys 7.4 Software Benefits Organization Return on Investment (ROI) Compatibility Ease of Use Guarantee Page 4 of 8

5 7.5 Business Aspects Implementation Timelines Upgrades References Integration Services Importing Services Disaster Recovery Audits 7.6 Designed for Government, Small and Large Companies Workflow Management, Tracking Issues and Tasks 7.7 Purchase Options / Pricing Optional Services Additional Licenses Modules st Year / Multiple Years Payment Terms Annual Support Guarantees Renewals 7.8 Support and Maintenance Major Releases, updates, and upgrades Phone, , & Remote Assistance After-Hours Emergent Assistance 7.9 Training Services Customized training programs Online On Site Interactive Sessions with/without Testing Instructor-Led 8 EVALUATION CRITERIA In order to ensure that each proposal is carefully considered, the Fund has a procedure for proposal review. Each proposal will be evaluated against the criteria detailed below. 8.1 Weight Criteria Weight given to each criterion will be available to applicants, upon request, immediately preceding the proposal deadline. The weighting criteria will be based on a 100 point scale ( = excellent, = good, = fair, 69 and below = poor). If necessity Page 5 of 8

6 demands, awards may be divided among competing proposals with the highest score receiving 10% more than the second highest score, the second receiving 10% more than the third, and so on, as applicable. A difference in weighting scores of 15 points or more will be considered superior and submitted for approval. 8.2 Technical Criteria (including but not limited to) Proposed Methodology Does the Bidder s proposal demonstrate a clear understanding of the scope of work and related objectives? Is the Bidder s proposal complete and responsive to the County s specific requirements? Has the past performance and experience of the Bidder s proposed methodology been documented? Does the Bidder s proposal use innovative technology and techniques? Are letters of support provided? Any other criteria deemed relevant and appropriate by the Competitive Contracting RFP Committee. 8.3 Management Criteria (including but not limited to) Facility Management Is there a management plan? Does it meet the Fund s needs? 8.4 History and experience in performing the work Does the Bidder document a record of on time, on budget and contract compliance performance? Does the Bidder demonstrate a record of accomplishment of service as evidenced by service history? 8.5 Availability of personnel, facilities, equipment and other resources To what extent does the Bidder rely on in house resources vs. contracted resources? Is the availability of in house and contract resources documented? Is the operating office located in the Camden and Gloucester County Region and, if not, is the ability to function elsewhere clearly documented? 8.6 Qualification and experience of personnel Are the personnel qualifications of employees documented, as to their experience in performing similar work? i.e. Resumes Is the current level of staff available for the project adequate, or is there a plan to recruit, screen, and hire additional employees? 8.7 Assurances of performances Are the required insurance, warranties, or guarantees provided? Page 6 of 8

7 8.8 Bidder s financial stability and strength Does the bidder have sufficient financial resources to meet its obligations according to the proposal? 8.9 Cost Criteria (including but not limited to) Cost of goods to be provided or services to be performed Relative cost: How does the cost compare to other similarly scored proposals? Full explanation: Is the price and its component charges, fees, etc., adequately explained or documented? Reasonableness and completeness of proposed budget: Are the administrative fees adequately documented, fair, and reasonable? How does the proposed salary scale and benefit package for employees of bidder compare to other similarly rated proposals? TOTAL 9 COMMENTS ** CONTACT DANAE CIOCIOLA FOR THE REST OF THE PROPOSAL PACKET ** The following criteria will form the basis upon which the GCIA will evaluate proposals. The mandatory criteria must be met and include: Five (5) copies of your proposal must be received no later than 2:00pm EDT, July 19, Your proposal must include a cost proposal as described above. All costs associated with the delivery of the project should be presented in a flat rate, fee for service format. Deliver proposals to the attention of: Danae Ciociola Director of Programs Gloucester County Improvement Authority 109 Budd Blvd Woodbury, NJ Proposals that meet the mandatory requirements, as stated above, will be evaluated with the following criteria: Suitability of the Proposal the proposed solution meets the needs and criteria set forth in the request. Expertise in recommending and communicating appropriate technical and aesthetic solutions as evidenced by the proposal and references. Aesthetic Capabilities Prior work demonstrates artistic and innovative, user friendly interfaces that engage communities and viewers. Candidate Experience Candidate has successfully completed similar projects and has the qualifications necessary to undertake this project. Candidates must demonstrate experience in diverse operations comparable to those found at Gloucester County Page 7 of 8

8 Improvement Authority (i.e. nursing homes, equestrian parks, government finance operations, etc.) Value/Pricing Structure and Price Levels The price is commensurate with the value offered by the proposer. Depth and Breadth of Staff The candidate firm has appropriate staff to develop the site in the time frame needed. Proposal Presentation The information is presented in a clear, logical manner and is well organized. Demonstrated commitment to high service level agreements (SLA). 10 FORMAT FOR PROPOSALS Title Page: Gloucester County Improvement Authority- Issue and Task Tracking Software Services and your company name, address, website address, telephone number, fax number, address and primary contact person. Page 8 of 8

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