Request for Proposals (RFP) No Work Order and Asset Management Software

Transcription

1 City of Lakewood Department of Community Resources 480 South Allison Parkway Lakewood, CO Request for Proposals (RFP) No Work Order and Asset Management Software Submittal Due Date: November 1, :00 A.M., MT (our clock) Submit Sealed Proposals to: City of Lakewood Finance Front Desk 1 st Floor, Civic Center South Building 480 S. Allison Parkway Lakewood, CO Addendums may be issued for this Request for Proposal and will be posted on the Rocky Mountain E Purchasing System (RMEPS) at: It is the offeror s responsibility to ensure addendums issued are acknowledged and submitted along with their respective proposal documents. Failure to submit such addendums may result in disqualification of respective proposal.

2 Section I Page 1 of 2 REQUEST FOR PROPOSAL RFP NO Work Order and Asset Management Software 1. PROJECT OVERVIEW AND SCOPE OF WORK The City of Lakewood, Department of Community Resources is soliciting proposal from qualified software vendors for work order and asset management software with the following capabilities: Track and manage the City s assets Establish a work orders process Provide an automated solution for costing of managing the life cycle of physical and infrastructure assets such as service plants, buildings and building systems and other physical assets. The Department of Community Resources (CR) is dedicated to providing City of Lakewood residents with exceptional services and consists of the following seven (7) divisions: Administration and Marketing Planning and Construction Urban Parks and Forestry Recreation Heritage, Culture and the Arts Family Services Regional Parks and Golf 2. SOFTWARE REQUIREMENTS: A. Capability for the Planning and Construction and maintenance programs to keep pace with building maintenance and operation technology and the utilization of technologies for energy efficiencies and sustainability. CR recognizes the need to automate many of its existing processes and desires to replace the existing labor intensive recording processes with more accurate cost tracking tools, asset and infrastructure management, operation efficiencies and a more effective implementation of work planning and scheduling. B. Accessibility and ease of use for City employees to input work requests into the work order system and to track services and assignment of personnel to complete the request. The potential for expandability of the system, allowing the City to add ERSI products for GIS mapping, mobile applications for working in the field, irrigation systems and tree inventories is essential. The ease with which this particular software program can be configured to allow for routing and sharing information between City departments for applications, reports, tracking energy usage and life cycle analysis of critical infrastructure and equipment is required..

3 Section I Page 2 of 2 C. Cloud-based software application with the ability to store all data and information off-site and have the following capabilities: Unit Cost Accounting Work Order Generation and Tracking Service Call Generation and Tracking Inventory Tracking and Accounting Fixed Asset Tracking and Accounting Labor Tracking and Accounting Equipment Tracking and Accounting Capable of a minimum of five (5) concurrent users Seamlessly integrate with ESRI-based GIS for location-based asset tracking D. Ability to track and maintain data on activities, materials, employees and equipment used by the department which could include the following business requirements: Track service calls through resolution Generate and distribute work orders Assign crews automatically to specific work orders based on description Track work order progress Utilize a common dashboard and database to launch and track results of completed work orders Record and store employee hours related to work orders General cost of work order based upon labor, equipment and materials Evaluate, assign and manage staff activities Evaluate and manage allocation and use of materials and equipment Eliminate the creation and maintenance of paper files Attach digital photos or other electronic documents related to work orders Assign and track work orders by defined projects Setup inspection schedules to comply with rules and regulations Fulfill government reporting requirements

4 Section II Page 1 of 2 3. PROPOSAL SUBMITTAL REQUIREMENTS Interested companies must submit one (1) original, marked original and six (6) copies of a written proposal, sealed in an envelope and clearly labeled the RFP. No Proposals must be received no later than 10:00 A.M., M.T. (our clock) on November 1, 2012 and delivered to: City of Lakewood Finance Front Desk 1st Floor- Civic Center South Building 480 S. Allison Parkway Lakewood, CO Proposals will be evaluated by the Department of Community Resources, Information Technology and the Purchasing Division. Submittals should be clear and to the point, emphasizing specific qualifications and directly related past experience of the person who will actually perform the work and shall include the following information: A. Profile of vendor s experience, qualifications, and capabilities in providing required software. B. Descriptions of the type of services performed for other public agencies and a list of contact references for representative projects. C. Approach to installing the software and providing the required training. D. Estimated project schedule and total number of days to complete installation and training. E. The cost of the proposed software, licenses, installation, training and annual maintenance fee (based on a minimum of 5 concurrent users). Pricing shall include a breakdown of module pricing. All questions concerning this RFP should be sent in writing to Mary O Halloran, Contract Administrator at maroha@lakewood.org. All questions must be received in writing no later than 5:00 P.M. M.T. on October 19, 2012.

5 Section II Page 2 of 2 4. PROPOSAL EVALUATION Proposals will be evaluated on the following criteria (ordered in their relative importance): A. Past experience with similar projects. B. Ability meet City's project schedule. C. Ability to coordinate installation and training of the software. D. Cost of software and licensing. E. Cost of installation and training. F. Cost of annual maintenance. A subsequent to the initial evaluation, up to three (3) consultants may be interviewed. The interviewees will then be ranked according to the following criteria: A. Information presented by the team members during the interview B. Consultant team s experience and understanding of the project. C. References. 5. SCHEDULE OF EVENTS RFP Issued October 9, 2012 Questions Due October 19, 2012, 5:00 P.M., M.T. City Addendum Issued (if necessary) October 22, 2012 RFP Submittal Due Date November 1, :00 A.M., M.T. (our clock) Interviews (if necessary) Week of November 19, 2012 Award Date (approximately) November 26, 2012

6 Section III Page 1 of 4 REQUEST FOR PROPOSAL FORM REQUEST FOR PROPOSAL NO.: 3424 PROPOSAL DUE DATE & TIME: November 1, :00 A.M., MT (our clock) SUBMIT SEALED PROPOSALS TO: City of Lakewood Finance Front Desk 1 st Floor, Civic Center South Building 480 S. Allison Parkway Lakewood, CO CONTRACT ADMINISTRATOR: Mary O Halloran PHONE NO.: maroha@lakewood.org COMPANY NAME: ADDRESS: Federal Tax ID Number Contact Person Phone Number

7 Section III Page 2 of 4 1. Company Name STATEMENT OF OFFEROR S QUALIFICATIONS RFP No How many years have you been engaged in this type of business? 3. List several companies and a person to contact with whom you have contracts: A. B. C. D. 4. Are any lawsuits pending against you or your firm at this time? Yes No If yes, detail: 5. Have any charges been filed against you or your firm or the bidding entity with the Office of Contract Compliance, the Equal Opportunity Commission, the State of Colorado Civil Rights Commission, or any other similarly constituted entity charges by any state or local government with the enforcement of anti-discrimination legislation or regulations? Yes No If yes, detail:

8 Section III Page 3 of 4 6. The undersigned hereby authorizes and requests any person, firm, or corporation to furnish any information requested by the City of Lakewood in verification of the recitals comprising this Statement of Offeror s Qualifications and that the answers to the foregoing questions and all statements therein contained are true and correct. Dated this day of, (Company Name) By: Title:

9 Section III Page 4 of 4 SIGNATURE PAGE RFP No The undersigned offeror hereby acknowledges that they have not entered into any agreement with any other offeror or prospective offeror or with any other person, firm, or corporation relating to the price named in said proposal or any other proposal, nor any agreement or arrangement under which any person, firm, or corporation is to refrain from quoting, nor any agreement or arrangement for any act or omission in restraint of free competition among offerors. Furthermore, said offeror has not disclosed to any person, firm, or corporation the terms of said proposal or the price named therein. In compliance with the terms and conditions of RFP No the undersigned agrees to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule. Offeror hereby certifies that this quoted price is firm for a period of 60 calendar days from the due date specified in this Request for Proposal. OFFEROR, the following must be fully completed: Dated at this day of,2012. SIGNATURE OF OFFEROR: If an Individual doing business as If a Partnership by, member of firm If a Corporation a by Title (State) corporation Telephone Number: Address:

10 Section IV Page 1 of 2 INFORMATION TO OFFERORS 1. QUALIFICATIONS A. No proposal shall be accepted from and no contract will be awarded to any person, firm, or corporation that is in arrears to the City of Lakewood, upon debt or contract that is a defaulter, as surety or otherwise, upon any obligation to the City, or that is deemed irresponsible or unreliable by the City of Lakewood. B. If requested, offerors shall be required to submit satisfactory evidence that they have a practical knowledge of the particular service bid upon and that they have the necessary financial resources to complete the proposed services called for as described in the attached Specifications. 2. PROPOSAL SUBMITTAL A. Before submitting this proposal, the offeror shall read the Request for Proposal Specifications, and all other contract documents included herein; fully inform themselves as to all existing conditions, uncertainties, and limitations; and shall include sums in the proposal covering the cost of each item included in the contract. The submission of a proposal shall be considered conclusive evidence that the offeror has fully complied with these requirements. B. Each proposal shall be typed or legibly written in ink, with all prices given in figures and also words where called for. The proposal must cover all of the items of performance therein and no others, unless instructions to the contrary are specifically stated in the Specifications. 3. LATE PROPOSALS, MODIFICATIONS OF PROPOSALS, OR WITHDRAWAL OF PROPOSALS A. Any proposals received at the Property & Purchasing Services Division after the exact time specified for receipt will not be considered unless it is received before award is made and either: i. It was sent by registered or certified mail not later than the fifth (5th) calendar day prior to the date specified for the receipt of bids. ii. It was sent by mail and it is determined by the City that the late receipt was due solely to mishandling by the City after receipt by the City. B. Any modifications or withdrawal of a proposal, prior to the proposal due date and time, is subject to the same conditions as in A above, except that withdrawal of a proposal by a Fax transmission is acceptable. A proposal may also be withdrawn in person by an offeror or its authorized representative, provided identification is supplied and a receipt is signed for the proposal, but only if the withdrawal is made prior to the exact time set for receipt of proposals.

11 Section IV Page 2 of 2 4. PROPOSAL INTERPRETATION A. No information derived from any specifications or from any City representative will relieve the offeror from any risk or from fulfilling all of the terms of this contract. The accuracy of the offeror's interpretation of the facts disclosed by any City representative is not guaranteed. The offeror shall not at any time make claim to any additional payments, considerations, or accounting of any misunderstanding regarding the nature or amount of work to be done. B. Should an offeror find discrepancies in or omissions from specifications, or other contract documents, or should they be in doubt as to their true meaning, they shall at once notify the City of Lakewood, Property & Purchasing Services Division, Mary O Halloran, Contract Administrator at or maroha@lakewood.org, before the set time for questions. If the point in question is not clearly and fully set forth, a written addendum or bulletin of instructions will be sent to all offerors on record. 5. AUTHORITY REQUIREMENTS The offeror agrees to abide by all the laws, rules, and regulations of the United States, State of Colorado, County of Jefferson, and City of Lakewood securing all necessary licenses and permits in connection with the proposal. Such laws, rules, and regulations of all authorities having jurisdiction over the work called for in this proposal shall apply to this contract throughout, and they will be deemed to be included in the contract the same as though herein written out in full. 6. CONTRACT INCLUSIONS All offerors are hereby placed on notice that Section I through VI as are included herein, and any addenda issued for this Request for Proposals, will be incorporated by reference as contract documents with the contract which will be executed by the successful offeror and will be on file in the Office of the City Clerk. As the noted documents will become contract documents, if you are the successful offeror, the same shall not be destroyed. 7. PRICE QUOTATION Proposals submitted with quotations of price in effect at time of delivery are not acceptable. Only firm price quotations will be considered in evaluation and award of this contract.

12 Section V Page 1 of 4 GENERAL PROVISIONS 1. CHANGES CLAUSE: No change will be made to the requirements of this order without the express written consent of the City of Lakewood. Any excess cost incurred by the Offeror, in the event an unauthorized change is made, will be at his expense and not chargeable to the City. Any change made without the consent of the City may result in cancellation of this order. 2. PAYMENT: City payment terms are Net 30 days, unless otherwise negotiated. Payment by City procurement Card is preferred. Payment shall be processed upon receipt by the City of an itemized invoice. Each purchase order shall be invoiced separately. All invoices shall be submitted to the City of Lakewood, Finance Department, Purchasing Division. 3. INDEMNIFICATION: To the fullest extent permitted by law, the Offeror shall indemnify and hold harmless the City of Lakewood, its officers, employees, and insurers, from and against claims, damages, losses and expenses, including but not limited to attorneys fees, arising out of or resulting from performance of this contract, provided that such claim, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, but only to the extent caused by the negligent acts or omissions of the Offeror, anyone directly or indirectly employed by them or anyone for whose acts they may be liable. Such obligation shall not be construed to negate, abridge, or reduce other rights or obligations of indemnity which would otherwise exist as to a party or person described in this paragraph. The Offeror agrees to investigate, handle, respond to, and to provide defense for any such liability, claims, or demands at the sole expense of the Offeror, and agrees to bear all other costs and expenses related thereto, including court costs and attorney fees, whether or not any such liability, claims, or demands alleged are groundless, false, or fraudulent. 4. EQUAL OPPORTUNITY EMPLOYER: The successful offeror will not discriminate against any employee or applicant for employment because of race, color, religion, age, sex, disability or national origin. The successful offeror will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, religion, age, sex, disability, or national origin. Such action shall include but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The successful offeror agrees to post in conspicuous places, available to employees and applicants for employment, notice to be provided by an agency of the federal government, setting forth the provisions of the Equal Opportunity Laws.

13 Section V Page 2 of 4 5. AMERICANS WITH DISABILITIES ACT: The Offeror shall be in compliance with the appropriate area of the American with Disabilities Act of 1990 as enacted and from time to time amended and any other applicable federal regulation. A signed, written certificate stating compliance with the Americans with Disabilities Act may be requested at any time during the life of any purchase order or contract and with any new purchase order or contract issued by the City. 6. INSURANCE REQUIREMENTS: The Offeror, prior to commencing work, shall provide at his own cost and expense, proof of the following insurance to the City of Lakewood. Such insurance shall be obtained from financially responsible insurance companies, licensed in the State of Colorado and acceptable to the City of Lakewood. Prior to cancellation of or material changed in any required policy, a minimum of thirty (30) days written notice shall be given to the Purchasing Division of the City of Lakewood by means of registered mail, return receipt requested. All notices shall name the Offeror and identify the order RFP number. Required Coverages: A. Workmen's Compensation in accordance with the Workmen's Compensation Act of the State of Colorado. B. Commercial general liability insurance occurrence form, with minimum limits of ONE MILLION DOLLARS ($1,000,000) per each occurrence plus an additional amount sufficient to pay related attorneys' fees and defense costs. C. Comprehensive Automobile Liability insurance with minimum limits for bodily injury and property damage of not less than ONE MILLION DOLLARS ($1,000,000), per occurrence, statutory personal injury protection and uninsured motorists, plus an additional amount sufficient to pay related attorneys' fees and defense costs, with respect to each of the Vendor's owned, hired or non owned vehicles assigned to or used in performance of this order. The policies required by paragraphs (B) and (C) above shall be endorsed to include the City of Lakewood and the City of Lakewood's officers and employees as additional insureds. Every policy required above shall be primary insurance and any insurance carried by the City of Lakewood, its officers, or its employees, or carried by or provided through any self insurance pool of the City of Lakewood, shall be excess and not contributory insurance to that provided by the Vendor. A certified copy of any policy shall be provided to the City of Lakewood at its request. The parties hereto understand and agree that the parties are relying on, and do not waive or intend to waive by any provision of this order, the monetary limitations or any other rights, immunities, and protections provided by the Colorado Governmental Immunity Act et seq, 10 C.R.S., as from time to time amended, or otherwise available to the parties, their officers, or their employees.

14 Section V Page 3 of 4 7. TAX EXEMPTIONS: In accordance with regulations of the Department of Revenue, State of Colorado, all manufacturer's excise and sales tax due in the State of Colorado, County of Jefferson, City of Lakewood, or other local entity, on any items provided pursuant to this order are exempted from payment by the City. A tax exemption certificate is available through the Purchasing Division if needed. 8. VENUE: Venue of any suit or cause of action under this Agreement shall lie in Jefferson County, Colorado. 9. ASSIGNMENT: The Offeror shall not assign or transfer, whether by assignment or novation, any of its rights, duties, benefits, obligations, liabilities, or responsibilities under this contract without the written consent of the City. 10. APPROPRIATIONS: The City is not obligated by this Agreement to make any payments in any fiscal year beyond the fiscal year for which funds are appropriated for the payment thereof or to make payments from any funds of the City other than funds appropriated for the payment of current expenditures. All payment obligations of the City under this Agreement are from year to year only and do not constitute a multiple-fiscal year direct or indirect debt or other financial obligation of the City. 11. TERMINATION: This agreement may be terminated by the City in the event of default by the Contractor, provided the City has first provided the Contractor with written notice of the default and the Contractor shall have failed to cure the specified default within seven (7) days of receipt of the notice. 12. PROHIBITION AGAINST EMPLOYING ILLEGAL ALIENS: (This section shall not apply to an individual person who does not hire employees to perform this contract.) This paragraph shall apply to all Offerorss whose performance of work under this Agreement does not involve the delivery of a specific end product other than reports that are merely incidental to the performance of said work. Pursuant to Section ,C.R.S., et seq., Offeror represents and agrees that: A. UNLAWFUL EMPLOYEES, CONTRACTORS AND SUBCONTRACTORS: Offeror shall not knowingly employ or contract with an illegal alien to perform work under this Contract. Offeror shall not knowingly contract with a subofferor that: (a) knowingly employs or contracts with an illegal alien to perform work under this Contract or (b) fails to certify to the Offeror that the subofferor will not knowingly employ or contract with an illegal alien to perform work under this Contract.

15 Section V Page 4 of 4 B. VERIFICATION REGARDING ILLEGAL ALIENS: Upon entry into a new contract or renewal of a contract for services Offeror will verify through participation in either the E-verify Program or the Department Program of the State of Colorado that Offeror does not employ any illegal aliens. If Offeror chooses to use the Department Program, Offeror shall complete a "Notice of Participation in the Department Program for Public Contracts for Services" and distribute said notice to the Colorado Division of Labor and the City. If Offeror has chosen to use the Department Program, and if, during the contract period, Offeror hires an employee who is newly hired for employment to perform work under the contract, Offeror shall, within twenty days of hiring an employee, affirm that Offeror has examined the legal work status of such employee, retained file copies of the documents required by 8.U.S.C. 1324a, and not altered or falsified the identification documents for such employees. The Offeror shall provide a written, notarized copy of the affirmation to the City. C. LIMITATION REGARDING E-VERIFY PROGRAM AND DEPARTMENT PROGRAM: Offeror shall not use either the E-verify Program or the Department Program procedures to undertake pre-employment screening of job applicants while performing this Contract. D. DUTY TO TERMINATE A SUBCONTRACT; EXCEPTIONS: If Offeror obtains actual knowledge that a subofferor performing work under this Contract knowingly employs or contracts with an illegal alien, the Offeror shall, unless the subofferor provides information to establish that the subofferor has not knowingly employed or contracted with an illegal alien: (a) notify the subofferor and the City within three days that the Offeror has actual knowledge that the subofferor is employing or contracting with an illegal alien; and (b) terminate the subcontract with the subofferor if, within three days of receiving notice that the Offeror has actual knowledge that the subofferor is employing or contracting with an illegal alien, the subofferor does not stop employing or contracting with the illegal alien. E. DUTY TO COMPLY WITH STATE INVESTIGATION: Offeror shall comply with any reasonable request of the Colorado Department of Labor and Employment made in the course of an investigation pursuant to C.R.S (5). F. DAMAGES FOR BREACH OF CONTRACT: In addition to any other legal or equitable remedy the City may be entitled to a breach of this Contract, if the City terminates this Contract, in whole or in part, due to Offeror s breach of any paragraph in this Section, Offeror shall be liable for actual and consequential damages to the City. G. CERTIFICATION: Prior to executing contract, the offeror shall certify that it does not knowingly employ or contract with an illegal alien who will perform work under the contract and that the offeror will participate in the E-verify Program or the Department Program in order to confirm the employment eligibility of its employees. 13. COLORADO OPEN RECORDS ACT: The City of Lakewood is a governmental agency and as such is subject to the Colorado Open Records Act.