Lower Rio Grande Public Water Works Authority Request for Proposal Financial Management and Utility Billing Software.

Transcription

1 Lower Rio Grande Public Water Works Authority Request for Proposal Financial Management and Utility Billing Software June 19, 2014 Proposals Deadline: 2:00 pm on Tuesday, July 22, 2014

2 Table of Contents Introduction... 3 Consideration of Proposals... 4 Resident/Veteran Preference... 5 Evaluation Criteria... 7 Response Format... 8 Executive Summary... 8 Company Background... 8 Client References... 9 Application Software Specification Chart... 9 Implementation Methodology 9 Support... 9 Hardware Specifications Cost Summary Terms and Conditions Evaluation Form Terms & Conditions Campaign Contribution Disclosure Form Veterans Preference Certification Form P age

3 Introduction Lower Rio Grande Public Water Works Authority (LRGPWWA) is issuing this Request For Proposal (RFP) for the purpose of soliciting vendor proposals for an administrative data processing system (the system) to serve the current and projected needs of the LRGPWWA. The application software and hardware configuration should comply with the minimum specifications as outlined in this RFP. LRGPWWA intends to seek the best solution, based on the representative criteria contained in this RFP, for its data processing needs. The successful vendor(s) will seek to establish a turnkey, integrated hardware/software environment, which will satisfy the specifications contained in this RFP, bringing to bear whatever vendor resources are required from the areas of computer systems hardware, software, technical training, conversion, maintenance, and services support. LRGPWWA requests that responding vendors propose the following applications and services: 1 Utility Billing Application 2 Financial Management Application 3 Installation 4 Data Transfer 5 Implementation 6 Training 7 Support LRGPWWA desires to contract with a single vendor for all hardware and software and hardware/software maintenance, installation, conversion and support. However, LRGPWWA reserves the right to evaluate each software application module on its own standard of performance, regardless of whether other or remaining application modules of the Offerer are considered by. LRGPWWA reserves the right to award the system to any one offerer or a combination of offerers. In addition, the LRGPWWA reserves the right to purchase any personal computers needed from an alternate vendor. One original and four copies of the proposal will be accepted until 2PM MSDT on Tuesday, July 22, Proposals submitted must be binding for no less than ninety (90) days after the date received. LRGPWWA will select the proposal, or combination of proposals, that, in its opinion, is in the best interest of LRGPWWA. LRGPWWA reserves the right to reject any or all proposals or portions of a proposal. LRGPWWA also reserves the right to waive minor technicalities in the proposal. LRGPWWA not only reserves the right at the sole discretion of LRGPWWA to reject any or all proposals and to waive technicalities, but also reserves the right of evaluation and the right to determine the methodology for evaluation of the proposals to determine which is the best proposal. In addition, to accept the proposal (or proposals) deemed to be in the best interest of the Client, i.e., the most qualified proposal will not necessarily be the proposal with the lowest cost. Further, LRGPWWA reserves the right to accept a proposal (or proposals) for any or all items separately or together. Vendor inquiries are to be directed to Kathi Jackson, Finance Manager. One original and four copies of the proposal clearly marked "Billing System Proposal", signed by an officer of the company, are to be submitted and addressed on the outside as follows: 3 P age

4 Kathi Jackson, Finance Manager Lower Rio Grande Public Water Works Authority PO Box 2646 Anthony, NM Proposals may also be hand delivered to the above address by the date and time specified. It is the responsibility of the Offeror to deliver the proposal in accordance with these instructions contained above and/or elsewhere in the RFP. Proposals received after the dead line will not be accepted. CONSIDERATION OF PROPOSALS RECEIPT, OPENING AND RECORDING Proposals received on time will be opened publicly or in the presence of one or more witnesses and the name of the Offeror and address will be read aloud. The names of all businesses submitting proposals and the names of all businesses, if any, selected for interview shall be public information. After an award has been made, final ranking and evaluation scores for all proposals shall become public information (SS NMSA 1978). The contents of any proposal shall not be disclosed so as to be available to competing Offerors during the negotiation process (SS NMSA 1978). PROPOSAL EVALUATION Proposals shall be evaluated on the basis of demonstrated competence and qualifications for the type of service required, and shall be based on the evaluation factors set forth in this RFP. For the purpose of conducting discussions, proposals may initially be classified as: 1) Acceptable, 2) Potentially acceptable, that is, reasonably assured of being made acceptable, or 3) Unacceptable (Offerors whose proposals are unacceptable shall be notified promptly). LRGPWWA shall have the right to waive technical irregularities in the form of the Proposal of the Offeror, which do not alter the quality or quantity of the services (SS NMSA 1978). The evaluation committee will rank proposals in order of qualifications and submit to the local governing body for final selection and award. SELECTION PROCESS: (SS NMSA 1978). An evaluation committee composed of representatives selected by LRGPWWA will perform an evaluation of proposals. The committee shall evaluate statements of qualifications and performance data submitted by at least three businesses in regard to the particular project and may conduct interviews with and may require public presentation by all businesses applying for selection regarding their qualifications, their approach to the project and their ability to furnish the required services. 4 P age

5 If fewer than three businesses have submitted a statement of qualifications for a particular project, the committee may rank in order of qualifications and submit to the local governing body for award those businesses which have submitted a statement of qualifications. NEGOTIATIONS (SS NMSA 1978) The Contracting Agency s designee shall negotiate a contract with the highest qualified business for the services contemplated under this RFP at compensation determined in writing to be fair and reasonable. In making this decision, the designee shall take into account the estimated value of the services to be rendered and the scope, complexity and professional nature of the services. Should the designee be unable to negotiate a satisfactory contract with the business considered to be the most qualified at a price determined to be fair and reasonable, negotiations with that business shall be formally terminated. The designee shall then undertake negotiations with the second most qualified business. Failing accord with the second most qualified business, the designee shall formally terminate negotiations with that business. Should the designee be unable to negotiate a contract with any of the businesses selected by the committee, additional businesses shall be ranked in order of their qualifications and the designee shall continue negotiations in accordance with this section until a contract is signed with a qualified business or the procurement process is terminated and a new request for proposal is initiated. LRGPWWA shall publicly announce the business selected for award. NOTICE OF AWARD After award by the local governing body, a written notice of award shall be issued by LRGPWWA after review and approval of the Proposal and related documents by the LRGPWWA with reasonable promptness (SS and SS NMSA 1978). Confidentiality of Documents Proposals shall be opened to avoid disclosure of contents to competing offerers and kept secret during the process of negotiation. However, all proposals that have been submitted shall be open for public inspection after contract award. Trade secrets and confidential information, as specified by the vendor, contained in the proposals shall not be open for public inspection. OTHER INSTRUCTIONS TO OFFERORS Resident Business Preference or Resident Veteran Business Preference: Points will be awarded based on Offeror s ability to provide a copy of a current Resident Business Certificate or Resident Veteran Business certificate. 5 P age

6 Resident Business Preference For the Offeror to receive a Resident Business Preference, the business shall submit, with this proposal, a copy of a valid Resident Business certificate issued by the New Mexico Taxation & Revenue Department. The application for preference may be downloaded at the following website: andpublications/pages/recently updated.aspx. Five (5) percent (%) of the total possible points may be awarded to an Offeror who qualifies as a Resident Business. These points are added to the total points received for the Evaluation Criteria (page 13). Resident Veteran Business Preference For the Offeror to receive a Resident Veteran Business Preference, the business shall complete, sign, and include with the proposal the attached certification form, along with a copy of a valid Resident Veteran Business Preference certificate issued by the New Mexico Taxation & Revenue Department. The application for preference may be downloaded at the following website: andpublications/pages/recently updated.aspx. Offerors seeking a Resident Veteran Business Preference will be evaluated as follows: A. Resident Veteran Businesses with annual revenues of $1M or less are to receive a 10% preference on their proposals. B. Resident Veteran Businesses with annual revenues of more than $1M but less than $5M are to receive an 8% preference on their proposals. C. Resident Veteran Businesses with annual revenues of more than $5M are to receive a 7% preference on their proposals. The 7%, 8%, or 10%, as indicated above, will be to the total points received for the Evaluation Criteria (page 11). The Resident Veteran Business Preference is separate from the Resident Business Preference and is not cumulative with that preference. However, Resident Veteran Businesses can still receive the Resident Business Preference once the Resident Veteran Business Preference cap is exceeded. Example: An RFP has a total value of 1,000 points. Five proposals are received: one from a Resident Business, one from a Resident Veteran Business with an 8% preference, and three non resident businesses. The Resident Business would receive 50 points and the Resident Veteran Business would receive 80 points which would be added to their already evaluated scores, thereby making it possible for the highest score to be 1,080. Note: Neither the Resident Business Preference nor the Resident Veteran Business Preference can be awarded for any project/contract if it includes federal funds. 6 P age

7 Note to Owner Regarding Evaluation Criteria The Request for Proposal must include each of the following Evaluation Criteria* as required by statute ( B NMSA 1978). Each proposal submitted must address the required Evaluation Criteria. Based on the complexity of the project, the Owner may add additional items to be evaluated. The Owner must assign a weight factor to each of the Evaluation Criteria (page 13) to communicate to Offerors the relative importance of each. EVALUATION CRITERIA: 1. Specialized Design and Technical Competence* Proven, existing application systems the vendor has available now for immediate implementation. Does the program have the specified features? (Utility billing, integrated accounting software, work orders, etc.) 2. System Attributes Does it reduce processing time, improve efficiency, eliminate procedures, provide room for growth, and allow for customization? 3. Past Record of Performance* Vendor s performance record in meeting the requirements of their existing customers (users). 4. Conversion, Implementation and Support Amount and cost of vendor support that will be available for conversion, implementation, assistance, and on going modifications. 5. Capability Capability and costs to perform the required conversion of existing data files. 6. Quality Quality of application software manuals, or other documentation and training aids 7. Training Expertise and ability to train user personnel 8. Usability Required experience and number of in house data processing personnel necessary to operate and maintain the system 9. Capacity Proposer s ability to support the total system solution, including installation, conversion, software, training, and hardware/software maintenance, and support. 7 P age

8 Response Format The RFP Response should be organized in the following order: Cover Letter 1.0 Executive Summary 2.0 Company Background 3.0 General Proposal Instructions & Questionnaire Response 4.0 Application Software Specification Chart 5.0 Training Information 6.0 Support and Maintenance 7.0 Hardware Specifications 8.0 Cost Summary 9.0 Terms & Conditions Additional Service Information for Appendices 1.0 Executive Summary The Executive Summary should include a brief overview of the Proposal. It should be prepared in such a manner as to make it understandable to individuals not familiar with the terminology peculiar to a project of this type. 2.0 Company Background The Company Background should provide vendor information including, but not limited to: Company Headquarters Information Complete list of products provided by the Vendor Financial History Percentage of Public Sector clients Company Awards and Merits Number of Years in Public Sector Software Total number of Clients Total number of Employees (Include the chart below for Employee Breakdown) Software evolution and direction List the number of staff members by primary responsibility: Development Support Implementation Marketing & Sales Network Services Accounting Other Total 8 P age

9 3.0 Client References Vendor must supply at least six (6) sites that are currently using a similar system requested by the Client. Be sure to include the total population served by the government. This reference list is mandatory. 4.0 Application Software Specification Chart Please answer the provided Application Specification Chart as thoroughly as possible. Please include cost information in the Cost Summary section of your RFP Response. Application Software Specification Response Format Please input an "x" in the appropriate column to the right of the feature/function statement. Further explanations should be provided in the comments column. Each row should have only one "x". Blank rows will be scored as Not Available. 5.0 Implementation Methodology The Vendor s Implementation section should include information on all facets of the Implementation process. Please provide thorough information about the following: Project Management o Project Consulting Information o Vendor Project Manager Responsibilities Training o Training Methodology o Training Options o Training Requirements o Syllabus Information Data Conversion o Conversion Methods o Conversion process o Data Extraction o Scheduling o Data Validation Timelines o Provide a sample Implementation Gantt Chart Vendor/Client Responsibilities o What is the Client responsible for during Implementation? o What services does the Vendor supply? Change Management 6.0 Support 9 P age

10 The Vendor should provide the following Support Information: Support Options o Does the Vendor provide a toll free support number? o Does the Vendor provide Online Support? o Other options for support? o Time frames when support is available Support Goals o Please provide Response Times and Resolution Times to the following incident levels and criteria defining each level (i.e. what constitutes an Emergency, Critical or Standard situation) Emergency Critical Standard Help Call Problem Escalation Procedures o How are incidents handled? o What tools do the Vendor Support Staff use? o What is the basic chain of command? System Updates o How are updates managed? o How often are updates released? o What is the typical downtime during an update? 7.0 Hardware Specifications Hardware and System Operating Software Requirements The vendor is encouraged to recommend any enhancements to the minimum requirements stated below that will improve the overall performance and usability of the system. Describe the following requirements of the proposed system: Server Details Operating System Network Environment Processor Information Size of Memory Hard Drive Arrays Available Disk Space Workstation Requirements Printer Compatibility Please provide all configuration options Who is responsible for hardware and system software maintenance? If the hardware and system software is purchased from a third party vendor, who is responsible for hardware and system software support? 10 P age

11 8.0 Cost Summary Please provide a summary list of all items (services, applications, equipment) included in the proposal and the one time cost and/or recurring (specify monthly or annual) cost of each. Amounts should contain no taxes and include all transportation and delivery, FOB, LRGPWWA. All costs shall be in actual dollar and cent amounts, Time and Material quotation is not acceptable. Please provide best estimate for travel costs, cables, and other miscellaneous items. The Client reserves the right to procure by other means any personal computers or other equipment needed. System Cost Certification I hereby certify that I have read all items of the RFP and fully understand the requirements listed herein. I further certify that I am an authorized agent of the Offering Firm and may be held liable for any or all remedies that may become due to LRGPWWA. SOFTWARE VENDOR Firm Submitting Proposal Address Client State Zip Code Signature Printed Name Title Date HARDWARE VENDOR Firm Submitting Proposal Address Client State Zip Code Signature Printed Name Title Date 9.0 Terms and Conditions Hold Harmless Vendor shall protect, indemnify, and hold the Client harmless from and against any damage, cost, or liability for any injuries to persons or property arising from acts or omissions of the vendor, his employees, agents, or sub contractors, howsoever caused. Software Defects Vendor shall properly correct all software defects for which the vendor is responsible, within a timeperiod agreed upon by the Client and the vendor. Warranty 11 P age

12 The vendor shall provide a minimum of a six month warranty from the date of the installation. Vendor shall warranty that, during the minimum period, the system will be free of defects in material and workmanship. Insurance Certificates of insurance shall be addressed to the Client. All insurance shall be in effect during the term of the contract. Vendor shall provide the following coverage: General liability, errors, and omissions insurance not less than $1 million for bodily injury including accidental death, to any one person and aggregate. Property damage not less than $1 million for any one accident or aggregate. Vendor's Protective Liability Damage Insurance in the same minimum coverage as under General Liability Insurance. Worker compensation insurance in accordance with provisions of the Labor Code of Texas. Conversion Electronic conversion of the Client's existing data is extremely important. Vendor must address the conversion methodology and disclose all related conversion costs in the cost summary. Response Preparation Costs The Client will not pay any costs incurred by any vendor in the proposal preparation, printing, demonstration or negotiation process. All costs shall be borne by the proposing vendors with the exception of costs associated with any Client personnel visits to Vendor offices or other client sites. 12 P age

13 EVALUATION CRITERIA AND POINT VALUES OFFERORS: Proposals must address each of the following criteria. Each proposal may be awarded points up to the amount listed. RATING SHEET FOR: POSSIBLE ITEM POINTS Specialized Design & Technical Competence Proven, existing application systems the vendor has available now for immediate implementation. Does the program have the specified features? (Utility billing, integrated accounting software, work orders, 1 etc.) 25 System Attributes Does it reduce processing time, improve efficiency, eliminate 2 procedures, provide room for growth, allow for customization? 20 Past Record of Performance Vendor's performance record in meeting the requirements of their 3 existing customers (users). 15 Conversion, Implementation, Support Amount and cost of vendor support that will be available for conversion, 4 implementation, assistance, and on going modifications. 10 Capability Capability and costs to perform the required conversion of existing data 5 files 10 Quality Quality of application software manuals, or other documentation and 6 training aids 5 Training 7 Expertise and ability to train user personnel 5 Usability Required experience and number of in house data processing personnel 8 necessary to operate and maintain the system 5 Capacity Proposer's ability to support the total system solution, including installation, conversion, software, training, and hardware/software 9 maintenance, and support. 5 TOTAL 100 SCORE Points awarded to an Offeror for Resident Business Preference or Resident Veteran Business Preference (required by Senate Bill 1, 2011) are based on total possible points as indicated above and are added to the total score awarded to that Offeror. 13 P age

14 TERMS AND CONDITIONS 1. GOVERNING LAW The Agreement shall be governed exclusively by the laws of the State of New Mexico as the same from time to time exists. 2. INDEPENDENT CONTRACTORS The Consultant (design professionals) and the Consultant s agents and employees are independent Contractors and are not employees of the Contracting Agency. The Consultant and Consultant s agents and employees shall not accrue leave, retirement, insurance, bonding, and use of Contracting Agency vehicles or any other benefits afforded to employees of the Contracting Agency As a result of the Agreement. 3. BRIBES, GRATUITIES AND KICK BACKS Pursuant to NMSA 1978, reference is hereby made to the criminal laws of New Mexico (including , , and through NMSA 1978) which prohibits bribes, kickbacks, and gratuities, violation of which constitutes a felony. Further, the Procurement Code ( through NMSA 1978) imposes civil and criminal penalties for its violation. 4. STANDARD FORM OF AGREEMENT BETWEEN CONTRACTING AGENCY AND CONSULTANT (Design Professional) The form of agreement required by the funding agency or issued by the Contracting Agency will be used for this project. Copies are available and may be reviewed upon request. 5. FEES A lump sum fixed fee for Basic Service will be negotiated with the Offeror selected. Additional Services may also be negotiated with the Offeror selected. 6. FUNDING This solicitation is subject to the availability of funds to accomplish the work. 7. DESIGN PROFESSIONAL REGISTRATION All work shall be under the direction of the applicable design professional legally licensed and registered by the state. 8. PROFESSIONAL LIABILITY INSURANCE The Offeror will not be required to carry professional liability (errors and omissions) insurance. If required to carry such insurance, the amount of coverage will be $250,000, $500,000, $1,000, P age

15 CAMPAIGN CONTRIBUTION DISCLOSURE FORM Pursuant to the Procurement Code, Sections , et seq., NMSA 1978 and NMSA 1978, (2006), as amended by Laws of 2007, Chapter 234, any prospective contractor seeking to enter into a contract with any state agency or local public body for professional services, a design and build project delivery system, or the design and installation of measures the primary purpose of which is to conserve natural resources must file this form with that state agency or local public body. This form must be filed even if the contract qualifies as a small purchase or a sole source contract. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period. Furthermore, the state agency or local public body may cancel a solicitation or proposed award for a proposed contract pursuant to Section NMSA 1978 or a contract that is executed may be ratified or terminated pursuant to Section NMSA 1978 of the Procurement Code if: 1) a prospective contractor, a family member of the prospective contractor, or a representative of the prospective contractor gives a campaign contribution or other thing of value to an applicable public official or the applicable public official s employees during the pendency of the procurement process or 2) a prospective contractor fails to submit a fully completed disclosure statement pursuant to the law. The state agency or local public body that procures the services or items of tangible personal property shall indicate on the form the name or names of every applicable public official, if any, for which disclosure is required by a prospective contractor. THIS FORM MUST BE INCLUDED IN THE REQUEST FOR PROPOSALS AND MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE. The following definitions apply: Applicable public official means a person elected to an office or a person appointed to complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal. Campaign Contribution means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official s behalf for the purpose of electing the official to statewide or local office. Campaign Contribution includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee. Family member means spouse, father, mother, child, father in law, mother in law, daughter in law or son in law of (a) a prospective contractor, if the prospective contractor is a natural person; or (b) an owner of a prospective contractor. 15 P age

16 Pendency of the procurement process means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals. Prospective contractor means a person or business that is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person or business qualifies for a sole source or a small purchase contract. Representative of a prospective contractor means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor. Name(s) of Applicable Public Official(s) if any: To be filled in by State Agency or Local Public Body DISCLOSURE OF CONTRIBUTIONS BY PROSPECTIVE CONTRACTOR: Contribution Made By: Relation to Prospective Contractor: Date Contribution(s) Made: Amount(s) of Contribution(s) Nature of Contribution(s) Purpose of Contribution(s) (The above fields are unlimited in size. However, add additional pages if necessary.) OR NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative. Signature Date Title (Position) 16 P age

17 Veterans Preference Certification (Name of Business) hereby certifies the following in regard to application of the resident veteran preference to this formal request for proposals process: Please check one box only: I declare under penalty of perjury that my business prior year revenue starting January 1 ending December 31 is less than $1M allowing me the 10% preference discount on this bid or proposal. I understand that knowingly giving false or misleading information about this fact constitutes a crime. I declare under penalty of perjury that my business prior year revenue starting January 1 ending December 31 is more than $1M but less than $5M allowing me the 8% preference discount on this bid or proposal. I understand that knowingly giving false or misleading information about this fact constitutes a crime. I declare under penalty of perjury that my business prior year revenue starting January 1 ending December 31 is more than $5M allowing me the 7% preference discount on this bid or proposal. I understand that knowingly giving false or misleading information about this fact constitutes a crime. I agree to submit a report, or reports, to the State Purchasing Division of the General Services Department declaring under penalty of perjury that during the last calendar year starting January 1 ending December 31, the following to be true and accurate: In conjunction with this procurement and the requirements of this business application for a Resident Veteran Business Preference/Resident Veteran Contractor Preference under Sections or NMSA 1978, when awarded a contract which was on the basis of having such veteran s preference, I agree to report to the State Purchasing Division of the General Services Department the awarded amount involved. I will indicate in the report the award amount as a purchase from a public body or as a public works contract from a public body as the case may be. I declare under penalty of perjury that this statement is true to the best of my knowledge. I understand that giving false or misleading statements about material fact regarding this matter constitutes a crime. (signature of Business Representative)* (Date) *Must be an authorized signatory for the Business. The representation made in checking the boxes constitutes a material representation by the business that is subject to protest and may result in denial of an award or unaward of the procurement involved if the statements are proven incorrect. 17 P age