PURCHASING DIVISION REQUEST FOR PROPOSALS (RFP) for Grant Tracking and Management Software Solution RFP No

Transcription

1 PURCHASING DIVISION REQUEST FOR PROPOSALS (RFP) for Grant Tracking and Management Software Solution RFP No Issued: October 5, 2011 PROPOSAL SUBMISSION DEADLINE: ******* November 3, 2011 by 1:30 PM Local Time ******* NO LATE PROPOSALS WILL BE ACCEPTED RESPONSES SHALL BE DELIVERED TO: CITY OF FORT WORTH PURCHASING DIVISION LOWER LEVEL 1000 THROCKMORTON STREET FORT WORTH, TEXAS RESPONSES SHALL BE MAILED TO: CITY OF FORT WORTH PURCHASING DIVISION LOWER LEVEL 1000 THROCKMORTON STREET FORT WORTH, TEXAS FOR ADDITIONAL INFORMATION REGARDING THIS RFP PLEASE CONTACT: Angela Gonzales *********************************************** RETURN THIS COVER SHEET WITH RESPONSE TO: NAME AND ADDRESS OF COMPANY SUBMITTING PROPOSAL: Angela Gonzales Purchasing Supervisor Purchasing Division Financial Management Services Department Contact Person: Phone: ( ) Fax: ( ) Signature: Printed Name: Acknowledgment of Addenda: #1 #2 #3 #4 #5

2 TABLE OF CONTENTS SECTION I INTRODUCTION Page 4 SECTION II PROPOSAL SUBMISSION REQUIREMENTS Pages Submission of Proposals Page Delivery of Submittals Page Public Opening Page Proprietary Information Pages Completion of Responses Page Clarifications and Issuance of Addenda Page Withdrawal of Proposals Page Award of Contract Pages Period of Acceptance Page Tax Exemption Page Cost Incurred in Responding Page Negotiations Page Contract Incorporation Page Non-Endorsement Page Unauthorized Communications Page Proposal Evaluation Process Page Proposal Evaluation Factors Pages Response Format and Organization Pages 9-11 SECTION III STANDARD TERMS AND CONDITIONS Pages Assignment Page Errors or Omissions Page Indemnity and Release Page Termination Page Termination, Remedies, and Cancellation Pages Change Orders Page Venue Page Conflict of Interest Page Insurance Page Contract Constraints and Conditions Page 13 SECTION IV SCOPE OF PROCUREMENT Page 13 SECTION V SCOPE OF WORK Page 14 SECTION VI REQUIREMENTS AND SPECIFICATIONS Pages Software Page Hardware Page Computing Environment Page Maintenance Page Warranty Page Documentation Page User Training Page 17 RFP No , Grant Tracking and Management Software Solution, Page 2 of 42

3 Special Instructions Page 18 Section A RFP Submittal Certifications Page 19 Section B Authorized Representative Certification Page 20 Section C Vendor Questionnaire Page 21 Section D Vendor References Sheet Page 22 ATTACHMENT A Conflict of Interest Questionnaire Pages ATTACHMENT B Professional Services Agreement Pages RFP No , Grants Tracking and Management Software Solution, Page 3 of 42

4 SECTION I INTRODUCTION The City of Fort Worth (City) seeks Proposals from qualified vendors for the purpose of proposing an enterprise Grants 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 a Grants Tracking and Management Solution, including support and maintenance. This RFP provides a list of required services, general information, instructions for submitting responses, and vendor selection procedures. The objectives of this procurement are as follows: Improve comprehensive grant reporting by the City, Track the City s success rate in obtaining grants, Identify grants available to fund projects, Monitor grant deadlines and deliverables, and Establish an audit trail for all grant activities. SECTION II PROPOSAL SUBMISSION REQUIREMENTS 1.0 SUBMISSION OF PROPOSALS 1.1 One (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 marked on the outside of the envelope. Facsimile transmittals or offers communicated by telephone will not be accepted or considered. Proposal information that is not submitted in sealed packages will not be considered. 1.2 Mail or Deliver Responses to the Following Address: City of Fort Worth Purchasing Division 1000 Throckmorton Street, Lower Level Fort Worth, Texas DELIVERY OF SUBMITTALS Proposals must be received in the City of Fort Worth s Purchasing Division no later than 1:30 PM, November 3, The submitting Proposer is responsible for the means of delivering the Proposals to the location listed in paragraph 1.2 on time. Delays due to any instrumentality used to transmit the Proposals including delay occasioned by the Proposers or the City of Fort Worth s internal mailing system will be the responsibility of the Proposer. 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 of Fort Worth (City) Purchasing Division is the official clock for determining whether submittals are submitted timely. Late Proposal documents will not be accepted under any circumstances. RFP No , Grants Tracking and Management Software Solution, Page 4 of 42

5 3.0 PUBLIC OPENING 3.1 Proposals will be opened and publicly acknowledged at the following location at 2:00 p.m. following the 1:30 p.m. cut-off time: City of Fort Worth Municipal Office Building/City Hall City Council Chambers, 2nd Floor 1000 Throckmorton Street Fort Worth, Texas Vendors, their representatives and interested persons may be present. Only the Vendor s name shall be acknowledged so as to avoid disclosure of the contents to competing offerors and to keep offers confidential. 3.3 The City will not release submission of information relative to this RFP during the Proposal evaluation process or prior to contract award. 3.4 After the contract is awarded, all Proposals will be subject to public inspection, to the extent permitted by law. 4.0 PROPRIETARY INFORMATION 4.1 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. 4.2 Notwithstanding section 4.1, Proposers are advised that the City, to the extent permitted by law, will protect the confidentiality of their Proposals. Proposers shall consider the implications of the Texas Public Information Act, particularly after the RFP process has ceased and the Contract has been awarded. While there are provisions in the Texas Public Information Act to protect proprietary information where the Proposer can meet certain evidentiary standards, please be advised that a determination on whether those standards have been met will not be decided by the Purchasing Division, but by the Office of the Attorney General of the State of Texas. In the event a request for public information is made, the City will notify the Proposer, who may then request an opinion from the Attorney General pursuant to , Texas Government Code. The City will not make a request of the Attorney General. 5.0 COMPLETION OF RESPONSES 5.1 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 Fort Worth. 5.2 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. RFP No , Grants Tracking and Management Software Solution, Page 5 of 42

6 5.3 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 a 25 page limit. 6.0 CLARIFICATIONS AND ISSUANCE OF ADDENDA 6.1 Any explanation, clarification, or interpretation desired by a Proposer regarding any part of this RFP must be requested from Ms. Angela Gonzales, at least ten (10) days prior to the published submission deadline, as referenced in Section I, paragraph 2 of this RFP. 6.2 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. 6.3 Requests for explanations or clarifications may be faxed to the City at (817) or ed to angela.gonzales@fortworthgov.org. s and Faxes must clearly identify the RFP Number and Title. 6.4 Any interpretations, corrections or changes to this RFP will be made by addendum. Sole issuing authority of addenda shall be vested in the City s Purchasing Division. Proposers shall acknowledge receipt of all addenda within the responses. 7.0 WITHDRAWAL OF PROPOSALS An authorized representative of the company may withdraw a Proposal at any time prior to the RFP submission deadline, upon presentation of acceptable identification as an authorized representative of such company. 8.0 AWARD OF CONTRACT 8.1 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. If an award of contract is made, it shall be made to the responsible Proposer whose Proposal is determined to be the best evaluated offer taking into consideration the relative importance of the evaluation factors set forth in the RFP. 8.2 The award of this contract shall be made to the responsible Vendor 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. RFP No , Grants Tracking and Management Software Solution, Page 6 of 42

7 8.3 Tentative Schedule of Events RFP Release Date October 5, 2011 Deadline for Questions October 24, 2011 by 5:00 PM (Local Time) Proposals Due Date November 3, 2011 by 1:30 PM (Local Time) Proposer Short-List November 21, 2011 Proposer Interviews/Demos December 1, 2011 Proposer Selection December 5, 2011 Contract Negotiations December 6-16, 2011 City Council Approval (anticipated) January 10, 2012 Notice to Proceed (anticipated) January 11, 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 of acceptance of Proposals is one hundred and eighty (180) calendar days from the date of opening, unless the Proposer notes a different period TAX EXEMPTION The City of Fort Worth is exempt from Federal Excise and State Sale Tax; therefore, tax must not be included in any contract that may be awarded from this RFP 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 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. RFP No , Grants Tracking and Management Software Solution, Page 7 of 42

8 15.0 UNAUTHORIZED COMMUNICATIONS Respondents contact regarding this RFP with employees or officials of the City other than Ms. Angela Gonzales, the City s Purchasing Division or the Minority and Women Business Enterprise (M/WBE) Office may result in disqualification from this procurement process. Any oral communications are considered unofficial and non-binding with regard to this RFP PROPOSAL EVALUATION PROCESS 16.1 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 may select a maximum of three of the best-qualified firms who will then present a demonstration of their proposed Grants Tracking and Management Software solution for final evaluation The City anticipates selecting Offerors(s) that will be recommended to the City Council for award of a contract to provide software and services to the City of Fort Worth PROPOSAL EVALUATION FACTORS The City will evaluate each Proposal using the following criteria: 17.1 Technical 50 points available, Overall understanding of City s grant tracking and management requirements as illustrated in the RFP, Demonstrated ability to perform Scope of Work in submitted Proposal, Demonstrated ease of user access, input and output, 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, and Demonstrated ability to export data from grants management system to Oracle PeopleSoft grants management system Management 30 points available The City will use Proposer s responses to Section C, Vendor s Questionnaire and Section D, References to evaluate Proposer s management quality. RFP No , Grants Tracking and Management Software Solution, Page 8 of 42

9 17.3 Cost 20 points available The City will use Proposer s responses to the following sections to evaluate best value for the proposed solution: Section IV SCOPE OF WORK Section V - SCOPE OF PROCUREMENT and Section VI. REQUIREMENTS AND SPECIFICATIONS If the solution proposed has separate pricing for grant tracking and research, Proposer shall assign cost to each Cost must include all items required in Section VI RESPONSE FORMAT AND ORGANIZATION 18.1 This section outlines the general conditions under which the Proposal shall be made as well as instructions on how to prepare and submit the offering to the City. The Proposal should be organized and indexed in the following format and should contain, as a minimum, all listed items in the sequence indicated: Table of Contents Executive Summary Response to Provision of Section II Response to Provisions of Section III Response to Provisions of Section IV Response to Provisions of Section V Response to Provisions of Section VI Completed CIQ (Conflict of Interest) form 18.2 Response to General Qualifications All Vendors must meet the following General Qualifications. The Proposal should be organized and indexed in the following format and must contain, as a minimum, all listed items in the sequence indicated Organization 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, work herein. Indicate whether the organization operates as a partnership, corporation or individual. Include the state in which Vendor is incorporated or licensed to operate. RFP No , Grants Tracking and Management Software Solution, Page 9 of 42

10 18.4 Prior Experience List of Similar or Comparable Projects (list projects in reverse chronological order beginning with the most recent and include project description, project initial budget, initial project cost, project completed cost and duration of the project). Full contact details to be provided Vendors must provide five (5) business references. Reference identification shall 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 installation or maintenance support services Vendor must provide number of years or months they have been providing grants tracking and management software and support to other government entities 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 Response to Specifications Documentation of reliability and performance of the proposed Grants Tracking and Management software solution Hardware Requirements. Complete explanation and description of required hardware configuration to support the proposed Grants Tracking and Management software solution Warranty details. See Section V, 5.0, page Detailed description of proposed Grants Tracking and Management software solution including specification sheets, brochures, etc Ability to meet schedules and commit resources based on the Vendor s current and projected workload, Understanding of project scope and capability to perform required services, RFP No , Grants Tracking and Management Software Solution, Page 10 of 42

11 The total price of the Proposal should be structured per seat, and include necessary custom coding, all warranties, training, support, maintenance, upgrades and updates Authorized Negotiator Include the name, address and telephone number of the person in the organization authorized to negotiate contract terms and render binding decisions on contractual matters 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 Disqualification of Vendors Vendors may be disqualified for any of the following reasons: Reason to believe collusion exists among the Vendors; The Vendor is involved in any litigation against the City; The Vendor is in arrears on an existing contract or has defaulted on a previous contract with the City; Failure to perform under previous or present contracts with the City; Is currently debarred by the State of Texas Building and Procurement Commission. SECTION III - STANDARD TERMS AND CONDITIONS These standard terms and conditions, any special terms and conditions, and the provisions included as Attachment B, become part of any contract entered into if any or all parts of the Proposals are accepted by the City. The City reserves the right to modify, delete or further negotiate any or all of the terms and conditions related to this RFP or an award of a contract pursuant thereto. 1.0 ASSIGNMENT The successful Proposer may not assign its rights or duties under an award without the prior written consent of the City. Such consent shall not relieve the assignor of liability in the event of default by its assignee. RFP No , Grants Tracking and Management Software Solution, Page 11 of 42

12 2.0 ERRORS OR OMISSIONS The Proposer will not be allowed to take advantage of any errors or omissions in this RFP. Where errors or omissions appear in this RFP, the Proposer shall promptly notify the City s Purchasing Division in writing of such error or omission it discovers. Any significant errors, omissions or inconsistencies in this RFP are to be reported no later than ten (10) days before time for the RFP response is to be submitted. 3.0 INDEMNITY AND RELEASE 3.1 Indemnity shall be governed by Section 8, of the Professional Services Agreement, Attachment B. 3.2 In addition to the indemnification requirement above, successful Proposer, hereinafter called, Vendor, shall execute a statement releasing Fort Worth from any liability for injury or property damage incurred during this contract, unless such injury or property damage was the result of intentional conduct committed by an Employee of the City. Further, all Employees, Officers, and Agents of the Vendor or any Subcontractor shall be required to execute the release prior to entering into performance of any work associated with the contract to be awarded hereunder. 4.0 TERMINATION 4.1 If this award results in a contract, it shall remain in effect until contract expires, delivery and acceptance of products and/or performance of services ordered or terminated by the City with a forty-five (45) day written notice prior to cancellation. In the event of termination, the City of Fort Worth reserves the right to award a contract to next lowest and best Proposer as it deems to be in the best interest of the City. 4.2 Further, the City may cancel this contract without expense to the City in the event that funds have not been appropriated for expenditures under this contract. The City will return any delivered but unpaid goods in normal condition to the Proposer. 5.0 TERMINATION, REMEDIES, AND CANCELLATION 5.1 Right to Assurance. Whenever the City has reason to question the successful Proposer's intent to perform, the City may demand that the successful Proposer(s) give written assurance of successful Proposer's intent to perform. In the event a demand is made, and no assurance is given within ten (10) calendar days, the City may treat this failure as an anticipatory repudiation of the contract. 5.2 The City may terminate this agreement if the successful Proposer(s) fails to cure a material breach, which substantially impairs the value of the contract as a whole within thirty (30) calendar days of receipt of written notice being given by the other party. If more than thirty (30) calendar days are required to cure such default or breach, a reasonable time in excess of said days may be established, provided both parties agree in writing as to the time period to be substituted. In the event such default or breach is not cured within a specified time, the City may terminate this agreement upon thirty (30) calendar day s written notification. RFP No , Grants Tracking and Management Software Solution, Page 12 of 42

13 5.3 The City may also cancel this agreement for convenience upon forty-five (45) calendar day s written notice to the successful Proposer. Effective date of such notice shall begin three (3) days after date of posting with the United States Postal Service with said notice being sent to last known address of successful Proposer(s). 6.0 CHANGE ORDERS No oral statement of any person shall modify or otherwise change or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the City and may have to be approved by City Council. 7.0 VENUE The agreement(s) will be governed and construed according to the laws of the State of Texas. The agreement(s) is (are) performable in Tarrant County, Texas. Venue shall lie exclusively in Tarrant County, Texas. 8.0 CONFLICT OF INTEREST No public official shall have interest in this contract, in accordance with Vernon s Texas Codes Annotated, Local Government Code Title 5, Subtitled C., Chapter INSURANCE Successful Proposer(s) ( Proposer ) shall carry insurance in the types and amounts for the duration of this agreement as listed in the Professional Services Agreement, Attachment B to this RFP, and furnish certificates of insurance along with copies of policy declaration pages and policy endorsements as evidence thereof CONTRACT CONSTRAINTS AND CONDITIONS 10.1 All services shall be provided in accordance with applicable requirements and ordinances of the City of Fort Worth, the State of Texas, and applicable federal laws The Contract(s) awarded from this RFP shall be executed for an initial two-year initial term with three (3) additional one-year options to renew at the City s sole discretion. SECTION IV - SCOPE OF PROCUREMENT 1.0 Proposal pricing and best and final offer must be adequate to cover all expenses related to compliance with all applicable requirements of this specification. Any related costs, direct or indirect, must be clearly identified in the Proposal. Unless otherwise indicated, the City of Fort Worth requires the vendor to pay all related costs. All Vendors must be able to legally conduct business in the State of Texas. 2.0 The goal of this procurement is to establish a Price Schedule for a Grants Tracking and Management Software Solution from qualified Vendors. This schedule should include any maintenance, based upon this annual agreement with options to renew for three (3) additional one-year terms at the same terms and conditions. RFP No , Grants Tracking and Management Software Solution, Page 13 of 42

14 SECTION V SCOPE OF WORK 1.0 The proposal is to implement an enterprise Grants Tracking and Management solution for the city to better track grants that city departments apply for and improve the reporting capability of the staff. 2.0 The proposal should include separate costs to implement the Tracking and Reporting module for 1 20 users and users. 3.0 The proposal should include separate costs to implement the Research module for 1 20 users and users. 4.0 The proposal should include a detailed project implementation plan, including specific tasks and a timeline for project completion. 5.0 The proposal should include a detailed plan for managing user assistance. SECTION VI REQUIREMENTS AND SPECIFICATIONS 1.0 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. List recommended equipment and system hardware components (i.e. CPU, peripherals, etc.) required. 1.2 Required functionality of the software system includes, but is not limited to: Ease of Use, Ease of user access, and Ability for easy input and output for user Tracking and Reporting Web-based access to application, Ability to import files and reports from Microsoft Office and Excel, Ability to interface with Oracle PeopleSoft, Ability to export data from the proposed system to Oracle PeopleSoft. 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 to build custom reports, Creates audit trail of every action taken on a grant, Track grant application success rate. RFP No , Grants Tracking and Management Software Solution, Page 14 of 42

15 2.0 HARDWARE Research, 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 Match requirement. Auto alerts for grants available in interest areas, Ability to save and import/export research. The vendor will identify all equipment required by their solution to assure proper operation. 2.1 Servers Windows Server 2003/2008 (32-bit and preferably 64 bit compatible) Should be able to run in a virtual server environment 2.2 Workstations/PC: Windows XP(32-bit) Operating system 3.0 COMPUTING ENVIRONMENT The vendor s proposed system must adhere to the following computing environment requirements. 3.1 Database SQL Server 2005 (32-bit) and preferably 2008 (64-bit) Application can run with database as part of a SQL Cluster (with name/instance configuration) 3.2 Application.Net 3.5 or greater Can handle other software such as Apache, Tomcat, and/or ColdFusion, but prefer.net 3.3 Web Needs to be able to run using IE 8.0, minimal RFP No , Grants Tracking and Management Software Solution, Page 15 of 42

16 4.0 MAINTENANCE 4.1 Based on the proposed Grants Management and Tracking software solution, explain how vendor will support the City of Fort Worth. 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. 5.0 WARRANTY 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 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. 5.1 The vendor shall 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. RFP No , Grants Tracking and Management Software Solution, Page 16 of 42

17 6.0 DOCUMENTATION 6.1 The vendor shall provide comprehensive user documentation available for the software application. 6.2 The vendor shall provide comprehensive system documentation available for the software application. 6.3 The vendor shall provide any documentation revisions electronically within one week of finalization. 6.4 The vendor shall provide updated documentation manuals with enhancements or new releases. 6.5 The vendor shall provide system documentation including flow charts, overview and database file layouts. 7.0 USER TRAINING 7.1 Describe education/training offerings at the following levels: Management Overview, User Education, Technical/Support Education, and Other. 7.2 Vendor shall provide computer-based training on the proposed software. 7.3 Vendor shall provide on-site training cost. 7.4 Vendor shall list the time requirements for the training. 7.5 List any charges associated with the training. 7.6 Vendor shall provide a list of the training courses that are provide for the applications software proposed in this RFP response. 7.7 Vendor shall submit a copy of the most recent training schedule. RFP No , Grants Tracking and Management Software Solution, Page 17 of 42

18 Grants Tracking and Management Software Solution Special Instructions For each requirement within this RFP, please utilize the table below to describe how you will fulfill the requirement and any additional information. Legend: Column Heading Ref # Requirement Description Out-of-Box Custom Describe Your Approach Price Description Reference number for each requirement Each requirements listed in the RFP Additional comments describing "Requirement (OOB) indicates a Standard offering - Requirement is satisfied in the current version or software release (without any customization); use an "Y" or "N" as an indicator Requirement is satisfied only with customization of the product; use an "X" as an indicator Explanation of methods, time to develop the custom solution, or other pertinent information Mandatory entry for all requirements marked as "CUSTOM" RFP No , Grants Tracking and Management Software Solution, Page 18 of 42

19 City of Fort Worth RFP Response Form Section A RFP Submittal Certifications Company Name: Please initial by each statement below signifying your understanding and ability to provide the product(s) or service(s) stated based upon the information supplied in the RFP. 1. Vendor understands Section I information. 2. Vendor understands and has responded to all Section II requirements. 3. Vendor understands and has responded to all Section III requirements. 4. Vendor understands and has responded to all Section IV requirements. 5. Vendor understands and has responded to all Section V requirements. Authorized Representative Name (Print): Authorized Representative Signature: Date: RFP No , Grants Tracking and Management Software Solution, Page 19 of 42

20 City of Fort Worth RFP Response Form Section B Authorized Representative Certification Company Name: Address: Phone Number: Web Site: Fax number: I certify that with regard to the Request for Proposals (RFP) for a Grants Tracking and Management Software Solution issued by the City of Fort Worth: I have read the RFP. I have contacted appropriate City staff members 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 fee Proposal. All information presented in the RFP Submittal Certifications (Section A), Vendor Questionnaire (Section C), the References Sheet (Section D), and the submitted by the above named company is true and accurate. The above named company can and will provide the services and do the work as described herein, if selected to do so. RFP No , Grants Tracking and Management Software Solution, Page 20 of 42

21 City of Fort Worth RFP Response Form Section C Vendor Questionnaire The following pages contain questions and statements that require responses from each vendor submitting a Proposal. Each company submittal is to include these pages in order to be a valid Proposal. 1. How long has your company been in business? 2. What percent of your current business is devoted to Grants Tracking and Management software solutions? 3. How many employees does your company employ? 4. Describe the time required to implement your Grants Tracking and Management software solution. Detail each step and phase necessary before the system is useable. 5. If the City selects your company to implement the Grants Tracking and Management software solution, what percent of the implementation work will be done by your internal staff and what percent through contractors? 6. Explain the implementation support your company provides by expertise, number of staff and number of labor hours. 7. Identify the level of resource commitment required from prospective clients to implement your Grants Tracking and Management software solution. Explain how much staffing is required from the customer side and what type of technical expertise is required to implement your system and the time commitment required. 8. Describe the level of effort is required of the prospective client to maintain this complete software solution after implementation. Explain the technical staff requirements needed as far as expertise and time that the solution will take to support or develop. 9. What kind of telephone or support would your company be able to provide during transition? After transition? In an emergency? 10. Provide a list of other similar size City governments that have experience with the proposed software solution. 11. Explain the management structure of your organization. 12. Provide an organizational chart of Proposer s customer assistance staff including, but not limited to, resumes and certifications held. RFP No , Grants Tracking and Management Software Solution, Page 21 of 42

22 City of Fort Worth RFP Response Form Section D Grants Tracking and Management Software Solution References Sheet Vendor Name: Organization Name: Address: City: State: Zip Code: Contact name: Title: Phone: Organization Name: Address: City: State: Zip Code: Contact name: Title: Phone: Organization Name: Address: City: State: Zip Code: Contact name: Title: Phone: Organization Name: Address: City: State: Zip Code: Note: The City of Fort Worth is particularly interested in implementations involving Municipal Governments that are approximately the same population base as Fort Worth, (700,000). RFP No , Grants Tracking and Management Software Solution, Page 22 of 42

23 CONFLICT OF INTEREST DISCLOSURE REQUIREMENT Pursuant to Chapter 176 of the Local Government Code, any person or agent of a person who contracts or seeks to contract for the sale or purchase of property, goods, or services with a local governmental entity (i.e. The City of Fort Worth) must disclose in the Questionnaire Form CIQ ( Questionnaire ) the person s affiliation or business relationship that might cause a conflict of interest with the local governmental entity. By law, the Questionnaire must be filed with the Fort Worth City Secretary no later than seven days after the date the person begins contract discussions or negotiations with the City, or submits an application or response to a request for Proposals or bids, correspondence, or another writing related to a potential agreement with the City. Updated Questionnaires must be filed in conformance with Chapter 176. A copy of the Questionnaire Form CIQ is enclosed with the submittal documents. The form is also available at If you have any questions about compliance, please consult your own legal counsel. Compliance is the individual responsibility of each person or agent of a person who is subject to the filing requirement. An offense under Chapter 176 is a Class C misdemeanor. RFP No , Grants Tracking and Management Software Solution, Page 23 of 42

24 ATTACHMENT A CONFLICT OF INTEREST QUESTIONNAIRE For vendor or other person doing business with local governmental entity This questionnaire is being filed in accordance with chapter 176 of the Local Government Code by a person doing business with the governmental entity. By law this questionnaire must be filed with the records administrator of the local government not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section , Local Government Code. A person commits an offense if the person violates Section , Local Government Code. An offense under this section is a Class C misdemeanor. 1. Name of person doing business with local governmental entity. 2. Check this box if you are filing an update to a previously filed questionnaire. FORM CIQ OFFICE USE ONLY Date Received (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for which an activity described in Section (a), Local Government Code, is pending and not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Describe each affiliation or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the local governmental entity with respect to expenditure of money. 4. Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer of the local governmental entity that is the subject of this questionnaire. RFP No , Grants Tracking and Management Software Solution, Page 24 of 42

25 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity Page 2 5. Name of local government officer with whom filer has affiliation or business relationship. (Complete this section only if the answer to A, B, or C is YES.) This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom the filer has affiliation or business relationship. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income from the filer of the questionnaire? Yes No B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local government officer named in this section AND the taxable income is not from the local governmental entity? Yes No C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? Yes No D. Describe each affiliation or business relationship. 6. Describe any other affiliation or business relationship that might cause a conflict of interest. 7. Signature of person doing business with the governmental entity Date RFP No , Grants Tracking and Management Software Solution, Page 25 of 42

26 ATTACHMENT B PROFESSIONAL SERVICES AGREEMENT This PROFESSIONAL SERVICES AGREEMENT ( Agreement ) is made and entered into by and between the CITY OF FORT WORTH (the City ), a home rule municipal corporation situated in portions of Tarrant, Denton and Wise Counties, Texas, acting by and through Karen L. Montgomery, its duly authorized Assistant City Manager, and [NAME OF ENTITY], a [insert state of incorporation] and acting by and through [insert name of authorized signatory], its duly authorized [insert title], each individually referred to as a party and collectively referred to as the parties. CONTRACT DOCUMENTS: The Contract documents shall include the following: 1. This Agreement for Professional Services 2. Exhibit A Statement of Work plus any amendments to the Statement of Work 3. Exhibit B Payment Schedule 4. Exhibit C Milestone Acceptance Form 5. Exhibit D Network Access Agreement All Exhibits attached hereto are incorporated herein and made a part of this Agreement for all purposes. In the event of any conflict between the documents, the terms and conditions of this Professional Services Agreement shall control. 1. SCOPE OF SERVICES. Consultant hereby agrees to provide the City with professional consulting services for the purpose of [insert full explanation for purpose of agreement]. Attached hereto and incorporated for all purposes incident to this Agreement is Exhibit A, Statement of Work, more specifically describing the services to be provided hereunder. 2. TERM. This Agreement shall commence upon the date that both the City and Consultant have executed this Agreement ( Effective Date ) and shall continue in full force and effect for [insert term] ( Initial Term ), unless terminated earlier in accordance with the provisions of this Agreement. Following the Initial Term, this Agreement shall be renewable at the option of the City for [insert number of renewals] additional terms of one year each (each a Renewal Term ). The City shall provide Consultant with written notice of its intent to renew at least thirty (30) days prior to the end of each term. 3. COMPENSATION. The City shall pay Consultant an amount not to exceed [$000,000.00] in accordance with the provisions of this Agreement and the Payment Schedule attached as Exhibit B, which is incorporated for all purposes herein. Consultant shall not perform any additional services for the City not specified by this Agreement unless the City requests and approves in writing the additional costs for such services. The City shall not be liable for any additional expenses of Consultant not specified by this Agreement unless the City first approves such expenses in writing. RFP No , Grants Tracking and Management Software Solution, Page 26 of 42

27 4. TERMINATION Written Notice. The City or Consultant may terminate this Agreement at any time and for any reason by providing the other party with 30 days written notice of termination. 4.2 Non-appropriation of Funds. In the event no funds or insufficient funds are appropriated by the City in any fiscal period for any payments due hereunder, City will notify Consultant of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to the City of any kind whatsoever, except as to the portions of the payments herein agreed upon for which funds have been appropriated. 4.3 Duties and Obligations of the Parties. In the event that this Agreement is terminated prior to the Expiration Date, the City shall pay Consultant for services actually rendered up to the effective date of termination and Consultant shall continue to provide the City with services requested by the City and in accordance with this Agreement up to the effective date of termination. Upon termination of this Agreement for any reason, Consultant shall provide the City with copies of all completed or partially completed documents prepared under this Agreement. 5. DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION. Consultant hereby warrants to the City that Consultant has made full disclosure in writing of any existing or potential conflicts of interest related to Consultant's services under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this Agreement, Consultant hereby agrees immediately to make full disclosure to the City in writing. Consultant, for itself and its officers, agents and employees, further agrees that it shall treat all information provided to it by the City as confidential and shall not disclose any such information to a third party without the prior written approval of the City. Consultant shall store and maintain City Information in a secure manner and shall not allow unauthorized users to access, modify, delete or otherwise corrupt City Information in any way. Consultant shall notify the City immediately if the security or integrity of any City information has been compromised or is believed to have been compromised. 6. RIGHT TO AUDIT. Consultant agrees that the City shall, until the expiration of three (3) years after final payment under this contract, or the final conclusion of any audit commenced during the said three years, have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records of the consultant involving transactions relating to this Contract at no additional cost to the City. Consultant agrees that the City shall have access during normal working hours to all necessary Consultant facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this section. The City shall give Consultant reasonable advance notice of intended audits. Consultant further agrees to include in all its subcontractor agreements hereunder a provision to the effect that the subcontractor agrees that the City shall, until expiration of three (3) years after final payment of the subcontract, or the final conclusion of any audit commenced during the said three years have access to and the right to examine at reasonable times any directly pertinent books, documents, papers and records of such subcontractor involving transactions related to the subcontract, and further RFP No , Grants Tracking and Management Software Solution, Page 27 of 42

28 that City shall have access during normal working hours to all subcontractor facilities and shall be provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of this paragraph. City shall give subcontractor reasonable notice of intended audits. 7. INDEPENDENT CONTRACTOR. It is expressly understood and agreed that Consultant shall operate as an independent contractor as to all rights and privileges and work performed under this agreement, and not as agent, representative or employee of the City. Subject to and in accordance with the conditions and provisions of this Agreement, Consultant shall have the exclusive right to control the details of its operations and activities and be solely responsible for the acts and omissions of its officers, agents, servants, employees, contractors and subcontractors. Consultant acknowledges that the doctrine of respondeat superior shall not apply as between the City, its officers, agents, servants and employees, and Consultant, its officers, agents, employees, servants, contractors and subcontractors. Consultant further agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and Consultant. It is further understood that the City shall in no way be considered a Coemployer or a Joint employer of Consultant or any officers, agents, servants, employees or subcontractors of Consultant. Neither Consultant, nor any officers, agents, servants, employees or subcontractors of Consultant shall be entitled to any employment benefits from the City. Consultant shall be responsible and liable for any and all payment and reporting of taxes on behalf of itself, and any of its officers, agents, servants, employees or subcontractors. 8. LIABILITY AND INDEMNIFICATION. A. LIABILITY - CONSULTANT SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE ANDIOR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. B. INDEMNIFICATION - CONSULTANT HEREBY COVENANTS AND AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND THE CITY, ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO CONSULTANT'S BUSINESS AND ANY RESULTING LOST PROFITS) ANDIOR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, ARISING OUT OF OR IN CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES. 9. ASSIGNMENT AND SUBCONTRACTING. Consultant shall not assign or subcontract any of its duties, obligations or rights under this Agreement without the prior written consent of the City. If the City grants consent to an assignment, the assignee shall execute a written agreement with the City and the Consultant under which the assignee agrees to be bound by the duties and obligations of Consultant under this Agreement. The Consultant and Assignee shall be jointly liable for all obligations of the Consultant under this Agreement prior to the effective date of the assignment. If the City grants consent to a subcontract, the subcontractor shall execute a written agreement with the Consultant referencing this Agreement under which the subcontractor shall agree to be bound by the duties and obligations of the Consultant under this Agreement as such duties and obligations may apply. The Consultant shall provide the City with a fully executed copy of any such subcontract. RFP No , Grants Tracking and Management Software Solution, Page 28 of 42