Request for Proposal Environmental Management Software

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1 Request for Proposal Date Issued: November 4, 2010 Due Date: December 1, 2:00:00 p.m. (local time), Contact Information: Jeff Yanew Planning & Engineering Telephone: (780) Fax: (780)

2 Request for Proposal Part 1 General Information The City of St. Albert is requesting the submission of proposals for the provision of Environmental Management software as further detailed in this Request for Proposal package. The information required, proposal format, evaluation criteria and terms and conditions are detailed in the following sections. 1.0 Background 1.1 The City of St. Albert is a municipality of approximately 60,000 people located directly adjacent to the North West of the City of Edmonton. The Office of the Environment provides expertise with environmentally sensitive projects, public education and corporate environmental management. 2.0 Scope of the Project 2.1 This project is comprised of the following components: i) provision of packaged software ii) installation of the software iii) configuration of software iv) training of staff v) implementation (go-live) of software vi) maintenance and ongoing support 2.2 It is expected that the successful vendor will be dedicated to, and involved in, the complete scope of this project, not just the basic delivery of a software application. 3.0 Project Roles and Responsibilities 3.1 The City of St. Albert Office of the Environment will have the lead role in the acquisition, implementation and ongoing operation of the environmental management application. The Office of the Environment will be the client department for this software. 3.2 The Office of the Environment will be responsible for the long term implementation and ongoing administration of the application. The initial configuration, installation and implementation of the software will be a joint venture to be supported by the selected vendor & the Office of the Environment. 3.3 The City of St. Albert will assume the following roles and responsibilities of this project: i) development of system requirements ii) evaluation, selection and acquisition of the software iii) implementation of the software by the client department with the technical assistance of the Information Technology Services Department iv) provision of system specific hardware (servers, corporate network infrastructure) v) provision of secondary staff training 2.

3 3.4 The successful vendor will be responsible for the following project requirements: i) provision of fully developed, packaged software ii) project management (as required) iii) installation configuration and implementation assistance iv) primary user training v) ongoing support & maintenance 4.0 Timelines 4.1 The approximate timelines for this project are as follows: Deadline Proposals Due December 1, 2010 Contract Awarded December 5, 2010 Installation / Configuration December 15, 2010 Annual Invoice January 15,

4 Request for Proposal Part 2 Business Requirements In general, the City requires a system that will assist the conformance of ISO environmental management system. In addition, the following requirements and features should be met: i) Fully developed, proven, environmental management software that has been used for government/municipal conformance to ISO 14001requirements. ii) High level of functionality. iii) User friendly. iv) Scalable. v) User access control (in detail, please specify your security model). vi) Web-based. vii) Externally hosted. 1.0 ISO Environmental Management System 1.1 It is expected that the system will meet ISO environmental management system requirements i) Configurable reporting for performance indicators (i.e. training, corrective actions, audits, environmental management programs) ii) Calendar management functionality that is capable of tracking upcoming EMS implementation and management tasks with integration. iii) Task management tracking that has automatic reminders to individuals and/or groups (i.e. reminders of projects, regulatory updates, roles and responsibilities etc ) iv) Gap analysis tool which would allow an assessment of the EMS against the ISO 14001requirements. v) Aspect / impact analysis tool that will allow for the identification of aspects and the ability to rank and prioritize the organizations most significant environmental impacts. vi) Audit component that will include information relative to auditing requirements set forth in ISO vii) Regulatory compliance management tool to assist with tracking Legal & Other requirements (i.e. permitting deadlines, reminders, regulatory updates) 2.0 Document Management 2.1 It is expected that the system will meet the following document management requirements: i) Version control & amendment\addendum tracking capabilities ii) Creation and management of templates iii) Document archive and library to accommodate adequate record control iv) management within the application in relation to the following: (a) storage (internally or link to) (b) reminders based off an event calendar (c) notifications based off configurable contact lists related to a contract (d) option for selected reports 4.

5 3.0 Workflow Capabilities 3.1 It is expected that the system will meet the following workflow capability requirements: i) Workflow related to Part 2, Section 1.1 ii) Allow for internal document reviews and approvals iii) Track contract life cycle from creation to approval and include corporate approved changes iv) Capability to route documents through an approval\review process 4.0 Training Management 4.1 It is expected that the system will meet the following training management requirements: i) Tools to manage training requirements and the ability to store training records relevant to environmental management. 5.0 Context-specific ISO Text 5.1 It is expected that the system include ISO language with direct references to the relevant elements. 6.0 Corporate Technical Infrastructure Compatibility 6.1 The City of St. Albert current computing environment is client server based utilizing Microsoft Windows 2008 Server running within a VM Ware (currently ESX 3.5 moving to vsphere 4.0 ASAP) environment. The corporate database standards are Oracle 10gR2/11g or SQL Server 2005/ The standard desktop pc is a Dell Optiplex780. Standard desktop software is Microsoft Office 2007 using Outlook 2007 as the application. 5.

6 6.0 Requirements Checklist Requirement Mandatory Standard Functionality Custom Dev Req /No /No /No Environmental Management System Configurable reporting for performance indicators (i.e. training, corrective actions, audits, environmental management programs) Calendar management functionality that is capable of tracking upcoming EMS implementation and management tasks with integration. Task management tracking that has automatic reminders to individuals and/or groups (i.e. reminders of projects, regulatory updates, roles and responsibilities etc ) Gap Analysis Tool which would allow an assessment of the EMS against the ISO requirements. Aspect / impact analysis tool that will allow for the identification of aspects and the ability to rank and prioritize the organizations most significant environmental impacts. Audit component that will include information relative to auditing requirements set forth in ISO Regulatory compliance management tool to assist with tracking Legal & Other requirements (i.e. permitting deadlines, reminders, regulatory updates) Document Management Version control & amendment\addendum tracking capabilities Creation and management of templates Document archive and library to accommodate adequate record control management within the application store internally and relate to contract activity key word searchable initiate reminders send notifications option for reports Workflow Ability to route any internal created document through an approval and\or review process Ability to route any internally created document through a notification process Track and manage events related to various points in time throughout the contract life cycle Training Management Tools to manage training requirements and the ability to store training records relevant to environmental management Context-specific ISO Text System includes ISO language with direct references to the relevant elements. System Architecture Web enabled and externally hosted Integrated System Compatibility (i.e. ISO & Project Management Modules) Not mandatory, however will be considered as a valuable asset. 6. No No No

7 Request for Proposal Part 3 Proposal Format, Submission, Review and Award 1.0 Proposal Format Firm's proposal will address the following points, in sequence, each section to be clearly titled and separated from the other sections. Incomplete or improperly formatted submissions may be disqualified. 1.1 Proposal Submission Form see appendix Corporate Profile provide a brief description of your company and the products and services provided. Provide a complete contact list including names, addresses, phone/fax numbers and addresses. 1.3 Software History - provide a history of the development of the software application you are proposing, the current version and number of major upgrades. 1.4 Software Overview: i) provide a listing of each of the modules being proposed as well as a complete and detailed description of the functionality of each ii) address the functionality for each requirement in Part 2 Business Requirements 1.5 Project Plan & Schedule include a detailed plan along with timelines to include the following: i) tasks ii) roles & responsibilities iii) milestones associated to payment installments 1.6 Hardware Requirements provide the minimum specifications for the server, desktop workstations and network required to manage the application 1.7 Third Party Software identify any third party software required to provide the functionality required by the City 1.8 Support/Maintenance describe the levels and types of ongoing system support and maintenance provided by your firm. Specify the current version of your software, which service pack, next major upgrade, how often the software is upgraded and how the upgrades are accomplished. Indicate how support would be provided to our location (hot line telephone support, , on-site, etc.). Indicate if a support agreement is mandatory or optional. 1.9 Pricing provide complete, detailed pricing on all aspects of the project. The initial estimated user count is a total of 7 which includes 5 requiring full access and 2 with administrative privileges. Prices must be provided on the following, at a minimum: i) software licenses indicate the licensing model and options available and cost for each (named user, concurrent, site license or web based) ii) support/maintenance indicate all costs over the first five years. Define whether these costs are fixed or based on a percentage of licensing costs. Indicate which services are included and which are optional. Indicate when support/maintenance costs are due in relation to go-live and when they become effective. iii) other services provide an hourly/daily rate as well as an estimate of the amount of time required to provide each of the following services: - system configuration/installation - integration, data conversion - training; technical, administrative user, end user - general consulting - travel costs - any other costs not included in the above 7.

8 1.10 References provide a list of at least three other clients that have a similar environment that are using similar software that you are proposing to the City. These references must be approved for contact by the City; include the name of the firm, nature of business, size, location, software modules in use, contact person and telephone number Requirements Checklist Complete the included table (Part 2 Section 6) Reporting Include a complete list, with samples of each report, that are included as default within your application. Please also provide detailed information on how other reporting related activities are managed such as: i) adhoc reporting methods ii) internal report building tools iii) supported reporting applications (Crystal, InfoMaker) iv) data access method (through an API?) v) export file types (xls, doc, csv, pdf, etc) Failure to provide the proposal in the format requested may result in the disqualification of your submission. The City is under no obligation to solicit missing or incomplete information or to clarify confusing or misleading statements. Failure of the Bidder to provide clear and complete information may result in the disqualification of the proposal. 2.0 Proposal Submission 2.1 Six (3) complete and separately bound copies of your proposal will be required. Submissions are to be sealed in a box or envelope and clearly marked as follows: Request for Proposal Complete with your firm's name and return address. Vendors are completely responsible for ensuring that their proposals reach the correct final location prior to the proposal submission deadline. and fax quotations will not be accepted. 2.2 Your proposal will be considered if received not later than 2:00:00 p.m. (local time), Dec.1,2010 at: City of St. Albert, Planning & Engineering 2 nd Floor, 5 St. Anne Street St. Albert, Alberta T8N 3Z9 Attention: Jeff Yanew Faxed, ed or any other non-original proposal submissions will not be accepted. Proposals received by the City after the designated closing time indicated above will not be accepted. 2.3 Prior to the submission deadline, all questions relating to the process or technical aspects of the project shall be directed to: Attention: Jeff Yanew Planning & Engineering Department Telephone: (780) Fax: (780) Requests for information, clarifications, amendments, extensions or any other material change that may affect the content of the proposals or the submission deadline will not be considered by the City within 96 hours of the submission deadline. 2.5 Any and all new information made available prior to the submission deadline will be released to all known vendors. 8.

9 Request for Proposal Part 4 - Proposal Review, Presentation/Demonstrations and Requirements Checklist 1.0 Proposal Review 1.1 Proposals will be opened in private immediately following the bid submission deadline. Final results will not be released until a contract has been awarded. 1.2 Proposals will be reviewed and evaluated by a committee consisting of City staff. 1.3 All proposals and presentations will evaluated on the following criteria:(please see Appendix Two) i) conformance to the business requirements ii) quality and completeness of solution; range, suitability, functionality, flexibility iii) qualifications; firm and personnel, experience iv) cost; incremental and total v) implementation strategy; integration, conversion and training 1.4 The City reserves the right at any time to request clarification of the contents of any submission, to accept or reject any proposal with or without negotiation and to extend the allocated period for negotiations as it so determines in its sole and absolute discretion. 2.0 Presentation and Demonstration 2.1 Following the initial proposal review and evaluation, the City may elect to shortlist the highest evaluated vendors and request presentations/demonstrations to the committee. Although the City will endeavor to provide as much advance notice as possible, it is expected that all firms should be prepared to provide a presentation that includes the members of your project team, on short notice (10 days or less). 2.2 The presentation/demonstration will take place in two parts: i) the presentation component will provide each vendor the opportunity to speak directly to City staff about their company and the software being proposed, advantages, highlights, developments, etc. ii) the demonstration component must be based on scripts provided by the City. Each vendor will configure their software such as to perform the tasks and functions required by the City. Standard or canned demos will not be allowed. 2.3 The lowest, or any, proposal is not necessarily accepted. The City reserves the right to negotiate with the highest evaluated RFP if costs exceed the total approved budget. 3.0 Award of Contract 3.1 The project award will be contingent upon, and governed by, a contract acceptable to both parties. 3.2 The specifications, pricing, terms and conditions contained in this Request for Proposal and the response submitted by the successful bidder will form the basis of the contract. 9.

10 Request for Proposal Part 5 Terms and Conditions, Standard The following Terms and Conditions are standard and are included in most City tender/proposal packages. Should discrepancies or differences be noted between the terms and conditions stated here and those stated elsewhere in the bid documentation provided, then the terms and conditions stated elsewhere in the documentation will prevail. 1.0 General 1.1 All prices quoted will be in Canadian dollars. Price adjustments due to currency fluctuations, or any other reason, will not be accepted. 1.2 Prices quoted will be firm and unchangeable after the time and date of bid closure. Pricing will be guaranteed for a period of at least 90 days. 1.3 All prices quoted shall be exclusive of the Goods and Services Tax. The successful Contractor will be required to show the G.S.T. separately on their invoices. All other taxes will be included in the bid price. 1.4 The City of St. Albert is a Net 30 Day account and all proposals will be tendered as such. 1.5 Unless directed otherwise, all prices quoted will be inclusive of all freight and delivery charges. Delivery shall be F.O.B. the City of St. Albert. 1.6 There is no expressed or implied obligation for the City of St. Albert to reimburse responding vendors for any expenses incurred in the preparation of proposals or attendance at interviews/presentations in response to this Request for Proposal. 2.0 Acceptance of Submissions 2.1 Unless explicitly stated otherwise, submission of a proposal indicates acceptance by the Contractor of the terms and conditions contained in the Request for Proposal. 2.2 The City reserves the right to withdraw, at its discretion and at any time, this Request for Proposal. The City will not be held liable for any expenses, costs, loss or damage incurred or suffered by any Proponent as a result of such withdrawal. 2.3 The City reserves the right, without prejudice, to reject any or all proposals. 3.0 Accuracy, Confidentiality and Release of Information 3.1 All information contained in this document with respect to operations, qualities, quantities, values, description of properties, losses, etc., are reasonably and realistically accurate to the best of the City s knowledge, however, is not guaranteed by the City. It is each vendor s responsibility to obtain and verify to the best of their ability the information required to respond accurately to this RFP. 3.2 All proposals submitted to the City become the property of the City in their entirety. Proposals and the information contained within will be held in confidence as much as is reasonably possible and subject to the disclosure provisions contained in the Freedom of Information and Protection of Privacy Act (F.O.I.P.). 3.3 Any information or knowledge gained or obtained by the Vendor as a result of this process will be maintained in confidentiality and will not be sold, distributed or in any way used for profit. 10.

11 3.4 Due to the nature of this Request for Proposal, details contained within each submission may not be provided or available to vendors prior to award of contract. Release of information will be governed by the provisions contained in the Freedom of Information and Protection of Privacy Act. 4.0 Negotiation and Termination of Contract 4.1 To a reasonable degree, the City reserves the right to negotiate the final contract with the successful vendor outside of the defined scope of services indicated in the RFP. 4.2 At any time and at the sole discretion of the City, the City reserves the right to terminate any and/or all services provided by the successful vendor should the services provided be deemed to be unsatisfactory. In this event, the City will provide written notice to the vendor of the unsatisfactory condition and if the vendor does not remedy the unsatisfactory condition within 30 days of the date of written notice the City will terminate the service(s) on 30 days written notice. 5.0 Conflict of Interest 5.1 All vendors are required to disclose to the City any direct or potential conflict of interest in their RFP submission. The disclosure will detail the nature and degree of the direct or potential conflict. The City reserves the right to reject a proposal and/or to cancel the award of contract if, in the City s sole opinion, any interest disclosed from any source could give the appearance of a conflict of interest or cause speculation as to the objectivity of the awarding of the contract. 6.0 Business Licensing 6.1 It is a requirement of the City that all successful Contractors who are providing a service will have a valid City of St. Albert Business License prior to commencement of the work and maintain that license for the duration of the project. 6.2 It may be a requirement of the City that all successful Contractors who are providing a tangible product or good will have a valid City of St. Albert Business License prior to commencement of the work and maintain that license for the duration of the project if they operate within City limits. 6.3 Contractors includes any business, occupation, activity, amusement, entertainment, trade employment, profession or calling and the provision of a service of any kind that is conducted for the purpose of earning income, whether or not it is conducted for the purpose of earning a profit. 11.

12 APPENDIX ONE PROPOSAL SUBMISSION FORM The undersigned agrees that: i) they have reviewed and are familiar with the relevant Request for Proposal documentation and all associated documents; and ii) they are familiar with the various terms and conditions of the proposal process and that the attached proposal submission is fully compliant with the requirements stated in the Request for Proposal documentation iii) they are fully conversant with the requirements and any other conditions, which may effect the execution of the contract; and iv) they have the authority to commit his/her/their firm into this agreement with the City of St. Albert RFP # / TITLE: DATE: FIRM NAME: MAILING ADDRESS: PHONE/FAX NUMBERS: NAME OF AUTHORIZED SIGNEE: SIGNATURE: In the event that it is necessary for the City of St. Albert to contact your firm for clarifications or further information regarding your proposal submission, please provide the full contact information for that person: NAME: POSITION: LOCATION: PHONE NUMBER: CELL NUMBER: ADDRESS: Provide the information for an alternate contact person in the event that the above person is not available: NAME: POSITION: LOCATION: PHONE NUMBER: CELL NUMBER: ADDRESS: 12.

13 APPENDIX TWO EVALUATION FORM Evaluation Criteria 1. BUSINESS QUALIFICATIONS 1.1 Experience and familiarity with ISO standards 1.2 Experience implementing with other municipalities 1.3 Qualifications & overall experience 2. SCOPE OF SERVICES 2.1 Implementation strategy 2.2 Training & support services 3. SOFTWARE QUALIFICATIONS 3.1 Implementation use with other municipalities 3.2 Conformance to the software requirements (See Requirements Checklist pg. 6) 3.3 quality and completeness of solution; range, suitability, functionality, flexibility 4. COST CRITERIA 4.1 cost; incremental and total Maximum Number of Points Awarded TOTAL 100 Additional Questions/Other Information 1. Briefly describe whether the software is capable of adding on additional modules? a) Project Management module integration b) Occupational Health & Safety (ISO 18001) or Risk management module integration 2. If yes, Please provide integration quotes for the above additional modules? 13.

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