REQUEST FOR QUALIFICATIONS

Transcription

1 LITTLE ROCK ADVERTISING & PROMOTION COMMISSION Physical Address: 426 West Markham Street Little Rock, Arkansas Mailing Address: P.O. Box 3232 Little Rock, Arkansas REQUEST FOR QUALIFICATIONS The Little Rock Advertising & Promotion Commission dba Little Rock Convention & Visitors Bureau ( LRCVB ) is extending an invitation for professionals to submit qualification information of their expertise to provide information systems consulting services. The intent of this invitation is to establish an agreement with a qualified professional for an annual contract to provide information system consulting services as outlined herein for LRCVB during a twelve month period with LRCVB s option to renew the contract for an additional two (2) twelve (12) month periods. Designate on the front, lower, left hand corner of your response envelope, the following: Bid Reference Number: Subject: LRCVB Information Systems Consulting Services Bid Closing Time: Wednesday, August 21, :00 p.m.

2 INSTRUCTIONS TO RESPONDERS 1. REQUEST FOR QUALIFICATION SUBMISSION ADDRESS AND DEADLINE. Completed Request for Qualification ( Responses ) will be received in Purchasing, LRCVB, Sr. VP/CFO, 426 West Markham Street - #7 Statehouse Plaza, Little Rock, Arkansas 72201, until the submission deadline (closing time and date) as stated on the cover page. Responses received after the closing time and date will be returned to sender unopened. Faxed or electronic responses are not considered sealed and cannot be accepted. Do not include fees for your services in your response. If fees are included, the response will not be accepted. 2. SIGNATURES: All proposals are required to be signed by an authorized representative of the submitting entity on Attachment I. 3. DEVIATIONS BETWEEN SPECIFICATIONS AND DELIVERED ITEMS(S): Any deviation from the specifications must be detailed in an addendum and may or may not impact the review for qualifications. 4. ALTERING PROPOSALS: Proposals cannot be altered, amended or withdrawn by the Responder after the opening deadline. The signer of the proposal, guaranteeing authenticity, must initial any interlineations, alterations, or erasures made before this deadline. 5. MODIFICATIONS AND AMENDMENTS: LRCVB shall have the right to modify the specifications prior to the submission deadline and will endeavor to notify all potential Responders that have received a copy of the specifications, but failure to notify shall impose no obligation or liability to LRCVB. 6. WITHDRAWAL OR REJECTION: LRCVB reserves the right to withdraw the request for qualifications for any reason. LRCVB further reserves the right to accept or reject part or all of any specific proposals or all proposals and to accept or reject any trade-in. 7. LATE PROPOSALS: LRCVB is not responsible for lateness or non-delivery of mail, carrier, etc. to LRCVB, and the time and date recorded in the Purchasing Office shall be the official time of receipt. 8. INCURRING COSTS. LRCVB is not liable for any cost or expenses incurred by the responder or any other person or entity in the preparation of their responses (including, without limitation, for attendance at any conferences or meetings related to this RFQ.) 9. ASSIGNMENT: The successful Responder s rights and duties awarded by an agreement may not be assigned to another without the written consent of LRCVB signed by LRCVB s authorized agent. Such consent shall not relieve the assignor of the liability in the event of default by the assignee. 10. INVITATION AMBIGUITY: Any ambiguity in the invitation as a result of omission, error, and lack of clarity or non-compliance by the Responder with the specifications, instructions, and all conditions of bidding shall be construed in the favor of LRCVB.

3 11. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications. All change orders to the agreement will be made in writing and shall not be effective unless signed by an authorized representative of LRCVB. 12. LIENS: The successful Responder agrees to and shall indemnify and save harmless LRCVB against any and all liens and encumbrances for all labor, goods, and services which may be provided under LRCVB s request, by seller or seller s supplier(s) and if LRCVB requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to LRCVB. 13. PATENT INDEMNITY: The successful Responder hereby warrants that the use or sale of the products and materials delivered hereunder will not infringe on the rights of any patent, copyright, or registered trademark, covering such materials and the successful Responder agrees to indemnify and hold harmless LRCVB of any and all costs, expenses, judgments, and damages which LRCVB may have to pay or incur. 14. GRATUITIES/BRIBES: LRCVB may, by written notice of the successful Responder, cancel this agreement without liability to the successful Responder if it is determined by LRCVB that gratuities or bribes in the form of entertainment, gifts, or otherwise, were offered or given by the successful Responder, or its agent or representative to any LRCVB officer, employee, or elected representative with the respect to the performance of the agreement. 15. DISCLOSURE OF RESPONSE CONTENTS. Responder s submittals are not confidential and could be subject to Arkansas Freedom of Information laws. All material submitted becomes the property of LRCVB. LRCVB has the right to use any or all concepts presented in any application. Approval or disapproval of response does not affect this right. 16. RESPONSE FORM TO BE USED: The proposals must be submitted in the format specified in the Specifications. 17. NOTIFICATION OF SPECIFICATIONS: Please check below how you learned of these specifications: [ ] LRCVB mailed a copy [ ] LRCVB ed a copy [ ] City Newspaper Advertisement [ ] Cold call to LRCVB 18. RELATIONSHIP. Responder shall disclose any relationship to any LRCVB officer, employee, commission or representative whether it is ownership, business relationship, family, etc. on Attachment I. LRCVB must have adequate information to determine if any potential conflict may exist. 19. INDEPENDENT CONTRACTOR: The successful Responder is an independent contractor and nothing contained herein shall be deemed to create any association,

4 partnership, joint venture, or relationship of principal and agent or employer and employee between the parties hereto or any affiliates or subsidiaries thereof. The successful Responder shall not execute, bind or contractually obligate anything to any person on behalf of LRCVB without the prior written consent of LRCVB. 20. COMPLIANCE: The successful Responder will be solely responsible for its compliance with all federal and state laws, regulations and rules including but not limited to local union regulations. 21. CONFIDENTIALITY: The successful Responder agrees that it may have access to or obtain certain proprietary information including but not limited to trade practices or client relations. The successful Responder agrees to protect such proprietary information from disclosure or use directly or indirectly without written authorization by LRCVB. This section shall continue even after termination of this agreement including renewals for three (3) years after the termination of the agreement. 22. AGREEMENT. The successful Responder will enter into an Agreement once notified of the award. 23. GOVERNING LAW: This request for qualification shall be governed by and construed in accordance with the laws of Arkansas and each party hereby submits to the exclusive jurisdiction of the courts of Arkansas. 24. SPECIFICATION CLARIFICATION: For clarification to these specifications, call Leigh Ann Biernat, Sr. VP/Finance & Administration at (501) or at INTENTIONALLY LEFT BLANK

5 SPECIFICATIONS LRCVB desires to hire a professional informational systems service consulting firm to provide certain IT consulting services to the Little Rock Advertising and Promotions Commission (the LRAP ) and Little Rock Convention and Visitors Bureau (the LRCVB ). LRCVB manages and operates the Robinson Center, the Statehouse Convention Center, the River Market, the parking deck at 2 nd and Main, the parking deck at 2 nd and Commerce and the parking deck at Robinson Center. LRCVB employs approximately 125 full time employees and 75 part time employees. The LRAP is a seven member Commission made up of four representatives from the hotel and restaurant industry in Little Rock, two members of the City Board of Directors and one at large member. Scope of Services as may be requested from time to time by LRAP and LRCVB: The LRCVB propose to use the services of the information systems consulting services firm on specific projects to be designated by the LRCVB during the term of the agreement. The agreement will consist of an undetermined number of individual project assisgnments. Services to be provided include but are not limited to the following: Tax Revenue Project Analyze and evaluate current and past software, as well as the needs of LRCVB with regard to the automation of tax revenue collections and reporting, as well as online filing, payment and reporting capability. LRCVB receives a 2% hospitality tax from hotels and restaurants. This tax is due monthly. Payees received a 2% discount if payment is postmarked by the 20 th of the month. If payment is not postmarked by the 1 st of the following month, a 5% penalty and 10% interest is charged. The penalty for any given delinquent month cannot exceed 35%. LRCVB may receive a tax form but no payment. Revised tax forms may also be received for previous months. All of this information should be made electronically available for reporting, as LRCVB frequently receives Freedom of Information requests for any variation of this data. Accurate electronic reports of taxpayer accounts properly reflecting taxpayer name, permit number, address, discounts, payments, penalties, interest and unpaid amounts are also needed. Reporting by deposit date and postmark date is also needed. LRCVB previously utilized an in-house program for tax revenue. In 2011, Great Plains was used, with the reporting modified to accommodate our tax revenue specifications. The reporting is currently not adequate and is very labor intensive for staff. The firm selected should be prepared to provide their analysis of our options, as well as a recommendation as to how the firm could resolve this issue for LRCVB. Housing Web Application LRCVB has an in-house web application with fillable forms and data encryption that needs modifications from time to time. Consultation requiring data collected within the application may also be requested of the selected firm. Programmer LRCVB uses a variety of proprietary software. From time to time, the need for a programmer experienced with SQL and Crystal Report Writing, as well as obtaining reports in Great Plains, is needed. Other Other proprietary software projects as they arise. These projects may be small in size and may vary from job to job.

6 RESPONSES Responder will provide six bound copies of the responses to the request for information set forth herein. Responder shall provide the following information: 1) Name, address, telephone number of firm and electronic mail 2) Name of contact person, telephone number and electronic mail 3) Resumes of key personnel who will be assigned to LRCVB projects 4) Narrative regarding the history of the firm 5) Narrative of firm size, location and experience working under an on call arrangement 6) Narrative of project management structure and approach 7) Narrative of work performed within the public, tax supported, sector. 8) Provide three references: Include the name, telephone number and electronic mail address for the contact person who may be contacted for verification of all data submitted Date services were performed Include a brief, written description of the specific services performed and the conditions under which they were rendered 9) Responses are not to allude to or state any fees associated with this or any other projects in the past.

7 ATTACHMENT I RELATIONSHIP DISCLOSURES Pursuant to requirements set forth in paragraph 20, the following is a list of names and relationships. Name Relationship Signature Print Name and Title