REQUEST FOR PROPOSALS FOR CITY WIDE GRANT MANAGEMENT SOFTWARE

Transcription

1 REQUEST FOR PROPOSALS FOR CITY WIDE GRANT MANAGEMENT SOFTWARE Proposal Mailing Date October 30, 2012 Proposal Submittal Due Date November 28, 2012 at 4:00 p.m. Submit Questions and Proposal to: Jennifer Tuell City of Santa Rosa 55 Stony Point Rd Santa Rosa, CA (707) Voice (707) TDD City of Santa Rosa Page 1 of 19

2 Introduction and Background The City of Santa Rosa (City) is soliciting proposals from qualified firms or vendors for the purpose of establishing a Grants Research, Tracking and Management Software Solution. As a result of this Request for Proposals (RFP) the City expects to receive and evaluate responses, select a single vendor and enter into an agreement for phased implementation of the software. Currently, each Department within the City is using a separate grant tracking system and each system is unique to the individual departments. There are approximately seven departments and over thirty individuals writing and managing grants for the City, tracking grants through Word, Excel and SharePoint. The objectives of this RFP are as follows: Centralize the Grant Tracking and Management system used by the City Improve comprehensive grant reporting by the City Track the City s success rate in obtaining grants Research and identify grants available to fund projects Monitor grant deadlines and deliverables Establish an audit trail for all grant activities Establish a Grant Tracking and Management System that will interface with the City s existing financial software, desired if possible (SunGard Public Sector s IFAS - Integrated Financial and Administrative Solution) Provide training for staff and end-users PROPOSAL SUBMISSION REQUIREMENTS Submission of Proposals One signed (1) original, eight (8) copies, and one (1) PDF file on Compact Disc of all Proposal documents shall be submitted in sealed packages. Proposer s name and address should be clearly marked on the outside of the envelope. , facsimile, or telephone proposals will not be accepted or considered. Proposal information that is not submitted as part of the sealed packages will not be considered. Sole Point of Contact The sole point of contact for this RFP is Jennifer Tuell, Research & Program Coordinator. She can be reached by phone at (707) or at jtuell@srcity.org. Direct all questions, comments, and/or requests for clarification or change regarding this RFP or the anticipated contract to this individual. Questions will not be accepted by phone. City of Santa Rosa Page 2 of 19

3 Mail or Hand-deliver Responses to: Delivery of Proposals Jennifer Tuell City of Santa Rosa 55 Stony Point Rd Santa Rosa, CA Proposals must be received no later than 4:00 PM Pacific Time, November 28, The vendor or firm submitting the Proposal is responsible for the means of delivering the Proposals to the location listed in the paragraph above and in accordance to the established deadline. Delays for any reason will be the responsibility of the vendor or firm submitting the Proposal. Proposals must be completed and delivered in sufficient time to avoid disqualification for lateness due to difficulties in delivery. The time and date stamp clock in City is the official clock for determining whether submittals are submitted timely. Late Proposal documents will not be accepted under any circumstances. General Instructions for Proposal Submittal I. Due Date - The proposal due date is subject to change. If the proposal due date is changed, all known recipients of the original RFP will be notified of the new date. II. III. IV. The submission of the Proposal shall be an indication that the proposer has investigated and satisfied him/herself as to the conditions to be encountered, the character, quality and scope of the work to be performed, and the requirements of the City, including all terms and conditions contained within this RFP. Propriety Information - If a Proposer does not desire proprietary information in the Proposal to be disclosed, it is required to identify all proprietary information in the Proposal. This identification will be done by individually marking each page with the words "Proprietary Information" on which such proprietary information is found. If the Proposer fails to identify proprietary information, it agrees that by submission of its Proposal that those sections shall be deemed non-proprietary and made available upon public request. Completion of Responses - Information presented in the Proposals will be used to evaluate the Grants Tracking and Management Software solution that best fits the needs of the City of Santa Rosa. The lowest proposed cost is not the sole criterion of recommending the contract award. Responses shall be completed in accordance with the requirements of this RFP. Statements made by a Proposer shall be without ambiguity, and with adequate elaboration, where necessary, for clear understanding. City of Santa Rosa Page 3 of 19

4 V. Clarifications and Issuance of Addenda Any explanation, clarification, or interpretation desired by a Proposer regarding any part of this RFP must be requested in the form of writing, ed to Ms. Jennifer Tuell (jtuell@srcity.org), at least ten (10) days prior to the published submission deadline. If the City, in its sole discretion, determines that a clarification is required, such clarification shall be issued in writing. Interpretations, corrections or changes to the RFP made in any other manner other than writing are not binding upon the City, and Proposers shall not rely upon such interpretations, corrections or changes. Oral explanations or instructions given before the award of the Contract are not binding. Any interpretations, corrections or changes to this RFP will be made by addendum. Sole issuing authority of addenda shall be vested in the City. Proposers shall acknowledge receipt of all addenda within the responses. VI. VII. VIII. IX. Registration of Bidders All potentially interested responders to this RFP must register with Jennifer Tuell by sending an to jtuell@srcity.org and stating interest in this RFP. Changes and clarifications to this RFP will only be sent out to those Vendors and Firms that have registered and identified themselves as and interested responder. Withdrawal of Proposals - An authorized representative of the company may withdraw a Proposal at any time, upon presentation of acceptable identification as an authorized representative of such company. Award of Contract - It is understood that the City reserves the right to accept or reject any and all Proposals and to re-solicit for Proposals, as it shall deem to be in the best interests of the City. Receipt and consideration of any Proposals shall under no circumstances obligate the City to accept any Proposals. The award of this contract shall be made to the responsible Vendor or Firm whose Proposal is determined to be the best evaluated offer, taking into consideration demonstrated competence and qualifications to perform the service solicited in the RFP. Any reference to the word bid contained in this RFP shall mean Proposal. Tentative Schedule of Events RFP Release Date October 30, 2012 Deadline for Questions November 9, :00 PM (Pacific Time) Proposals Due Date November 28, :00 PM (Pacific Time) Proposer Short-List December 20, 2012 Proposer Interviews/Demos Beginning January 3, 2013 Proposer Selection January 2013 Contract Negotiations /Legal Review February 2013 City Council Approval (anticipated) March 2013 Notice to Proceed (anticipated) April 2013 X. Period of Acceptance - Proposer acknowledges that by submitting the Proposal, Proposer makes an offer that, if accepted in whole or part by the City, constitutes a valid and binding contract as to any and all items accepted in writing by the City. The period City of Santa Rosa Page 4 of 19

5 of acceptance of Proposals is one hundred and eighty (180) calendar days from the date of opening, unless the Proposer notes a different period. XI. XII. XIII. XIV. XV. XVI. Cost Incurred in Responding - All costs directly or indirectly related to preparation of a response to the RFP or any oral presentation required to supplement and/or clarify a Proposals which may be required by the City shall be the sole responsibility of proposer and shall be borne by the participating Proposers. Negotiations - The City reserves the right to negotiate all elements that comprise the successful Proposer s response to ensure that the best possible consideration be afforded to all concerned. Contract Incorporation - The contract documents shall include the Professional Services Agreement, the RFP, the Response to the RFP and such other terms and conditions as the parties may agree. In the event of a conflict between the documents, the order of precedence is (1) the Professional Services Agreement, (2) the RFP, (3) the Response to the RFP. Non-endorsement - If a Proposal is accepted, the successful Proposer shall not issue any news releases or other statements pertaining to the award or servicing of the agreement that state or imply the City s endorsement of the successful Proposer s services. Proposal Evaluation Process An Evaluation and Selection Committee will be established to evaluate the Proposals and select a qualified vendor. This Committee will determine the responsiveness and acceptability of each Proposal. The Selection Committee may request additional information from Vendors. Following their review of Proposals, the Selection Committee will interview the best-qualified firms who will be asked to present a demonstration of their proposed Grants Tracking and Management Software solution for final evaluation. The City anticipates selecting a single firm or vendor that will be recommended to the City Council for award of a contract to provide software and services to the City. Proposal Evaluation Factors All proposals received by the specified deadline will be reviewed by a City evaluation committee for content, fee, related experience, and professional qualifications of consultants. City employees will not participate in the selection process when those employees have a relationship with a person or business entity submitting a proposal which would subject those employees to the prohibition of Section of the Government Code. Any person or business entity submitting a proposal who has such a relationship with a City employee who may be involved in the selection process shall advise the City of the name of the City employee in the proposal. The City may, during the evaluation process, request from any proposer additional information which the City deems necessary to determine the proposer s ability to City of Santa Rosa Page 5 of 19

6 perform the required services. If such information is requested, the proposer shall be permitted three (3) working days to submit the information requested. a. Errors - An error in the proposal may cause the rejection of that proposal; however, the City may, in its sole discretion, retain the proposal and make certain corrections. In determining if a correction will be made, the City will consider the conformance of the proposal to the format and content required by the RFP, and any unusual complexity of the format and content required by the RFP. If the proposer s intent is clearly established based on review of the complete proposal submittal, the City may, at its sole option, correct an error based on that established content. The City may also correct obvious clerical errors. The City may also request clarification from a proposer on any item in a proposal that the City believes to be in error. b. The City of Santa Rosa, in its sole discretion, reserves the right to change or cancel this RFP; to reject any and all proposals received in response to this RFP; to decide whether a proposal does or does not substantially comply with the submittal requirements and procedures described in the PDF; to obtain clarification or additional information necessary to properly evaluate a proposal; to waive informalities and minor irregularities in any proposals received; to obtain references regarding any Proposer s past performance from any source; and to negotiate a contract with the successful Proposer. Failure to furnish all information requested or to follow the format requested herein may disqualify the proposer, in the sole discretion of the City. False, incomplete, misleading or unresponsive statements in a proposal may also be sufficient cause for a proposal s rejection. Neither issuance of this RFP nor evaluation of any proposal(s) obligates the City to award a contract from this RFP. c. The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. The lowest proposed cost is not the sole criterion for recommending contract award. d. All firms responding to this RFP will be notified of their selection or non-selection in writing after the evaluation committee has completed the selection process. e. Generally, the firm selected by the Evaluation Committee will be recommended to the City Council for this project, but the Council is not bound to accept the recommendation or award the project to the recommended firm. The City will evaluate each Proposal using the following criteria: f. Technical 50 points available Overall understanding and the ability to address the City s grant tracking and management requirements as illustrated in the RFP, all responders must complete the RFP Requirements Worksheet (see Attachment B) Demonstrated ability to perform Scope of Work in submitted Proposal Demonstrated ease of user access, input and output Ability to export data from the proposed software system to IFAS Ease of use (user friendly) City of Santa Rosa Page 6 of 19

7 Time of implementation of system, including any changes required by the City, user training and design of custom reports Detailed plan for managing user assistance g. Management 30 points available The City will use Proposer s responses to Section 2 - Organizational Information, Section 3 - Qualifications and Experience and Section 4 - Service Proposal to evaluate Proposer s management quality h. Cost 20 points available The City will use Proposer s responses to the following sections to evaluate best value for the proposed solutions for grant tracking and management Scope of Work Requirements & Specifications sheet Cost must include all items required in Section 6 - Cost of Service (below) XVII. Proposal Format and Contents: This section outlines the general conditions under which the Proposal shall be made as well as instructions on how to prepare and submit the official proposal to the City. For ease of review and to facilitate evaluation, the proposals for this project should be organized according to the Table of Contents, indexed (including tabs), numbered pages, and bound. Proposals shall be 8-1/2 X 11 pages (one side only and including cover letter) using a font size no smaller than 11 point and one inch margins, with an easily readable font. The total numbers of pages in the proposal shall not exceed twenty-five (25) pages (suggested page limits are listed below). Include all listed items in the sequence indicated and presented in the order defined below. Cover Page: Name of the firm and project title Table of Contents (tabbed and indexed in this order, tabs only needed for numbered categories): 1. Executive Summary (1 page) 2. Contact Information and Organizational Information (1 page) a. Contact information b. Organizational Information 3. Qualifications and Experience (2 pages) 4. Service Proposal (2-6 pages) a. Support Services b. Related Services c. Central Point of Contact 5. Scope of Work (5-10 pages) a. User Training b. Documentation City of Santa Rosa Page 7 of 19

8 c. Warranty d. Maintenance and Support e. Hardware f. Research g. Tracking and Reporting h. Software i. Project implementation and timeline 6. Cost of Service (2 pages) 7. Identification of Subcontractors (1 page) 8. Attachment A - Authorized Representative Certification Form (1 page) 9. Attachment B - RFP Requirements & Specifications (1 page) 1. Executive Summary 2. Contact Information and Organizational Information a) Contact information Name, Title and contact information of person able to enter into agreements for the firm. Include the name and telephone number of the person(s) in your company authorized to execute the proposed contract. If two or more firms are involved in a joint venture or association, the proposal must clearly delineate the respective areas of authority and responsibility of each party. All parties signing the Agreement with the City must be individually liable for the completion of the entire project even when the areas of responsibility under the terms of the joint venture or association are limited. RFP Questions - Name, Title and contact information for person responsible for questions related to this RFP. Authorized Negotiator - Name, Title and contact information for person that is authorized to negotiate contract terms and render binding decisions on contractual matters. b) Organizational Information Provide specific information concerning the firm in this section, state organization s full name and address and identify parent company if the organization is a subsidiary. Specify the branch office or other subordinate element that will perform, or assist in performing. Indicate whether the organization operates as a partnership, corporation or sole proprietorship (public or private). Include the state in which Vendor is incorporated or licensed to operate. City of Santa Rosa Page 8 of 19

9 3. Qualifications and Experience: Provide specific information in this section concerning the firm's experience in the services specified in this RFP, preferably within the State of California. Relevant information includes, but is not limited to: Total number of years the firm has been in operation, general scope of services provided, and current principal area of expertise. Number of years the firm has been providing the proposed grant management software system(s) to other government agencies. List of Similar or Comparable Projects with client s name (list projects in reverse chronological order beginning with the most recent and include project description, project initial budget, initial project cost, contracted cost, current cost and duration of the project). Full contact details to be provided as requested. Provide five (5) business references, include entity name, address, and telephone number, contact person s name and a brief synopsis of Vendors product and/or service relationship. Two of these references should be from other municipal government organizations of a similar size for which the Vendor also provides similar services. Any and all judgments, pending, or expected litigation or other real or potential financial reversals that might materially affect the viability or stability of the proposing organization or warrant that no such conditions exist. The City may, at any time, investigate a Vendor s ability to perform the work. The City may ask for additional information about a company and its work on previous contracts. Please be aware that the City may use sources of information not supplied by the Vendor concerning the abilities to perform this work. Such sources may include, for instance, current or past customers of the organization; current or past suppliers; articles from data processing, communications and related publications; articles from other published sources such as industry newsletters or from non-published sources made available to the City. 4. Service Proposal - Provide a clear and concise description of the approach and methodology the firm proposes to complete the services described in this RFP. For this section, include the following: a. Support Services - Describe what types of technical and end-user support will be available to City staff at no additional cost through the life of the contract. This includes days, hours, and time zone(s) of telephone support. Detail any web-based support options that are available. b. Related Services - Describe how users are notified of software bugs and what steps the firm normally takes to resolve software bugs. Does the application City of Santa Rosa Page 9 of 19

10 vendor maintain a user forum and/or listserv? If so, please include the URL address(es) in your proposal. c. Central Point of Contact - Vendor must provide a central point of contact to establish service, purchase hardware, resolve issues and end service. Please describe your company s ability to address customer service. d. Response Time Vendor must provide information related to normal and emergency response time for software questions and problems. 5. Scope of Work The purpose of this proposal is to implement a Grants Research, Tracking and Management solution for the City to better identify and track grants that City departments apply for and improve the reporting capability of the staff. a) Project implementation and timeline - The proposal should include a detailed project implementation plan, including specific tasks, who performs those tasks (e.g. City, Vendor, etc.), and a timeline for project completion. b) Software - The vendor will identify all software modules and supporting software needed to assure proper operation and provide recommendations for expanded capacity in the future. In addition to listing and describing each of the vendor supplied software components, please also list any additional third party software required. Also describe how vendor s grant management system addresses the following: ease of use, ease of user access, and ability for easy input and output for users collaboration amongst users providing efficiencies throughout the overall Grants process assistance via on-line help and productivity tools c) Hardware and Server / Desktop Environment - The vendor will identify all equipment required by their solution to assure proper operation. Make sure to include whether the solution being proposed is for an on-premise solution, a vendor-hosted solution, or both. The following technology standards are in place today, and it is expected that the Grants solution is compatible with these standards: Dell servers running Windows 2008 R2 Server operating system (64- bit preferred) MS-SQL Server 2008 R2 (64-bit preferred) Web servers running Microsoft IIS version 7 VMWare ESXi for virtual server environment Active Directory 2003 in native mode for all directory services Web browsers running Internet Explorer 7, 8, and 9 Client computers running Windows XP and Windows 7 operating systems Client computers running MS-Office 2003, 2007, and 2010 City of Santa Rosa Page 10 of 19

11 For the proposed solution, at minimum, please specify: Recommended server architecture (e.g. client/server, n-tier, etc.) including a diagram of a typical environment Minimum server and desktop requirements (CPU, memory, disk space, etc.) Confirmation of compatibility with each of the technology standards listed above. If not compatible, please list any exceptions. Compatibility with non-window s based platforms, specifically if the software will function on iphones, ipads and other mobile and tablet devices d) Tracking and Reporting The proposal should discuss each of the following: Ability to access application via a web browser, Ability to import and export files and reports to/from Microsoft Office, Ability to export data from the proposed software system to IFAS Ability to generate reports, including, but not limited to: All grants received by City, by department, by project, Track all funding sources for each project, Deadlines and deliverable, by department, by project, by grant. Ability to automatically generate federal OMB financial reports or other funding agency required reports, Ability for end-users to create and run ad hoc queries Ability to build custom reports, Ability to create an audit trail of every action taken on a grant, Ability to track grant application success rate. e) Research The proposal should discuss each of the following: Research tool with samples of previously funded applications for the grant being considered Executive summaries of grants, including eligibility, match required, maximum funding available, program officer notes, whether anyone else in the City is applying or interested in the grant, associated grants. Research by grant keywords. Filter grants by: Funding agencies: federal, state, foundation, corporate, etc. Due date City of Santa Rosa Page 11 of 19

12 Match requirement Auto alerts for grants available in interest areas Ability to save and import/export research f) Maintenance and Support - Based on the proposed Grants Management and Tracking software solution, explain how vendor will support the City of Santa Rosa. The vendor is expected to support all software required by the proposed solution via a toll free number staffed and available during normal business hours during periods covered by both the initial warranty and any service agreement. The Vendor should describe his/her company s commitment to customer service and provide examples of how that standard is maintained and enhanced by their employees on a daily basis. The narrative should address: Escalation Procedures and the use of standard troubleshooting techniques. The Vendor shall also list a single point of contact. List vendor s business hours for providing live telephone support Describe vendor s standard maintenance Is a separate maintenance contract for on-going support required? If so provide an example. New software releases shall be included on-going maintenance contract. Provide example of license agreement Identify how information will be transferred to the City after the contract has expired. g) Warranty Describe or provide a comprehensive warranty for all application system solution software and services for a period of at least one (1) year following the date of final delivery and acceptance. The vendor shall warrant that all provided solution components will perform in substantial conformance to the product specifications, contract terms and industry standards. The vendor shall warrant that the medium on which all application software provided is free from defects. The vendor shall warrant that all software and services are of current design, release and professional knowledge at the time of implementation. The vendor shall warrant that it holds sufficient licensing rights and/or title to any application software for which it grants licenses. h) Documentation Describe or provide comprehensive user and system documentation available for the software application. The vendor shall provide any documentation revisions electronically within one week of finalization. The vendor shall provide updated documentation manuals with enhancements or new releases. The vendor shall provide system documentation including flow charts, overview and database file layouts. i) User Training City of Santa Rosa Page 12 of 19

13 Describe education/training offerings at the following levels: Management Overview User Education Technical/Support Education Other Vendor shall provide computer-based training on the proposed software on-site training a list of the anticipated time requirements for the training a list of the training courses that are provided for the software applications proposed in this RFP response a copy of the most recent training schedule address how new users will be trained once the software is implemented 6. Cost of Service - The proposal shall clearly state all of the costs associated with the project, broken down by category of products and services, and all on-going costs for recommended/required products/services such as maintenance. Provide all fixed fees that are available. If some fees will be based on a time and materials-based payment model, include information listing the hourly rates by name and title for each key personnel proposed by role and title. Provide sufficient information for City staff to determine the total contract price for all components that make up the total solution. Cost proposal should include cost for both a three year and five year contract. The project costs should include all expenses that will be charged to the City including, but not limited to: a. Costs for professional services, broken down by hours and rates for each type of service (e.g Project Management, Installation/Set-up, Configuration, Custom Report Writing, Interfaces, Custom Enhancements, etc.) b. Equipment c. Training d. Software Maintenance and Support (including HelpDesk support and software upgrades & bug fixes) e. Licensing fees, including an explanation on the type of software licensing being proposed (e.g. subscription-based, server-based, named-user, concurrent-user, processor-based, etc.) f. Shipping g. Communications h. Documentation reproduction i. Travel and Expenses j. Taxes k. Other support fees City of Santa Rosa Page 13 of 19

14 Failure to not clearly identify all costs associated with the proposal may be cause for rejection of the Consultant s proposal. Cost should be broken down by seat in the following groupings: 1-5 seats, 5-15 seats, seats and unlimited. If additional breakdown is desired by vendor it may accompany the stated breakdown above. 7. Identification of Subcontractors Identify all subcontractors intend to be used for the proposed scope of work. For each subcontractor listed, indicate (1) what products and/or services are to be supplied by that subcontractor and, (2) what percentage of the overall scope of work that subcontractor will perform. 8. Attachment A - RFP Response Form Please complete and include in packet 9. Attachment B - RFP Requirements & Specifications Please complete and include in packet 10. Additional Information - Include any other information you believe to be pertinent, but that is not required. Disqualification of Vendors Vendors may be disqualified for any of the following reasons: a. Reason to believe collusion exists among the Vendors b. The Vendor is involved in any litigation against the City c. The Vendor is in arrears on an existing contract or has defaulted on a previous contract with the City d. Failure to perform under previous or present contracts with the City Insurance - The selected proposer will be required to obtain insurance as described in the attached Sample Agreement. Securing this insurance is a condition of award for this contract. 1. Rules and Regulations a) All proposers submit their proposals to the City with the understanding that the recommended selection of the review committee is final and subject only to review and final approval by the City Manager or City Council. b) Upon submission, all proposals shall be treated as confidential documents until the selection process is completed. Once the selections are made, all proposals shall be deemed public record. In the event that a proposer desires to claim portions of its proposal exempt from disclosure, it is incumbent upon the proposer to clearly identify those portions with the word Confidential printed on the top right hand corner of each page for which such privilege is claimed. Each page shall be clearly marked and readily separable from the proposal in order to facilitate public inspection of the nonconfidential portion of the proposal. The City will consider a proposer s request for exemptions from disclosure; however, the City will make its decision based upon applicable laws. An assertion by a Proposer that the entire proposal, or large portions, is exempt from disclosure will not be honored. Prices, makes and models or catalog City of Santa Rosa Page 14 of 19

15 numbers of the items offered, deliverables, and terms of payment shall be publicly available regardless of any designation to the contrary. c) The City will endeavor to restrict distribution of material designated as confidential to only those individuals involved in the review and analysis of the proposals. Proposers are cautioned that materials designated as confidential may nevertheless be subject to disclosure. Proposers are advised that the City does not wish to receive confidential or proprietary information and those proposers are not to supply such information except when it is absolutely necessary. All confidential or proprietary information must be labeled. If any information or materials in any proposal submitted are labeled confidential or proprietary, the proposal shall include the following clause, with Attachment A: 2. Form of Agreement i. [Legal name of proposer] shall indemnify, defend and hold harmless the City of Santa Rosa, its officers, agents and employees from and against any request, action or proceeding of any nature and any damages or liability of any nature, specifically including attorneys' fees awarded under the California Public Records Act (Government Code 6250 et seq.) arising out of, concerning or in any way involving any materials or information in this proposal that [legal name of proposer] has labeled as confidential, proprietary or otherwise not subject to disclosure as a public record. a) No agreement with the City is in effect until a contract has been signed by both parties. b) A sample of the agreement is included as Attachment C hereto. Proposers shall be willing to provide the required insurance and accept the terms of this sample agreement. With few exceptions, the general terms will not be negotiated. Indemnification will not be negotiated. c) The proposal shall include a statement that the proposer has reviewed the sample agreement and will either (i) agree to the terms contained therein if selected, or (ii) indicate those specific provisions of the sample agreement to which the proposer takes exception and why. Consultant must also provide alternative language for any portion of the contract to which exception is taken. Please note that any exceptions or changes requested to the Agreement may constitute grounds to reject the proposal. d) Failure to address exceptions to the sample agreement in your proposal will be construed as acceptance of all terms and conditions contained therein. e) Submission of additional contract exceptions after the proposal submission deadline may result in rejection of the consultant s proposal. City of Santa Rosa Page 15 of 19

16 3. Duration of Proposal; Cancellation of Awards; Time of the Essence a) All proposals will remain in effect and shall be legally binding for at least one hundred eighty (180) days. b) The selected firm will be required to execute an agreement with the City for the services requested within sixty (60) days of the City s notice of intent to award. If agreement on the terms and conditions that are acceptable to the City cannot be achieved within that timeframe, or after reasonable attempts to negotiate such terms and conditions, it appears that an agreement will not be possible, as determined at the sole discretion of the City, the City reserves the right to cancel any intent to award and proceed with the awards to other consultants. Attachments: Attachment A Authorized Representative Certification and RFP Submittal Certification Attachment B RFP Requirements for City Wide Grant Management Software Attachment C Sample Agreement City of Santa Rosa Page 16 of 19

17 Attachment A Authorized Representative Certification Form City Wide Grant Management Software Company Name: By signing this form the Authorized Representative is signifying your understanding and ability to provide the product(s) and/or services(s) stated based upon the information supplied in the RFP. I certify that with read to this Request for Proposals (RFP) for a Grant Tracking and Management Software system, issued by the City of Santa Rosa that: I have read and understand the RFP. I have contacted appropriate City staff regarding any need for clarifications. I am entitled to represent the above named company. I am empowered by the above named company to submit the following Proposal. All information presented in the RFP and submitted by the above named company is true and accurate. The above named company can and will proved the services and do the work as described herein if selected to do so. Authorized Representative s Name (please print): Authorized Representative s Signature: Date: City of Santa Rosa Page 17 of 19

18 Attachment B RFP Requirements & Specifications and Summary of Scope City Wide Grant Management Software Summary- Support Services List days, hours and time zone for support: List web-based and other support: Related Services Does the application vendor maintain a user forum and/or listserv? Y / N Response Time Software List normal and emergency response time: Is supporting software needed? Y / N Requirement & Specifications - (Please mark each category with and X, if future version, please list expected release date.) FEATURE Software collaboration amongst users assistance via on-line help productivity tools Web browsers running Internet Explorer 7, 8, and 9 Client computers running Windows XP and Windows 7 operating systems Client computers running MS-Office 2003, 2007, and 2010 Compatibility with non-window s based platforms Hardware Compatibility (if on-premise) Dell servers running Windows 2008 R2 Server operating system (64-bit preferred) MS-SQL Server 2008 R2 (64-bit preferred) Web servers running Microsoft IIS version 7 VMWare ESXi for virtual server environment Active Directory 2003 in native mode for all directory services Tracking and Reporting Ability to access application via web browser Ability to import/export files and reports IN THE CURRENT VERSION IN A FUTURE VERSION AS A CUSTOM ENHANCEMENT NOT SUPPORTED City of Santa Rosa Page 18 of 19

19 to/from Microsoft Office Ability to export data from the proposed software system to IFAS Ability to generate reports listed in Scope Ability to automatically generate federal OMB financial reports Ability for end-users to create and run ad hoc queries Ability to build custom reports Ability to create an audit trail of every action taken on a grant Ability to track grant application success rate Single Audit, CFDA Research Samples of previously funded applications for the grant being considered Executive summaries of grants, including eligibility, match required, maximum funding available, program officer notes Tracking who at the City is applying or interested in the grant in specific grants Research by keywords Filter grants by Funding agencies: federal, state, foundation, corporate, etc. Due date Match requirement Auto alerts for grants available in interest areas Ability to save and import/export research User Training Computer-based training on proposed software system Computer-based training on how to apply for a grant Document Sharing Grant Tracking - Alerts users when another employee is looking at funding source City of Santa Rosa Page 19 of 19

20 CITY OF SANTA ROSA PROFESSIONAL SERVICES AGREEMENT WITH [NAME OF CONSULTANT] AGREEMENT NUMBER This Agreement is made as of this day of, 2012 [leave date blank until all parties have signed or until Council approves], by and between the City of Santa Rosa, a municipal corporation ("City"), and [add consultant s full name, for example, XYZ Sales Corporation or ABC Consulting, LLC or ABC Enterprises, LP, or John Smith, dba Smith Consulting ] a [add type of legal entity and state of entity formation or incorporation, for example, a California Corporation, or a Delaware Limited Liability Company, or a Nevada Limited Partnership, or a sole proprietor ], ("Consultant"). R E C I T A L S A. City desires to [enter brief description of the task or project that is intended to be completed through this Agreement]. B. City desires to retain a qualified firm to conduct the services described above in accordance with the Scope of Services as more particularly set forth in Exhibit A to the Agreement. C. Consultant represents to City that it is a firm composed of highly trained professionals and is fully qualified to conduct the services described above and render advice to City in connection with said services. D. The parties have negotiated upon the terms pursuant to which Consultant will provide such services and have reduced such terms to writing. AGREEMENT NOW, THEREFORE, City and Consultant agree as follows: 1. SCOPE OF SERVICES Consultant shall provide to City the services described in Exhibit A ( Scope of Services ) [attach either City s description of the services to be provided or consultant s proposal and mark as Exhibit A]. Consultant shall provide these services at the time, place, and in the manner specified in Exhibit A. Exhibit A is attached hereto solely for the purpose of defining the manner and scope of services to be provided by Consultant and is not intended to, and shall not be construed so as to, modify or expand the terms, conditions or provisions contained in this Agreement. In the event of any conflict between the terms in Exhibit A and the Agreement, the terms of this Agreement shall control and prevail. The parties agree that any term contained in Exhibit A that adds to, varies or conflicts with the terms of this Agreement is null and void. Professional Services Agreement Form approved by the City Attorney Page 1 of 7

21 2. COMPENSATION a. City shall pay Consultant for services rendered pursuant to this Agreement at the rates, times and in the manner set forth in Exhibit B. Consultant shall submit monthly statements to City which shall itemize the services performed as of the date of the statement and set forth a progress report, including work accomplished during the period, percent of each task completed, and planned effort for the next period. Invoices shall identify personnel who have worked on the services provided, the number of hours each worked during the period covered by the invoice, the hourly rate for each person, and the percent of the total project completed, consistent with the rates and amounts shown in Exhibit B. b. The payments prescribed herein shall constitute all compensation to Consultant for all costs of services, including, but not limited to, direct costs of labor of employees engaged by Consultant, travel expenses, telephone charges, copying and reproduction, computer time, and any and all other costs, expenses and charges of Consultant, its agents and employees. In no event shall City be obligated to pay late fees or interest, whether or not such requirements are contained in Consultant s invoice. c. Notwithstanding any other provision in this Agreement to the contrary, the total maximum compensation to be paid for the satisfactory accomplishment and completion of all services to be performed hereunder shall in no event exceed the sum of [enter maximum amount in written and numeric form, for example ten-thousand, five-hundred dollars and no cents ($10,500.00) ]. The City s Chief Financial Officer is authorized to pay all proper claims from Charge Number [enter IFAS charge number]. 3. DOCUMENTATION; RETENTION OF MATERIALS a. Consultant shall maintain adequate documentation to substantiate all charges as required under Section 2 of this Agreement. b. Consultant shall keep and maintain full and complete documentation and accounting records concerning all extra or special services performed by it that are compensable by other than an hourly or flat rate and shall make such documents and records available to authorized representatives of City for inspection at any reasonable time. c. Consultant shall maintain the records and any other records related to the performance of this Agreement and shall allow City access to such records during the performance of this Agreement and for a period of four (4) years after completion of all services hereunder. 4. INDEMNITY Consultant shall, to the fullest extent permitted by law, indemnify, protect, defend and hold harmless City, and its employees, officials and agents ( Indemnified Parties ) for all claims, demands, costs or liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, interest, defense costs, and expert witness fees), that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Consultant, its officers, employees, or agents, in said performance of professional services under this Agreement, excepting only liability arising from the sole negligence, active negligence or intentional misconduct of City. Professional Services Agreement Form approved by the City Attorney Page 2 of 7

22 5. INSURANCE Consultant shall maintain in full force and effect all of the insurance coverage described in, and in accordance with, Attachment One, Insurance Requirements. Maintenance of the insurance coverage set forth in Attachment One is a material element of this Agreement and a material part of the consideration provided by Consultant in exchange for City s agreement to make the payments prescribed hereunder. Failure by Consultant to (i) maintain or renew coverage, (ii) provide City notice of any changes, modifications, or reductions in coverage, or (iii) provide evidence of renewal, may be treated by City as a material breach of this Agreement by Consultant, whereupon City shall be entitled to all rights and remedies at law or in equity, including but not limited to immediate termination of this Agreement. Notwithstanding the foregoing, any failure by Consultant to maintain required insurance coverage shall not excuse or alleviate Consultant from any of its other duties or obligations under this Agreement. In the event Consultant, with approval of City pursuant to Section 6 below, retains or utilizes any subcontractors or subconsultants in the provision of any services to City under this Agreement, Consultant shall assure that any such subcontractor has first obtained, and shall maintain, all of the insurance coverage requirements set forth in the Insurance Requirements at Attachment One. 6. ASSIGNMENT Consultant shall not assign any rights or duties under this Agreement to a third party without the express prior written consent of City, in City s sole and absolute discretion. Consultant agrees that the City shall have the right to approve any and all subcontractors and subconsultants to be used by Consultant in the performance of this Agreement before Consultant contracts with or otherwise engages any such subcontractors or subconsultants. 7. TERMINATION a. This Agreement may be terminated by either party by giving ten (10) days written notice to the other party of its intent to terminate the Agreement. b. Upon such termination, Consultant shall submit to City an itemized statement of services performed as of the date of termination in accordance with Section 2 of this Agreement. These services may include both completed work and work in progress at the time of termination. City shall pay Consultant for any services for which compensation is owed; provided, however, City shall not in any manner be liable for lost profits that might have been made by Consultant had the Agreement not been terminated or had Consultant completed the services required by this Agreement. Consultant shall promptly deliver to City all documents related to the performance of this Agreement in its possession or control. All such documents shall be the property of City without additional compensation to Consultant. 8. NOTICES Except as otherwise provided in this Agreement, any notice, submittal or communication required or permitted to be served on a party, shall be in writing and may be served by personal delivery to the person or the office of the person identified below. Service may also be made by mail, by placing first-class postage, and addressed as indicated below, and depositing in the United States mail to: Professional Services Agreement Form approved by the City Attorney Page 3 of 7

23 City Representative: [Include name of Project Manager] [Include Address and Phone and Fax No.] Consultant Representative: [Include name of Project Manager] [Include Address Phone and Fax No.] 9. INDEPENDENT CONTRACTOR a. It is understood and agreed that Contractor (including Contractor s employees) is an independent contractor and that no relationship of employer-employee exists between the parties hereto for any purpose whatsoever. Neither Contractor nor Contractor s assigned personnel shall be entitled to any benefits payable to employees of City. City is not required to make any deductions or withholdings from the compensation payable to Contractor under the provisions of this Agreement, and Contractor shall be issued a Form 1099 for its services hereunder. As an independent contractor, Contractor hereby agrees to indemnify and hold City harmless from any and all claims that may be made against City based upon any contention by any of Contractor s employees or by any third party, including but not limited to any state or federal agency, that an employer-employee relationship or a substitute therefor exists for any purpose whatsoever by reason of this Agreement or by reason of the nature and/or performance of any services under this Agreement. b. It is further understood and agreed by the parties hereto that Contractor, in the performance of Contractor s obligations hereunder, is subject to the control and direction of City as to the designation of tasks to be performed and the results to be accomplished under this Agreement, but not as to the means, methods, or sequence used by Contractor for accomplishing such results. To the extent that Contractor obtains permission to, and does, use City facilities, space, equipment or support services in the performance of this Agreement, this use shall be at the Contractor s sole discretion based on the Contractor s determination that such use will promote Contractor s efficiency and effectiveness. Except as may be specifically provided elsewhere in this Agreement, the City does not require that Contractor use City facilities, equipment or support services or work in City locations in the performance of this Agreement. c. If, in the performance of this Agreement, any third persons are employed by Contractor, such persons shall be entirely and exclusively under the direction, supervision, and control of Contractor. Except as may be specifically provided elsewhere in this Agreement, all terms of employment, including hours, wages, working conditions, discipline, hiring, and discharging, or any other terms of employment or requirements of law, shall be determined by Contractor. It is further understood and agreed that Contractor shall issue W-2 or 1099 Forms for income and employment tax purposes, for all of Contractor s assigned personnel and subcontractors. d. The provisions of this Section 9 shall survive any expiration or termination of this Agreement. Nothing in this Agreement shall be construed to create an exclusive relationship between City and Contractor. Contractor may represent, perform services for, or be employed by such additional persons or companies as Contractor sees fit. 10. ADDITIONAL SERVICES Changes to the Scope of Services shall be by written amendment to this Agreement and shall be paid on an hourly basis at the rates set forth in Exhibit B, or paid as otherwise agreed upon by the parties in Professional Services Agreement Form approved by the City Attorney Page 4 of 7